City Council Workshop

AGENDA City Council Workshop January 26, 2021 Council Chambers The City Council workshop will be held via Zoom. Zoom is an online platform that allows persons to “attend” the meeting via video or telephone. View Workshop at: https://zoom.us/j/95149471699?pwd=STJ1VEgzWDR3SFdxbW9SRUJ5Z1FoQT09 from a PC, Mac, tablet, iPhone, or Android device. Or listen to the discussion by phone by calling 1-312-626-6799 and entering Meeting ID: 951 4947 1699 and Passcode: 715390, when prompted. While the workshop is available for public viewing, public comment will not be taken during the meeting. 5 PM New Public Works Facility Cost Estimate (Volkers, Bachmeier, HCM) 5:50 PM Local Option Sales Tax Strategy 6 PM Chief Sullivan: Annual Update and Camera Surveillance Plan 6:30 PM Special Project Fund Update 6:45 PM Temporary Policy: COVID-19 Leave Bank for Medical and Personal Absences 6:50 PM Recess for Regular Meeting WORKSHOP CONTINUES AFTER REGULAR MEETING Summerfest Update HOM Furniture: Request for a New Parking Standard for Furniture Stores Code Amendment: Chapter 2, Article 5, Personnel Council Topics Adjourn  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Brian Bachmeier, Public Works Director/City Engineer Date: January 26, 2021 Subject: Public Works Facility Site Planning Background On January 28, 2020 the City Council conducted a workshop session with 3M representatives about the 9.2 acre parcel at the corner of 32nd Street and Granada Avenue. This site is being considered as a potential public works facility site. The purpose of the workshop was to review the results of the geophysical environmental survey that was completed in the fall of 2019. At the workshop, the Council indicated it would like information from 3M about the price of the property before spending additional funds related to site planning. 3M Senior Environmental Engineer Kevin Madson recently advised us that 3M intends to donate the parcel to the City of Oakdale. Mr. Madson further indicated: “3M plans to conduct additional environmental investigation work in Q2/Q3 of this year to prepare for redevelopment (i.e. complete remaining Phase II investigation). To maximize the effectiveness and efficiency of 3M’s work, they are requesting that the City further refine the site schematic/plan so they can use it to plan their investigation locations and ultimately, their cleanup (i.e. Response Action) plan. Essentially, 3M’s field investigation will target a combination of environmental areas of interest plus areas that the City anticipates will require significant earthwork (i.e., building foundations, storm water basins, utility corridors, etc.). 3M and Barr Engineering would like to collaborate with the City of Oakdale and its contractors to develop a redevelopment plan that meets their common goals. Once that is developed, 3M can kick-off their remaining environmental site investigations.” On April 8, 2020 the City Council evaluated three sites for the public works facility, the current location, vacant land at 32nd & Hemingway (south of LA Fitness), and the 3M parcel at 32nd and Granada. Staff was directed to continue discussions with 3M and authorized the development of a concept site and building plan so 3M and their environmental consultants can continue to develop a remediation plan. HCM Architects was retained to assist in the development of the concept site and building plans, and to provide a cost estimate for the project. Staff and Architect Matt Lysne from HCM will provide a review of the concept plans and updated cost estimate for the project that have been developed for over the past six months.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: 1/26/2021 Subject: Local Options Sales Tax Strategy Staff and Council will engage in a discussion about legislative strategy for participating and monitoring this legislative process.  CITY OF OAKDALE, MINNESOTA RESOLUTION 2021-XX RESOLUTION TO SUPPORTING THE AUTHORITY TO IMPOSE A LOCAL SALES TAX TO FUND SPECIFIC CAPITAL IMPROVEMENTS PROVIDING REGIONAL BENEFIT, TO ESTABLISH THE DURATION OF THE TAX AND THE REVENUE TO BE RAISED BY THE TAX, AND TO AUTHORIZE THE CITY TO ISSUE BONDS SUPPORTED BY THE SALES TAX REVENUE. At a meeting of the City Council of the City of Oakdale held on Tuesday, January 26, 2021, both virtually and at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota, with the following members present: Mayor Paul Reinke, Council Members Jake Ingebrigtson, Susan Olson, Colleen Swedberg, and Kevin Zabel; and the following absent: none, the Oakdale City Council resolved: WHEREAS, the city has engaged community residents and businesses and will continue to engage residents and has identified two projects: - Police Facility: The Police Department has occupied its current facility since 1992, and during that time its sworn officer staff has increased 60% while responding to the growth in service needs and demands discussed above. The police station is beyond the capacity of the Department’s current operational needs, and its inefficiencies hinder the ability to meet the increasing needs in Oakdale and its immediate region. The urgently-needed facility improvements are necessary to continue to provide services to non-residents and businesses at current levels as well as meet the increased demands for services as the East metro develops in the future. Financing the $15M expanded and re-programmed police station through a City sales tax is an equitable method to reflect the benefits of the region surrounding Oakdale that relies on its need to provide police services to them; - Public Works Facility: The Public Works Department has occupied its current facility since 1985, and has made