City Council

Minutes Woodbury City Council Wednesday, February 28, 2024 Pursuant to the due call and notice thereof, a regular meeting was duly held virtually and at the Woodbury City Hall, 8301 Valley Creek Road, on the 28th day of February 2024. Call to Order Mayor Anne Burt called the meeting to order at 7:30 p.m., and she welcomed those attending the meeting both in person and virtually. Mayor Burt explained that members of the public may attend the meeting in person and may also join the meeting using a computer, tablet, or smartphone. She stated public comments will be accepted during the meeting both in person and virtually. Virtual questions should be submitted via the online Q&A feature within the virtual meeting link. Questions regarding the meeting will also be taken between the hours of 8:00 a.m. to 4:30 p.m. via email at council@woodburymn.gov or at 651-714-3524. Questions received after 4:30 p.m. will be responded to in the next three to seven business days. Pledge to Flag Audience, staff, and Council pledged allegiance to the flag of the United States of America. Roll Call Upon roll call the following were present: Mayor Anne Burt, Councilmembers: Kim Wilson, Steve Morris, and Jennifer Santini. Absent: Councilmember Andrea Date Others Present: Kimberlee K. Blaeser, City Clerk; Kevin Sandstrom, City Attorney; Clinton Gridley, City Administrator; Janelle Schmitz, Community Development Director; Chris Hartzell, Engineering Director; and Annie Coyle, Assistant to the City Administrator/Deputy Clerk. Special Order of Business A. Proclamation for Arbor Day Mayor Burt read a Proclamation in full declaring April 2024 as Arbor Day Month in the City of Woodbury. B. 2023 Community Development Annual Report Community Development Director Janelle Schmitz acknowledge the work of Jamie Fritts to pull the report together. The 2023 annual report highlights include development activity, growth management, METRO Gold Line improvements, and deep dive discussions (Destination: Woodbury, HRA Loan Program and restaurant reinvestment). In 2023 there were 9,447 building permits issued. 95% of the permits were related to reinvestment. In 2023 there were 469 new residential units which is down from previous years due to a lack of new apartment buildings. The new commercial construction projects include Woodbury Storage Condos, MSP Woodbury Storage, Health Partners Specialty Center and Woodlane Station Park and Ride. 130 permits were pulled for commercial reinvestment with a $42 million in permit value. Ms. Schmitz explained that code enforcement levels are coming back to the average since Covid. The rental licensing program began. In July 2023 the Council approved a change to the growth management policy and delayed several parcels. She highlighted the METRO Gold Line projects including the Bielenberg and Guider Drive improvements, the opening of the Bielenberg Bridge, the beginning of construction on the Woodlane Station Park and Ride, and approval of the Washington County Service Center. Ms. Schmitz stated the first deep dive discussion is Destination: Woodbury. Five goals were identified though the strategic plan. The Council had a task force that met several times throughout the year to develop the strategic plan, identify the goals, marketing strategies, and come up with the logo. The next deep dive was the HRA Loan Programs. Since the program began, the City has issued 319 loans with a cumulative value of $7.8 million. The average household income is $81,161 and the average purchase price was $261,676 with the average house cost burden at 28.5% for those who were served. The last deep dive was restaurant reinvestment. The top answers from restaurants on why they were reinvesting was demographics, real estate, and commercial infrastructure. Open Forum The Open Forum is a portion of the Council meeting where a maximum of three persons will be allowed to address the Council on subjects, which are not a part of the meeting agenda. Persons wishing to speak must complete a sign-up sheet prior to the start of the  City Council Meeting Minutes Wednesday, February 28, 2024 meeting. Give the sign-up sheet to any staff person. Speakers are limited to three minutes each. The Council will listen attentively to comments but, in most instances, will not respond at the meeting. Typically, replies to the concerns expressed will be made via letter or phone call within a week. Consent Agenda All items listed under the consent agenda are considered to be routine by the City Council and will be enacted by one motion and an affirmative vote by roll call of a majority of the members present. There will be no separate discussion of these items unless a Councilmember or citizen so requests, in which event, the items will be removed from the consent agenda and considered a separate subject of discussion by the Council. Item A Approval of Council Minutes – February 14, 2024 Item B To adopt the following resolution Resolution 24-36 Resolution of the City of Woodbury, Washington County, Minnesota authorizing the Mayor and City Administrator to execute an engineering consulting services contract with WSB, for construction administration services. Item C To adopt the following resolution Resolution 24-37 Resolution of the City of Woodbury, Washington County, Minnesota authorizing to prepare plans and specifications for quoting and a budget amendment for Wetland Conservation Act Violation. Item D 1. To adopt the following resolution Resolution 24-38 Resolution of the City of Woodbury, Washington County, Minnesota awarding the construction contract to Minnesota Dirt Works Inc. for the Lake Road New Trail Construction project. 