City Council Workshop

WORKSHOP MINUTES OAKDALE CITY COUNCIL FEBRUARY 11, 2025 The City Council held a workshop on Tuesday, February 11, 2025 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 5:00 PM. Present: Mayor Kevin Zabel Council Members: Kari Moore Andy Morcomb Gary Severson Susan Willenbring City Staff Members: Christina Volkers, City Administrator Sara Ludwig, City Clerk Jim Thomson, City Attorney Brian Bachmeier, Consulting City Engineer Jake Foster, Assistant City Administrator Andy Gitzlaff, Community Development Director Melanie Lee, Human Resources Director Nick Newton, Police Chief Lori Pulkrabek, Communications Manager John Stark, Special Projects Manager Kyle Stasica, Finance Director Cory Tietz, Public Works Director Kevin Wold, Fire Chief 2024 COMMUNITY SURVEY REPORT Communications Manager Lori Pulkrabek gave an overview of the survey medium, response rate, key findings, and how the survey results will be shared. One key takeaway is that one of the highest-performing areas was the overall confidence in Oakdale government as well as its openness and transparency to the public. Mayor Zabel made suggestions for the document like moving the margin of error note as a footnote and providing context for the Oakdale’s Downward Trends from 2020 to 2024 section. Council Member Severson agreed with the addition of context. In response to Council Member Willenbring’s question about affordable housing and affordability being found in both the highest-performing areas and potential areas of focus, Ms. Pulkrabek explained that the highest performing areas focused on affordable housing availability, while the potential areas of focus addressed affordability more broadly (i.e., the general cost of living). The term affordable housing was not defined within the survey. Council Member Morcomb expressed skepticism about the value of the survey as the results mostly reflect broader trends, such as rising costs and safety concerns. He also pointed out WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE TWO that the survey predominantly captured the opinions of one demographic (women, 55 and older). Council Member Moore expressed a desire to see survey results over time, and suggested expanding the survey methodology to reach a broader range of demographics to yield more balanced results, although she recognized that this would likely increase costs. Mayor Zabel recalled that one of the benefits of using Polco is having access to long-term tracking data that compares Oakdale to other cities in the same region. He was curious about what other cities or regions are doing to address similar respondent challenges. In response to Council Member Severson’s question about a 15% response rate being statistically significant, Ms. Pulkrabek confirmed that it is. Council Member Moore reflected on the survey results, wondering whether the findings were expected or unexpected. She suggested that certain areas of focus or those showing a downward trend could drive further discussion or actions. Mayor Zabel emphasized the importance of analyzing Oakdale's performance compared to the national benchmark, particularly focusing on areas that have shown significant changes, both positive and negative. He suggested a deeper dive into demographics to understand which groups provided lower scores and how those perceptions could inform future efforts. Ms. Pulkrabek offered to look into pulling this data. Regarding edits to the key takeaways document, the Council suggested removing the percentages from the identified downward trends on the second page, and possibly rewording that section to ‘Common Concerns’. Additionally, Council Member Willenbring suggested adding language to point out that the first page data is compared nationally whereas the second page data is only compared to the past 2020 Oakdale survey results. SENIOR CITIZEN OR DISABLED PERSONS WATER & SEWER DISCOUNT REAPPLICATION RESULTS As a follow up to the November 26, 2024 Workshop discussion, City Administrator Chris Volkers reported that the utility billing discount program has been paused since early December, with verification letters being sent to 630 residents. As of February 1, 2025, 410 reapplications were received and qualified for the current program, and 35 residents no longer qualify. Of the remaining 185 residents, Ms. Volkers asked if staff should continue reaching out. Additionally, she asked if the program should continue by again accepting new applications or should only continue for those who currently qualify, or if it should be discontinued altogether. Regarding the direction of the program in 2026, Council Member Moore was supportive of keeping the program active for current enrollees who must reapply each year by November 1. WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE THREE Mayor Zabel expressed concern about the fairness of the program and having to explain to residents why some people qualify for the program while others do not, especially when the criteria may seem