City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL FEBRUARY 13, 2024 The City Council held a workshop on Tuesday, February 13, 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 Jesse Farrell, City Engineer Andy Gitzlaff, Community Development Director Steve Goodwin, Police Captain Luke McClanahan, City Planner Lori Pulkrabek, Communications Manager Jim Romanik, Public Works Manager Kyle Stasica, Finance Director Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief Others Present: Nate Anderson, Civil Engineer, BKBM Josh Cowman, Owner, Leap Development Jill Nokleby-Kaiser, Director of Housing Development, Ebenezer Todd Novak, Principal, RSP Architects Lisa Olson, Project Manager, RSP Architects Jesse Symynkywicz, Landscape Architect, Damon-Farber Twin Cities Towing Representatives ESTORIA OAK MARSH SENIOR LIVING COOPERATIVE – CONCEPT PLAN City Planner Luke McClanahan provided a brief introduction of the concept plan and four needed land use approvals. The land use approvals include a preliminary plat and final plat, a height variance, and a site plan. Mr. McClanahan reviewed the preliminary site plan, noting that City staff identified concerns about the eastbound traffic turning south onto the site from 4th St N. Lastly, Mr. McClanahan stated that the proposal will need to include sidewalk connections within the development, per the City’s subdivision regulations. In response to Council Member Her’s question about wetland and buffer requirements within the proposed development, Mr. McClanahan said that based on the preliminary site plan, the buffer requirement should be met. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE TWO Josh Cowman, Owner with Leap Development, briefly introduced the partnership with Ebenezer and other past projects. Mr. Cowman explained that the cooperative residents are, at minimum, 62 years old and shareholders in the organization. The residents set up boards and committees that operate the community. Mr. Cowman reviewed the exterior elevations and amenity spaces on the property, noting an emphasis on maintenance-free materials. Todd Novak, Principal with RSP Architects, talked about the site plan orientation process and the reason for the proposed access points and location of the onsite amenities. Mayor Zabel expressed concern about the proposed height of the building along 4th St N given the City’s height restriction for buildings within the Helmo Station development. Mr. Novak indicated that several site plan orientations were explored, but due to the need for 80-90 units for financial feasibility of the project, the proposed orientation made the most sense. Mr. Novak also pointed out that there are no single-family homes across the street, only the golf course. Mr. Cowman explained that four stories over one parking garage developments are as efficient and affordable as possible in the current market. Council Member Ingebrigtson noted that stray golf balls may end up in or near the pickle ball courts, but overall, he was impressed with the design of the development. Mr. Cowman said that the pickle ball courts were strategically placed to mitigate their noise. Council Member Morcomb suggested having a conversation with Oak Meadows about the possibility of shared amenities. Mr. Cowman indicated that Ebenezer now manages Oak Meadows so there is strong communication between the two communities. In response to Council Member Willenbring’s question about balconies, Mr. Cowman stated that every unit will have a balcony or terrace, with several units having a screened-in porch. In response to Council Member Willenbring’s question about the similarities to selling a home, Mr. Cowman confirmed that it is similar, but there is only a low transfer fee as opposed to a commission percentage fee. In response to Council Member Her’s question about taking considerations from the Pedestrian and Bicycle Plan and applying them to requirements of the development, Community Development Director Andy Gitzlaff said staff could take a closer look related to the lighting that is currently proposed. Mayor Zabel suggested asking Oak Meadows if they would be interested in extending their portion of the trail along 4th St N as this has been a request the City has received in the past. Mr. Novak indicated the intent is to connect current walkways with the proposed walkways. