City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL DECEMBER 10, 2024 The City Council held a workshop on Tuesday, December 10, 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 Luke McClanahan, City Planner 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: Jason Palmby, Magellan Land Development Gary Severson, Council-elect Paul Tabone, Director of Development, Centra Homes EBERHARD SITE – DEVELOPMENT CONCEPT PLAN City Planner Luke McClanahan provided a brief introduction of the concept plan and three needed land use approvals. The land use approvals include the establishment of a Planned Unit Development (PUD), preliminary plat, and final plat. Mr. McClanahan explained that the proposal is for 41 market-rate, owner-occupied, single-family homes on the southern part of the Eberhard Site at 7491 Stillwater Blvd N. The site is currently zoned for low-density housing (R-3). He continued, to accommodate the proposed smaller 40-foot wide lots and reduced setbacks, the developer will request a PUD, as rezoning to a PUD offers flexibility compared to conventional zoning. Staff recommended including a sidewalk throughout the development. Paul Tabone, Director of Development with Centra Homes, reviewed the concept plan in greater detail highlighting the 40-foot wide lots, and noting that a vehicle turnaround area in the north section of the development will be added, along with a sidewalk on the east side of the street. WORKSHOP MINUTES DECEMBER 10, 2024 PAGE TWO Council Member Ingebrigtson expressed concerns about indirect access from Stillwater Blvd N, the size of the lots, and the density of the proposal, but was overall supportive. In response to Council Member Morcomb’s question about the proposed density, Mr. Tabone stated that higher density is currently a necessary tool in development due to factors like high construction costs and interest rates. Mr. Tabone added that the goal of the development project is to deliver a price point that is affordable to a majority of prospective homebuyers. In regards to the proposed units per acre, Mayor Zabel clarified that the proposal includes 41 units on approximately nine acres, which is higher than the 2040 Comprehensive Plan guidance. Mr. Tabone shared photos of similar homes in neighboring communities. He noted that smaller lots are becoming more common due to rising land scarcity and the willingness of homeowners to sacrifice larger lot sizes for more affordable homes with less maintenance. Council Member Moore referenced seniors and first-time homebuyers as those looking for less lawn care responsibility. In response to Mayor Zabel’s question about the minimum and maximum lot widths in the R- 3 district per City Code, Mr. McClanahan stated the minimum lot width is 80 feet, with no specified maximum lot width. Mayor Zabel expressed concern about the significant deviation of cutting the lot sizes approximately by half, especially given the added costs of exterior material mandates required by the PUD. Council Members Ingebrigtson and Willenbring pointed out that developers have to build to market demand. Mayor Zabel stated that the market is currently demanding all types of housing. Council Member Willenbring asked about the square footage of the homes. Mr. Tabone said they are roughly 2,000 square feet with no basement. In response to Council Member Willenbring’s question about other cities having developments with smaller lots, Mr. Tabone offered examples like Coon Rapids, Hugo, and St. Michael. In reference to park dedication, Mayor Zabel preferred land dedication over cash as the area being discussed has a significant gap in park amenities, with no active parks close by. Council Members Morcomb and Willenbring preferred cash to address the existing park system needs. Council Member Morcomb pointed out that although rezoning to a PUD offers flexibility, it may create a mismatch with the surrounding neighborhood’s character. Council Member Ingebrigtson added that while many residents in the surrounding area may oppose development, they also recognize that the land is zoned for development and will eventually change. Jason Palmby with Magellan Land Development, has already conversed with about 15% of the neighbors about a proposed development, but would engage a larger group if this development moves forward. WORKSHOP MINUTES DECEMBER 10, 2024 PAGE THREE In response to Council Member Ingebrigtson’s question about a 50-foot lot-width minimum being feasible for this development, Mr. Palmby said it would likely not be. Community Development Specialist Andy Gitzlaff noted that as part of the Zoning and Subdivision Code update project, R-3 is proposed to have a 50-foot lot minimum. Council Member Willenbring was supportive of the City offering flexibility in zoning and land use decisions, within reason. Mayor Zabel expressed concern about the ongoing use of PUD deviations, and suggested the Council consider modifying overall zoning standards instead. In response to Council Member Ingebrigtson’s question