inconsistent. Council Member Morcomb expressed concern about the long-term sustainability of the program. He proposed giving current enrollees plenty of notice and ending the program by 2026. Mayor Zabel was open to a needs-based approach, but stated that if the program continues, it will require a clear policy, including eligibility terms and justifications for its continuation. Ultimately though, he was in favor of sunsetting the program in 2026. Council Member Willenbring was in favor of continuing the program for current enrollees. Council Member Severson acknowledged the difference of opinions, but was supportive of allowing the program to continue through the end of 2025, and then ending altogether. In reference to those who have not responded to the initial verification letters from staff, it was determined that staff should send one final letter in April with a response deadline of June 30. If no response by the deadline, then they will be removed from the program. Staff was also directed to provide a six-month notice to inform current enrollees that the program will be ending December 31, 2025. This letter will include information about other possible assistance programs through Xcel Energy, CenterPoint, the Department of Commerce, Washington County, and the Social Security Administration, among others as we are able to compile. PARK PROPERTY DISPOSITION ANALYSIS Ms. Volkers thanked Special Projects Manager John Stark for his efforts in compiling a disposition analysis of the City’s 29 parks. Mr. Stark gave an overview of the methodology used to evaluate each park. Based on the information gathered, title work was pulled for a handful of viable parks. Mr. Stark cautioned that the process of selling City parks is challenging, with only a few potential legal and financial pathways available. In response to Mayor Zabel’s question about whether any of the parks could serve an additional public purpose, Mr. Stark noted he did not look into that possibility nor did he research the roughly 280 City-owned parcels that are over a quarter of an acre. Mr. Stark went over the four identified potential parks for disposition or sale – Eagle Ridge, Horseshoe Park, Tilley Park, and Armstrong Park. WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE FOUR First, Mr. Stark stated that Eagle Ridge Park could likely fit two single-family homes, but would need approval from the Corps of Engineers, and further analysis of the wetlands. Mr. Stark explained that the second identified park – Horseshoe Park – is a recreational space with horseshoe lanes, benches, and picnic tables. It could possibly fit two single-family homes. He pointed out that the land was tax-forfeited, meaning Washington County originally passed on it before it came to the City. If the City wants to reclaim the land for public use or any other purpose, it must go back to the County and ask if they now have an interest in it, even though they previously declined it. Additionally, further title work would need to be done to understand the specifics of the conveyance of the forfeited land. Like Horseshoe Park, Tilley Park has limited amenities like a swing set, sand diggers, benches, and a memorial for Mary Armstrong Tilley. It is also a tax-forfeited property. Mr. Stark noted that it could likely fit one single-family home. Lastly, Mr. Stark stated that Armstrong Park has a utility easement running through it, making it an unbuildable lot. As part of the Park System Plan, there are plans to transform it into a natural resources park, with a proposed trail and plantings to support wildlife habitat. Ms. Volkers asked the Council to consider declassification as an option as well, simply treating the current park as open space. Mayor Zabel did not like that suggestion and raised the concern of the potential perception of neglected land if parks are declassified and no longer labeled as such. Residents might assume that the land is abandoned and unmaintained, which could lead to issues like illegal dumping or general neglect, in Mayor Zabel’s opinion. Ms. Volkers noted that Council has discretion over the maintenance funding and hence corresponding city resources and would need to set the expectation for staff. Council Member Morcomb was in favor of declassifying Armstrong Park, and clearly labeling the others to indicate the City has designated these areas for a particular use. In terms of how the parks are featured on the City website, Mayor Zabel suggested a more organized way to categorize parks, such as active amenity parks versus native pollinator habitats. Council Member Moore agreed. Council Member Moore thanked Mr. Stark for this thorough work, and indicated that she would prefer to keep open spaces versus building on lots. Mayor Zabel questioned whether this park disposition information warrants revisiting the Park System Plan proposed concept plans. Due to the public use at Horseshoe Park, the Council agreed to remove it from disposition consideration. Regarding Eagle Ridge, Council Member