City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL JANUARY 9, 2024 The City Council held a workshop on Tuesday, January 9, 2024 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 5:00 PM. Present: Mayor Kevin Zabel Council Members: Noah Her Jake Ingebrigtson Andy Morcomb Susan Willenbring City Staff Members: Christina Volkers, City Administrator Sara Ludwig, City Clerk Hannah Dunn, Community Development Specialist Jesse Farrell, City Engineer Andy Gitzlaff, Community Development Director Melanie Lee, Human Resources Director Nick Newton, Police Chief Lori Pulkrabek, Communications Manager Jim Romanik, Public Works Manager Kyle Stasica, Finance Director Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief Kevin Zittel, Facilities Manager REVISION OF CITY POLICY PE-019: LEAVES Human Resources Director Melanie Lee stated that the addition of Earned Sick and Safe Time (ESST) language within the current City Policy is a requirement of Minnesota Statutes §181.9447, subdivision 9 which went into effect on January 1, 2024. Ms. Lee noted that the City’s current accrual policy for regular full-time and part-time employees exceeds the State’s ESST requirements; however, temporary seasonal employees will now earn ESST at a rate of one hour for every thirty hours worked. In response to Council Member Willenbring’s question about how the City tracks the required 80 annual hours worked, Ms. Lee said the City’s payroll system has this capability. To follow up, Council Member Willenbring asked if part-time and seasonal employees are able to accumulate that many hours in a year. Ms. Lee indicated many do. City Administrator Chris Volkers indicated that this policy revision will be on the subsequent regular City Council meeting agenda for formal adoption. WORKSHOP MINUTES JANUARY 9, 2024 PAGE TWO FOOD SCRAPS PICKUP PROGRAM Community Development Specialist Hannah Dunn recapped a few highlights from the memo noting that Ramsey and Washington Counties rolled out a Food Scraps Pickup Program pilot in April 2023 to a select number of residents in four neighboring cities. Following the pilot, Phase 1 commenced in October 2023 by offering the program to all residents in those four cities. With the successful rollout of the pilot and Phase 1, the Counties are now expanding the program and have selected Oakdale for inclusion in Phase 2. Ms. Dunn stated that Phase 2 of the program is tentatively planned for April 2024. Mayor Zabel indicated he is excited that Oakdale residents will have this service available to them. In response to Council Member Her’s question about seeing the results of Phase 1 of the program, Ms. Dunn offered to reach out to Washington County staff for more information about how the compost site handles contaminants. ACORN AWARD AND ACORN AWARD COMMITTEE DISCUSSION Ms. Volkers indicated that at the December 12, 2023 Council workshop meeting, the City Council requested to discuss the current Acorn Award process and makeup of the Acorn Award Committee in the future for possible revision, as this process has not been revisited in some time. She highlighted that this award is a City Council award. Ms. Volkers opened up the conversation to allow Council to offer suggestions for the future of the Acorn Award and the makeup of the Acorn Award Committee. Council Member Willenbring suggested the community vote on submitted properties much like the quarterly photo contests. She was also open to having one of the advisory bodies take on this award. Council Member Her was supportive of Council Member Willenbring’s second suggestion for an advisory body to take on this award, possibly the Environmental Management Commission. Mayor Zabel suggested a new advisory body for the City that could take on this award, but also serve in other capacities related to arts and culture, much like Council Member Morcomb’s suggestion of an Arts and Culture Commission earlier last year. Mayor Zabel stated that beautification around the City has been a topic of conversation recently – 10th Street N corridor landscaping, holiday lights at City Hall, banners along Hadley Ave N, etc. are examples of possible Oakdale city beautification. He asked the group if they would like to explore the idea of a community group (temporary or long-term) that could tie all of these related projects/initiatives together. In the meantime, Council would handle the Acorn Award. Council Member Ingebrigtson was supportive of having the Environmental Management Commission take over the award. WORKSHOP MINUTES JANUARY 9, 2024 PAGE THREE Council Member Willenbring asked Mayor Zabel to expand on the idea of an Arts Commission for the City. Mayor Zabel said it could incorporate Oakdale history, park memorials/monuments, use of City right-of-way, etc. Council Member Morcomb was in favor of moving the award to one of the advisory bodies. Council Member Her offered that if a new advisory body is formed, then one should be removed or two current advisory bodies should be combined. Council Member Ingebrigtson and Morcomb were in agreeance. Ms. Volkers encouraged the Council to put parameters around the new commission’s charge, if that is the direction they end up going. Council Member Her noted that the commission would be treated like all other advisory bodies, especially in regards to having no budgetary power. Staff was asked to gather examples of Arts Commissions from other cities and bring back to a future workshop for discussion, with the parameters outlined in this discussion. As for the 2024 Acorn Award, Ms. Volkers offered to write a memo with the current Acorn Award process and bring it to the next workshop meeting for Council feedback. The Council was supportive. REVIEW OF CITY OF OAKDALE CODE OF ORDINANCES, CHAPTER 14, ARTICLE 3 – SPECIAL EVENTS & ARTICLE 4 – BLOCK PARTIES Ms. Volkers stated that the proposed changes to Article 3 – Special Events better align the special event permit process with the new OpenGov