about the amount of cash needed for park dedication, City Administrator Chris Volkers stated the fee schedule has a formula based on acreage and units. Council Members Ingebrigtson, Morcomb, and Willenbring were supportive of cash to satisfy the park dedication requirement. Mr. Gitzlaff provided a rough park dedication fee of $240,000, but also noted that there could be a communal gathering space requirement near the proposed stormwater pond. In Mayor Zabel’s opinion, the proposed sidewalk would not be a public benefit as required for the establishment of a PUD. Council Member Ingebrigtson pointed out that there would be a significant amount of traffic on Henslow Ave N, especially given the lack of direct access to Stillwater Blvd N. In response to Mr. Tabone’s question about next steps, Ms. Volkers said that staff will help walk through the Council’s feedback and offer possible updates to the proposal. When asked for his opinion on the development proposal, Council-elect Gary Severson stated that he recognizes both advantages and drawbacks of the proposal, and was ultimately undecided at this time. WILLOWBROOKE PARKS WEST AND NORTH – FINAL DECISION ON AMENITIES AND BUDGET Community Development Specialist Hannah Dunn explained that this discussion is a continuation from two weeks ago and aims to finalize the budget and amenities for Willowbrooke Parks West and North. Since the November 26, 2024 Workshop, the project team has revised the cost estimates based on Council feedback. She noted that these projects will go out for bid in early 2025 after formal Council approval. In response to Mayor Zabel’s question about who has access to park lighting, Public Works Director Cory Tietz explained that currently, at some parks (like Tanners Lake and Walton), the Oakdale Athletic Association (OAA) has control over the lights, with some coaches having the ability to turn them on and off, but there is not a clear list of who exactly has access. He continued, there could be a programmable push-button system to ensure the lights only come on during certain hours set by the City. Mayor Zabel was in favor of the lighting system being accessible to all versus one entity. WORKSHOP MINUTES DECEMBER 10, 2024 PAGE FOUR Council Member Morcomb proposed reallocating the turf volleyball funds ($60,000 in the Parks Capital Improvement Plan (CIP)) from Tanners Lake to Willowbrooke Park West. Council Member Ingebrigtson agreed. In response to Council Member Morcomb’s question about the need for an irrigation system, Mr. Tietz stated that for a large park of this scale and investment, proper irrigation is crucial to maintain healthy turf. Without it, the grass could dry out, allowing weeds to take over and adding a higher risk for injuries, especially during sports. Council Member Morcomb suggested reallocating the Tanners Lake artificial turf volleyball funds, keeping the irrigation system, only providing lighting for soccer fields, and removing the shade umbrellas. The Council was supportive. It was noted that shade amenities could be revisited at a later date if desired. Council Member Willenbring pointed out that pickleball may not be as popular in the next five to ten years, and inquired about the costs associated with converting the space to accommodate a different amenity. Mayor Zabel noted that it may not be as difficult as anticipated. Mayor Zabel recapped that the Council was supportive of reallocating $60,000 from the Tanners Lake Parks CIP for artificial turf volleyball, lighting for the soccer fields only, and postponing shade structures for now. He confirmed the natural barrier along I-694, the inclusion of an irrigation system, and the combined picnic shelter/restroom. Ms. Dunn confirmed that Council was supportive of keeping the cost for both parks under $2 million and bidding both in early 2025. Council Member Morcomb suggested adding pickleball court lighting as a bid alternate. Mr. Gitzlaff noted that when the final plans and costs are approved by Council then the Parks CIP will be amended. In response to Mayor Zabel’s question about the bonding timeline for these projects, Finance Director Kyle Stasica stated that bonding would occur in Fall 2025. POLICE DEPARTMENT POLICY REVIEW – TRANSITION TO LEXIPOL Police Chief Nick Newton explained that this third group of policies is pretty straightforward as they are governed heavily by State and Federal laws. State mandates exist for both the Domestic Abuse and Missing Persons policies. Chief Newton added that Lexipol has additional specific policies for adult abuse and child abuse. Mayor Zabel asked about how adults under guardianship are treated in the context of the adult abuse policy as the term "adult" may be too broad and could overlook vulnerable adults who are legally under someone else's responsibility, such as those in group homes or under guardianship. Chief Newton clarified that while State standards define anyone 18 or older as an "adult,” in cases where it is unclear whether someone is a vulnerable adult, the police