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City Council - 10/17/2023 - Workshop APPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN PODIUM TUESDAY, OCTOBER 17, 2023 CITY CENTER 5:00 – 6:25 PM, HERITAGE ROOMS 6:30 – 7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Ron Case, Council Members Kathy Nelson, Mark Freiberg, PG Narayanan, and Lisa Toomey CITY STAFF: City Manager Rick Getschow, Police Chief Matt Sackett, Fire Chief Scott Gerber, Public Works Director Robert Ellis, Community Development Director Julie Klima, Parks and Recreation Director Jay Lotthammer, Administrative Services/HR Director Alecia Rose, Communications Manager Joyce Lorenz, City Attorney Maggie Neuville, and Recorder Sara Aschenbeck Workshop - Heritage Rooms I and II (5:30) I. IT (CYBERSECURITY) UPDATE – ADITI SALUNKE, IT MANAGER (5:30 – 5:45 p.m.) Getschow introduced Aditi Salunke, Information Technology (IT) Manager and James Goldenstein, Network Administrator, to give an overview of IT and Cybersecurity at the City. Salunke stated the three pillars of information security are availability: information should be readily available to authorized users, confidentiality: information should not be disclosed to unauthorized parties, and integrity: information should not be modified without authorization. Salunke gave an overview of the City’s infrastructure. The City has fiber network to most locations. The number of cell phones and iPads have significantly increased over the past five years. Goldenstein explained City servers are regularly backed up to the secondary Community Center location. A tertiary location also stores backup information. Case asked if the tertiary location is shared. Goldstein answered the tertiary location is a shared cloud location also used by the State and the Bureau of Criminal Apprehension. Salunke stated the threat landscape has significantly changed over the past ten years. Viruses are types of malware that self-replicate by inserting code into other software programs. Ransomware is typically distributed through phishing emails and encrypts the victim’s data, allowing a hacker to demand ransom for its restoration. Major recent cybersecurity incidents include the MOVEit data breach which involved the Department of Energy and the Department of Health and Human Resources. Estimated costs of the MOVEit breach are $9.9 billion and counting. The City of Dallas was targeted with a ransomware attack compromising personal information of 26 thousand individuals. Minneapolis public schools was targeted with a ransomware attack compromising personal information of 100 thousand individuals. Local and State governments have become increasingly susceptible to these attacks. Salunke next detailed the layers of security protecting City data. The technology policy is included in the employee handbook. All employees participate in a mandatory IT security training each year. The City conducts random phishing tests twice a year. Employees who fail are required to take additional training. The City has multiple layers of internal and external firewalls. Any user working from an offsite location must use VPN, and there is no way to access the City network from outside the country. Critical systems including the water plant and public safety use multifactor authentication, which will soon be in place for all VPN users. Salunke explained the network security protections in place. Monitoring and network analytics are used to identify risks. The City uses email filters and web filters to block over 90 percent of malicious items. Network segmentation is used meaning Police, Liquor stores, and other City functions are on separate networks. Physical security is in place including role based access cards, camera surveillance, and physical locks. All City devices have antivirus protection and software to block installation of unauthorized applications. All applications use role-based security and are upgraded timely. Data in transit and data backups are encrypted. Salunke stated a layered approach helps minimize risks and losses due to an attack from malicious threats. Case asked if Councilmember emails are stored forever. Salunke explained any items not transferred to the ‘Deleted’ folder are kept forever. The Council thanked Salunke and Goldenstein for their time and efforts safeguarding City data. II. POTENTIAL DEVELOPMENT SITES – JULIE KLIMA, COMMUNITY DEVELOPMENT DIRECTOR (5:45 – 6:30 p.m.) Klima introduced the next topic, potential development sites in the City. The council has already reviewed some locations as part of the Aspire Eden Prairie 2040 Plan and the Community Development 2023-2027 Strategic Plan. Some sites have a pending application while other sites have only received inquiries. Prior to a public hearing the City places “Proposed Development Project Site” signs on the property. The signs have a QR code linking to the City’s interactive development project map with more proposal information including site plans, building renderings, Commission and Council memos, and contact information. Signs remain on the site through the Planning Commission and City Council review process. Getschow noted these signs allow the City to notify a much larger audience than traditional methods. Klima stated public hearing notices are also distributed to nearby property owners. State law requires property owners within 350 feet be notified, the City notifies property owners within 500 feet and will increase the distance if deemed appropriate. The City works with developers to encourage neighborhood meetings with adjacent property owners before the project is brought to Planning Commission. Klima displayed a photo of the Chestnut Townhomes site off Anderson Lakes Parkway and Chestnut Drive. This location has a pending application and has not yet been scheduled for Planning Commission review. The developer is requesting a Comprehensive Plan amendment from the current Medium High Density Residential guided status to Medium Density Residential status. The proposed project includes 13 buildings of 4-, 5-, and 6-unit townhomes. Klima next showed a photo of the Pioneer Preserve site off Pioneer Trail and Hennepin Town Road. This location has a pending application for four two-unit buildings and is consistent