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06.a1 Draft minutes 03-19-2024 Meeting March 19, 2024 A regular meeting of the Scandia City Council was held on the above date in the Council Chambers. The meeting was conducted in-person and over an electronic platform. All participants who joined the meeting remotely could hear each other and contribute to discussions. Mayor Christine Maefsky called the meeting to order at 7:00 p.m. Following the Pledge of Allegiance, roll call was taken. The following were in attendance: Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Mike Lubke and Mayor Christine Maefsky. Staff present: City Administrator Kyle Morell, City Attorney Christina Benson, City Planner TJ Hofer, City Engineer Ryan Goodman, Deputy Kevin Booth, Fire Chief Mike Hinz, Public Works Director Charles Fischer, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Benson, seconded by Kronmiller, moved to approve the agenda as presented. Motion carried 5-0. LAW ENFORCEMENT REPORT Deputy Booth reported that incident numbers are down as compared to a year ago. In February, there were 43 traffic stops, with 4 citations issued. Booth explained that Washington County has gone live with Crime Mapping, an online tool to provide the public with information about recent crime activity in their neighborhood. City Administrator Morell announced that staff has posted a news article on the City’s website with a link to the mapping tool. PUBLIC FORUM Tom Furey, Lofton Avenue: Presented a letter from Bone Lake Association to thank the city for taking action on a deposit of contaminated wetland spoils placed on property near Bone Lake. Mr. Furey noted that environmental actions to enhance water quality have resulted in Bone Lake being delisted from the MPCA’s list of impaired lakes in the state. Scandia Good Neighbor Proclamation – Greg Zauner Mayor Maefsky presented a Scandia Good Neighbor Proclamation to Greg Zauner. Mr. Zauner was nominated by Patti Ray for his dedicated volunteer skills in coordinating the Vinterfest events over the past years, his work as an election judge, and documenting local events with his photography. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) February 20, 2024 Regular Meeting 2) March 6, 2024 Work Session b) Treasurer’s Report c) Payment of Vouchers d) Approve Parks and Recreation Committee Chair & Vice-Chair Recommendation e) Accept Donation from the Scandia Fire Relief Association – Resolution No. 03-19-24-01 Scandia City Council March 19, 2024 Page 2 of 7 f) Approve 2024 Recycling Grant Agreement with Washington County g) Approve Hiring Seasonal Maintenance Worker h) Approve Letter of Support for CLFLWD Grant Request i) Accept Volunteer Firefighter Resignation Benson, second by Kronmiller, moved to approve the Consent Agenda as presented. Motion carried 5-0. PUBLIC HEARINGS 1) Adopt a Street Reconstruction and Overlay Plan and the Intent to Issue General Obligation Bonds (Resolution No. 03-19-24-02) 2) Approve Property Tax Abatements for Financing of the City's 2024 Crack Fill & Seal Coat Project (Resolution No. 03-19-24-03) Jason Aarsvold, Senior Municipal Advisor from Ehlers Public Finance, was present to explain the process for the Council’s action to finance the 2024 Street Improvement Project. The Council was provided the 5-year street reconstruction and overlay plan that establishes the City’s authority to issue bonds without a referendum. The 2024-2028 plan includes only the 2024 projects and authorizes up to $3.48 million in debt issuance for street reconstruction/overlay projects; the plan does not include crack filling and sealing. Mr. Aarsvold explained that tax abatement financing allows the city the authority for issuance of general obligation debt for the 2024 crack fill and seal coat project. The prepared resolution listed the parcels along the project roadways that have tax value up to $655,000 in tax abatement bond issuance. Mr. Aarsvold stated that identification of these parcels does not impact the taxes paid by these parcels in any way. The Pre-Sale Report provided the 2024A Bond details. The total amount of the bond is projected at $4,135,000; this provides $3,480,000 for street reconstruction (funds $3.3 million in projects) and tax abatement funds of $655,000 for crack filling and sealing (funds $620,000 in projects). Issuance costs make up the balance of the bond after payment for the projects. The bond will be issued for a 16-year term with the first principal and interest payment due in 2025. Mr. Aarsvold presented a timeline for preparation and sale of the bond, with a closing date projected for May 22, 2024. Mayor Maefsky opened the public hearing at 7:23 p.m. There were no comments and the hearing was closed. Kronmiller, second by Cusick, moved to approve Resolution No. 03-19-24-02, Adopting a Street Reconstruction and Overlay Plan and the Intent to Issue General Obligation Bonds . Motion carried 5-0. Kronmiller, second by Cusick, moved to approve Resolution No. 03-19-24-03, Approving Property Tax Abatements for Financing of the City's 2024 Crack Fill & Seal Coat Project. Motion carried 5-0. Scandia City Council March 19, 2024 Page 3 of 7 Kronmiller, second by Cusick, moved to adopt Resolution No. 03-19-24-04, Providing for the Sale of $4,135,000 General Obligation Bonds, Series 