City Council Workshop

Name: City Council Workshop — Oakdale, MN
Start: 2023-02-28
End: 2023-02-28
Location: Oakdale, MN

Regular Meeting

Oakdale, MN · February 28, 2023

Minutes

WORKSHOP MINUTES OAKDALE CITY COUNCIL FEBRUARY 28, 2023 The City Council held a workshop on Tuesday, February 28, 2023 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 5:00 PM. Present: Mayor Kevin Zabel Council Members: Jake Ingebrigtson Andy Morcomb Susan Olson City Staff Members: Christina Volkers, City Administrator Sara Ludwig, City Clerk Jim Thomson, City Attorney Andrew Gitzlaff, Community Development Director Melanie Lee, Human Resources Director Luke McClanahan, City Planner Nick Newton, Police Chief Lori Pulkrabek, Communications Manager Jim Romanik, Public Works Manager Kevin Wold, Fire Chief Jason Zimmerman, Finance Director Other: Kristen Denzer, Chief Executive Officer for Tierra Encantada Rachel Crowley, Chief Operating Officer for Tierra Encantada Daniel Sheehy, Director for Tierra Encantada MARLYS PRE-K/PRESCHOOL @ 1470 HELMO AVE N CONCEPT PLAN City Planner Luke McClanahan provided a brief introduction about the concept plan including the proposed location, business model, and estimated number of students and employees. He recapped the staff analysis which identified two areas of concern – the stormwater provisions and parking provisions. Kristen Denzer, CEO for Tierra Encantada, addressed the parking concern by providing some background about other location sizes and associated designated parking. She referenced obtaining a parking variance for other locations by showing the limited amount of time parents spend at the site on a daily basis. To address the concern with the stormwater provisions, she mentioned adding long rain gardens. She moved on to the preliminary site plan designs and photos. In response to Council Member Ingebrigtson’s question about acquiring additional acreage to the north to solve the parking issue, Ms. Denzer said they are only acquiring what is needed for the full project. WORKSHOP MINUTES FEBRUARY 28, 2023 PAGE TWO Mr. McClanahan noted that when the Site Plan is submitted, staff recommends the developer must also provide results from a suggested traffic and parking study. Council Member Ingebrigtson suggested adding an access point on the south end of the parking lot and creating one-way traffic flow. He also suggested using the Pace Analytical parking lot as an option for staff parking. Ms. Denzer provided a detailed breakdown of the average time a parent spends in the parking lot, during the busiest time of the day, in reference to the number of parking spots available. City Administrator Chris Volkers asked about the available staff parking in the proposed parking lot. Ms. Denzer stated that only 40% of staff drive to work, and when they do they often carpool. She did mention some staff use public transit as well. There would be a few designated staff parking spots, but they would have to use off-street parking as well. Ms. Denzer also mentioned speaking to the neighboring businesses to ask about using their parking spaces if needed. In response to Mayor Zabel’s question about the lack of mass transit near this site, Ms. Denzer correlated the parking situation to their Eagan location that has a similar site profile, noting no parking issues at that site. In response to Mayor Zabel’s question about the number of employees that will be onsite at any given time, Ms. Denzer stated 20-25. Staff was requested to research fencing requirements in this specific zoning code due to the developer indicating the use of a privacy fence in the front of the site around the playground areas. Ms. Volkers stated that another workshop discussion would need to take place after the traffic and parking study is completed. TRAINING ON OPEN MEETING LAWS – JIM THOMSON, CITY ATTORNEY City Attorney Jim Thomson provided an overview of the “Open Meeting Law”. He explained that the law applies to the City Council and to any committee, subcommittee, board, department, or commission of the city, but does not apply to the city administrator or city staff. He defined “meeting” and “special meeting” as it applies to the Open Meeting Law (OML). Attorney Thomson recommended that Council avoid serial meetings on matters that will or could come before the Council for a decision. In response to Mayor Zabel’s question about who is liable for a lawsuit under the OML, Attorney Thomson stated that the council member will always be named, but the city can be named as well and if the City is named, the City Attorney will be responsible for that portion. WORKSHOP MINUTES FEBRUARY 28, 2023 PAGE THREE Attorney Thomson talked about the importance of treating emails (or tweets or text messages) like phone calls; not using “reply all” in email conversations but, rather, responding only to the city administrator who would then forward the comments to all members; and remembering that emails