three subsequent additions through 2009. It is crowded, inefficient, and prone to structural and health concerns due to its location next to a wetland. The urgently-needed facility improvements are necessary to continue to provide services to non-residents and businesses at current levels as well meet the increased demands for services as the East metro develops in the future. Financing this $__M new facility through a City sales tax is an equitable method to reflect the benefits of the region surrounding Oakdale that relies on its need to provide public works services to them; WHEREAS, the projects will result in benefits to both the residents and businesses of the City of Oakdale and to non-resident visitors and businesses; and, WHEREAS, funding the projects with a local sales tax will more closely distribute the cost of the projects to the users of the facilities; and, WHEREAS, the projects are estimated to cost approximately $__M; and, WHEREAS, the city estimates that a local sales tax of .5 (one-half) percent would generate approximately $__M over 25 years; and, WHEREAS, the city has provided documentation of the regional significance of each project, including the share of the economic benefit to or use of each project by persons residing, or businesses located, outside of the jurisdiction; and,  WHEREAS, the estimated local sales tax revenue and estimated time needed to raise the funds for each project is estimated as follows: - Police Facility: the city will collect $__M, plus interest and other associated debt issuance costs, over 25 years. - Public Works Facility: the City will collect $__M, plus interest and other associated debt issuance costs, over 25 years. WHEREAS, Minn. Stat. § 297A.99 authorizes the imposition of a general sales tax if permitted by special law of the Minnesota Legislature; and, WHEREAS, Minn. Stat. § 297A.99 requires the City to pass a resolution authorizing such a local tax and to obtain Legislative approval prior to approval by the local voters to enact the local tax; THEREFORE, BE IT RESOLVED by the City Council of the City of Oakdale, Minnesota of the following: 1. The city council supports the authority to impose a general local sales tax of .5 (one-half) percent for a period of 25 (twenty-five) years to fund the aforementioned projects; 2. Upon approval of this resolution, the city will submit the adopted resolution and documentation of regional significance to the chairs and ranking minority members of the House and Senate Taxes committees for approval and passage of a special law authorizing the tax, by January 31 of the year that it is seeking the special law. 3. Upon Legislative approval and passage of the special law authorizing the tax, the city will adopt a resolution accepting the new law, which will be filed with a local approval certificate to the Office of the Secretary of State before the following Legislative session. 4. The city will put detailed ballot questions on a general election ballot for local voter approval within two years of receiving legislative authority. 5. If one or more ballot questions pass, the city will also pass an ordinance imposing the tax and notify the commissioner of Revenue at least 90 days before the first day of the calendar quarter that the tax will be imposed. 6. Upon completion of the aforementioned requirements, the local sales tax will commence and run for a duration of 25 (twenty-five) years or until a sum sufficient to fund the voter approved project(s), including related debt costs, is raised, whichever comes first. Voting in Favor: Mayor Reinke, Council Members Ingebrigtson, Olson, Swedberg, and Zabel; Voting Against: None. Resolution duly seconded and passed this 26th day of January, 2021. Attest: ________________________________________ Paul Reinke, Mayor ______________________________________ Susan Barry, City Clerk  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: January 26 2021 Subject: Annual Update from Chief of Police Each year, the Chief of Police meets with the City Council to provide an update on a variety of matters. From Chief Sullivan: I have prepared some potential discussion items for our annual workshop on January 26, 2021. As always, I will be happy to discuss any other items of interest or concern as well. 1. Forfeiture Recommendation: I will provide a new recommendation for the use and disbursement of forfeiture funds, given the extended delay in the police department facility expansion project and what I believe will ultimately be a drastically changed forfeiture statute. 2. Body Camera Implementation: I will provide an updated recommendation on the purchase and deployment of body cameras in conjunction with the modified forfeiture recommendation. 3. Staffing Redeployment: I will provide an update on our internal deployment of staff for FY-2021. This decision was based on no additional officers being added in FY-2021, the changing patterns of calls for service, and contractual time-off obligations created by increasing officer longevity. 4. Preparation for Potential Civil Unrest: I will update the council on steps taken to respond to potential civil unrest during and after the trials of the Minneapolis officers. 5. City Complex Camera Update: I will update the council on the status of the exterior camera upgrades at the City Hall/Walton Park complex.