5.a)1) Minutes 07-16-13 . 5a> >
July 16, 2013
A regular meeting of the Scandia City Council was held on the above date. Mayor Simonson
called the meeting to order at 7:00 p.m. Following the Pledge of Allegiance, roll call was taken.
The following council members were present: Council members Dan Lee, Chris Ness, Jim
Schneider, Sally Swanson and Mayor Randall Simonson. Staff present: City Administrator
Kristina Handt, City Attorney Nick Vivian, City Planner Sherri Buss, City Engineer Ryan
Goodman, Fire Chief Mike Hinz, Maintenance Superintendent Tim Kieffer, and Deputy Clerk
Brenda Eklund.
PUBLIC FORUM
No public comments were received.
APPROVAL OF AGENDA
Lee, seconded by Ness, moved to approve the agenda as presented. The motion carried 5-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) June 18, 2013 Regular Meeting
2) June 18, 2013 Special Meeting
3) July 9, 2013 Work Session
b) Treasurer's Report
Beginning Balance 06/O1/2013 $2,155,857.86
Receipts 10,142.24
Expenditures $109,022.79
Payroll 23,105.86 - 132,128.65
Adjustments: Safe Box -35.00
Ending Balance 06/30/2013 $2,033,836.45
c) Payment of Vouchers
d) Approve Probationary Firefighter Pay Increases
e) Appoint Ernie Yoch Assistant Fire Chief
fl Appoint Bill Boyd Fire Captain
g) Approve Stantec Document Delivery Agreement
h) Approve New Public Works Director Job Title
i) Approve Special Event Permit, Scandia Marine Lions, Taco Daze, September 7, 2013
j) Approve Temporary On-Sale Liquor License, Scandia Marine Lions, Taco Daze,
September 7, 2013
k) Accept Continenza Easement
1) Authorize Staff to Issue RFP for Audit Services
Lee,seconded by Ness, moved to approve the Consent Agenda as presented.
Council member Schneider questioned if the pay increase for the Probationary Firefighters had
been discussed. Administrator Handt explained that the $2 per hour pay increase is consistent
with the department's current policy for recruits who meet certification within the first year.
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Council member Ness recommended that the fire department compensation policy be discussed
at the next Council Work Session.
Mayor Simonson called for a vote on the above motion. The motion carried 5-0.
PARK AND RECREATION COMMITTEE
Administrator Handt provided a summary of the July 1 Park and Rec Committee meeting. The
members discussed ways to develop community support for improvements to Lilleskogen Park,
Vinterfest planning, and the annual Taco Daze dodgeball tournament.
PLANNING COMMISSION
Ordinance No. 141,Amending Swimming Pool Ordinance
At the direction of the Council, the Planning Commission held a public hearing on July 1, 2013
to consider amending the swimming pool ordinance to allow the option of using an ASTM-
approved safety cover as an alternative to a fence. Planner Buss explained that the Planning
Commission recommended the ordinance not be changed due to concerns of careless owners,
long-term maintenance issues, and a report that rated fences slightly higher in safety than a pool
cover alone.
Buss stated that Building Official Wille and City Attorney Vivian are comfortable with the
language of the proposed amendment.
Ness moved to accept the recommendation of the Planning Commission and leave the
ordinance as it is written. The motion failed for lack of a second.
Schneider, seconded by Lee, moved to adopt Ordinance No. 141,An Ordinance Amending
Ordinance No. 122, City of Scandia Development Code, Chapter Two, Section 4.24,
Swimming Pools. Roll call vote: Ness—no; Swanson —yes; Schneider—yes; Lee—yes;
Simonson—yes. The motion carried 4-l.
Variance from the Ordinary High Water Level to Construct a Swimming Pool at 12199 205`h
Street. John Krueger,Applicant(Resolution No. 07-16-13-01)
Planner Buss presented an overview of the application from John Krueger to construct a
swimming pool and hot tub at his residence of 12199 205th Street. A variance is needed from the
OHWL of Big Marine Lake. The Planning Commission recommended approval with conditions
included in a resolution. The structure may be no closer than 60 feet from the OHWL, a grading
plan must be approved by the City Engineer, a landscape plan must be completed showing
vegetative screening, and all lighting must be directed away from surrounding properties.
Mayor Simonson asked Mr. Krueger if he had any concerns about the conditions. Krueger
replied that he did not.
Council member Schneider asked if the depth of the pool will be below the OWHL? Buss
answered that it would not be;the yard sits above a steep slope to the lake.
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Simonson, seconded by Schneider, moved to accept the recommendation of the Planning
Commission and approve Resolution No. 07-16-13-01,Approving a Variance for 12199
205th Street. Ness offered insight that he attended the site visit—the fit is right given the lot
constraints and the applicant must make sure that lighting does not affect the neighbors.
The motion carried 5-0.