2. To adopt the following resolution Resolution 24-39 Resolution of the City of Woodbury, Washington County, Minnesota authorizing execution of a Professional Services agreement with SEH, Inc., in the amount of $311,800 for construction administration services for the Lake Road New Trail Construction project. Item E To adopt the following resolution Resolution 24-40 Resolution of the City of Woodbury, Washington County, Minnesota authorizing execution of a consulting services agreement with Bolton and Menk, Inc. and authorizing preparation, acquisition and, if necessary, condemnation of easements for the Woodlane Drive (Valley Creek Road to Guider Drive) Trail Project. Item F To adopt the following resolution Resolution 24-41 Resolution of the City of Woodbury, Washington County, Minnesota approving a budget amendment in the amount of $3,089,000 to the Water and Sewer Utility Fund (Enterprise Fund) for Woodbury Water Treatment Plant pre-procurement non-eligible costs. Item G To adopt the following resolution Resolution 24-42 Resolution of the City of Woodbury, Washington County, Minnesota authorizing acceptance of City of Woodbury Water Treatment Plant Equipment Pre-Procurement Grant in the amount of $24,501,591 from Minnesota Pollution Control Agency and approval of budget amendment to the Water and Sewer Utility Fund. Item H To adopt the following resolution Resolution 24-43 Resolution of the City of Woodbury, Washington County, Minnesota approving plans and specifications and establishing a bid date of March 21, 2024, for the Woodbury Water Treatment Plant pre-procurement treatment vessel project. Item I 1. To adopt the following resolution Resolution 24-44 Page 2 of 6  City Council Meeting Minutes Wednesday, February 28, 2024 Resolution of the City of Woodbury, Washington County, Minnesota approving the purchase of one Mack Granite 64BR SA vehicle from Nuss Truck & Equipment, Inc. for an amount not to exceed $169,658 through the State of Minnesota Cooperative Purchasing Venture and approving a 2024 Budget Amendment. 2. To adopt the following resolution Resolution 24-45 Resolution of the City of Woodbury, Washington County, Minnesota approving the up fitting of one tandem truck cab chassis to include the purchase and installation of one dump system with snow/ice control systems from Towmaster, LLC Monroe for an amount not to exceed $214,262 through the State of Minnesota Cooperative Purchasing Venture. Item J To adopt the following resolution Resolution 24-46 Resolution of the City of Woodbury, Washington County, Minnesota for approval of the amended agreement between the City of Woodbury and Washington County Community Services for Coordinated Mental Health Response. Item K To adopt a motion to renew the liquor licenses of the businesses on the list attached to Council Letter 24-57 for the period of April 1, 2024 through March 31, 2025. Item L To adopt a motion approving the Memorandum of Understanding opting out of the Voting Operations, Technology, and Elections Resources (VOTER) Account between Washington County and the City of Woodbury. Item M The abstract of bills includes payments made from the operating or project budgets for expenses of the city. The expenditures are from all funds of the city. Any purchased contracts requiring signature of the mayor and City Administrator is hereby approved. Staff recommends approval of the abstract of bills for February 9, 2024 in the amount of $1,579,003.94 and February 16, 2024 in the amount of $3,194,121.82. Councilmember Santini moved, seconded by Councilmember Wilson, to approve the Consent Agenda items. Voting via voice: Kim Wilson – aye Andrea Date – absent Steve Morris – aye Jennifer Santini – aye Anne Burt – aye Public Hearings Mayor Burt reviewed the City’s Public Hearing process and stated that in order to allow for a full airing of all speaker comments, individual remarks may not exceed 10 minutes each. If a speaker determines that more time is necessary, they are advised to make a request in writing to the Mayor at least three days prior to the hearing. If there are more than three (3) green sheets submitted to make comments at a public hearing, the Mayor may reduce the individual time allotted to each speaker so that all interested parties have the opportunity to provide their comments within the aggregate thirty-minute (30) public comment period of the public hearing process. Remarks or points already made by someone else should not be repeated, unless simply to state that they are “opposed” to, or “favor” the issue. Remarks should be limited to the subject at hand only. Speakers are encouraged to coordinate presentations to the extent possible. Those in attendance at the Public Hearing will refrain from applause, or other expressions of emotion, whether in favor of, or opposition to, any particular application or argument. Inappropriate language, outbursts or criticisms aimed at individuals or groups are not allowed. A. Minnesota Lacrosse Club, LLC, 2122 Wooddale Drive, On Sale Wine and Beer Liquor License Mayor Burt declared the public hearing open. Assistant to the City Administrator/Deputy Clerk Annie Coyle stated Minnesota Lacrosse Club, LLC has submitted an application for an On Sale Wine and Beer Liquor License for their establishment located at 2122 Wooddale Drive. A public hearing notice was published in the City’s established newspaper and notices were mailed to property owners within 500 