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Chelsea Petersen, Administrative Services Director Date: January 26, 2021 Subject: Special Projects Fund Background As discussed during the 2020 budget preparation process, the City has established a Special Projects fund. One intended use is to reduce the need for city bonding for equipment. The initial funding is provided by a transfer in the amount of $1.65M from the General Fund reserves. At this time, there are several planned expenditures as noted below, Facility Upgrades There are a few facility upgrades that were not able to be accomplished in 2020 due to shortages in equipment and/or contractors available to complete the work. Staff is proposing to finish these projects in the anticipated amount of $31,600. This work would include touchless water bottle fillers in each fire station, the public works facility, Discovery Center, and City Hall, and the completion of previously discussed touchless bathroom fixtures in City Hall. Vehicles and Equipment in 2021 Ordinarily the City of Oakdale issues debt in the form of bonds in order to purchase vehicles and other capital equipment. As planned in the 2020 budget preparation process, the City will omit issuing debt for those purchases in 2021 and use the Special Project Fund to complete the scheduled purchases for a total of $643,700. This is a one-time expenditure out of this fund. The overarching policy intent is to reduce the bond issuance gradually over five years, with the ultimate goal of only issuing bonds every other year for vehicle purchases and all other equipment to be funded from the General Fund. The equipment list, as presented at the November 24, 2020 workshop is as follows: 1 2021 Capital Equipment Purchases Public Works Estimated Cost Park Harper Sweeper $ 20,000 Toro 4000 $ 60,000 Mower (2) $ 30,000 Boom Flail Mower $ 5,000 Pickup $ 35,000 Trailer (2) $ 10,000 Excavator $ 55,000 Plow Truck $ 195,000 Police Marked Patrol Vehicle (x2) $ 105,000 Body Armor $ 10,000 Computers - Office $ 5,200 Computers - Squads $ 20,000 In-Squad Video $ 11,200 Portable Radios $ 12,000 Radar System (2) $ 6,500 IT Services City Hall Switch $ 3,800 Network Video Recorder $ 11,500 Various Computers and Monitors $ 35,000 Phone System Backup, Replacement Phones $ 3,500 Printers and Scanners $ 10,000 $ 643,700 Other - A new sanitary sewer vactor truck has been identified and while original estimates were less, the vendor quoted an approximate cost of $186,000, less a $15,000 to $20,000 trade-in value for the current equipment, for a net estimated cost of $170,000. We had planned on paying for this equipment a variety of ways such as $34000 from the 2021 Utility Replacement Fund, $46,000 from 2020 Public Works 2020 operational budgets, and now $90,000 from the Special Projects Fund. - As discussed in September, October, and November 2020, an ambulance has been ordered and was estimated at $300,000. It is now being built and delivery is expected late in 2021, with a reduced final cost estimate of $285,000. - With the hiring of a Finance Director, an office space will need to be created. Staff has identified a space in the Administration area of City Hall, but the space has been used for storage and temporary work spaces. It is in need of cleanup, disposal of old equipment, and upgraded office equipment. Estimated cost: $10,000. - Consultant to conduct a comprehensive strategic planning process. Estimated cost over 18 months: $85,000. - IT Audit: this project was not completed last year due to a lack of staff time and the need to solicit potential vendors to do a comprehensive review. Estimated cost: $30,000. 2  - Along with the financial software upgrade, which is budgeted for out of the General Fund, an additional module will be needed that was previously not anticipated or budgeted. This additional module will enhance payroll and benefit services by allowing employees to complete online timecards, as well as review their own personal information (paystubs, leave balances, etc.) at any time. This need became apparent during the work from home period, and was not part of the original project budget. Estimated cost: $7,000. - With the completion of the classification and compensation study, it would be prudent to set aside funds in the event salary adjustments are needed. Staff recommends $90,000. - As part of the legislative request for a Local Option Sales Tax, staff recommends hiring a lobbyist to assist in this effort. Estimated one year cost: $36,000. Discussion This workshop is designed for discussion and feedback with/from Council with next steps including a budget adjustment and formal approval at the Council meeting based on direction provided. 3  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: January 26 2021 Subject: Proposed Temporary Policy: COVID-19 Leave Bank for Medical and Personal Absences It is requested that the City Council consider adopting Temporary Policy: COVID-19 Leave Bank for Medical and Personal Absences, as proposed on the attached document.  City of Oakdale Temporary COVID-19 Policy: Leave Bank for Medical and Personal Absences Adopted: 1/26/2021 GENERALLY The City of Oakdale acknowledges that employees continue to be impacted by the pandemic. The health, safety and wellbeing of all employees is the city’s top priority. The city’s COVID-19 Preparedness Plan remains in place and employees should continue to implement precautions to minimize the risk of spreading the Coronavirus, such as social distancing, wearing face coverings, staying home when sick, and frequently washing hands. As of January 1, 2021, the City of Oakdale will extend the 80 hours of COVID Leave, as originally provided by the Families First Coronavirus Response Act (FFCRA), to employees to use for COVID-19 medical and personal related leave. The authorized uses for this leave remain the same as originally intended, and cannot be used for other types of leave, PTO, vacation or sick time. Employees who exhausted their COVID- 19 Leave Bank in 2020 will not be eligible for additional benefits in 2021 