between council members will almost always be public data. He advised against discussing city business with more than one council member, or discussing city business at social gatherings. Attorney Thomson went on to explain the Council’s quasi-judicial role. He noted that Council should avoid advocating a position until all information is presented, especially on development/land/zoning proposals. Next, Attorney Thomson stated that council members may not participate in matters in which they have a personal financial interest. If there is a conflict of interest, they should disclose to the group and abstain from discussing or voting on the matter. The last topic covered by Attorney Thomson was the Data Practices Act. He noted that the physical form or storage media, and location (work or personal device), does not matter but, instead, the subject matter is what qualifies as “government data”. MANAGEMENT DISCUSSION – HUMAN RESOURCES DIRECTOR Human Resources Director Melanie Lee provided a brief overview of two new NeoGov products currently being implemented – Insite and Onboard – which will assist with hiring/recruitment, and onboarding/staff training, respectively. She updated the group on current hiring and recruitment statistics for the City. Lastly, Ms. Lee went over the 2023 Work Plan for Human Resources which includes finalizing job descriptions, personnel file organization and digitization, reviewing and updating policies, and improving the open enrollment process, among other things. ADMINISTRATOR UPDATE Ms. Volkers requested that Summer Hours for the City be brought back in 2023, beginning Memorial Day and ending Labor Day. City offices would be open to the public for nine hours Monday through Thursday, and four hours on Friday, maintaining a 40-hour work week. Council was supportive of this request. Ms. Volkers asked Council their opinion about adopting Juneteenth as a City holiday in 2023. She noted that the governor signed the bill into law earlier this year, but it does not take effect until August 1, 2023 and thus the first holiday for employees would be June 19, 2024. The management team did not have a strong opinion on early adoption (2023 versus 2024), however employees have expressed a desire to make it a City holiday as soon as possible. Council was supportive of adopting Juneteenth as a City holiday in 2023 thus providing all city employees an extra holiday (unplanned and unexpected) in 2023….in appreciation for the good work by our employees on behalf of the City and for the residents of Oakdale. WORKSHOP MINUTES FEBRUARY 28, 2023 PAGE FOUR COUNCIL TOPICS Council Member Ingebrigtson proposed interviewing a fifth council member vacancy applicant – #4, in light of the fact the City received a letter of recommendation regarding that applicant. Ms. Volkers informed the group that she had notified the applicants not chosen for an interview, but did include language of “at this time”. The Council was supportive of adding the fifth council member vacancy applicant – #4, as an interviewee. Council Member Morcomb asked what City development information can be shared with the public, specifically referencing updates received by the Community Development Department. Mayor Zabel said anything that has been part of a Planning Commission meeting, workshop meeting, or Council regular meeting, not internal correspondence as it is preliminary and still in discussions. Council Member Olson asked the Council if they would consider discussing the discrepancies in the THC Consumable Products City Code and the Liquor Control City Code, specifically in relation to the language around licensed-location restrictions. Mayor Zabel suggested waiting until the State passes the omnibus cannabis bill that is currently moving through the House and Senate, but would like to review both of these Codes in their entirety at that time. Council Member Olson asked Police Chief Nick Newton to provide an update about the shoplifting issue that has been happening at the local Walgreens. Chief Newton shared additional context about how the Police Department came upon this information and is handling this issue going forward. Mayor Zabel wanted the group to be aware that COVID E-Snap benefits are coming to an end which means local food shelfs like Open Cupboard are going to see an uptick in demand. Mayor Zabel asked Council if they would support allocating funds to the Communications Department for paid advertising for the City’s social media channels. After a brief discussion, the Council was supportive of having staff implement a small amount of spending now and bring back results to a future workshop. Mayor Zabel mentioned that a local Girl Scout Troop reached out about submitting a project proposal to the City Council that would help improve the community. They decided on painting a crosswalk on the Hadley Blvd Trail. Council Members Olson and Morcomb agreed to attend their meeting on March 30, 2023 at 6:30 PM at Castle Elementary to hear their project proposal. The Council decided that this item would be added to the subsequent workshop meeting for discussion after the Girl Scout Troop meeting to ensure proper procedures are being followed. Mayor Zabel suggested sending the Troop a letter once their proposal is accepted and suggested a ribbon cutting for the project in the Spring. ADJOURNMENT The workshop was adjourned at 6:57 PM. Respectfully submitted, Sara Ludwig, City Clerk