feet of the establishment. The two owners with financial interest in the corporation are Terry Griffith and Richard Limpert. The renewal license will be processed in March. Page 3 of 6  City Council Meeting Minutes Wednesday, February 28, 2024 Applicant Richard Limpert expressed his excitement, noting the intent of the club is to draw the community together. Colleen Roth added her appreciation to the Council and Staff for their support and commented on how easy it has been to work with the City through the process. Mayor Burt moved, seconded by Councilmember Morris, to close the public hearing. Voting in Favor: Wilson, Morris, Santini, Burt Absent: Date Mayor Burt opened opportunity for discussion and questions from the Council. Councilmember Wilson asked if there were adult leagues. Mr. Limpert replied that there will be various levels for adult leagues including mother, father, college, and pro leagues. Councilmember Morris moved, seconded by Councilmember Santini, to approve an On Sale Wine and Beer Liquor License to Minnesota Lacrosse Club, LLC located at 2122 Wooddale Drive for the period February 29, 2024 – March 31, 2024. Voting via voice: Kim Wilson – aye Andrea Date – absent Steve Morris – aye Jennifer Santini – aye Anne Burt – aye Discussion A. Approval of Resolution Amending CD-ADMIN-1.1 Authorizations and Procedures for Personnel Management and Adopting CD-ADMIN-1.09 Incentive Pay Program City Administrator Clinton Gridley explained there are two items before Council, one is a change in CD-ADMIN-1.1 Authorizations and Procedures for Personnel Management. This policy has general authorizations that are provided to him and staff as to how we run the personnel decisions in the city. The second, is a new policy, CD-ADMIN-1.09 Incentive Pay Program that has detailing of two incentive programs. Mr. Gridley explained within the Incentive Pay Program, there are two initiatives, the first is the Employee Referral Incentive Program. He explained this program can be an effective recruiting strategy in which an employer incentivizes current employees to refer qualified external candidates for jobs in their organization. He stated this is a common business practice that recognizes that word of mouth and employee engagement in the recruitment process is one of the best job advertising strategies. Mr. Gridley explained second, Professional License and Certification Incentive Program, is a program to incentivize, compete for and retain employees that hold certain types of ongoing, renewable professional licenses, credentials and certifications essential to performing of their job in select positions, to address recruitment and retention difficulties, to recognize special responsibilities and to incent acquisition and possession of special licenses, credentials and certifications. Mr. Gridley explained both programs are lump sum payment. He stated the Employee Referral Program is one and done, and the Professional License Program, is flexible, case-by-case basis license and certification pay program and it has the ability to turn off and on award and program based on competitive, economic and employment market conditions, changes in compensation plan. Councilmember Wilson asked if it was a special license or more of a college degree in a field. Mr. Gridley replied that the intention is to not recognize and pay for a college degree but instead recognize professional licenses, credentials and certifications and is very focused on the unique things required to do a job. Councilmember Wilson asked if there was a maximum for the incentive or the sign on bonus. Mr. Gridley replied that the program is still being determined based on the license and the degree of competition and how we are competing in the marketplace. If the gap is significantly behind to other places, that would bring the incentive pay schedule to a level D. He stated that we will try to limit the financial impact of the program, but it allows us four different levels based on the market. He added that the experience component will also be considered which level will be awarded. The program is not intended to be a permanent option. When someone gets the award, it will be time based. He explained this is a bridge during a hot market until such time where our pay systems can catch up. Councilmember Wilson asked if this could create an environment where a current employee might feel like a newer employee is receiving additional benefits. Mr. Gridley agreed and noted other organizations have created sign on bonuses. This program is not limited to those who are coming into the organization and may apply to those in and out of the organization. He added that the City will Page 4 of 6  City Council Meeting Minutes Wednesday, February 28, 2024 be thoughtful in its application in order for it to not be at the expense of the current employees. He added that there is a potential to apply it to a class or an individual. Councilmember Wilson asked what Mr. Gridley meant by a class. Mr. Gridley provided an example of a sworn in police officer coming to the City. The City could apply a professional license incentive pay to the group. He noted if a police officer came in with 10 years of experience, it could be a different consideration. Councilmember Wilson stated in that case, the union would negotiate the pay to reflect the experience. Mr. Gridley agreed and noted they are seeing that the recent settlements for contracts have been significant and the City has been behind. The negotiation process can take some time. In addition, the