WORKSHOP MINUTES DECEMBER 10, 2024 PAGE FIVE officer will initially treat them as an adult, then determine if they fall under a vulnerable adult definition, or even in some cases are determined to be a minor. In response to Council Member Ingebrigtson’s question about how the Police Department would respond to a request from U.S. Immigration and Customs Enforcement (ICE), Chief Newton stated that it depends on why ICE is requesting their assistance. He added that the Department does have a policy that is related to U visas, which allow undocumented immigrants who are victims of crimes to apply for legal status and potential citizenship in the U.S. Chief Newton explained that the Police Department provides relevant documentation and case information to Federal authorities for review, but does not make the final determination for US Visa approval. In response to Council Member Willenbring’s question about how to handle the release of a juvenile who may not have a parent or guardian, Chief Newton said the Police Department follows State regulations for handling the situation. Juveniles can typically be held at the Police Department for up to six hours, with the Department aiming for a maximum of two hours whenever possible. Efforts are made to connect the juvenile with a family member, guardian, or social services, especially for temporary shelter arrangements. Chief Newton added that the Department is faced with complex scenarios, such as when a juvenile is estranged from their family or has no known guardian, leaving few options other than placing them in State- approved facilities. WATER MAIN REPLACEMENT POLICY Consulting City Engineer Brian Bachmeier began by recapping the July 19, 2024 Workshop conversation centered on revising the policy for replacing water mains in the City. The current policy focuses on replacing water mains with a history of breaks, but the question is now whether the policy should also consider factors like the material (e.g., cast iron) and age of the water mains. Mr. Bachmeier mentioned that the Feasibility Report quantifies the potential cost of expanding the water main replacement policy to include all cast iron water mains. He also reported that St. Paul Regional Water uses three criteria for replacing water mains – the coefficient of risk (physical condition), the coefficient of impact (adjacent land use and potential water loss), and the ratio of replacement to repair costs – which the City could consider using as part of its future policy. The result of the St. Paul Regional Water policy prioritizes replacing larger mains and those on collector roadways. Mayor Zabel suggested that the water main replacement policy consider factors such as size, capacity, location, related soil conditions, and material. Mr. Bachmeier reiterated that the current policy is primarily based on water main break history, particularly the type of breaks. He suggested that the type of break should also be a factor in deciding whether a water main needs replacement. Council Member Morcomb pointed out that if water mains are generally expected to last about 100 years then the City’s entire system is nearing the halfway point of its lifespan. WORKSHOP MINUTES DECEMBER 10, 2024 PAGE SIX His preference is to utilize the current policy until the upcoming asset infrastructure study is completed. Council Member Ingebrigtson emphasized that the water mains should be replaced when the repair costs exceed the replacement costs. Mayor Zabel pointed out that there are more factors than just the cost of repairs versus replacement, such as the impact on the road’s structural integrity, noting that when streets are dug up for repairs, it weakens them, which is a concern when planning replacements. In response to Council Member Moore’s question about when older sections of the City will have their water mains replaced, Ms. Volkers indicated that the asset infrastructure study will provide insight to better align the street reconstruction projects with the condition of their associated water mains. In response to Mayor Zabel’s question about the water main replacement for the 2025 street reconstruction project, Mr. Bachmeier clarified that the current CIP includes replacing about one mile of water main as part of the project, while an additional one mile was not scheduled for replacement. The Feasibility Report suggests replacing both miles, which would add $2,000,000 to the project cost. The Council was supportive of moving forward with the original 2025 CIP of replacing one mile of water main while aiming to use the insights from the asset infrastructure study to inform future projects, particularly in 2026. In reference to the Feasibility Report’s cost estimates for the Hadley Avenue N improvements from 4th St N to 10th St N, Mayor Zabel asked about the $880,000 difference between the CIP and the Feasibility Report. Mr. Bachmeier explained that a combination of factors caused this cost estimate deficiency. He cited changes to the project scope related to curb and