and must use their sick time or PTO instead. As an example, if an employee used 60 hours of COVID Leave in 2020, they would have 20 hours of COVID Leave left to be used in 2021. Although, like the FFCRA leave, the 80 hours is not a property right and only available to be used as outlined herein. Employees should communicate with their supervisor and/or finance staff with any questions regarding COVID related absences. This temporary policy is intended for the COVID-19 pandemic and will work jointly with other applicable policies such as FMLA, Short-Term Disability, workplace accommodations, and any other related policies when overlap exists. Employees should continue to follow current CDC guidance on exposure, quarantine, and return to work protocols. USING COVID LEAVE Examples: • Employee or immediate household/family member experiencing symptoms of COVID-19 and seeking a medical diagnosis. • Employee or immediate household/family member awaiting test results or confirmed positive for COVID-19. • Caring for Employee’s children due to the closure of school and/or child care as a result of COVID-19. SUBMITTAL OF CERTIFICATION FORM Upon use of any COVID leave, employees must complete and submit the attached Certification form to their supervisor, along with their timecard. All absences relating to COVID-19 should be noted as “COVID- 19 Absence” on timecards. EXPIRATION This policy shall expire, whichever comes first: • June 30, 2021 (date may be extended if needed as determined by the City Administrator). • Upon a new Federal leave program being enacted.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Alyssa MacLeod, Communications Specialist on behalf of the Summerfest Committee Date: January 26, 2021 Subject: Summerfest Update At the January 26 Council Workshop, representatives from the Summerfest Committee will provide an update on the 2021 Summerfest event and vision for the future of the event. The Summerfest Committee is in the process of planning the 2021 Summerfest event, which will be held the last weekend in June (June 24-26). The committee is planning several modifications to this year’s event to anticipate and accommodate potential restrictions imposed by the pandemic, including planning event activities that can be scaled down or modified to adhere to possible capacity limitations and social distancing requirements. The committee has also taken into account responses received regarding Summerfest in the City of Oakdale’s 2020 Community Survey. Modifications to the Summerfest 2021 event include: • Discontinuation of the carnival • Concessions and food to be provided by self-contained food trucks • Changing from a four-day event to a three-day event (Thursday-Saturday; no Sunday) The Summerfest Committee is also considering the long-term vision and feasibility of the event, including assessing activity fees, building a sponsorship program, and a potential rebrand of the event.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Emily Shively, Planner Date: January 26, 2021 Subject: HOM Furniture – Request for a new parking standard for furniture stores BACKGROUND HOM Furniture intends to purchase the former theater building at 1188 Helmo Avenue North. They plan to renovate the building and bring their HOM Furniture, Dock 86, and other sub-brands (Seasonal Concepts; Sleep Express; etc.) to Oakdale. They are considering utilizing the south portion of the building for multiple retail tenants, possibly including restaurants that could have patio and/or rooftop seating. HOM requests an ordinance amendment to significantly reduce the amount of parking required for furniture stores (Option A). This amendment would affect all similar uses in the City. HOM states that they require very little parking for their operations and a change in the standard would give them flexibility to bring other retail users to the site – in the building and/or on a future building site on an area of the parking lot that isn’t needed for their uses. No other retail tenants have been identified to occupy the theatre building or a future building site. The consequences of the parking reduction is the main question for Council discussion. There are two options that both require an amendment to the ordinance and both result in a parking reduction: • Option A – reduces the parking so HOM can occupy the theater building, bring in some additional retail, and a building site in the parking area. • Option B – results in a lesser reduction in parking compared to Option A, allowing HOM and other retail users to occupy the theater building, but would not allow for a future building site, in the parking area, at this time. Option B has been formulated by staff to address the following concerns: City’s Vision for the Area The theatre site is located at the hub of Oakdale’s central commercial district (I-694 and 10th St. N.). The intent for the City’s commercial districts, as outlined in the Comprehensive Plan and Zoning Ordinance, is to have a vibrant mix of businesses providing goods and services to the community to meet the daily/regular needs of residents. This location at the interchange with I-694 also positions the area to be a draw from communities beyond Oakdale. Under Option A, the HOM use operates very similar to a warehouse – the majority of space is occupied by inventory rather than people and few customers are coming to the site; some additional retail may be in the building along with a stand-alone building in the parking area. With Option B, the focus is on preserving as much parking on the site as possible to accommodate more retail uses in the old theater building in order to fulfill the vision of a vibrant commercial area with a lot of people