2023-09-26 CC Meeting MinutesMOUND CITY COUNCIL MINUTES
September 26, 2023
The City Council of the City of Mound, Hennepin County, Minnesota, met in regular session on
Tuesday, September 26, 2023 at 7:00 p.m. in the Council Chambers in the Centennial Building.
Members present: Mayor Jason Holt, Council Members, Sherrie Pugh, Paula Larson, Kathy
McEnaney and Kevin Castellano.
Members absent: None
Others present: City Manager Eric Hoversten, Deputy City Manager Maggie Reisdorf, City
Attorney Scott Landsman, and Community Development Director Sarah Smith.
Consent agenda: All items listed under the Consent Agenda are considered to be routine in
nature by the Council. There will be no separate discussion on these items unless a
Councilmember or citizen so requests, in which event it will be removed from the Consent
Agenda and considered in normal sequence.
1. Open meeting
Mayor Holt called the meeting to order at 7:00 p.m.
2. Pledge of Allegiance
3. Approve agenda
Hoversten informed that the City Council packet listed that City Hall would be closed on
Thursday, November 10 in observation of Veterans' Day. He stated that it should say Friday,
November 10, 2023 instead.
MOTION by Larson, seconded by McEnaney, to approve the amended agenda. All voted in
favor. Motion carried.
4. Consent agenda
Pugh asked that item C. under the consent agenda be pulled for additional review.
MOTION by Castellano, seconded by McEnaney, to approve the consent agenda with the
request to pull item C. Upon roll call vote, all voted in favor. Motion carried.
A. Approve payment of claims in the amount of $316,846.44.
B. Approve minutes: 09-12-23 Regular Meeting
09-06-23 Special Meeting Workshop
09-07-23 Special Meeting Workshop
C. Approve Resolution No. 23-82: Approving a Variance for Property at 4930 Wilshire
Boulevard Planning Case No.23-13
Pugh asked about another property that went through a similar process as this property (about a
month ago) seeking a variance. Pugh asked if the City was being consistent in these requests
and others like them. Pugh also asked for clarification on the specific project asking if rain
garden treatment/rain water abatement was a requirement.
Mound City Council Minutes — September 26, 2023
McEnaney explained that there are some differences between the two requests as the
properties varied in location and layout. McEnaney mentioned that the property owners at 4930
Wilshire Blvd have had discussions with the Minnehaha Creek Watershed District and Lake
Minnetonka Conservation District about their storm water management plan.
Smith provided a summary to the City Council on a variance request made by applicants Craig
Holtz and Kay Nguyen for a house addition project at 4930 Wilshire Blvd in Mound. Smith
reviewed the proposal which included a variance for a 2-level, 20' x 24' living space addition and
which would include two bedrooms and a bathroom on the east side of the current home. Smith
reviewed the current setbacks of the property and how those setbacks constrict the buildability
of the property significantly, and that is a unique situation. She said that this property received a
variance in 1998 as well.
She informed that the request was reviewed by the Planning Commission at the September 5tn
2023 meeting and that the Planning Commission unanimously recommended approval of the
variance with conditions and findings as recommended by staff. Smith stated that the Planning
Commission recognized the uniqueness of the property, its irregular shape and limited buildable
space. Smith explained that they determined that the requests related to the addition were
reasonable.
Smith stated that staff is recommending approval of the included resolution.
MOTION by McEnaney, seconded by Castellano, to approve a variance at 4930 Wilshire
Boulevard Planning Case No. 23-13. All voted in favor. Motion carried.
D. Approve Resolution No. 23-83: Approving Public Gathering Permit and Musical
Concert Permit for 2023 Tree Lighting Event on Saturday, November 18, 2023 with
Waived Fees
E. Approve Resolution No. 23-84: Approving Minnesota Court Data Service Master
Subscriber Agreement
F. Approve 1 st and Final Pay Request in the amount of $62,940.04 to Hydro-Klean, LLC for
the 2023 CIPP Project PW 23-04
5. Comments and suggestions from citizens present on any item not on the agenda.
No one came forward.
6. Discussion and approval of "Shop Local" logos and promotional materials
Mayor Holt introduced this item and said there was discussion on the shop local logos at the
September 12, 2023 City Council meeting. Holt stated that at that last meeting, the City Council was
asked to review the marketing sheet 10 Ways Keeping -It -Local Benefits Mound" and provide feedback
to the City Manager before this meeting.
The City Council had no reported changes for the marketing sheet.
Mayor Holt said the goal in bringing the logo discussion back to this meeting was to formalize the
promotional materials and determine next steps forward.
Mound City Council Minutes — September 26, 2023
McEnaney asked if the City Council would like pricing for promotional items to be drafted and brought
back for review and discussion which included window clings, stickers, and similar items.
McEnaney stated that it would be nice to offer one to each business within the City of Mound. She
asked staff if they could estimate the number of businesses within the community.
Hoversten stated it is hard to know because there are home businesses within the community as well
as those that are within the business areas. Hoversten recommended starting with a specific number
and then printing more if needed.
The City Council agreed to start out by pricing 150 clings, stickers, and/other promotional materials.
Pugh asked if the Christmas Tree Lighting event would be a good time to start handing out the Shop
Local marketing materials. The City Council agreed that handing the logo items out at community
events, having them at City Hall and going door to door would all be great distribution options. There
was discussion about promoting it within the City newsletter as well.
MOTION by McEnaney, seconded by Pugh, to approve the Shop Local logos and promotional
materials. All voted in favor. Motion carried.
7. Deputy City Manager Maggie Reisdorf requesting discussion and action on City Hall Network
Upgrade Proposal
Reisdorf presented this item to the City Council for review and discussion. She informed that the City's
computer network is in need of the following updates: A new rack mounded server (replacing the
current server) and new hard drives/switches.
Reisdorf provided a history of the current network system installation projects, its maintenance, its
upgrades and what hardware, software, and supporting devices are needed.
Reisdorf said the City has had a contract with its current IT Support provider, Five Technology, since
2009. Reisdorf explained Five Technology has provided monthly managed services and other IT
upgrades over the years.
Reisdorf reviewed the network upgrade that was completed in 2009, the upgrade that was completed in
2015, and the minor Firewall VPN upgrade in 2019. Reisdorf explained that it has been eight (8) years
since the last major network upgrade and therefore past the five (5) year estimated useful life of the
server. Reisdorf added that in addition to the server being at its end -of -life period, Microsoft has notified
users that it will ending its support for the current operating system, Windows Server 2012, in October
2023.
Reisdorf informed that a quote was received from Five Technology in the amount of $23,925.00 for the
project. Reisdorf stated that at the August 8, 2023 City Council meeting, staff was directed to obtain a
second quote and was asked to provide additional information to another meeting.
Reisdorf provided a response to several questions that were asked at the August 8, 2023 City Council
meeting. Reisdorf informed that the City's current IT support model is based on a pay for service as is
needed model versus a flat use -or -lose model monthly fee. Reisdorf stated that staff believes that Five
Technology has historically provided exceptional service and that the current relationship and model
works for the City's needs. Reisdorf informed that the current financial approach has focused on
building capital reserves to replace IT capital when it reaches its end of life; therefore, being classified
as routine in nature replacements.
Mound City Council Minutes — September 26, 2023
Reisdorf reviewed what the process would look like if the City were to consider changing to an
alternative operating system. She said that it is not advised by staff to create or maintain a mix/match
system.
Reisdorf went into detail about whether the project should wait until other communication tools are
decided and in place; based on ongoing talks of expanding communications in general. Reisdorf
explained why the City would not have to wait because the system upgrade would support any new
software tools or platforms as many of these integrate with and also need to be supported on an
industry standard" system.