Agenda

AGENDA City Council Workshop Workshop February 28, 2023 HADLEY CONFERENCE ROOM 5:00 PM 5:00 PM Marly’s Pre-K/Preschool @ 1470 Helmo Ave N Concept Plan 5:25 PM Training on Open Meeting Laws – Jim Thomson, City Attorney 6:00 PM Management Discussion – Human Resources Director 6:15 PM Administrator Update 6:25 PM Council Topics 6:55 PM Recess for Regular Meeting COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Luke McClanahan, City Planner Date: February 28, 2023 Subject: Marlys Learning Center Concept Plan BACKGROUND This concept plan proposes an early childhood education center known as Marlys, a co-brand of Tierra Encantada (the latter being known for Spanish immersion early education). As described by the developer, Marlys will be an education and care center for approximately 162 children that is focused on character education, service projects, and entrepreneurship in a play-based program. The center is expected to employ an estimated 31 to 32 full time workers. The property in question is at 1470 Helmo Ave N (Legal Description: Lot 3, Block 1, Oakdale Pet Care Campus). It is a vacant parcel consisting of approximately 1.2 acres. Location Map – Marlys Learning Center The subject property is located within a Planned Unit Development (PUD) zoning district that allows commercial uses. This area is guided for Industrial/Office use, per the City’s Comprehensive Plan. The property is surrounded by existing commercial uses and there is one vacant parcel to the north. 1 Within Chapter 2 (Land Use) of the City’s Comprehensive Plan, this particular property, 1470 Helmo Ave N, and the vacant parcel immediately to the north, 1480 Helmo Ave N, are identified as priority sites for development (Goal 1, Policy 4). Also within Chapter 7 (Economic Development) of the Comprehensive Plan, the need to plan for the development of child care to support the local economic environment is identified (Goal 2, Policy 4). PROCESS As noted, the property in question is located within a PUD zoning district. Staff has identified one approval necessary to facilitate development as proposed. • Site Plan with PUD deviations STAFF ANALYSIS On January 4, 2023, the developer obtained informal feedback on the concept plan from the City’s Development Review Committee (DRC). Based on feedback from the DRC, the applicant made several revisions to the initial plan to address certain concerns, which includes the addition of more parking spaces. The following are staff’s preliminary comments on the revised concept plan. Design and Building Considerations. Access to the site will be off Helmo Ave N where there is a middle turn lane for north bound traffic making a left turn into the property. The new access will straddle the lot lines of 1480 and 1470 Helmo Ave N, which will require an easement. The new access will be aligned with an existing access across the street at 1417 Helmo Ave N (Pace Analytical). The learning center building is proposed to be 12,000 square foot. As a commercial building, it must be sprinkled. Exterior design materials proposed for the building include composite cladding materials, steel, and masonry elements. The materials, based on types and percentages, will need to comply with Chapter 25 Zoning, Article 18 General Building Requirements. In addition to the learning center building, there will be a 4,200 square foot outdoor play area and a 300 square foot learning garden area. A monument sign is proposed near the new access off Helmo Ave N. Signage will need to comply with the City’s ordinance standards. Environmental Considerations. Currently this vacant lot is entirely open space with no apparent trees. There are no Special Flood Hazard Areas (i.e., mapped floodplain) on this property, nor are there delineated wetlands present. Infrastructure. To account for impacts of the increased impervious surfaces of this development, the developer will need to provide on-site stormwater management. Given the build-out of the property, Stormwater management provisions may have to be provided via underground systems, below the parking lot. The City’s Ordinance (Chapter 25, Article 18) does not provide clear guidance on the number of parking spaces required for this use (pre-school/early child learning center). The closest defined use is Retail Stores and Service Establishments, which requires at least one off-street parking spaces for each 200 square feet of floor area. In referencing