coming and going rather than having a large warehouse-type use with few customers or jobs and a small infill development. HOM’s Plans for the Site HOM has not solidified their plans for the amount of retail in the building, or determined whether it will be feasible to accommodate any additional retail users at all. They have provided a number of different scenarios for uses in the building and possible pad development configurations, but no potential users have been identified. These plans keep changing making it difficult to evaluate any potential issues with adjacent land uses, traffic, and infrastructure capacity at this time. Under Option A, nothing would prevent HOM from subdividing the property for a future building site for other commercial development on the portion of the parking lot that is not needed to meet the new parking requirement for their use (provided the proposal met all subdivision requirements). Under Option B, the City could consider a further reduction in parking after HOM has moved in and brought in other retail users to activate the building if it has been demonstrated that the overall site is functioning well. There are simply too many unknowns right now to determine that a future building site will work. Allowing a subdivision of the property before these issues are addressed could create problems for adjacent land uses and potentially impact traffic safety and the functionality of the road system. Long-term Viability of the Site If Option A is approved, HOM vacates the theater building, and a building site has been created on the property, there will not be enough parking available for conventional retail tenants to reoccupy the space vacated by HOM and operate successfully in the very large theater building. Only warehouse-type uses (large spaces with few people) could occupy the building; or, only a small portion of the building could be occupied and the remainder would be unusable due to lack of parking. Option B retains as much parking on the site for as many potential retail uses as possible, ensures that the area has the opportunity to become a vibrant retail hub and avoids having a large building that is functionally obsolescent. It also helps prevent the problems associated with other vacant big-boxes the City has had to deal with – Kmart, Rainbow, and the Oakdale Mall. For instance, had the City created building sites on the Oakdale Mall and Kmart sites, there would not have been enough parking for Cub and Hy-Vee to occupy those sites. Summary In order to create a vibrant, active commercial destination at this central location in the City given that HOM Furniture will bring comparably fewer customers to the site on a regular basis, the uncertainty around HOM’s plans, and the concern about the future viability of the building should HOM vacate the building in the future, Option B is an alternative that preserves as much parking on the site as possible while accommodating HOM’s general intent to occupy the building and bring other retail users into the building. The Council could consider further reductions in parking and/or the creation of a pad site at a future date when more information is available to evaluate the alternatives. PLANNING COMMISSION RECOMMENDATION The Planning Commission held a public hearing on Thursday, January 7th and discussed the proposed ordinance amendment options. Six Commissioners recommended Option A and one Commissioner recommended Option B. STAFF RECOMMENDATION Staff recommends Option B. This option makes a reasonable modification to the parking requirement in order to facilitate HOM Furniture’s move to Oakdale. In order to preserve the opportunity to fully activate the large building on the site with HOM and multiple other retail users, an incremental reduction in parking for furniture stores that could be further revised in the future when more definitive information is available showing how the uses in the area work together and how parking and circulation function is recommended (Option B). OPTIONS FOR CITY COUNCIL DISCUSSION OPTION A: HOM FURNITURE REQUEST Amend the Code of Ordinances for the City of Oakdale, Chapter 25, Article 18, Section 25-161(e) to add a parking standard for furniture stores as follows: (19) Furniture Stores: One off-street parking space per 400 square feet plus one space per 800 square feet over 6,000 square feet. OPTION B: ALTERNATIVE PARKING STANDARD FOR FURNITURE STORES Amend the Code of Ordinances for the City of Oakdale, Chapter 25, Article 18, Section 25-161(e) to add a parking standard for furniture stores as follows: (19) Furniture Stores: One off-street parking space for each 325 square feet of floor area. ATTACHMENTS • Draft Planning Commission minutes (excerpt), January 7, 2021 • Planning Report (dated January 7, 2021)  DRAFT REGULAR MEETING OAKDALE PLANNING COMMISSION January 7, 2021 The Oakdale Planning Commission held a virtual meeting on Thursday, January 7, 2021 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 7:30 PM with the Pledge of Allegiance. CALL OF ROLL On a call of roll, the following were present: Chairperson: Dallas Pierson Vice Chairperson: Marty Jurgensen Commissioners: Bob Boullianne Christopher Campbell Yaya Diatta Emily Milles Lee Stolarski Also Present: Emily Shively, City Planner Mary Cutrufello, Planning Associate Jake Ingebrigtson, Council Member Liaison Susan Olson, Council Member Liaison Wayne Johansen, CEO HOM Furniture EXCERPT PUBLIC HEARING a. ZONING ORDINANCE TEXT AMENDMENT: PARKING REQUIREMENT FOR FURNITURE STORES Planner Shively presented a Zoning Ordinance Text Amendment in detail and explained that it was a request by HOM Furniture to change policy and law that would be applied throughout