Reisdorf explained why staff is not recommending buying the hardware and software directly from a
store versus through Five Technology rather than an IT vendor. Reisdorf stated that it is not a common
practice and not recommended as it can create incompatibilities and inefficiencies if installed by
different parties.
Reisdorf summarized the quoted projects cost. Reisdorf said that Five Technology submitted a quote
for $23,925 and the City reached out to Loffler Companies for a second quote who responded in writing
they were not bidding on the work. Reisdorf said funding for the project would come from the City's
capital reserve (403 account) specifically for vehicle and equipment capital items.
Reisdorf recommended that the City Council approve the resolution to would move forward with the
2023 server project by awarding it to Five Technology in the bid amount of $23,935.
Castellano asked if this project was planned for financially within the City's capital project fund.
Reisdorf stated that within all departments there is an effort in place to plan for the replacement of high -
cost capital items that wear out over time.
Hoversten explained that the server hardware is nearing end of life though it is still functioning as it
needs to at the moment. Hoversten stated that the supporting software of the server will go
unsupported in October 2023 and therefore needs to be updated. Hoversten said that since the
hardware is near end of life, it is recommended that the software upgrade be implemented and
integrated into a new hardware system.
Hoversten explained that the server project upgrade was presented in August knowing that this was an
upgrade that could be made quickly all while maintaining an adequately supported system. Hoversten
said the capital money is put aside intentionally for projects such as these. Hoversten stated that this is
fairly common practice for IT systems.
McEnaney stated that the information presented at this meeting was no different than the information
that was provided at the August 2023 City Council meeting. McEnaney requested that Five Technology
come to a City Council meeting and explain the project and why this recommendation is the best
approach.
Pugh agreed that she would like to see more information on whether technology has evolved enough to
the point that the City needs to consider something different. Pugh asked if the City needed to explore
greatly efficiencies in technology and/or make sure we are not overlooking it. Pugh explained that the
City needs to stay current and be "tech smart".
Mound City Council Minutes — September 26, 2023
McEnaney said that she wants to make sure that Five Technology is bring proactive in the process and
the City is investing in the future of its technology and planning ahead. McEnaney asked that Five
Technology come to the next meeting and present additional information on the bid. McEnaney
expressed a desire to have a more in-depth conversation about what has been done as far as being
forward thinking and innovative to support the future.
Holt said at what date in October would the server no longer be supported. Hoversten said at the end of
October. Hoversten said beyond that, system vulnerabilities occur. Hoversten agreed that Five
Technology could come to the next City Council meeting to present additional information.
Larson expressed concern about waiting until the last moment to have a discussion on replacing these
items. Larson stated that it has been known that these items were reaching its estimated useful life.
Larson added the IT support representative and staff decided to wait a couple of months before the
software would no longer be supported to do so something about it. Larson stated that it is alarming
and that more should have been done ahead of time.
Hoversten stated that this was an intentional approach and is a common approach within the IT model.
Hoversten said that the City has not experienced any issues at this time and the only reason that the
upgrade is being requested is that the software will no longer be supported.
Hoversten said that staff would coordinate with Five Technology to attend the next meeting.
8. Deputy City Manager Maggie Reisdorf requesting discussion and action on the preliminary
budget and levy:
Reisdorf introduced this item to the City Council for review and action of the 2024 preliminary budget
and levy. She summarized budget discussions and information between the City Council and staff from
several previous special budget meetings and regular City Council meetings. She provided a review of
those discussions, specifically what makes up the property tax levy, what is driving changes between
the 2023 and 2024 budgets, and different proposed scenarios presented with future goals and priorities
in mind.
Reisdorf stated that there was in depth discussion on the 2024 preliminary budget and levy at the
previous September 12, 2023 City Council meeting and that it was at that meeting that the City Council
directed staff to bring back a resolution that would reflect a 15% preliminary levy increase. She
explained that the resolution was in front of them this evening for approval and would be sent to the
County before the due date of September 30, 2023.