permitting system. In reference to Article 4 – Block Parties, she asked if the Issuing Authority should be the City Administrator or remain the Chief of Police. Additionally, she asked for clarification on whether the City should charge a Block Event fee for the City-sponsored National Night Out/Night to Unite annual event. The Council agreed that residents who sign up through the City’s online National Night Out/Night to Unite registration form will not be charged the Block Event fee. The City Administrator should be approving all these administratively. In response to Council Member Her’s question about allowing alcohol at block parties, it was confirmed that alcohol is allowed. Police Chief Nick Newton stated this does not need to be addressed within the Code. In response to Mayor Zabel’s question about the difference between special events and block parties, Council Member Morcomb offered that block parties relate to events in residential neighborhoods versus special events which can occur outside of residential neighborhoods. Ms. Volkers noted that staff determined that events held on private residential property do not need a special event permit unless the event requires a level of municipal services for its operation. WORKSHOP MINUTES JANUARY 9, 2024 PAGE FOUR In response to Ms. Volkers’ question about requiring a special event permit for events held on private property, Mayor Zabel referenced a past food truck festival that was held in the Fleet Farm parking lot. Staff was asked to add language in Article 3 to clarify that private property refers to commercial, not residential. In response to Mayor Zabel’s question about block parties requiring a neighborhood notification, City Clerk Sara Ludwig pointed out that Sec. 14-60 references public notifications. To follow up, Mayor Zabel asked if the language should say “notice” or “consent”. The Council agreed to leave the language as is. REVIEW OF CITY OF OAKDALE CODE OF ORDINANCES REGARDING ALCOHOL IN CITY PARKS Ms. Volkers stated that staff’s recommendation is to allow alcohol in City parks and to repeal current City Code that prohibits it. In response to Council Member Her’s question about other cities being restrictive of alcohol in parks, Chief Newton stated that it is similar to how cities are regulating cannabis in the parks. The Council was comfortable removing the prohibitive language from various City Code chapters regarding alcohol in City parks. Ms. Volkers noted that keg permits and language related to keg permits will remain. FIRE STATION LOCATION STUDY SUMMARY AND DISCUSSION OF POSSIBLE JOINT PUBLIC SAFETY FACILITY Fire Chief Wold summarized the report (yet to be received) by Five Bugles on the study of Oakdale’s fire station location. Chief Wold also reviewed service response times and heat location maps. The memo attached to the agenda outlines many possible options for possible consideration in regards to combining police/fire facilities or not with efficiencies noted and pros/cons. In response to Council Member Ingebrigtson’s question about the preference for a joint public safety facility, Chief Newton stated that if all aspects aligned perfectly, and the financing worked out, that would be the best-case scenario. In response to Council Member Ingebrigtson’s comment about selling the current fire stations’ real estate to offset costs of a potential joint public safety facility, Ms. Volkers said that is accurate for the North Fire Station, but not for the South Fire Station. Mayor Zabel explained that the land used for the South Fire Station was given to the City through a quit claim deed with Washington County, and there is no buyout clause. He added that in order for the City to keep the land it must use it for public purpose. Ms. Volkers referred Council Member Ingebrigtsen to the email and documents sent prior. WORKSHOP MINUTES JANUARY 9, 2024 PAGE FIVE Fire Chief Kevin Wold further reviewed the fire station location study maps including the response area, incident locations (using 2020-2022 data), and incident locations heat map. In response to Council Member Ingebrigtson’s question about Chief Wold’s preference to have the fire station on the west side of I-694 based on the heat map data, Chief Wold confirmed. Chief Wold then provided an overview of the potential sites based on the National Fire Protection Association’s standard for response time. In response to Council Member Ingebrigtson’s question about City Hall being a strong candidate for a joint public safety facility, Chief Wold confirmed. The detailed site location maps and response times from each current and potential location were then reviewed. Chief Wold went over the drive time summary data by station location. In response to Mayor Zabel’s question about the maps taking mutual aid calls into account, Chief Wold stated those calls were excluded. In response to Council Member Morcomb’s question about the current fire stations being sufficient to handle the needs of the City, Chief Wold explained that as the population grows there would need to be a remodel of the South Fire Station to accommodate more personnel. In response to Mayor Zabel’s question about the opportunity for additions and/or expansions at the current fire station locations, Chief Wold said that is a possibility at both sites. In response to Council Member Her’s question about the possibility of enhancing community policing by utilizing satellite locations to expand the City’s police presence, Chief Newton responded that a small substation could make sense for the size of our City, but not a large substation. Council Member Her suggested the comingling of police officers and firefighters at the current fire station locations along with a third updated Police Department remodel. Chief Wold noted that the two departments work well together, but ultimately the City must be fiscally responsible when it comes to the number of public safety facilities that are needed