gutter, unique features of the roadway such as width and pavement thickness, and the slope wall; signal modifications; and omission of the removal/replacement of the trail, resulted in a substantially different estimate than what is expected from the usual model used to provide a cost estimate for the CIP. Because of this, he suggested pulling the Hadley Avenue N portion of the 2025 project and rescheduling it in the next two years with updated cost estimates in the CIP. This change will require adjustments to other Municipal State Aid (MSA) projects in the coming years to stay within the State Aid allowable funding limits. In reference to the preliminary special assessment roll related to the Hadley Ave N portion of the 2025 project, Mr. Bachmeier identified 11 properties totaling approximately $269,000. If this portion is rescheduled, he recommended sending a letter to the 11 affected property owners, informing them that the project will be rescheduled based on updated cost estimates. Council Member Willenbring expressed discomfort with delaying the Hadley Ave N portion of the 2025 project. Mayor Zabel agreed, highlighting that the City is already maximizing the current year's MSA gas tax dollars, and delaying would require funding the project entirely out WORKSHOP MINUTES DECEMBER 10, 2024 PAGE SEVEN of pocket for next year. Ms. Volkers noted too, that pushing the project to 2026 could have an impact on future projects and the allocation of funds. In Mr. Bachmeier’s opinion, it seemed early for street reconstruction on this portion of Hadley Ave N, but it was initially considered as part of the broader neighborhood plan, although it could be maintained for a few years, especially if the financial situation changes. Despite the noted drawbacks, given that the upcoming projects may have to be adjusted based on the results from the asset infrastructure study, the Council was supportive of delaying the Hadley Ave N portion of the 2025 project. Ms. Volkers requested that staff amend the resolution related to approval of the Feasibility Report to reflect the Council’s direction, which is on the regular City Council meeting agenda tonight. 2025 LEGISLATIVE PRIORITIES Assistant City Administrator Jake Foster went over the draft 2025 legislative priorities for the City, noting the removal of the Local Option Sales Tax Adjustment (L.O.S.T.) and the School Resource Officer (SRO) from the 2024 list. Mr. Foster pointed out that one new item was added for the proposed 2025 legislative priorities – Restrictions on Local Government Zoning and Land Use Authority. Regarding this item, discussion ensued about whether the State should impose restrictions on local governments regarding land use and housing development. Due to differing opinions amongst the Council, Mr. Foster suggested removing this item from the list. The Council agreed. Mr. Foster stated that the additional proposed priority language found in the Memo for Sales Tax on Local Government Purchases related to the expansion and remodel of the Police facility will be removed as there is already an applicable tax exemption. In response to Council Member Morcomb’s question about using legacy funds for park improvements, Mayor Zabel clarified that the park has to be identified as a regional park to use legacy funds. Council Member Moore requested adding language that would extend the I-694 noise wall construction past 50th St N. The Council was amendable to the request. Mayor Zabel was in favor of forgoing the hiring of a lobbyist for the upcoming legislative session. The Council was supportive. Ms. Volkers noted that she will be engaging lobbyists in the fall of next year to prep for the 2026 bonding bill. Due to the challenging political dynamics at the State level in the coming year, the Council agreed to wait until after the session concludes to reassess the situation. Mayor Zabel stated that additional items can be brought forward in the next month prior to formal approval at the January 14, 2025 regular meeting. WORKSHOP MINUTES DECEMBER 10, 2024 PAGE EIGHT WORKSHOP RECESSED FOR REGULAR CITY COUNCIL MEETING AT 6:52 PM WORKSHOP RECONVENED AT 9:04 PM after the Regular Economic Development Authority Meeting Mayor Zabel noted that upon discussion with City Administrator Volkers, two of tonight’s Workshop agenda items – Water Tower 3 Design and Discussion on Rebranding Process – can be delayed to a Workshop in January 2025 due to the lateness of this evening. ADMINISTRATOR UPDATE Ms. Volkers had no update. COUNCIL TOPICS Council Member Morcomb brought up reviewing, and possibly revising, City of Oakdale Code of Ordinances, Chapter 6 – Solid Waste and Environment, especially as it relates to placement of trash and recycling containers on private property. The Council agreed to discuss possible changes to Chapter 6 at a Workshop in February 2025. Council Member Ingebrigtson thanked the Council for everything this evening. ADJOURNMENT The workshop was adjourned at 9:07 PM. Respectfully submitted, Sara Ludwig, City Clerk