Reisdorf introduced the HRA levy to the City Council. She informed that a similar resolution was
presented to the Housing and Redevelopment Authority for approval and that it was passed. She
explained that staff is recommending an HRA levy of a flat (same as 2023) $250,000 to pay for the
Special Revenue Fund's (285) debt service related to the parking deck and the routine care and
maintenance of the Harbor/Transit District.
Reisdorf recommended the following
A. Approve Resolution approving the 2024 Preliminary General Fund Budget in the amount of
$7,113,579; Setting the Preliminary Levy at $7,966,577; and Approving the Preliminary Overall
Budget for 2024
MOTION by Castellano, seconded by McEnaney, to approve the following resolution. All voted
in favor. Motion carried.
Mound City Council Minutes — September 26, 2023
Approve Resolution No. 23-85: Approving the 2024 Preliminary General Fund Budget in
the amount of $7,113,579; Setting the Preliminary Levy at $7,966,577; and Approving the
Preliminary Overall Budget for 2024.
B. Approve Resolution Approving a Levy not to exceed $250,000 for the purpose of Defraying
The Cost of Operation, Pursuant to the Provisions of MSA 469, of the Housing and Redevelopment
Authority of and for the City of Mound for the Year 2024
MOTION by McEnaney, seconded by Larson to approve the following resolution. All voted in
favor. Motion carried
Approve Resolution No. 23-86: Approving the Levy not to exceed $250,000 for the
purpose of Defraying the Cost of Operation, Pursuant to the Provisions of MSA 469, of
the Housing and Redevelopment Authority of and for the City of Mound for the Year 2024.
9. Comments/Reports from Council Members:
Council Member Pugh — Pugh said the Andrews Sisters Trail is a beautiful amenity and recommended
that others visit the trail soon. Pugh said some parts of the Trail do need maintenance to avoid tripping
concerns. Pugh stated that the Trail is in a lovely location and had an idea on house to create a
circular bike path around the Lost Lake Park Commons.
Council Member Larson — Nothing
Council Member McEnaney - Nothing.
Council Member Castellano — Nothing
Mayor Holt — Holt presented the following:
• There were eleven applicants for the City Manager position so far.
• Holt and Hoversten met with School members and discussed the crosswalk at Commerce and
had a preliminary discussion on how traffic could be better directed at that location.
• The Parks Park Commission will be meeting with the Eli Hart Foundation soon.
• Holt reached out to one of the teachers at the school affiliated with the student senate to invite
them to a future meeting.
• Holt said he, McEnaney, and Reisdorf will meet next week to discuss City communications.
• Holt will be interviewing with Homes.com about the City of Mound.
• There is a new game store in town called Adventure Loot.
• WeCAN is holding an open house on October 12, 2023 from 4-6 pm.
Holt said that he wasn't able to make it to the Our Lady of the Lake Incredible Festival. McEnaney said
it was very successful. Holt said the firefighter golf event looked like it was a success.
10. Information/Miscellaneous
A. Comments/reports from Council members/City Manager:
Hoversten mentioned that as part of the WeCAN Open House event, that the liquor store would
be putting together "Buckets of Fun" that include variety of items available at the store.
Hoversten added:
• City Holiday tree lighting event is coming up on November 18, 2023. Pugh asked if there
would be a Santa at the event this year. Hoversten acknowledged that there would be a
Santa at the event this year and would include a Santa caravan event, the tree at the
Veteran's Memorial, photos, music, and more.
Mound City Council Minutes — September 26, 2023
Fire Prevention Week is the week of October 2, 2023 and that the Fire Department Open
House is on October 4, 2023 at the fire station.
City Hall is closed on Friday, November 10, 2023 for Veterans' Day.
B. Reports: Fire Department — August 2023
C. Minutes:
11. Adjourn
ACTION by Castellano, seconded by McEnaney, to adjourn at 8:39 p.m. All voted in favor.
Motion carried.
Mayor Jason R. Holt
Attest: Kevin Kelly,'Clerk