to meet the needs of the City. Chief Newton echoed that the Police Department and Fire Department have a close working relationship. In response to Council Member Ingebrigtson’s question about having a joint public safety facility in Lake Elmo, Chief Newton was not opposed to the possibility. Chief Wold explained that the current fire stations are sufficient, however, he would like to have a future strategic plan as facility needs of the City grow. In response to Council Member Her’s question about the land requirement for one combined public safety facility, Chief Newton said that in 2022 the City was quoted roughly 15 acres and a total project cost of $30-$40 million total – that was a rough estimate. WORKSHOP MINUTES JANUARY 9, 2024 PAGE SIX Council Member Morcomb shared his concern about the new Public Works facility project, and likely the Police Department remodel as originally planned, going over budget, and having the joint public safety facility not be received well by residents. Council Member Ingebrigtson suggested finding a site for a joint public safety facility, and building out the Police Department first, then expanding with a Fire Department when needed. Mayor Zabel stated that while a joint public safety facility is ideal, the timing for this type of project would significantly delay the Police Department’s new facility. Ms. Volkers asked if Option 3 is viable and if staff should pursue a conversation with the City of Lake Elmo. Council was supportive of exploring this option. Mayor Zabel suggested looking into using the land on the southeast portion of the 4Front Technology & Office Campus. Community Development Director Andy Gitzlaff offered to reach out to the Larson family about their plans for this portion of land. In response to Council Member Willenbring’s question about the current capacity issues within the Police Department, Chief Newton stated that there is no more capacity for additional male employees unless there were some internal temporary accommodations made. He added that he wants to do what is best for the community even if the Police Department has to wait for a new facility. After briefly discussing the local option sales tax for the Police Department expansion/remodel, Ms. Volkers offered to send a report of the sales tax that has been collected thus far. ADMINISTRATOR UPDATE Ms. Volkers stated that with the change of the Minnesota state flag and seal, there will be costs associated with updating various City items that display the old flag and seal. Staff was asked to put together a list of all the affected-City items and share that with Council. Ms. Volkers updated the Council on the meetings she has had with the Oakdale Athletic Association (OAA). Currently, the OAA is going to send a proposal to Ms. Volkers for the addition of concrete slabs and bleachers at the football field near Walton Park, which would be paid for out of OAA’s budget. Ms. Volkers noted she is drafting an agreement which will specify that the OAA discuss with the City, annually at the conclusion of each season, mutually agreed upon upgrades and budgetary needs. According to Ms. Volkers, the pay-per-participant model suggested at the August 22, 2023 Council workshop meeting will unlikely work from the OAA’s perspective. She suggested instead, adding language within the agreement in which the OAA pay the City a lump sum each season to cover the field use expenses. Mayor Zabel would prefer the pay-per-participant model as it is the most accountable method. Ms. Volkers offered to do an analysis of the pay-per-participant model versus a lump sum payment model and bring the findings back to Council. WORKSHOP MINUTES JANUARY 9, 2024 PAGE SEVEN Ms. Volkers reported that former City Engineer Brian Bachmeier testified on the technical items on behalf of the City during the most recent White Bear Lake Water Settlement hearing. Ms. Volkers provided an update on the 3M meetings regarding the Public Works Facility site clean-up. Ms. Volkers asked the Council for their intent on opening the City’s ice rinks for the remainder of the season. After a brief discussion, the Council determined that the City should attempt to open three of the four rinks – Eastside Park, Richard Walton Park Hockey rink, and Richard Walton Park pleasure rink. Staff was asked to announce the update via the City’s social media platforms. The status of the ice rinks will be reevaluated at the January 23, 2024 workshop meeting. Ms. Volkers mentioned that her performance review will take place at the February 27, 2024 workshop meeting. COUNCIL TOPICS A question was brought up about the legality of a local barbershop offering alcohol to its customers. Chief Newton offered to look into the matter. Council Member Morcomb complimented Recreation Superintendent Julie Williams on the Winter Wonderland event. He suggested that due to the City’s growth, it might be worth looking into adding an additional position to the Recreation Department. As a follow-up from the January 24, 2023 workshop meeting and staff’s initial findings, Mayor Zabel asked the group if there is still intent to regulate lighting inside business windows, specifically related to fluorescent LED lights, rope lights around windows, and flashing lights and signs. The consensus was that the City should not regulate this type of lighting. To clarify a prior suggestion brought up at the October 10, 2023 workshop meeting, Mayor Zabel asked about the possibility of having a City-sponsored fall cleanup event versus a spring cleanup event, to give staff more time to research and plan. Council Member Willenbring suggested that the City offer a lower price than traditional bulk removal to incentivize residents to participate in a City-sponsored cleanup. Ms. Volkers offered to bring back a proposal that includes a City subsidy for Council review. ADJOURNMENT The workshop was adjourned at 6:54 PM. Respectfully submitted, Sara Ludwig, City Clerk