the City. She explained that HOM Furniture intends to purchase and remodel the former theater building at 1188 Helmo Avenue North and move their showroom from Woodbury to Oakdale. She further explained that the parcel is guided Commercial in the 2040 Comprehensive Plan and zoned C-2 Community Commercial and that furniture stores are a permitted use in the C-2 Community Commercial zoning district. HOM Furniture is requesting a zoning ordinance text amendment to reduce the number of parking stalls required for furniture stores compared to the cities requirements for retail uses based on observations at their other stores over time. Ms. Shively noted that the city wide impact of this proposed change must be considered. Planner Shively noted that the City’s current retail parking requirements are one parking space for each 200 square feet of floor area. The old theater building is approximately 98,000 square feet and the parcel has 500 parking spaces, which under the current ordinance is sufficient. HOM states that they do not need that much parking for their operations and there would be a large amount of unused parking on the site, based on observations at their other stores over time. They would like to expand the building by adding approximately 50,000 square feet and adding a second Planning Commission Minutes January 7, 2021 Page Two floor for a total of 150,000 square feet in the building. HOM would also like to create a new parcel for development on the unused parking area if the parking change is approved. Ms. Shively explained in great detail the pros and cons of allowing HOM’s request. The options presented for the Planning Commission discussion this evening are: Option A: recommend approval of the request from HOM to allow expansion of the theater building and possible future pad site development. Option B: recommend approval of the staff alternative that would allow HOM to build out the theater building but not creative pad site at this time. Planner Shively stated staff recommends option B which lets HOM Furniture occupy and expand the building, but does not create unintended consequences of limiting other retail uses in the building in the future. This allows for future consideration of pad site development when all of the impacts are known and possible issues addressed. In response to a question from Chair Pierson, Ms. Shively explained the child care center on site is still in use and has its own adequate parking. In response to a question from Chair Pierson, Ms. Shively explained that both Options A and B will allow HOM Furniture to expand up to 150,000 square feet. In response to a question from Commissioner Diatta, Planner Shively noted that the 2040 Comprehensive Plan does not address reducing parking spaces. In response to a question from Commissioner Jurgensen, Ms. Shively affirmed that the staff recommendation is to change parking space per square footage of property to: one off street parking space for each 325 square feet of floor area, just for furniture stores. Commissioner Pierson opened the Public Hearing and asked if any representative from HOM Furniture would like to make a comment. Wayne Johansen, Founder of HOM Furniture, provided a very detailed history of HOM along with their business and philanthropic pursuits. He provided HOM’s rational for requesting this zoning ordinance text amendment along with summaries of actual Woodbury parking data. Mr. Johansen emphasized that HOM has tracked parking and customer ‘door swings’ for 20 years. He shared that HOM has a history of utilizing discarded buildings to revitalize the areas. In response to a question from Chair Pierson, Mr. Johansen explained that their parking needs will be less than half of the requested zoning ordinance text amendment, thus allowing enough parking spaces for other tenants in the front of the building. In response to a question from Commissioner Jurgensen, Mr. Johansen shared that the approximate square footage of the proposed project will be 156,000 square feet with the intent for HOM to build out approximately 140,000 square feet of furniture and 15,000 square feet of retail, restaurant or office space. He explained that their request factored in the additional tenants in the building. Planning Commission Minutes January 7, 2021 Page Three In response to a question from Chair Pierson, Ms. Shively explained that the staff recommendation is based off HOM Furniture’s documentation received in December, 2020, and that they received new information today. Discussion continued with different scenarios regarding possible tenants in the building. In response to a question from Commissioner Boullianne, Mr. Johansen has stated that their intent is to improve the site and building. Further discussion was had regarding the space, MNDOT exit concerns on 10th Street North, and both Options A and B. Chair Pierson closed the public hearing. Commissioners held further discussion. The following motions were made: COMMISSIONER STOLARSKI MADE A MOTION, SECONDED BY CHAIR PIERSON, TO RECOMMEND THAT THE CITY COUNCIL ADOPT OPTION A: Amend City Code, Chapter 25 - Zoning, Article 18, Section 25-161 (e) by adding the following: (19) Furniture Stores: One off-street parking space per 400 square feet plus one space per 800 square feet over 6,000 square feet. VOTED IN FAVOR OF OPTION A: Chair Pierson Commissioner Boullianne Commissioner Campbell Commissioner Diatta Commissioner Milles Commissioner Stolarski COMMISSIONER STOLARSKI MADE A MOTION, SECONDED BY CHAIR PIERSON, TO RECOMMEND THAT THE CITY COUNCIL ADOPT OPTION B: Amend City Code, Chapter 25 - Zoning, Article 18, Section 25-161 (e) by adding: (19) Furniture Stores: One off-street parking space for