Variance for Construction of an Agricultural Building at 18180 Olinda Trail. Charles Mann,
Applicant(Resolution No. 07-16-13-02)
Planner Buss presented an overview of the application from Charles Mann to construct a steel
accessory building to replace an existing building that was damaged by a storm this spring on his
property at 18180 Olinda Trail. A variance from the number and size of accessory buildings is
needed. All setbacks on the property are met. The Planning Commission recommended approval
of the request with findings that justify the need for additional storage space. Conditions were
included in the resolution to require a Watershed Permit and that the damaged building is
removed before issuing a building permit.
Simonson,seconded by Lee, moved to accept the recommendation of the Planning
Commission and approve Resolution No. 07-16-13-02,Approving a Variance for 18180
Olinda Trail. Ness added that the new building is far enough away from the roadway and
neighbors to not be an issue. The motion carried 5-0.
BUILDING OFFICIAL
The Council received Building Official Keith Wille's report on building activity within the past
month. Eleven permits were issued in June, one being for new residential construction.
POLICE DEPARTMENT
Deputy Chris Majeski was attending training and not present. Fire Chief Mike Hinz reported on
the National Night Out event scheduled for August 6 on the Community Center grounds.
Activities will include fire department demonstrations, the Washington County mounted patrol,
the ambulance service, and a hot dog meal.
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that there were 21 calls in June; 5 fire and 16 rescue calls. The
contract with Lakeview Ambulance is under review.
CITY ENGINEER
City Engineer Ryan Goodman provided an update on the city's engineering projects. Sealcoating
will begin in August.
CITY ATTORNEY
City Attorney Nick Vivian reported that he has been working with staff on various contracts.
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MAINTENANCE SUPERINTENDENT
Maintenance Superintendent Tim Keiffer reported on tasks performed by the Public Works
Department. Repairs have been made to the Penfield gravel road. The tennis court resurfacing
project has been completed.
CITY ADMINISTRATOR
City Administrator Kristina Handt reported that the inaugural meeting of the EDA is planned for
. mid-August.A new feature, "Question of the Month", has been added to the website. Handt has
prepared an RFP for audit services, with plans to also obtain quotes for health insurance, as a
means to use the city's funds most efficiently. Handt has been processing site plan reviews,
administrative permits, and code enforcement issues.
REPLACEMENT OF COMMUNITY CENTER ROOF
Keiffer presented the proposals from five roofing companies for repairs to the Community
Center roof. The roof was replaced in 1999, but the past few years has seen severe leaking and
ice dam buildups. A structural engineer from the League of MN Cities determined that there was
improper venting and fascia and soffit rotting. Entire roof replacement and improvements to
venting were recommended.
Kieffer recommended the roofing contract be awarded to Midwest Exteriors Plus. They
submitted the lowest bid and have lifetime warranties on their workmanship and shingles.
Simonson,seconded by Swanson, moved to award the Community Center roofing contract
to Midwest Exteriors Plus for the base amount of$32,344 to be paid out of the Capital
Improvement Fund. The motion carried 5-0.
CITY OF SCANDIA COMPENSATION POLICY (RESOLUTIONNO. 07-16-13-03)
Administrator Handt explained the proposed compensation plan which the Council has been
discussing the past few months at their work sessions. Compensation is based on wage/salary
grades and eleven steps within the salary grade. Each step is equal to approximately a 2%
increase. Implementation of the pay plan would begin on employee's anniversary dates, with
Council approval of any wage increases.
Council member Lee stated that it is a predictable plan with intentions of retaining good
employees. Lee said that a 2% increase is not that much.
Council member Swanson questioned how this affects the step plan in place with the
Maintenance Worker positions? Handt answered that the step plan will be replaced with the new
step and grade plan.
Simonson,seconded by Lee, moved to approve Resolution No. 07-16-13-03,Adoption of
City of Scandia Compensation Plan. Schneider stated that although he is in favor of a step
and grade plan,a 2% increase is too much.
Roll call vote: Swanson—yes; Schneider—no; Lee—yes; Ness—yes; Simonson—yes. The
motion carried 4-1.
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CONTRACTOR'S REQUEST FOR PAYMENT,2013 GRAVEL PROJECT
Engineer Goodman recommended approval of the payment to Dresel Contracting for the 2013
Gravel Project. The reyuest for payment is $681.44 lower than the original quote due to a change
in the road width specifications.
Lee,seconded by Ness, moved to approve the payment to Dresel Contracting in the amount
of$26,211.76 for the 2013 Gravel Project. The motion carried 5-0.
SET DATE FOR SPECIAL MEETING REGARDING GRAVEL ROADS
At the July 9 Work Session, Council requested a special meeting to tour the gravel roads in and
around Pilar Road. A date of July 30t"at 6:30 p.m. was scheduled for this purpose.
ADJOURNMENT
Ness, seconded by Lee, moved to adjourn. The motion carried 5-0.
The meeting adjourned at 7:55 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk