City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL APRIL 9, 2024 The City Council held a workshop on Tuesday, April 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 Brian Bachmeier, Consulting City Engineer Greg Brady, Chief Building Official Andy Gitzlaff, Community Development Director Nick Newton, Police Chief Lori Pulkrabek, Communications Manager Kyle Stasica, Finance Director Others Present: Colleen Herrmann, Age-Friendly Oakdale Task Force Colleen Swedberg, Age-Friendly Oakdale Task Force Bonnie Wilson, Age-Friendly Oakdale Task Force AGE-FRIENDLY OAKDALE TASKFORCE TRANSPORTATION STUDY REPORT Colleen Herrmann with the Age-Friendly Oakdale Task Force reported on the feedback received during the 2022 community assessment. In 2023, Age-Friendly Oakdale applied for and obtained a State of MN grant to conduct a transportation study. Ms. Herrmann presented the results from that recently completed transportation study. She mentioned a few alternatives that could have the highest potential impact – amenities at bus shelters, a volunteer driver program, and a circulator service such as Newtrax. Age-Friendly Oakdale will focus on education for existing services, advocating for seniors on transportation issues, and collaborating with other entities to implement the recommended alternatives. In response to Council Member Morcomb’s question about the ease of use of Newtrax versus other ride servicers, Ms. Herrmann said it is much easier. In response to another question from Council Member Morcomb about other possible grants for Age-Friendly Oakdale, Ms. Herrmann stated that they will absolutely look into other future grant opportunities. In response to Mayor Zabel’s question about any interaction Age-Friendly Oakdale has had with other levels of government, Ms. Herrmann said they attend quarterly meetings with Washington County, but they have not reached out to the Metropolitan Council as of yet. WORKSHOP MINUTES APRIL 9, 2024 PAGE TWO In response to Council Member Willenbring’s question about the cost to use Newtrax, Ms. Herrmann noted that it is free to use, but donations are accepted. Additionally, there is no phone application, users simply call to request a ride. TREE SERVICE LICENSING City Administrator Chris Volkers provided a brief recap of the Council memorandum. She asked the Council if the City should continue licensing tree servicers. The Council was supportive of removing the Tree Service License requirement from the City of Oakdale Code of Ordinances. Mayor Zabel suggested prorating a refund to the applicant the day after the ordinance takes effect. The Council was supportive of this suggestion. REVIEW OF THE CITY OF OAKDALE CODE OF ORDINANCES, CHAPTER 25 – RELATING TO RECREATIONAL VEHICLES Chief Building Official Greg Brady provided a brief summary of the Council memorandum which includes the history of violations over the past four years, the current City of Oakdale Code of Ordinances language and enforcement process, and a city survey of recreational vehicle regulations. Council Member Ingebrigtson expressed that he does not want to add additional restrictions, but the word ‘reasonable’ could be used for the number of vehicles allowed. Mayor Zabel added that the restriction could be based on lot size. In reference to the setback restrictions, Mayor Zabel was comfortable leaving them as is, but possibly adding that the vehicle must be parked on an improved surface for the front setback. Council Member Willenbring asked about the intent of the current ordinance. Mayor Zabel presumed that it was likely about limiting potential clutter in residents’ yards and maintaining a clear right-of-way for public safety. Council Member Morcomb asked for clarity about the types of vehicles included in this discussion. Community Development Director Andy Gitzlaff stated that the definition of recreational vehicles excludes private passenger vehicles and commercial usage vehicles. Mr. Brady explained that the intent of the ordinance is to provide a mechanism for the City to ensure that these recreational vehicles are not dilapidated or causing damage to City infrastructure. Mayor Zabel proposed removing the restriction on the number allowed and adding that the vehicle must be parked on an improved surface for the front setback. Mr. Brady pointed out WORKSHOP MINUTES APRIL 9, 2024 PAGE THREE that requiring an improved surface might cause a barrier for some residents due to impervious surface restrictions and lot sizes. Ms. Volkers noted that the City Attorney would