Willenbring’s top preference was to build on the lot, followed by leaving it as open space, and lastly, creating a pollinator garden, after first seeking permission from the next-door neighbors. Council Member Severson was in favor of leaving it as open space. WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE FIVE Mayor Zabel recapped that Meadows Park would not be considered for disposition due to the MPCA testing site being located there; there is Council interest in exploring plantings and possibly revisiting the trail addition from the Park System Plan at Armstrong Park. As for Eagle Ridge and Horseshoe Parks, the consensus was to leave both of them as they are. Lastly, Mr. Stark recommended doing additional research on Tilley Park, including pulling the conveyance of the forfeited land and engaging with the County to understand the process of repurposing tax-forfeited land. The Council was supportive. GREENWAY AVENUE SIDEWALK EASEMENT APPRAISAL RESULTS Consulting City Engineer Brian Bachmeier provided background about the project to build a sidewalk along Greenway Avenue. This was identified in the Pedestrian and Bicycle Plan due to the area's need for safer walking conditions. The City applied for and received a $400,000 federal grant that will be used toward this project. Mr. Bachmeier indicated that to meet the federal requirements, the City must acquire right-of-way easements, which involves a formal process, including surveys, valuations, and negotiations with property owners. At present, the City is ready to negotiate, but if voluntary negotiations do not succeed within 30 days, the City may need to pursue eminent domain, which is a legal process that could take at least 90 days. If a property owner hires an appraiser, the City must cover this cost up to a certain amount. Mr. Bachmeier stated that staff is seeking Council direction on negotiations and their willingness to pursue eminent domain, if needed. Of note, the project timeline requires the City to acquire the right-of-way easements by June 1, which may not be possible if negotiations extend beyond the 30-day voluntary period. If even one property owner does not sign, the project cannot move forward. City Attorney Jim Thomson clarified that most of the easements needed are temporary construction easements, which allow the City to access the property for equipment and staging during the project. These easements are minimally invasive, and the property will be restored afterward. He did note, however, there are two properties where permanent easements are required for the relocation of Lumen’s fiber optic equipment which are currently positioned in the alignment of the planned sidewalk. Mr. Bachmeier indicated that Lumen, the private utility company, is looking into possibly eliminating or relocating this equipment which would eliminate the need for the two permanent easements. If the initial negotiations do not succeed and Council decides not to pursue the full 90-day eminent domain process, Mayor Zabel asked if it would be possible to relocate the trail to the east side of Greenway Avenue or use the current parking lane, eliminating on-street parking along that stretch. Mr. Bachmeier said he would have to look into this option. For clarification purposes, Council Member Willenbring asked about the representation of the two sets of stakes that are currently along that corridor on each property. Mr. Bachmeier explained that the stakes marked “RW” are right-of-way stakes marking the legal property line, which is the boundary the City can use without additional permission. The stakes marked “TE” WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE SIX are temporary easement stakes located 10 feet west of the property line and represent the area where the City would need extra permission to access for construction. Mr. Bachmeier indicated that these temporary construction easements would last for about nine months, from March – December 2026, and any damage done to the property would be restored. For this project, no trees were identified as needing to be removed. The Council was supportive of moving forward with temporary construction easements. GREENWAY AVENUE SIDEWALK EASEMENTS - CLOSED SESSION PER MINNESOTA STATUTES, SECTION 13D.05, SUBDIVISION 3(C)(3) A MOTION WAS MADE BY MAYOR ZABEL, SECONDED BY COUNCIL MEMBER MOORE, TO GO INTO CLOSED SESSION PURSUANT TO MINNESOTA STATUTES, SECTION 13D.05, SUBDIVISION 3(C)(3) TO CONSIDER MAKING OFFERS FOR THE PURCHASE OF EASEMENTS NEEDED FOR THE CITY TO ACQUIRE FROM PROPERTY ADJACENT TO THE PROPOSED GREENWAY AVENUE SIDEWALK PROJECT. 