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01-06-09 Council January 6, 2009 A regular meeting of the Scandia City Council was held on the above date. Mayor Seefeldt called the meeting to order at 7:00 p.m. City Administrator Anne Hurlburt administered the Oath of Office to returning Mayor Dennis Seefeldt and newly elected council members Connie Amos and John Lindell. The following council members were present: Council members Connie Amos, Pete Crum, John Lindell, Dolores Peterson and Mayor Dennis Seefeldt. Staff present: Administrator Anne Hurlburt, City Attorney Dave Hebert, Building Official Steve Thorp, Deputy Clerk Brenda Eklund. APPROVAL OF AGENDA The following additions to the agenda were noted: 1) Administrator Hurlburt’s report on Park and Recreation activities; 2) Council member Peterson’s discussion of roads and signs. Crum, seconded by Peterson, moved to approve the agenda as amended. The motion passed unanimously. PUBLIC HEARING -- ORDINANCE NO. 114, BUILDING PERMIT FEES During preparation of the 2009 budget, Council authorized an increase to the minimum building permit fee from $69.50 to $99.50. This fee, applied to small permits such as re-roofs and siding, is comparable to that charged by neighboring municipalities. Mayor Seefeldt opened the hearing to the public. There were no comments and the hearing was closed. Council member Crum pointed out that the fee had not been raised for many years. Peterson, seconded by Crum, moved to adopt Ordinance No. 114, Amending Ordinance No. 106 Establishing Fees for Building Permits Issued by the City of Scandia. The motion passed unanimously. 2009 BOARD OF APPEAL AND EQUALIZATION DATES Washington County has proposed Monday, April 6 from 4:00 p.m. to 6:00 p.m. as the date for the Scandia Board of Appeals meeting. Council discussed allowing one hour for the meeting, as most other Washington County communities hold one hour or ninety minute meetings. A two- hour time block has not been necessary the past few years. Crum, seconded by Peterson, moved to meet on Monday, April 6, 2009 from 5:00 p.m. to 6:00 p.m. for the Board of Appeal and Equalization meeting, with a continuation meeting on April 21, 2009 at 6:30 p.m. The motion passed unanimously. REFUND OF LIQUOR LICENSE FEE, PROSPECTS Jim Schneider has requested a prorated refund of the liquor license fee for Prospects Bar and Restaurant, which ceased business in September, 2008. Ordinance No. 93 allows for a refund of a pro rata share “if the licensee ceases to carry on the licensed business under the license.” Peterson, seconded by Crum, moved to approve a refund of the liquor license fee for Prospects for the fourth quarter of 2008 in the amount of $550.00. The motion passed unanimously. January 6, 2009 Scandia City Council Page 2 of 4 TII GAVO -- LETTER OF CREDIT REDUCTION FOR PUBLIC IMPROVEMENTS Superior Land Preservation, LLC, has requested a reduction in the financial security being held for public improvements in the Tii Gavo subdivision. City Engineer Paul Hornby and Building Official Thorp have reviewed the project and recommended that the guarantee be reduced to $65,000, an amount adequate to cover the estimated cost of the remaining work to streets and drainage. Peterson, seconded by Crum, moved to approve the reduction of the letter of credit for public improvements in the Tii Gavo subdivision to a new amount of $65,000. The motion passed unanimously. ACCEPT DONATION FROM THE SCANDIA MARINE LIONS At the request of the Park and Recreation Committee, the Scandia Marine Lions have donated $200 from their charitable gambling funds towards the Family Open Gym Program, which runs for four Saturdays in January. Crum, seconded by Amos, moved to accept the $200 donation from the Scandia Marine Lions and directed staff to send a letter of thanks. The motion passed unanimously. ACCEPT DONATION FROM MIR AND SHIRLY VERNER Mir and Shirley Verner have donated $50 to the Scandia Fire Department, for use of the funds wherever they are needed. Peterson, seconded by Lindell, moved to accept the $50 donation from Mr. and Mrs. Verner and directed staff to send a letter of thanks. The motion passed unanimously. COUNCIL APPOINTMENTS TO PLANNING COMMISSION AND PARK COMMITTEE The Planning Commission and Park and Recreation Committee each have expiring terms st effective February 1and one resignation. Two members have indicated their desire to be reappointed, and have submitted applications. Consensus of the council was to also open these vacancies to interested individuals and interview candidates at an upcoming date. Staff was th directed to advertise these vacancies, with a deadline for applications by January 