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE THREE 2024 PLANNING COMMISSION WORK PLAN & FUTURE ACTIVITIES OF PLANNING COMMISSION Ms. Volkers stated that the purpose of this item is to have Council review and finalize the 2024 Planning Commission work plan and summarize the discussion that took place on February 1, 2024 at their Commission meeting. Mayor Zabel reported that reviewing development applications and ordinance updates are going to consist of a large part of the Planning Commission’s work this year. He also noted that the commissioners requested more education opportunities. Ms. Volkers stated that the Planning Commission will receive training at their April 4, 2024 meeting from City staff and former Interim City Planner/Stantec consultant Erin Perdu. In response to Council Member Ingebrigtson’s question about meeting with new commissioners, Mr. McClanahan confirmed that he does this. Mayor Zabel suggested that the training include keeping the advisory body focused on the question at hand. Ms. Volkers indicated that the Chair is responsible in that regard, but the staff liaison has to be comfortable jumping in to keep the discussion on task. The Council briefly went over the 2024 Planning Commission work plan line-by-line. Council Member Willenbring brought up a possible attendance issue within the Planning Commission. Mayor Zabel stated that the Chair or staff liaison could discuss attendance with the absent member. Staff was asked to review the advisory body attendance policy. In response to Council Member Ingebrigtson’s question about outstanding advisory body applications, City Clerk Sara Ludwig noted that there are two Tree Board applicants who need to be interviewed. The Council was supportive of the 2024 Planning Commission work plan. 2024 TREE BOARD WORK PLAN & FUTURE ACTIVITIES OF THE TREE BOARD Mayor Zabel reported that the Tree Board has three cornerstone events each year. During the January 16, 2024 dinner, the Tree Board members expressed a desire to assist in the communication efforts for their events and City-offered programs such as the Tree Trek. Mayor Zabel suggested that City staff partner with the Ramsey Washington Suburban Cable Commission to increase communication efforts. Mayor Zabel pointed out that there are areas of organizational efficiency improvement for the Tree Board events. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE FOUR Ms. Volkers suggested adding public-facing education efforts to the 2024 Tree Board work plan. Mayor Zabel added that there are likely opportunities for the Tree Board members to assist City staff, but not cross into the operational side of City business. Council Member Morcomb pointed out that the work plan does not include ways the Tree Board is informing City policy for the City Council. He suggested that the Tree Board merge with the Environmental Management Commission. Mayor Zabel was opposed to combining the two advisory bodies. Mayor Zabel brought up the fact that a board may be more of a volunteer core group focused on projects versus advising on policy like a commission. Ms. Volkers pointed out that a board may not need to be as structured and formal as a commission. The Council was in agreement that the Tree Board should continue to meet regularly but does not necessarily need to do so in a formal setting. Mayor Zabel recommended that any ordinance changes related to the advisory bodies take place in January 2025, at the earliest. Mayor Zabel reported that two commissioners emailed him privately to express their appreciation of the individualized dinner format. NEW WILLOWBROOKE PARK NAMING CONTEST Each Council Member provided their top three name choices from the park name submissions. Discussion ensued about the various park name options. Mayor Zabel pointed out that any name that is selected will have to be vetted before being finalized. The Council preliminary agreed upon Willoughby Commons while staff was asked to vet the name and bring back findings to the February 27, 2024 workshop meeting. CONDITIONAL USE PERMIT AMENDMENT – TWIN CITIES TOWING Mr. McClanahan provided historical context for the original Special Use Permit that was granted in 1985 and explained that the business is seeking a Conditional Use Permit (CUP) amendment to bring their automobile towing service into compliance with zoning regulations. He reviewed the outstanding zoning issues and how the issues have been, or can be, addressed by the business, noting a surcharge (i.e., double permit fee) will be required for the necessary permits. Mayor Zabel asked for clarification on the number and types of cars given the word ‘vehicles’ used by City staff in the memo. Mr. McClanahan explained that the use of the word ‘vehicles’ was intentional to include commercial vehicles. Mr. Gitzlaff added that staff recommended a 75-vehicle limit on the site to avoid future expansion without going through the proper City approvals. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE FIVE In response to Council Member Ingebrigtson’s question about the business going through the City to acquire the second parcel – 2751 Geneva Ave N – in 2012, Mr. McClanahan stated there is no record of this. In response to Mayor Zabel’s question about the possibility of cars being parked in the eastern half of the lot, Mr. McClanahan said there is no indication that cars have been or will be parked there, but there is nothing topologically preventing it. Mr. McClanahan recapped the Planning Commission’s recommendation, resident objections, and the Police Department’s crime analysis. In response to Council Member Morcomb’s question about the required length of the fence along the southern boundary of the site, Mr. McClanahan clarified that it is only required where the vehicles are stored. In response to Council Member Willenbring’s question about how the 75-vehicle maximum will be enforced, Mr. Gitzlaff indicated that from a code enforcement standpoint the City is complaint-based, and this condition would give the City the ability to enforce the limit. Council Member Ingebrigtson stated that having a vehicle limit is necessary to avoid the stacking of cards and excessive number of vehicles on the lot. Mayor Zabel added that this condition of approval is to ensure the business remains in compliance. He expressed a desire to lower the vehicle limit from 75 to 50. Council Member Morcomb pointed out that the business is addressing the known concerns and compliance issues. He was comfortable with the CUP amendment as long as the conditions are clearly defined. Council Member Ingebrigtson inquired about the business utilizing the northside of the property versus the southside to increase the distance from the residential neighbors to the south. Mr. McClanahan said this suggestion has not been brought up. Mr. Gitzlaff added that condition #6, utilizing the north entrance overnight, somewhat addresses this concern. Council Member Willenbring asked if a permit was taken out for the fuel tank that is on the property. Mr. McClanahan confirmed that no permit was obtained. Mayor Zabel recapped his concerns as presence of commercial vehicles on the property, the non-requirement of fencing along the southern boundary to the east of where the vehicles are currently stored, and the vehicle limit. Council Member Willenbring expressed concern about the lack of a permit for the fuel tank on the property due to the safety risk to the community. She was also concerned about the environmental impacts from the vehicles leaking fluids. Mr. McClanahan stated that the Washington County Public Health and Environment Department is willing to assist with known environmental concerns on the property. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE SIX Council Member Ingebrigtson expressed concern about the compliance issues that have occurred up to this point. Ms. Volkers stated that the Council essentially has two choices: deny the CUP amendment or approve the CUP amendment with (same or additional or less) conditions. Council Member Her noted that he was comfortable approving the CUP amendment with staff’s recommendations. On the contrary, Mayor Zabel was inclined to deny the CUP amendment. Council Member Willenbring was not comfortable halting the business’s operations, but was disappointed about the unpermitted fuel tank. In response to Council Member Her’s question about the regulation of the fuel tank, Mayor Zabel said it is the property owner’s responsibility to obtain a permit from the City, who would then ultimately regulate it. Fire Chief Kevin Wold indicated that because the fuel tank is diesel it is much less flammable than gasoline, however, the issue still remains that the proper permit was not obtained. Council Member Ingebrigtson again expressed concern about the compliance issues that have occurred up to this point, and was unsure if the CUP amendment conditions will invoke compliance. Council Member Her stated that he does not want to stand in the way of a business trying to come into zoning compliance. Mayor Zabel shared concern about the negative effects on the residential neighbors that could occur by approving the CUP amendment. Council Member Her asked for staff’s interpretation of the business’s willingness to comply with the CUP amendment requirements. Mr. McClanahan and Mr. Gitzlaff both shared an optimistic perspective. Council Member Ingebrigtson expressed hesitation given the compliance issues that have occurred up to this point. Council Member Her asked if the business has been rectifying the identified compliance issues thus far. Mr. McClanahan confirmed. Council Member Her then suggested tabling this item until the business has shown additional strides to follow the CUP amendment conditions. Mayor Zabel suggested putting this item up for a vote on the next regular City Council meeting, with the ability for individual amendments to be motioned and voted on at that time. In response to Council Member Willenbring’s question about approving the CUP amendment with a timeframe, Mr. McClanahan stated that a CUP, by Minnesota Statute, runs with the land. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE SEVEN ADMINISTRATOR UPDATE Ms. Volkers provided a schedule for upcoming workshop meeting discussions with Washington County and Independent School District (ISD) 622. Mayor Zabel said he invited the new ISD622 Board Chair to attend along with the Superintendent and Assistant Superintendent when they attend. Ms. Volkers asked that the Council think about topics of discussion when the Washington County Prosecutor and Sheriff attend an upcoming Workshop. Mayor Zabel indicated that absentee issues within the schools should be a topic of conversation. Ms. Volkers stated that there is an opportunity to participate in LMC City Day on the Hill if any Council Member is interested in attending. Ms. Volkers noted that the new fire engine that was ordered in 2022, and delivered earlier this year, will be parked outside of City Hall prior to the February 27, 2024 workshop meeting for tours. COUNCIL TOPICS Council Member Ingebrigtson brought up the Salute to Service Men and Women Dinner taking place on Tuesday, February 20, 2024 at Oak Marsh Golf Course. Council Member Morcomb reminded the group that this is the same night as the Parks and Recreation Commission dinner. Ms. Volkers noted that a couple Oakdale police officers will be attending event. Council Member Ingebrigtson mentioned having an optional meal for the Council prior to the workshop meetings, likely 4:00 PM –5:00 PM. Mayor Zabel indicated he would be open to the idea if the meetings were anticipated to last late into the evening. The Council was agreeable to having meals provided prior to the workshop meetings. Council Member Ingebrigtson said he would support allowing private businesses to determine the number of parking spaces they deem necessary versus the City requiring a certain number. Ms. Volkers noted that this conversation will come up when the City reviews the Zoning Ordinance. Council Member Her reported that he had a ride-along with Police Officer Seth Bailey. He also attended the League of Minnesota Cities (LMC) Elected Leaders Institute – Foundational Program and shared his opinion that it was excellent. Council Member Her would like to have a conversation about the approved Pedestrian and Bicycle Plan especially as it relates to the street lights on 50th Street N and Hadley Ave N. Ms. Volkers stated that a strategic conversation about implementing suggestions from the approved Pedestrian and Bicycle Plan in future City projects should take place at an upcoming workshop. In regards to City Project R2024-01 (2024 Street Reconstruction), Ms. Volkers indicated that the City could add pedestrian street lighting along Hadley Ave N (on the trail side) as a bid-alternate. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE EIGHT RECESS FOR REGULAR MEETING AT 6:50 PM WORKSHOP RECONVENED AT 7:26 PM after the Regular City Council Meeting COUNCIL TOPICS (CONTINUED) Council Member Morcomb reported that he attended the LMC Elected Leaders Institute – Advanced Program. He mentioned that several cities are experiencing Zoom bombings and therefore removing Zoom as an option for resident participation. Another insight shared by Council Member Morcomb from his time at the LMC event related to the appreciation for clear communication between Ms. Volkers and the Council. In response to Council Member Willenbring’s question about street lights being added to the new Bielenberg Bridge, Public Works Manager Jim Romanik confirmed. Council Member Willenbring asked if the new 2024 Street Reconstruction street lights contain copper wires. The answer was unclear from the staff in attendance. Council Member Willenbring mentioned that the left-hand turn lane traffic signal from Helmo Ave N onto 10th Street N was stuck on red for two traffic cycles. Mayor Zabel noted that he had reached out to County Commissioner Stan Karwoski about this very issue and was told the County will keep an eye on it and can remotely adjust traffic signals as needed. Mayor Zabel offered to send City staff grant opportunities that may align with City initiatives for energy efficiency. Mayor Zabel reported that he attended the ISD622 State of the District a few weeks ago. One topic of conversation was absenteeism which will be discussed by Superintendent Christine Tucci Osorio at the upcoming workshop meeting. Mayor Zabel noted that he attended a meeting with Washington County and surrounding cities to discuss the County’s long-term planning process. Mayor Zabel mentioned that the cities’ efforts and insights should tie into the County’s plan. The notes from this meeting will be sent to City staff and then can be disseminated to Council. Mayor Zabel asked the group where the franchise fee revenue should be applied. Council Member Morcomb stated they should be applied to utilities infrastructure – the same general area in which they come from. Council Member Her agreed with Council Member Morcomb’s suggestion. Ms. Volkers suggested that the Council review the franchise fee revenue application every year during the budget process. In regards to the recently approved assessment roll, Mayor Zabel asked why not include the City on the assessment roll. Finance Director Kyle Stasica indicated that the City could have been added to the assessment roll, but he will look into the possibility of amending the assessment roll if that is the intent of the Council. WORKSHOP MINUTES FEBRUARY 13, 2024 PAGE NINE ADJOURNMENT The workshop was adjourned at 7:45 PM. Respectfully submitted, Sara Ludwig, City Clerk