City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL NOVEMBER 26, 2024 The City Council held a workshop on Tuesday, November 26, 2024 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 Kari Moore Andy Morcomb Susan Willenbring City Staff Members: Christina Volkers, City Administrator Sara Ludwig, City Clerk Brian Bachmeier, Consulting City Engineer Hannah Dunn, Community Development Specialist Jake Foster, Assistant City Administrator Andy Gitzlaff, Community Development Director Melanie Lee, Human Resources Director Max Lohse, Community Development Specialist Nick Newton, Police Chief Lori Pulkrabek, Communications Manager Kyle Stasica, Finance Director Cory Tietz, Public Works Director Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief Others Present: John Fillmore, Landscape Architect, SRF Consulting Group Jon Kruse, Project Manager, SEH Gary Severson, Council-elect Tong Thao, Director of Business Development, St. Paul Area Chamber CITY PROJECTS P2025-02 AND P2026-05: WILLOWBROOKE PARKS WEST AND NORTH CONCEPT PLANS Community Development Specialist Hannah Dunn explained that the discussion will involve Council feedback on final concept design for Willowbrooke Parks West and North. She noted that these projects will go out for bid in early 2025 but the council hasn’t yet confirmed both will be 2025 projects. John Fillmore, Landscape Architect with SRF Consulting Group walked through two concept plans for Willowbrooke Park West. Concept A includes a combined restroom building with an attached picnic shelter, featuring four tables; a full trail loop around the park's perimeter; a chain link fence as a buffer from Interstate 694; a lit multipurpose U12 size soccer field; six lit pickleball courts with bench seating on both sides for spectators and players; and a WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE TWO synthetic turf volleyball court, potentially lit in the final design. Concept B includes separate prefabricated restroom and picnic shelter buildings; a shorter trail connecting the main features of the park; coniferous tree screening (e.g., spruce trees) along Interstate 694; a lit multipurpose U12 size soccer field; and eight lit pickleball courts with seating down the center and optional shade umbrellas. Of note, there is no synthetic turf volleyball court in Concept B. Regarding pickleball courts, Council Member Ingebrigtson suggested cutting the number of proposed courts to reduce costs. Continuing with the discussion, Mr. Fillmore walked through two concept plans for Willowbrooke Park North. Concept A includes a trail connection on the north side of the pond which allows for walking around the park; multiple small seating areas such as a bench overlooking the pond, a natural stone bench overlooking the open lawn, a larger shade sail structure in the north corner for picnicking, and two small shade umbrellas with picnic tables on the south end; and native prairies around the perimeter, with shade trees around edges of the park. Concept B includes a trail bisecting the park around the pond, still allowing for perimeter access; a focus on seating at a central picnic shelter (similar to the one at Willowbrooke Commons) and a few benches; and a picnic shelter is proposed instead of the smaller shade umbrellas. Mayor Zabel expressed concern about the previously authorized and now estimated $2 million cost of Willowbrooke Park West and noted that the budget is a major factor in determining the park design, especially given the needs of the existing park infrastructure in the City. Council Member Ingebrigtson agreed and suggested a pay-to-play model for the pickleball courts to help offset costs. Council Member Morcomb agreed with Mayor Zabel and emphasized the importance of determining clear financial goals for the park investment to ensure resources are allocated effectively across the City's parks. Regarding the proposed number of pickleball courts, Council Member Ingebrigtson again suggested cutting the number to reduce costs. In response to Council Member Willenbring’s question about an adjusted budget, Mayor Zabel noted that $1.5 million could be a reasonable budget. He proposed several cuts such as lighting, irrigation system, number of pickleball courts, and trail reduction. In response to Council Member Willenbring’s question about the City’s requirements per the Development Agreement, City Administrator Chris Volkers stated that the Development Agreement requires the parks be built concurrently with the development. Council Member Moore asked about safety in regards to having a coniferous tree screening versus a chain link fence along Interstate 694. Mr. Fillmore noted that due to the existing right-of-way fence and distance from the park, safety is likely not a concern. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE THREE In reference to Willowbrooke Park West – Concept B, Council Member Morcomb suggested reducing the number of pickleball courts to four, adding a synthetic turf volleyball court, and reducing the lighting to bring down the overall budget. Council Member Willenbring was supportive of Willowbrooke Park West – Concept B. Mr. Fillmore pointed out that bid alternates are an option especially when trying to remain within a given budget. Council agreed that a synthetic turf volleyball court is an important amenity to residents. Council was supportive of an updated budget of $1.6 million for Willowbrooke Park West. Mayor Zabel mentioned that reducing the lighting at the pickleball courts could decrease costs while also alleviating nighttime noise for the nearby homeowners. He indicated lighting is not a priority. Regarding irrigation, Public Works Director Cory Tietz preferred not to cut an irrigation