2024A. Motion carried 5-0. PARK & RECREATION COMMITTEE PRC Chair Terry Gorham reported on upcoming Earth Day activities planned by the Committee. On April 20th a solar observation and star watch event will begin in the afternoon at Hay Lake Park, with the Committee inviting attendants to assemble pinecone bird feeders during the day. The children’s story path at Lilleskogen Park has new stories from Scandia Elementary students on display. PLANNING COMMISSION Comprehensive Plan Map Amendment to change guidance from Agricultural Core to General Rural and a Zoning Map Amendment to rezone from Agricultural Core to Rural Residential General at PID 24.032.20.42.0003. Resolution No. 03-19-24-05, Approving Submittal of a Comprehensive Plan Amendment to the Metropolitan Council; Ordinance No. 2024-03, Amending the Official Zoning Map; Resolution No. 03-19-24-06, Approving Findings of Fact for Rezoning Planner Hofer summarized the Planning Commission’s recommendation to approve a comprehensive plan amendment and a zoning map amendment for part of PID 24.032.20.42.0003 to facilitate a lot line adjustment with the lot to the north. Staff incorporated recommended standards from the Watershed into the conditions of approval for rezoning the transferred property. Staff prepared two resolutions and an ordinance to amend the zoning map. Kronmiller, second by Benson, moved to approve Resolution No. 03-19-24-05, Approving Submittal of a Comprehensive Plan Amendment to the Metropolitan Council. Motion carried 5-0. Kronmiller, second by Cusick, moved to adopt Ordinance No. 2024-03, Amending the Zoning Map. Motion carried 5-0. Kronmiller, second by Lubke, moved to approve Resolution No. 03-19-24-06, Approving Findings of Fact for Rezoning. Motion carried 5-0. Ordinance No. 2024-04, Amending the City of Scandia Shoreland Management Regulations; Resolution 03-19-24-07, Approving Finding of Facts for Ordinance 2024-04; Resolution 03- 19-24-08, Summary Publication for Ordinance 2024-04 Planner Hofer presented an ordinance to amend the city’s Shoreland Management Regulations as recommended for approval by the Planning Commission. The amendment adds a definition for view corridor, changes the lot area table to be consistent with the DNR model ordinance, and adds vegetative management standards for protection of shoreland vegetation. The DNR granted conditional approval and will need to provide a final review of the ordinance upon adoption by the city. Hofer explained that Carnelian-Marine Watershed provided significant comments at the public hearing; the amended ordinance incorporated many of their recommendations but scaled back Scandia City Council March 19, 2024 Page 4 of 7 some. Hofer said the Planning Commission added standards for tree replacement in the critical shoreland impact zone. Council member Kronmiller, liaison to the Planning Commission, said the Commissioners came up with a reasonable action to address the Watershed’s request for tree replacement in the shoreland zone. Kronmiller said there may be a future request from the Watershed to extend tree replacement to all shoreland beyond the shore impact zone. Planner Hofer responded to Council member Lubke’s question to clarify the 50’ view corridor width. This is based on the Watershed recommendation; the DNR noted this is a greater standard than required. Benson, second by Kronmiller, moved to adopt Ordinance No. 2024-04, Amending the City of Scandia Shoreland Management Regulations. Motion carried 5-0. Benson, second by Kronmiller, moved to approve Resolution No. 03-19-24-07, Approving Finding of Facts for Ordinance 2024-04. Motion carried 5-0. Benson, second by Kronmiller, moved to approve Resolution No. 03-19-24-08, Summary Publication for Ordinance No. 2024-04. Motion carried 5-0. SCANDIA INTERNET ACTION COMMITTEE The Internet Action Committee did not meet in February. The IAC will meet on March 21, 2024. TOURISM COMMITTEE Tourism Chair Sue Dickens reported over Zoom on the February 27th meeting. The Committee confirmed the city-wide garage sale will be held May 30th to June 1st. The March 26th meeting plans a discussion of additional promotion programs for Scandia businesses. BUILDING OFFICIAL The February building activity report was in the meeting packet. In February, 27 building permits were issued at a valuation of $327,400. FIRE DEPARTMENT Fire Chief Hinz reported on the Fire Department’s February activity. Last month the department responded to 21 calls; 6 fire, 12 medicals, and 3 cancelled calls. The department is conducting live fire training in preparation for a structure burn this spring. CITY ENGINEER Engineer Goodman provided an update on the state’s Transportation Advancement Account, projected to fund small cities $3,039,000 in 2024 and $19,967,000 in 2025 as the account grows each year. 2024 Crack Fill and Seal Coat Project – Approve Plans & Specifications and Authorize Ad for Bids Scandia City Council March 19, 2024 Page 5 of 7 Engineer Goodman provided a schedule and project map for this year’s crack fill and seal coat project, budgeted for $620,000 this year. Bid opening is scheduled for April 24, 2024. Lubke, second by Benson, moved to Approve Plans & Specifications and Authorize Ad for Bids for the 2024 Crack Fill and Seal Coat Project. Motion carried 5-0. 