each 325 square feet of floor area. VOTED IN FAVOR OF OPTION B: Commissioner Jurgensen OPTION A PASSED. Respectfully submitted, Jackie Knutson Recording Secretary  PLANNING COMMISSION REPORT To: Oakdale Planning Commission Date: January 7, 2021 Applicant: HOM Furniture, 10301 Woodcrest Dr. NW, Coon Rapids, MN Subject Property: 1188 Helmo Avenue North (amendment would apply city-wide) Request(s): Zoning Ordinance Text Amendment: Furniture Store Parking Requirement Prepared/Presented: Emily Shively, City Planner; Mary Cutrufello, Associate Planner INTRODUCTION HOM Furniture (HOM) intends to purchase and remodel the former theater building at 1188 Helmo Avenue North to move their showroom from Woodbury to Oakdale (see Attachment A: Location Map). The parcel is guided Commercial in the 2040 Comprehensive Plan and zoned C-2 Community Commercial. Furniture stores are a permitted use in the C-2 Community Commercial zoning district and are considered a retail use for the purposes of determining parking requirements. HOM is requesting a zoning ordinance text amendment that would reduce the number of parking stalls required for furniture stores, compared to the City’s requirement for retail uses, based on observations at their other stores over time (see Attachment B: Applicant Narrative). Oakdale’s current retail parking requirement is one parking space for each 200 sf (square feet) of floor area. The theater building is approximately 98,000 sf and the parcel has 500 parking spaces. The site has sufficient parking under the current ordinance for a conversion of the building to any retail use such as a furniture store. HOM states that they do not need that much parking for their operations and there would be a large amount of unused parking on the site. If the ordinance were changed to require less parking, HOM would expand the building by adding approximately 50,000 sf (filling in the middle of the U-shape and adding a second floor for a total of 150,000 sf in the building). They would also like to create a new parcel for development on the unused parking area if the parking change is approved. The problem with reducing the parking and allowing pad development is that if HOM leaves the site in the future, there would not be enough parking on the property for most other retail uses to re-use the building as they would need 1 space per 200 sf, the existing retail parking standard. Either the building would need to be torn down or a large portion of the building would be unusable due to the lack of enough parking. Staff is proposing an alternative change to the parking standard that would allow HOM to add square footage to the theater building, but would not allow for a pad site for new development at this time. This would allow HOM Furniture to come to Oakdale and design the building how they would like, see how the parking actually operates at this location, and allow more time for the City to consider the impacts of creating a pad site on the property. ANALYSIS Amending the zoning ordinance is a policy action that must be consistent with the Comprehensive Plan goals and policies, must be consistent with other Zoning Ordinance provisions, and must consider the potential impact on other land uses and infrastructure systems. 1 Parking requirements are intended to ensure that sufficient off-street parking is provided for a use so as not to cause parking to spill over and impact adjacent businesses, residential neighborhoods, affect traffic and circulation when roads are not designed to accommodate on-street parking, and ensure a business has sufficient parking to occupy the building and be successful. While HOM’s focus is on the 1188 Helmo Ave. N. property, a zoning ordinance text amendment would be applicable to a furniture store use in any C-2 Community Commercial zoning district in Oakdale, so the city-wide impact of the proposed change must be considered. HOM Ordinance Request HOM requests a change in the parking requirement from 1 space per 200 sf to 1 space per 400 sf for the first 6,000 sf and 1 space per 800 sf for all square footage over 6,000 sf. For example, a 150,000 sq ft building would require a total of 204 parking spaces (24 parking spaces allocated for the first 6,000 sf and 180 parking spaces allocated for the remaining 144,000 sq. ft.). This would leave 296 parking spaces unused for possible conversion to an approximately 2 acre pad site. If HOM creates a pad site on the 296 unused parking spaces (eliminating the extra parking) and HOM left the building, the consequence would be that there would only be enough parking remaining on the site to accommodate 40,800 sf of retail in the building when the retail parking requirement (1 per 200sf) is applied. Over two-thirds of the building (109,200 sf) would not have enough parking to serve most other retail uses and may result in the building becoming largely unusable. Staff Alternative Recommendation Staff acknowledges that furniture stores may require less parking than other retail uses as they sell large, expensive items that are only purchased occasionally. However, Oakdale does not have any furniture stores that have less parking than other retail uses and staff has not verified HOM’s data for accuracy or against other furniture store businesses to determine how it compares in order to conclude that the standard they propose will not create parking issues. Staff proposes an alternative that would reduce the parking requirement for furniture stores from 1 space per 200 sf to 1 space per 325 sf. If HOM wants to remodel the theater building to add a second floor and fill in the U-shape, the resulting 150,000 sf building would require 462 spaces (38 spaces left over) under this standard. That amount of extra parking is not enough to create a pad site. This option preserves 500 spaces on the site for future retail uses, but there still may be up to 50,000 sf in the building that wouldn’t have enough parking. However, that is still more of the building that has access to sufficient parking than the HOM option and may better accommodate future retail uses of the building. This option would allow HOM to remodel the building to create the showroom that they want. This also gives the City more time to consider the pros and cons of further reducing the parking to create a pad site and study the city-wide impacts of that change. The Planning Commission and City Council could consider further modifications in the future if there is new information justifying a change. 