system from the final concept, but Mayor Zabel noted that existing fields in the community do not have irrigation and still function. Council Member Morcomb suggested that the Oakdale Athletic Association (OAA) could contribute to this irrigation system. Overall, Council was supportive of the following – a $1.6 million budget for Willowbrooke Park West; a combined shelter restroom; four pickleball courts; the smaller trail footprint as shown in Concept B; a natural buffer along Interstate 694; a synthetic turf volleyball court; removal of the shade umbrellas, but inclusion of benches near the pickleball courts. After a brief discussion about lighting, Council was supportive of exploring the cost associated with lighting the soccer field, but not the pickleball courts. Mr. Fillmore did confirm that OAA uses lit soccer fields during the Fall. It was determined that the final concept design for both Willowbrooke Parks would be discussed later on in the evening. BUSINESS RETENTION, EXPANSION, AND ATTRACTION (BRE&A) PROGRAM – REPORT AND PRESENTATION OF FINDINGS Community Development Specialist Max Lohse explained that the BRE&A Program aims to establish and maintain relationships with local businesses in the City by conducting business visits. The main goal is to understand how the City can better support businesses and what they need to succeed. Mr. Lohse noted that the City consulted with the St. Paul Area Chamber to prepare a summary report based on the insights gathered from this year's business visits. The report highlights what Oakdale businesses have expressed about their current needs and what they would like to see in the future. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE FOUR Tong Thao, Director of Business Development with the St. Paul Area Chamber, reviewed the goals of the BRE&A visits and the list of businesses visited. The discussions during these visits involved business details, facility information and investment plans, workforce issues, transportation and transit insights, community satisfaction and connectedness, and ended with a business resource packet handout and City follow-up. The key takeaways noted in the report include business details (industry, age, size), facilities (i.e., own vs. rent, expansion plans, etc.), workforce (i.e., hiring patterns, etc.), transportation and transit, and reasons the businesses like being in Oakdale (i.e., convenient and accessible, small-town feel, community- oriented, etc.). Mr. Thao noted four recommendations which are 1) grow relationships and partnership with local schools, 2) continue efforts to advance transit infrastructure and make thoughtful connections to businesses, 3) partner with organizations offering property enhancement incentives and streamline permitting and zoning processes to support business expansion and improve commercial spaces, and 4) enhance the City’s identity by marketing itself as a destination for residents and businesses. In response to Council Member Morcomb’s question about continuing the BRE&A Program in 2025, Ms. Volkers confirmed it is in the 2025 budget. Council Member Morcomb suggested reaching out to small business owners to get feedback about the City licensing process. In response to Mayor Zabel’s question about the City’s follow-up after these business visits, Community Development Director Andy Gitzlaff stated that there have been informal follow- ups, but there is no prescribed process. Mayor Zabel preferred that staff complete a follow-up roughly six-month after the business visit. Mayor Zabel inquired about how the BRE&A Program can reach different business types like homebased businesses. Council Member Moore suggested engaging with the senior citizen population to fill entry-level positions. She also mentioned exploring an adopt-a-plot model that could be offered to these businesses. It was determined that a follow up discussion about the 2025 BRE&A Program will be brought back to a workshop in early 2025. Council Member Ingebrigtson stated that the BRE&A Program has been highly successful. POLICE DEPARTMENT POLICY REVIEW – TRANSITION TO LEXIPOL Police Chief Nick Newton explained that this second group of policies is a bit more complex and controversial, especially the Use of Force and Vehicle Pursuits policies. He noted that State and Federal mandates heavily govern use of force policies; and State mandates exist for vehicle pursuits, but Oakdale’s policy goes beyond the State requirements. The Department follows a restricted pursuit policy where pursuits are only initiated for serious WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE FIVE crimes (such as assaults or domestic violence). Pursuits are not conducted for minor offenses like theft or traffic violations. The reasoning behind this restriction is based on public safety as limiting pursuits helps reduce injuries and deaths, which can occur during high-speed chases. In response to Mayor Zabel’s question about a middle ground vehicle pursuit policy that might allow officers to pursue suspects until they determine it is too dangerous, Chief Newton stated that data shows that approximately 30% of pursuits result in injury or death, which is a significant concern, not to mention the secondary concern of wear and tear and damage to vehicles. In response to Council-elect Gary Severson’s question about handling a pursuit that originates in another city, Chief Newton stated that the Department would follow the Vehicle Pursuits policy and offer support to the pursuing officers, as appropriate. Chief Newton pointed out that it is a best practice is to have civilian commissions and/or elected officials provide input on these policies. Mayor Zabel expressed his hesitation for an elected body to