16. APPOINTMENTS TO FIRE DEPARTMENT COMMITTEE At the December 16 meeting, Council established a committee to review the fire department’s governing documents and to make recommendations on how they should be updated. The Council appointed two council members (Seefeldt, Crum), City Administrator Hurlburt, and two fire department members. The Fire Department has requested three members (Jim Finnegan, Steve Yehle and Bill Havener) to serve on this committee. Peterson, seconded by Lindell, moved to appoint Fire Department members Finnegan, Yehle and Havener to serve on the Review Committee. The motion passed unanimously. The first committee meeting is scheduled for January 22, 2009 at 5:30 p.m. REPORT ON PARK AND RECREATION COMMITTEE ACTIVITIES Administrator Hurlburt reported on the plans that the Park and Recreation Committee is proceeding with for the annual Vinterfest celebration on February 7. A co-sponsorship with Meister’s is being worked on to provide a hayride activity. A bonfire, skating and sledding, snow January 6, 2009 Scandia City Council Page 3 of 4 sculpture contest, food offerings and a craft activity in the Community Center are being planned. Mayor Seefeldt indicated that any liability issues regarding the hayride will need to be cleared before the event. The Council meeting recessed during the Planning Commission meeting. The Planning Commission meeting was called to order at 7:35 p.m. The following were present: Commission Chair Chris Ness, Commissioners Tom Krinke, Christine Maefsky, Susan Rodsjo and Peter Schwarz. STATUS OF NEW COMPREHENSIVE PLAN AND IMPLEMENTATION ACTIVITIES Administrator Hurlburt reported that the final Comprehensive Plan was submitted to the Metropolitan Council by the December 31 deadline. Initial review has indicated that the Local Water Plan portion is ready to be submitted to local watersheds for their review. The Met Council has not yet indicated when the entire review will be finalized. Commissioners indicated that they would like to meet in a workshop setting to begin planning for implementation, primarily with the architectural design committee and transfer of development rights background th work. A meeting date of Tuesday, January 13 at 7:00 p.m. was scheduled for a Planning Commission workshop. OPEN MEETING LAW REVIEW A video on the Open Meeting Law from the League of Minnesota Cities was viewed. The video outlined rules and procedures to be aware of to avoid any violations of this law. The Planning Commission adjourned at 8:17 p.m. and the Council meeting reconvened. SNOW REMOVAL PROCEDURES Council member Peterson reported that she had received numerous complaints from residents regarding the snow plowing of city streets. Peterson questioned why the plows were not out on particular days, and why the road grader is not being used to clear the streets. Administrator Hurlburt explained that the snow plow policy adopted in October 2008 calls for the plows to be out when snowfall exceeds three inches, and that the numerous snow events in December did not always necessitate the clearing of snow until the accumulation exceeded three inches. The public works department is operating with only one full-time employee and the gaps are being filled with part-time seasonal drivers who are not as experienced and familiar with Scandia’s streets and equipment as the people they replaced. As soon as the office was alerted to any missed streets or problem areas, the public works staff was immediately notified of this. Staff is in communication with the sheriff’s department regarding any unsafe conditions that need attention. The shortage of salt and the inability to stockpile a supply of the material in Scandia is a challenge, as significant time is lost in travel to the county’s facility, and in some instances their facility is closed when material is needed on the Scandia roads. The temperatures and weather conditions have made for a difficult season. In addition, snow removal down to the bare pavement is damaging to the equipment. Peterson stated that the snow plow policy should be reviewed and changes made to ensure safe travel on city streets. Council members Peterson and Amos will meet with the public works January 6, 2009 Scandia City Council Page 4 of 4 department and Administrator Hurlburt on Friday, January 9 at 3:00 p.m. to review snow and ice control procedures. ILLEGAL POSTING OF SIGNS Councilmember Peterson reported the locations of auction signs which are not allowed according to the sign ordinance. Staff will proceed with the removal of the signs. Peterson, seconded by Lindell, moved to adjourn the meeting. The meeting adjourned at 8:50 p.m. Respectfully submitted, Brenda Eklund