5 AYES THE WORKSHOP WAS CLOSED AT 6:17 PM. Attorney Thomson stated that the subject properties are listed in the February 11, 2025 Council Memorandum from Consulting City Engineer Brian Bachmeier to the City Council located in the Workshop packet. He noted that the closed session is being audio recorded and will be retained for eight years. The recording will become public after the City acquires the easements or abandons the project. THE WORKSHOP WAS REOPENED AT 6:36 PM. CITY HALL SAFETY AND SECURITY Ms. Volkers indicated that Police Chief Nick Newton will go over safety and security at City Hall related to emergency exits and how to handle disruptions during meetings. Chief Newton highlighted safety measures for the Council at meetings, emphasizing the importance of being aware of potential threats and the Council’s surroundings. He urged the Council to communicate concerning messages to the Police Department and to understand the safety procedures in the event of an emergency. Staff will clear emergency exit pathways and check that doors are unlocked. In reference to any suspected potential safety risk at a Council meeting, staff was asked to develop a communication process to ensure the Council is properly informed and prepared. WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE SEVEN Mayor Zabel encouraged the group to route any additional questions through Ms. Volkers and she will send a follow-up email if needed. WORKSHOP RECESSED FOR THE REGULAR CITY COUNCIL MEETING AT 6:55 PM WORKSHOP RECONVENED AT 7:06 PM after the Regular City Council Meeting ADMINISTRATOR UPDATE Ms. Volkers stated that changes have been made to the 2025 City Events Calendar after Council and Management Team discussions. Ms. Pulkrabek highlighted the renaming of the City Tree Lighting with Santa and the moving of Touch a Truck from September to August 21st to coincide with the Back 2 School event put on by Washington County. Because the County gives away free food at their event, Mayor Zabel suggested moving the Maplewood Oakdale Lions Club fundraising opportunity to another event, possibly the Pop-Up Splash Pad earlier that month. Ms. Volkers noted that the Ladders and Squads event will be hosted at the North Fire Station as it was in its inaugural year. Mayor Zabel suggested that new events be called out in some way, possibly with an asterisk. The City of Oakdale Code of Ordinances, Chapter 22, Article 6 – Disease Control/Tree Trimming was brought up by Ms. Volkers. The current code is prescriptive, requiring homeowners to address tree issues within a specific timeframe, or the City will handle the removal and charge them. Ms. Volkers noted that the City has not been strictly following this process, but instead has been working directly with homeowners to find solutions, especially when they cannot afford the costs. Mayor Zabel was of the opinion that the City needs to follow the code, but acknowledged the concerns raised by staff regarding the process and timing. He suggested possible adjustments to make the process more flexible without shifting the financial burden onto the City. In response to Council Member Morcomb’s question about why emerald ash borer (EAB) is a concern, Mayor Zabel stated diseased ash trees can spread EAB to other trees and become brittle which poses a safety risk. Mayor Zabel reviewed the abatement process and cost as outlined in the current code. The City receives a complaint about the presence of EAB and confirms it on-site. The resident is notified to remediate the issue within 20 days. If the issue is not resolved within that time, the matter must be brought before the City Council to declare it a public nuisance, at which point the City can force remediation, and place the unpaid invoice on the resident’s property tax, if not paid within 30 days. WORKSHOP MINUTES FEBRUARY 11, 2025 PAGE EIGHT Council Member Willenbring expressed concern about the current timeline, citing residents may need more than 20 days to remediate the issue. She was comfortable with 60 days. Discussion ensued about whether the City's involvement is necessary for safety or if it should be left up to the landlord or property owner to remediate. The Council agreed that staff should enforce the current code and allow the Tree Board to make recommended changes to the city code for staff and Council consideration based on the parameters of Council’s current concerns. COUNCIL TOPICS Council Member Moore expressed a sense of responsibility and thoroughness when reviewing the Police Department Lexipol policies, ensuring that all policy questions are answered prior to formal approval. Council Member Morcomb noted that he did a ride along recently in a Public Works snow plow and complimented the Public Works staff for their hard work. Regarding the 3M PFAS settlement grant program, Mayor Zabel stated that a letter of intent for priority two funding is due to the State by April 4. Staff was asked to identify eligible specific projects and report back to Council in two weeks. Mayor Zabel brought up the Police Department staffing and spending plan, and requested that the Council review the long-term vision and make sure it aligns with Council’s objectives in terms of public safety. Ms. Volkers suggested bringing this topic to Workshop in early April with detailed staffing and spending information. ADJOURNMENT The workshop was adjourned at 7:37 PM. Respectfully submitted, Sara Ludwig, City Clerk