2 SUMMARY The options presented are: OPTION A: Approve the request from HOM to allow expansion of the theater building and possible future pad site development. OPTION B: Approve the staff alternative that would allow HOM to build out the theater building, but not create a pad site at this time. 60-DAY RULE Application Complete: November 3, 2020 60-Day Review Deadline: January 2, 2021 60-Day Review Extension To: March 3, 2021 Planning Commission Meeting: January 7, 2021 Expected City Council Action: January 26, 2021 ROLE OF THE PLANNING COMMISSION The role of the Planning Commission is to review the zoning ordinance text amendment as it relates to the Comprehensive Plan and Zoning Ordinance and provide a recommendation to the City Council. RECOMMENDATION Staff recommends OPTION B which lets HOM Furniture occupy and expand the building, but does not create unintended consequences of limiting other retail uses in the building in the future. This allows for future consideration of pad site development when all of the impacts are known and possible issues addressed. MOTION Motion to recommend approval of OPTION A or OPTION B. ATTACHMENTS Attachment A: Location Map Attachment B: Applicant Narrative Attachment C: Draft Ordinances for Option A and Option B 3 ATTACHMENT A: LOCATION MAP 4 ATTACHMENT B: APPLICANT NARRATIVE ATTACHMENT C: DRAFT ORDINANCES OPTION A: HOM FURNITURE ORDINANCE AMENDMENT REQUEST CITY OF OAKDALE ORDINANCE XXX AN ORDINANCE AMENDING THE CODE OF ORDINANCES FOR THE CITY OF OAKDALE, CHAPTER 25 – ZONING, ARTICLE 18 – GENERAL BUILDING AND PERFORMANCE REQUIREMENTS, SECTION 25-161(e), NUMBER OF SPACES REQUIRED. The City Council of the City of Oakdale ordains: Section 1. The Oakdale Code of Ordinances, Chapter 25, Article 18, Section 25-161(e) is amended by adding the following paragraph to read as follows: (19) Furniture Stores: One off-street parking space per 400 square feet plus one space per 800 square feet over 6,000 square feet. Section 2. This Ordinance shall take effect and be in full force from and after its adoption and publication, as provided by law. _____________________________ Paul Reinke, Mayor AYES: NAYS: Adopted this 26th day of January, 2021 by the Oakdale City Council. Attest: _____________________________________ Susan Barry, City Clerk Published: Text with strikeout is proposed for deletion. Text with underline is proposed for insertion. 5  OPTION B: ALTERNATIVE ORDINANCE AMENDMENT FOR FURNITURE STORES CITY OF OAKDALE ORDINANCE XX AN ORDINANCE AMENDING THE CODE OF ORDINANCES FOR THE CITY OF OAKDALE, CHAPTER 25 – ZONING, ARTICLE 18 – GENERAL BUILDING AND PERFORMANCE REQUIREMENTS, SECTION 25-161(e), NUMBER OF SPACES REQUIRED. The City Council of the City of Oakdale ordains: Section 1. The Oakdale Code of Ordinances, Chapter 25, Article 18, Section 25-161(e) is amended by adding the following paragraph to read as follows: (19) Furniture Stores: One off-street parking space for each 325 square feet of floor area. Section 2. This Ordinance shall take effect and be in full force from and after its adoption and publication, as provided by law. _____________________________ Paul Reinke, Mayor AYES: NAYS: Adopted this 26th day of January, 2021 by the Oakdale City Council. Attest: _____________________________________ Susan Barry, City Clerk Published: Text with strikeout is proposed for deletion. Text with underline is proposed for insertion. 6  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Chelsea Petersen, Administrative Services Director Sue Barry, City Clerk, Bahea Manasra, Administrative Services Intern Date: January 26, 2021 Subject: Policies Personnel Policy Historically, Oakdale has included many personnel items in the City Code, which is no longer the appropriate placement for these items, per the League of Minnesota Cities (LMC) and the city’s labor attorneys. As such, it is recommended that Article 5 – Personnel be removed from Chapter 2 of the City Code and be placed into a standalone policy with no proposed changes at this time. Over the next few months, staff, LMC staff, and the city’s labor attorneys will edit both these standalone policies, along with existing personnel policies, bring drafts of each to Council for consideration, and ultimately gather the approved policies into a comprehensive personnel policy book. At this time staff is requesting, at the direction of labor counsel, to repeal Article 5 from Chapter 2 of the City Code and to bring the code amendment to the February 9 regular City Council meeting. Staff is also requesting support for creation of the standalone policy document, which is duplicative of the existing City Code sections as the next step. Other Policies Staff is also working to develop and/or modify a number of other policies. The top priorities include: • Drug and Alcohol Testing • Holidays • Reimbursements • Ethics and Gifts • Facility and Room Rentals • Performance Evaluations