2024 Street Improvement Project – Approve Change Order No. 1 Engineer Goodman provided a project map of additional streets added to the 2024 street project to take advantage of favorable bids. The change order adds $258,352 to the project to meet the budgeted amount. A pre-construction meeting will be held on April 3rd. Kronmiller, second by Cusick, moved to Approve Change Order No. 1 for the 2024 Street Improvement Project in the amount of $258,351.54. Motion carried 5-0. DIRECTOR OF PUBLIC WORKS Public Works Director Fischer reported on department activities. Emerald ash borer issues are becoming more visible in the past year. Fischer said the department will start tree removal this year and will be on-going over the years, with some replacements with new varieties of trees; however, trees within the rights-of-way will not be replaced. Fischer said injection methods to fight the disease in some trees will be considered if a tree isn’t too far gone. CITY ATTORNEY Attorney Christina Benson had no report, and was available for questions. CITY ADMINISTRATOR City Administrator Morell reported on a Gateway Trail Project meeting staff had with the DNR. The County is finalizing a design for the trail crossing on Oakhill Road, proposed to also include a horse trail. 2024 ANNUAL OPERATING PERMIT FOR MARTIN MARIETTA (FORMERLY TILLER CORPORATION) SCANDIA MINE. RESOLUTION NO. 03-19-24-09 Planner Hofer summarized the staff report on Tiller Mine’s application for the 2024 Annual Operating Permit located at 22303 Manning Trail North. Staff reviewed operations of the previous year and the mining plans for this year. Hofer reported that the operation is totally in compliance with the conditions of the CUP. In 2023, the Tiller site was actively mined into the groundwater table approximately 15-20 feet, within the depth of compliance. The amount of material removed from the site was down from 2022, which is driven by market demands. The City’s Water Consultant found no concerns with groundwater quality or quantity, and recommended continued groundwater monitoring in 2024. Hofer reported that the Watershed permit continues to be in compliance with their agency. Planner Hofer prepared a resolution with conditions of approval for the AOP. Christina Morrison, Regional Manager, was present to answer any questions. Scandia City Council March 19, 2024 Page 6 of 7 Kronmiller, second by Cusick, moved to approve Resolution No. 03-19-24-09, Approving the 2024 Annual Operating Permit for the Sand and Gravel Mine and Processing Facility at the Scandia Mine Site. Motion carried 5-0. CARNELIAN-MARINE ST. CROIX WATERSHED BOARD OF MANAGERS EXPIRING TERMS City Clerk Eklund reported that notice was received from Washington County on expiring terms of office for 3 managers on the Carnelian-Marine St Croix Watershed District Board of Managers. Scandia resident Paul Richert is requesting reappointment to a 3-year term. Council member Lubke recommended Nick Bancks be nominated for one of the terms which will be vacant. Mr. Bancks addressed the Council and explained that he has lived in Scandia for 5 years and a member of the Fire Department for 4 years. Mr. Bancks stated that he has had a 15- year career in natural resource management, lives on Sand Lake and has been president of the lake association, is familiar with the work the Watershed is doing, and is interested in serving on the Board to further preserve aquatic resources. Maefsky, second by Cusick, moved to endorse Paul Richert for reappointment and nominate Nick Banks for a Watershed Board Manager term. Motion carried 5-0. Staff will provide the letters of endorsement to the Washington County Board for their consideration. Appointments will be made by the County Board in April. CHAPTER 32 – ADMINISTRATIVE CITATION HEARING OFFICER RFP The City has been advertising a Request for Proposals for a Hearing Officer related to the new Administrative Citations ordinance, but no proposals were received by the March 12th deadline. City Administrator Morell recommended the RFP be re-published with a deadline in April. Maefsky, second by Lubke, moved to re-publish the Hearing Officer Request for Proposals. Motion carried 5-0. 2025 LCCMR GRANT APPLICATION – RESOLUTION NO. 03-19-24-10 Staff is working with the Scandia Heritage Alliance on a 2025 LCCMR grant application for the trails system to link the Water Tower Barn with the Community Center. City Administrator Morell presented the draft application and authorizing resolution that is due to the state by March 27, 2024. Morell said the SHA is working on revised cost estimates that are coming down from the initial estimate. The city will provide a 25% match, pledging $160,000 that can be reduced by SHA donations. Lobbyist Les Henn addressed the Council and stated that this project has a high likelihood to be funded – it’s a good plan that continues to build on the Water Tower project which received a grant last year, and has dedicated money towards the project. Maefsky, second by Kronmiller, moved to approve Resolution No. 03-19-24-09, Authorizing the City’s 2025 LCCMR Application. Motion carried 5-0. Scandia City Council March 19, 2024 Page 7 of 7 ADJOURNMENT Benson, second by Lubke, moved to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 8:09 p.m. Respectfully submitted, Brenda Eklund City Clerk