weigh in on department-specific policy decisions, noting the Chief should be entrusted with making these decisions. Council Member Ingebrigtson agreed in that he would always defer to the Chief’s recommendation. Regarding the Use of Force Review policy, Council Member Morcomb asked if there are external individuals that review use of force incidents. Chief Newton went over the current internal use of force review process and emphasized that misconduct will be brought to his attention and additional training opportunities identified, if appropriate. In response to Mayor Zabel’s question about varying degrees of use of force, Chief Newton confirmed that all use of force is reviewed in the same way. Regarding compliance with all Police Department policies, Chief Newton emphasized that all members of the Department are expected to follow the outlined policies. Council Member Willenbring asked for more information about pain compliance techniques referenced in one of the policies. Chief Newton provided a couple examples, but noted these techniques are outdated. In response to Council Member Willenbring’s question about who authorizes certain use of force or other means of apprehension, Chief Newton explained that the State mandates when certain techniques can be used, but also the officer may call in certain actions to their supervisor Referencing retention, Council Member Moore asked if policies play a role. Chief Newton stated that policies are not considered as an item that would sway an applicant one way or another. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE SIX STREET LIGHTING REPORT Consulting City Engineer Brian Bachmeier introduced Jon Kruse, Project Manager with SEH, who completed the lighting study report for the City. The study came out of the 2024 Street Improvement Project discussion last year. He noted that the preferred lighting levels for the City are determined by the City Council based on recommendations from lighting professionals. The City currently has a non-continuous lighting standard, which provides lighting at points of conflict (such as intersections), and midblock locations on a uniform pole spacing pattern. Mr. Bachmeier requested that the Council make a determination if there should be a change to the City’s lighting standard. Mr. Kruse began by explaining how the study was prepared and the current lighting standard of the City. He mentioned that a modular pole option could be considered to avoid banding signs and accessories to the poles. Additionally, ways to limit inventory and provide consistency will be discussed. Mr. Kruse went over the current lighting unit assessment that includes Type A (shorter post top) and Type B (taller pendant) lighting units. He emphasized that the City should consider placing the appropriate lighting fixtures at established spacing (every 150-200 feet) to ensure safe, continuous, and adequate lighting. In response to Mayor Zabel’s question about the lighting design for residential neighborhoods with no dedicated sidewalks or trails versus busier corridors with pedestrian amenities, Mr. Kruse verified that residential streets typically need less intense lighting with wider spacing due to less pedestrian activity and slower speeds. In contrast, busier corridors with more pedestrian traffic and safety concerns require brighter, more continuous lighting to ensure safe interaction between pedestrians and vehicles. This distinction is reflected in both lighting pole height and spacing requirements. Mayor Zabel expressed support for defining clear policy objectives backed by actionable plans and sufficient funding to implement these improvements. Mr. Kruse added that it is important to focus on quality and longevity in street lighting systems, along with the technical expertise needed to ensure that the investments made are worthwhile. Mayor Zabel was supportive of safety and consistency as policy objectives with less arbitrary discretion from Council. Mr. Bachmeier asked for direction regarding the trail lighting along Hadley Ave N from Hallmark Ave N to 4th St N which is part of the 2025 Street Improvement project. Mr. Kruse noted that most trails are not continuously lit as long as light gaps are not too long, which can be cost-effective. It was Mayor Zabel’s opinion that 10th St N to 15th St N should absolutely have trail lighting given the foot traffic in that area. Council Member Morcomb expressed support for safety as a policy objective. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE SEVEN Mr. Kruse highlighted the City of Minneapolis Street Lighting Policy and Map as a good example of a framework that is designed to be uniform and standardized, and outlines key policy objectives for public street lighting in the city. WORKSHOP RECESSED FOR REGULAR MEETING AT 6:57 PM WORKSHOP RECONVENED AT 7:57 PM after the Regular City Council Meeting 2024 STRATEGIC PLAN UPDATE Assistant City Administrator Jake Foster provided background on the strategic planning process and reviewed the proposed 2024 Strategic Plan document. He mentioned using Asana, a project management tool, to assist in managing Strategic Plan tasks, actions, projects, and goals and running reports. Mayor Zabel complimented the 2024 Strategic Plan document and stressed that the Plan will evolve over time, and be influenced by factors both within and outside the organization's control. Ms. Volkers asked for direction about communicating the Strategic Plan document with the public and how to title it in terms of the years represented. Mayor Zabel noted three years makes sense, from 2025-2027. Mr. Foster agreed. It was determined that the document should be accessible to the public, but does not necessarily need to be formally pushed