with a ghost plan from the 1990s. The project has not been scheduled for Planning Commission review due to ongoing discussions regarding street access. Case asked if the Council could necessitate a private street. Klima noted the property owner and the homeowner’s association have reached an agreement and the project will proceed with private street access. Case asked if the private stub street would have been a point of discussion when the Lee Drive townhomes to the south were approved. Neuville stated there is unclear language in the Development Agreement and Homeowner’s Association declaration, but it is clear Council intended for the private stub street to connect. Klima displayed a photo of the Preserve Village infill site off Anderson Lakes Parkway and Hennepin Town Road. This location has a pending application for a standalone Chipotle with 40 seats and a drive through. The project has not been scheduled for Planning Commission review as Staff is working with developers on building design and other site considerations. Case inquired if the existing strip mall had always been overparked as the current proposal is replacing existing parking stalls. Klima noted the parking requirement when the strip mall was constructed was eight spots per thousand square feet, the requirement is now five spots per thousand. Klima showed a photo of Marshall Farm site off Dell road, which is currently zoned rural and guided low density. The property is currently for sale and is one of the largest undeveloped properties within the City. Staff will likely receive a proposal for this site soon. There is potential for a road connection through the site via adjacent stub roads. This site has challenges including an intersecting creek, shoreland, significant grade, and tree coverage. Case inquired if the City could transfer the site’s total density to the northwest portion that is currently cultivated farmland. The remaining southeast portion with the stream and wetlands could be dedicated to the City as open space. Klima responded the City could possibly take ownership of the outlot area through the development process. Case noted he would prefer to keep the area south of the creek non developed. Klima stated Staff has communicated the City’s preference for little to no development south of the creek. Klima next displayed a photo of the Ingram property off Pioneer Trail. This site has shoreland, wetland, significant grade on the eastern border, and a unique configuration. Staff has received inquiries focused on twin homes or triplexes. Case noted it makes sense for the site to have town homes with its proximity to the Three Rivers Park bike trail, required watershed setbacks of 50 feet, and natural buffer to the single family homes on the east. Klima next displayed a photo of 10700 Prairie Lakes Drive, a current three story office building on the market. Staff has received inquiries to repurpose the site for residential development and has communicated the City is open to hear proposals as long as density mirrors surrounding properties. Klima showed an aerial photo of the United Natural Foods, Inc. (UNFI) property, recently listed for sale. Staff has communicated the City prefers this site remains as office use. The left parcel has little to no development opportunity due to steep grading, bluff status, and wetland setbacks. The owner has inquired about retaining frontage along Valley View Road for future development and selling off the existing building and parking space. Toomey asked what the future of the non-developable parcel would likely be. Klima noted the City may pursue a conservation easement during the application process. Freiberg asked how large the UNFI campus is. Klima responded the building and parking lot are 38 acres, the entire property is 107 acres. Staff has communicated the City is open to development within the existing building and parking lot footprint. Nelson asked if there has been any discussion regarding apartments or homes with lake access. Klima stated Staff has not been supportive due to existing conservation easements and adverse impacts to Bryant Lake and wetland quality. Nelson asked how old the office building is. Klima responded it was built in the late 1970s. Klima next showed a photo of the Marshall Farm stand off Eden Prairie Road. Access would be provided via an existing private stub road. The Eden Heights East potential development site on the opposite side of Pioneer Trail has an approved preliminary plat from 2016 for four single family residential homes. Klima displayed a photo of the Life Church site on Baker Road. There are three parcels zoned and guided public. This property is currently for sale. Surrounding parcels include single family homes, twin homes, and townhomes. Staff has communicated the City would be open to attached housing if density matches the surrounding area. This property has challenges including an existing right of way and a significant utility line. Klima displayed a photo of the Huber Funeral Home off Eden Prairie Road. This property will likely redevelop in the future as there has been multifamily residential development nearby. Case noted the area is lacking common parking. Klima next showed a photo of the Kline, Pemtom, and Bunn properties off Eden Prairie Road. There would likely be a road connection for Prospect Road. Case noted the Bunn property has one of three log cabins left in the City. Klima next showed a photo of the Kurt Johnson property off Anderson Lakes Parkway. This site is accessed via a private driveway and has lakeshore access. There are topography challenges as the property slopes down to the lake. It is guided for medium high density residential which would allow 14 to 40 units per acre. Klima displayed a photo of 10001, 10003, 10005, and 10011 Dell Road. The Metropolitan Urban Service Area (MUSA) boundary line intersects these properties. The area north of the MUSA boundary line is guided for low density residential, the area south is guided rural due to significant grading. Case noted the City could potentially transfer density to the north portion but there would still be significant bluff impacts. The Council thanked Klima for her time. Open Podium - Council Chamber (6:30) III. OPEN PODIUM IV. ADJOURNMENT