this use to determine parking requirements, the learning center should have a minimum of 60 parking spaces. Staff does not believe that the Retail Stores and Service Establishments parking standards are appropriate for the proposed use. However, given the intensity of the use and its location off Helmo Ave N, a traffic and parking study, to accompany the Site Plan submittal, should be completed by the developer to ensure that there will be sufficient parking. Currently the proposed number of parking 2 spaces is 30, which is fewer than the estimated number of full time employees (31 to 32). With upwards of 162 children being dropped off and picked up, and related vehicle queuing during peak times, staff is concerned about the parking situation. Staff suggests that the developer consider acquiring the vacant 1480 Helmo Ave N parcel to the north, if feasible, to increase the amount of real estate for parking spaces and stormwater management infrastructure, and to enable future expansion. The developer should also consider repositioning the building site, if feasible, to maximize the amount of parking spaces that are provided. There are existing drainage and utility easements along the perimeter of the property. The applicant will need to avoid encroaching into these areas, which vary in width from 5-foot to 15-foot. Zoning. The PUD for this area was approved in 2005, allowing the development of North Star Mini- Storage (7353 15th St N) and other commercial uses. The developer should request a Site Plan with PUD deviations for the number of parking spaces proposed and to address any other deviations from the standards of the City’s Zoning Ordinance. COUNCIL DIRECTION REQUESTED The City Council should consider the public benefits that may result from this proposed development in exchange for providing additional flexibility in the PUD, particularly towards the reduction in parking spaces proposed by the applicant. But consideration should be given to the recommended traffic/parking study that the developer will be required to provide, along with staff research of comparable sites and recommendations. Prior to the applicant submitting any formal applications to proceed with the project, the City Council should give clear direction to the applicant on the appropriateness of the concept plan/use and set expectations on the responsibilities of the applicant to design and build the proposed development. Attachments Development Checklist Developer’s Narrative – Marlys Learning Center Concept Plan and Design Examples 3 1584 Hadley Avenue N | Oakdale, MN 55128 | 651-739-5086 | www.oakdalemn.gov Development Checklist For Council Workshop February 28, 2023 Project Name Marlys’ Learning Center Existing Conditions of Site Vacant, undeveloped 1.2 acres Site Access Helmo Ave N (new access to be established) Zoning Planned Unit Development Comprehensive Plan Guidance Industrial-Office Proposed use Childcare Center Is a Comprehensive Plan amendment No required? Any Zoning approvals anticipated? Site Plan Any Subdivision approvals anticipated? None, site is already platted Potential deviations from City Code (if PUD)? Number of parking spaces Any Variances requested? None identified Request from City for financial incentives? No Has developer met with the City’s Yes, January 4, 2023 Development Review Committee? Has the developer submitted a formal No, concept plan only application? Has the developer met with the Planning No, concept plan only Commission? Other Jurisdiction Approvals Needed Ramsey Washington Metro Watershed District Marlys Learning Center Oakdale Council Workshop February 28, 2023 PROJECT OVERVIEW Located at 1470 Helmo Avenue North, Marlys Learning Center is a 12,000 square foot childcare project that will be licensed to provide education and care for 162 children. Character education, service projects, and entrepreneurship are incorporated into the play-based program. The L-shaped building design features a courtyard with gardens, a chicken coop, and a spacious nature-themed outdoor playground area. Contrary to traditional childcare projects, Marlys avoids an institutional feel; incorporating natural materials, ample natural lighting, and utilizing a contemporary prairie- craftsmen design aesthetic. Inside Marlys, the aesthetic will continue using light wood tones and complimentary colors. Spaces have been designed using best practices in early education to foster the cognitive, social, emotional, and physical development of children. Unique spaces are incorporated in the center design, such as a large indoor gym to keep children active during cold weather and an activity room designed for messy learning such as cooking and art. The on-site commercial kitchen ensures children enjoy a high-quality culinary experience. PROJECT DESIGN The 1.23 acre site will consist of a ground-up new construction 12,000 square foot building, a parking lot with 30 stalls, 4,200 outdoor