out. In reviewing the broad concepts of the Strategic Plan, Mayor Zabel suggested adding an action word to each. Mr. Foster asked about incorporating the Strategic Plan into larger day-to-day tasks and projects. Mayor Zabel said likely the larger tasks that involve Council intent and funding would be incorporated into Asana. Mr. Foster went over the use of Asana for Strategic Plan management and tracking. Council Member Morcomb liked this as a centrally-located tracker that can house various projects or initiatives that get brought up by Council Members. It was determined that staff will provide high-level quarterly reports and an annual check-in will occur at a Workshop as part of the budget discussion on strategic planning. Mayor Zabel encouraged members of the Management Team to start using Asana for their own Strategic Plan tracking as it may become too much for one staff member to handle. It was understood though that this is an operations decision. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE EIGHT ADMINISTRATOR UPDATE Regarding the letter signed by the entire Council addressed to the MN House Tax Committee Chair about the local option sales tax (LOST) process, Ms. Volkers reported that the letter will be mailed out this week. Ms. Volkers brought up a practice that has been informally occurring for many years – offering a discount on utility bills for qualifying residents, particularly those over 62 with a certain income level. She asked for Council direction on the continuation of the program or the creation of a formal policy for this program. Finance Director Kyle Stasica explained the initial verification process and how the City may be alerted to a change in homeownership or death of the qualifying resident. Mayor Zabel was hesitant about creating a formal policy especially if it means staff will have to handle individual tax returns. Council Member Ingebrigtson agreed. Council Member Willenbring was supportive of verifying the current households and grandfathering them into the program if they still qualify. Ms. Volkers indicated that the utility discount program is not currently on the fee schedule, but a clause could be added to the fee schedule notating that no new applications will be accepted after going forward. Council Members Moore, Morcomb, and Willenbring were not comfortable with abruptly cutting off the utility discount for those who have been receiving it for a long time, particularly during winter months. They were supportive of grandfathering in current participants while ensuring proper verification going forward. Mayor Zabel suggested sending a notice to the current residents on the program that they must verify eligibility by 1/31/2025 or they will be removed from the program on a certain date. Council was supportive of leaving the fee schedule as is for 2025; not accepting new applications beginning in 2025; verifying the current residents; and reassessing the program in early 2025 after staff has completed the notification process. Ms. Volkers noted that the application implies that the qualification for the program lies with the resident, not the household. CITY PROJECTS P2025-02 AND P2026-05: WILLOWBROOKE PARKS WEST AND NORTH CONCEPT PLANS (CONTINUED) Ms. Volkers noted that the budget for Willowbrooke Park North is currently $325,000. WORKSHOP MINUTES NOVEMBER 26, 2024 PAGE NINE Mayor Zabel stated that Concept B best captures the natural resource vision in which amenities like shade sails, hammocks, and grills are not appropriate. Mr. Gitzlaff noted that the proposed shelter is intended to be a rental space. Council Member Moore shared feedback from Parks and Recreation Commissioner Schorr regarding the preferred seating options found in Concept A. Overall, Council was supportive of the following – removing the shade amenities, hammocks, chairs, and grills; adding more benches and keeping the natural stone steps; and utilizing the north-south trail as designed in Concept B. Council Member Morcomb inquired about completing both Willowbrooke Park West and North at the same time to save on costs. It was determined that Council would like to review revised estimates for Willowbrooke Park West prior to moving forward in the bid process, but was comfortable with Willowbrooke Park North as discussed with all the changes and revised budget. COUNCIL TOPICS Council Member Ingebrigtson stated that he is meeting with Senator Housley in the morning and asked if any Council Members had anything to pass along. There were no feedback given. Mayor Zabel reported that Senator Leon Lillie is no longer the Chair of the Legacy Finance Committee. Council Member Moore asked about the Council’s vision for the BRE&A Program as she has many thoughts on the topic. Mayor Zabel expressed concern about the execution of the program this past year. He suggested revisiting the staff support aspect of the program as well as the follow-up process. Council Member Willenbring asked to add this item to a future Workshop agenda in early 2025. Ms. Volkers confirmed that the Program is budgeted for in 2025 and will come back to a future Workshop in early 2025. Mayor Zabel brought up the Enclave Helmo Station Development Agreement and asked that staff walk through the agreement with Council at a Workshop given the unique model of the City contributing funds for the proposed park. Mayor Zabel was supportive of ensuring everyone is on the same page regarding expectations, commitments, timelines, and scope of the park before staff begins work on the agreement. It was determined that this item will come back to the January 14, 2025 Workshop assuming it is ready. ADJOURNMENT The workshop was adjourned at 9:05 PM. Respectfully submitted, Sara Ludwig, City Clerk