prepare the proper ordinance language which would be brought back before the Council for review. Mr. Gitzlaff added that several current residents could be in violation of the proposed improved surface restriction. With that in mind, Mayor Zabel said he may only be interested in removing the restriction on the number allowed. In reference to limiting the number of vehicles allowed to be stored in front of the residence, Council Members Willenbring and Ingebrigtson asked why that restriction is necessary. There were no reasons provided by the group. To recap, Mayor Zabel stated that the restriction on the number allowed should be removed as long as the setbacks are maintained. Council Member Her was not supportive of removing the restriction on the number of recreational vehicles allowed, but said he would support the body’s decision. Staff was asked to draft proposed changes based on the discussion while also thinking about real-life situations and application of the ordinance. The proposed changes will be brought back to a future workshop for Council review. PROPOSED UPDATES TO CITY OF OAKDALE CODE OF ORDINANCES CHAPTER 7, ARTICLE 1 – PROPERTY MAINTENANCE & ARTICLE 2 – RENTAL HOUSING LICENSING Mr. Brady stated that the updates to the City of Oakdale Code of Ordinances Chapter 7 include adopting the most current edition of the International Property Maintenance Code (IPMC), removing stated fees and violations (since they are in the City’s adopted Fee Schedule), and streamlining the administrative fine and imposition of license conditions process. It is proposed that the City Council will replace the Administrative Law Judge in presiding over these matters. Because the decision-making responsibility is proposed to move from the Administrative Law Judge to the City Council, Council Member Morcomb asked about the past frequency of the use of the Administrative Law Judge to determine license penalties. Mr. Brady stated that there have been no instances in his tenure as it is very rare. Mr. Brady added that the City Attorney provided guidance on cleaning up the procedural language in Section 7-15. Ms. Volkers asked if annual renewal fees are subject to a late fee. Mr. Brady confirmed. In response to Council Member Willenbring’s question about the definition of Occupant or Tenant and whether that puts residents at risk of squatting, Mayor Zabel pointed out the ‘has been let for occupancy’ portion which would refer to an agreed upon lease, in his opinion. However, Mr. Brady explained how a different city dealt with removing squatters at his WORKSHOP MINUTES APRIL 9, 2024 PAGE FOUR previous job which included declaring the house uninhabitable. Additionally, Police Chief Nick Newton added that depending on whether it is a criminal or civil matter, the Police Department and/or Sherriff’s Office could get involved to remove the squatter. 2025 BUDGET SCHEDULE Finance Director Kyle Stasica highlighted two of the statutorily defined dates on the 2025 budget schedule – the adoption of the preliminary tax levy and the truth-in-taxation meeting. He then went over the changes that were made from the 2024 budget schedule versus this proposed 2025 budget schedule. Ms. Volkers explained the addition of Department Heads requesting operational expansions is something new that was not done last year. The Department Heads will be given the opportunity to submit requests for things that go beyond maintaining current City services. Mayor Zabel suggested also having the Department Heads identify tasks and/or projects that may need to be removed from the budget. Mr. Stasica said the timeline for the City Administrator and Finance Director to meet with Department Heads has been moved up to allow for review prior to bringing the requests to the Council for the first time. In response to Mayor Zabel’s question about how operational deviations are quantified, Ms. Volkers stated that conversations are had about these changes, but she and Mr. Stasica can work with the Department Heads to quantify any significant changes and make a note of it for the Council’s reference. Mr. Stasica reviewed the remaining timeline pointing out the major changes from the prior years’ budget schedule. Council Member Ingebrigtson suggested scheduling budget workshops on the off weeks of the regularly scheduled Council meetings. Mayor Zabel would like the Enterprise Fund discussions to occur in closer proximity to one another. Council Member Willenbring suggested that the Council determine if the second meeting needs to be moved up