playground area, and 300 square foot learning garden area. In front of the building, the parking lot features prairie-style landscaping and the boulevard aligns with the neighboring properties maintaining consistent width. The monument sign is placed at the shared Helmo access that leads to the parking lot. The front courtyard consists of the outdoor playground areas, learning garden, and bicycle parking. The outdoor playground area, enclosed by a premium trex privacy fence, will be divided by a covered walkway into two areas - a toddler and preschool area. Each will feature nature-themed commercial playground equipment with poured-in-place playground surfacing. The learning garden area will feature raised garden beds and a chicken coop. Behind the building will be a 150-200' long rain garden featuring native grasses and pollinators. The single-story building will feature an exterior with large clear span store fronts, composite cladding materials, steel, and masonry elements. The building elevations incorporate various undulations as well as different height variations providing a large degree of architectural interest. The interior design aesthetic is clean, light, and warm drawing from montessori-style design aesthetics. BACKGROUND Marlys is a co-brand of Tierra Encantada - the leader in Spanish immersion early education®. Tierra Encantada opened its first childcare center in Eagan, Minnesota in 2013. Tierra Encantada now has 11 locations across four states (Minnesota, Illinois, Virginia, & Texas), 8 of which are located in Minnesota, and is in varying stages of development to continue its national expansion plans. Our deep understanding of the early childhood education space guided the development of Marlys, which reflects what today's families are looking for in the care of their children. The subject site was selected due to its freeway access, demographics, and shortage of childcare in the area. DEVELOPMENT TEAM Robert Thesing - Chief Growth Officer Robert brings 15+ years of new store development and operational expertise to the project, having overseen rapid franchise growth for several high-profile QSR brands. Daniel Sheehy - Director of Design, Construction, & Facilities Daniel is a 25-year construction veteran with a focus on commercial projects with clean, elevated design aesthetics. Andrea Friederichs - Construction Project Manager Andrea has supported architecture and construction for Tierra Encantada childcare projects across four states drawing from a full quarter she spent in Tierra Encantada's classrooms to ensure projects were both functional and inspired. TIMELINE Spring 2023 - Site Plan Approval Summer & Fall 2023 - Construction Documents & Permitting Winter 2023 - Construction Bidding & Selection Spring 2024 - Groundbreaking August 2024 - Grand Opening PROJECT CONTACTS Kristen Denzer - Chief Executive Officer kristen@tierraencantada.com Daniel Sheehy - Director of Design, Construction, & Facilities daniel.sheehy@tierraencantada.com COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: February 28, 2023 Subject: City Attorney Presentation: Open Meeting Law, Serial Meetings, More At Tuesday’s workshop, City Attorney Thomson will provide an overview of the Open Meeting Law, discuss serial meetings, and provide additional information pertinent to elected officials. COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Melanie Lee, Human Resources Director Date: February 28, 2023 Subject: Management Discussion – Human Resources Director BACKGROUND Discussion will be held with Human Resources Director Melanie Lee to discuss items of interest and current happenings with an opportunity for Council to ask questions regarding the Human Resources Department. Suggested Topics as time allows: 1. NeoGov a. Implementation on Insite, the hiring and recruitment portal in progress. This will provide an improved experience for applicants, increased efficiency for hiring departments, and allow for more consistent record keeping. Expect to go live in Q2 2023. b. Following Insite, staff will move forward with implementing Onboard. This module will be used to create a better onboarding experience for new staff as well as a resource for current staff to access employment related materials and training. Target go-live in Q3 2023. 2. Hiring & Recruitment a. 13 employees have been hired and onboarded since October 1, 2022 b. Currently recruiting four regular positions and seasonal maintenance staff c. Continued tight job market 3. 2023 Work Plan for Human Resources a. Finalizing job descriptions as part of recent compensation and classification analysis b. Personnel file organization and digitization c. Improve open enrollment process d. Reviewing policies and leave implementation/communication e. Creating a centralized location for employee-related resources f. Developing ongoing training and learning opportunities

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