market is moving faster than the bargaining process. The program allows an incentive pay to recognize that things have shifted until a correction can be made to reflect the market. He added that he is asking for authorization to be able to decide when and how to use the program appropriately. Councilmember Wilson asked if the referral program was similar to a sign on bonus. Mr. Gridley explained the referral program means that an internal employee refers someone for a position and would get a one-time award if that person is hired. The professional license certification program does not include a sign on bonus, and it is individual. He explained that if someone was hired at a level two based on their experience but it did not match the market, then the incentive program could be used to help fill the gap. Once the gap is filled, then the incentive program would discontinue for them. Councilmember Wilson expressed her concern of new employees coming in with new incentive pay that current staff are not receiving. Councilmember Morris added that if a position is needed, then there would also be efforts for retention in order to keep the current employees. The program would be to benefit both current employees and new employees by applying the incentive to the class instead of an individual. Councilmember Wilson expressed her concern that if it is not applied to the class then it could create a bad working environment. She asked if there was a time requirement that someone would have to remain employed to receive the incentive or if they would have to pay something back if they left early. Councilmember Morris agreed and added that the same should apply for existing employees. Mr. Gridley replied that it would not be an all upfront payment but would be earned over time. We have not worked out the details on whether it would be awarded monthly, quarterly, or yearly. For the referral program, there is no repayment but if they leave before the money is awarded, then they would not receive the award. Councilmember Wilson asked if the money would come from the existing budget. Mr. Gridley replied that it would. He added that the budget reflects a fully-staffed department. The license and incentive pay would be within the budget of the division where it is coming from. Councilmember Wilson asked how many police officers are employed, how many there are budgeted for, and how many the City desires to have. Mr. Gridley replied that the City is budgeted for 75 officers, desire to be at 82 officers based on population, and we have 68 officers employed. Councilmember Wilson commented that since the money will come out of the existing budget and current employees will not feel disenfranchised, she could agree with it but still has some concerns with employee morale. Mayor Burt expressed her appreciation for the discussion and questions and added that the Council is for policy and Staff are for operations and know what it takes to have employees. She applauded Staff the creativity for the labor market and said she likes the flexibility and adaptability for the program. Councilmember Morris mentioned that it is often preferred to retain employees instead of hiring new employees since it is more cost effective. He asked the Council to consider, in the policy, a level for retention rates that would be higher than new employees. This could help retain employees. Mayor Burt noted that performance would need to be put into consideration. Councilmember Morris replied that the performance metric were identified in the policy. Mr. Gridley agreed with Councilmember Morris’ comments but added that the challenge is there are parts of the pay scale that compete better than other parts of the pay scale. The City is more competitive with the higher end of the pay scale than the lower end. Councilmember Morris asked that his idea be a part of the consideration process as Mr. Gridley determines what is most appropriate moving forward. Mr. Gridley agreed and noted that it would be a problem if newer employees were receiving more than current employees. Councilmember Morris moved, seconded by Councilmember Santini, To adopt the following resolution Resolution 24-47 Resolution of the City of Woodbury, Washington County, Minnesota amending Council Directive CD- ADMIN-1.1 Authorizations and Procedures for Personnel Management and adopting CD-ADMIN-1.09 Incentive Pay Program. Page 5 of 6  City Council Meeting Minutes Wednesday, February 28, 2024 Voting via voice: Kim Wilson – aye Andrea Date – absent Steve Morris – aye Jennifer Santini – aye Anne Burt – aye Transportation Report (2nd meeting of the month, May-October) No items scheduled City Administrator’s Report Mr. Gridley gave a verbal update of upcoming City meetings.  February 29, 2024 – Neighborhood Meeting: Proposed Lake Road 4-3 Lane Conversion Project, 5:00 p.m., Council Chambers  February 29, 2024 –Neighborhood Meeting: Proposed 2024 Roadway Rehabilitation Project, 5:00 p.m., Council Chambers  February 29, 2024—Neighborhood Meeting: Proposed Cottage Grove Drive Pavement Rehabilitation Project, 5:00 p.m., Council Chambers  March 4, 2024— Cancelled Planning Commission Meeting  March 13, 2024—Council Workshop  March 13, 2024—Public Hearings Adjournment Mayor Burt moved, seconded by Councilmember Morris, to adjourn the meeting at 8:26 p.m. Voting in Favor: Wilson, Morris, Santini, Burt Absent: Date Respectfully submitted, _________________________________________ Kimberlee K. Blaeser, City Clerk Approved by the Woodbury City Council on March 13, 2024. Page 6 of 6