after the first one takes place in June. Ms. Volkers noted that the long-term financial plan update will be given prior to the budget discussions which will provide additional information for Council consideration. She added that a rate study is likely needed in the near future. In response to Council Member Morcomb’s question about the actual versus budgeted for the prior year’s budget, Ms. Volkers said staff will provide an actual versus year-to-date for the last three years during the General Fund discussion. WORKSHOP MINUTES APRIL 9, 2024 PAGE FIVE In response to Mayor Zabel’s question about when the Council will review cost overruns, Ms. Volkers noted that those will be discussed as part of the audit report. Mr. Stasica added that those are included in the fund summaries for the Capital Improvement Plan. Ms. Volkers said that Mr. Stasica is now meeting with Department Heads on a quarterly basis to ensure practical budget management and spending to help lessen budget carryforwards. In response to Mayor Zabel’s question about including the advisory bodies’ work plan items into the budget, Ms. Volkers confirmed they have been accounted for within the budget. Council Member Willenbring stated that she appreciates having the budget information on the presentation screen during the workshop discussions. ADMINISTRATOR UPDATE Ms. Volkers clarified the details for the Pete Graske Arbor Day Tree Giveaway event. The Arbor Day proclamation will be read at the April 23, 2024 City Council meeting. Additionally, Mayor Zabel will create a short video like last year which will be released on Arbor Day via the City’s social media pages. In reference to the Washington Ramsey Food Scraps Program trial kits, Council Member Willenbring will talk to residents about signing up for the program and hand out informational postcards and trial kits to those who are interested after they go through the line to get their tree. Ms. Volkers mentioned the many great ideas that have been pitched in regards to celebrating the 50th Anniversary of Oakdale. She raised concern about how to implement everything that has been brought up, but confirmed there will be a 50th Anniversary logo. The Council suggested focusing on a few things such as ordering branded swag to use as giveaways, flying a branded flag and/or hanging a branded banner at City Hall, having Suburban Community channels (SCC) TV create a “History of Oakdale” video, and possibly offering a webstore with branded apparel. Communications Manager Lori Pulkrabek stated that the fireworks at Summerfest could be renamed in honor of the City’s 50th Anniversary. Ms. Volkers noted that she is meeting with the Oakdale Athletic Association (OAA) on April 10 to discuss requested park improvements and the related funding that the OAA has available. She added that the OAA building in the Walton Park parking lot is in need of repairs. Mayor Zabel suggested that the OAA provide a list of requested park improvements in which half of the available funds will be spent, but that the City is allowed to use the other half of the designated funds toward projects found in the Parks Capital Improvement Plan. Ms. Volkers stated that she will provide a report from the meeting with the OAA. COUNCIL TOPICS Council Member Ingebrigtson mentioned that he spoke with the President of the East Metro Hockey Association about the White Bear Lake Area Hockey Association (WBLAHA) charitable gambling premises permit request in relation to the referenced youth from Oakdale that play for the WBLAHA. Ms. Volkers stated that anyone from WBLAHA or Oak Burrow is allowed to WORKSHOP MINUTES APRIL 9, 2024 PAGE SIX speak during that agenda item. It was suggested that the language in the current City Code be clarified to better define ‘reasonable benefit’. Discussion ensued about charitable gambling as a whole in Oakdale and other potential premises permit applications. Mayor Zabel reported on the most recent Regional Council of Mayors’ meeting and will send the slides to Ms. Volkers for dissemination. The topic of the meeting was on public safety so Chief Newton also attended. Mayor Zabel would like to look into ways to interact more with the U.S. Attorney’s Office and the Bureau of Criminal Apprehension. Ms. Volkers suggested bringing this up at the April 23, 2024 workshop meeting when the Washington County Sherriff, Washington County Attorney, and City Prosecuting Attorney will be in attendance. ADJOURNMENT The workshop was adjourned at 6:43 PM. Respectfully submitted, Sara Ludwig, City Clerk