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5.a)3) Minutes 10-09-12 � � a 3 October 9, 2012 A work session meeting of the City Council was held on the above date. Mayor Simonson called the meeting to order at 6:30 p.m. The following were present: Mayor Randall Simonson, Council members Connie Amos, Chris Ness, Jim Schneider and Sally Swanson. Staff present: City Administrator Kristina Handt, Attorney Vince Stevens, Maintenance Superintendent Tim Kieffer, Fire Chief Jim Finnegan and Deputy Clerk Brenda Eklund. APPROVAL OF THE AGENDA Mayor Simonson noted the following additions to the agenda: 4)a)1) Lakeview Ambulance; 4)j) Visitor Report; 4)k) Credit Card Limits; 4)1) Holiday Party, as requested by Council member Swanson. Ness, seconded by Amos, moved to approve the agenda as amended. The motion carried 5-0. LAKEVIEW AMBULANCE Fire Chief Finnegan introduced Mark Tutila of Lakeview Ambulance to explain a request that the City send a letter to the EMSRB which would state that Lakeview be the primary responder to an overlap area in the northwest portion of the city,now shared with the North ambulance. Finnegan explained that this would be the final step in the process of Lakeview acquiring the ALS license for this area, as the state recommends that overlap areas go away with new licensing territories. The Council was in consensus that staff draft a letter supporting Lakeview's request. DISCUSSION REGARDING NEW FIRE TRUCK Fire Chief Finnegan presented information regarding the replacement of Engine 5180,planned for 2013 per the Capital Improvements Plan. A replacement quote of$300,000 was received two years ago,but manufacturing costs have increased the total cost by$50,000. Finnegan asked for direction in proceeding based on the increased cost of the replacement fire truck, which is to be equipped as the backup rescue unit. Finnegan explained the truck is planned to have a 25-year life span, and necessary for the department to retain an ISO rating of 7. If the rating falls, insurance rates for homeowners and businesses could increase by$400 to $500 a year. Finnegan noted that the department's budget is projected to be underspent by$12,000 by years end, and could those funds be earmarked for the new truck? City Administrator Handt explained that typically any remaining department funds go into budget reserves. This could have an effect on future reserves, especially if other departments would take this approach. Handt recommended the Council establish a fund balance policy which could determine under what circumstances this could be done. Mayor Simonson stated that he would support the increased cost of the replacement truck, as it is needed equipment and good for homeowners' insurance rates. Council member Ness agreed that it is a safety issue for the department to replace the aged engine, and at$2,000 a year over 25 years, is worth the additional cost. Council member Swanson recognized that the department's committee worked hard to get the best price, and it is a necessity to transport water to a fire. Council members Schneider and Amos also approved of the additional cost. October 9,2012 Scandia City Council Page 2 of 4 Simonson, seconded by Ness, moved to approve the additional $50,000 for the purchase of a replacement fire truck, bringing the total estimated cost to $350,000. The motion carried 5- 0. LILLESKOGEN PARK IMPROVEMENTS Park Committee member Mike White explained a three-year improvement plan for Lilleskogen Park, which would include clearing the trails, completing the parking lot, and excavating the pond. White estimated years one and two would require $5,000 in funding, with the park being completed in year 3 at a cost of$10,000. White explained that donations, fund raising, and grants would be pursued for the project. Park Committee Chair Alex Bildeaux explained that the Committee discussed a different approach at the October lst meeting. Park volunteers plan to mark and stake the trails within the next week, then present an estimate of costs for tree removal to the Council at their October 23ra budget meeting. Bildeaux explained that the Committee discussed a goal of making the park usable in the short-term, and that the other improvements will happen over time as donations and funding becomes available. Mayor Simonson asked if the trails would be maintained once established? Council member Schneider asked if the Public Works Department could do the initial clearing of the trails? Maintenance Superintendent Kieffer stated that depending on the frequency and equipment needed, it could be possible to maintain the trails. The brush hog could handle mowing trees up to 1-1/2" in diameter. Kieffer will meet with Bildeaux to assist with marking the proposed trails, and then determine if the public works department could accomplish trail clearing. Council member Ness recommended that any approval of expenditures wait until the project is further discussed at the Council meeting on October 23ra City Administrator Handt explained a discrepancy in the Park budget which was just discovered. The expense to Camp Lakamaga for the summer programs was not included in the budget, at a cost of over$5,000. This incurred expense may result in limited funds available for this project. Staff will prepare detailed budget numbers for the October 23ra meeting. COMMUNITY CENTER—CLEANING, MARKETING Mayor Simonson recommended the City consider improvements to the Community Center which could revitalize the appearance of the hall in an effort to increase rental opportunities. Council asked staff to prepare estimates for painting, lighting and flooring options for future discussion. PUBLIC WORKS TREE TRIMMING POLICY Maintenance Superintendent Kieffer presented a proposed tree trimming policy which would give staff and residents guidelines to follow when trimming trees. Kieffer also presented a draft notice which would be mailed to residents explaining the tree trimming and brush removal work performed within the right-of-way. Council recommended the policy be formally adopted at the October 16th Council meeting. October 9,2012 Scandia City Council Page 3 of 4 SALT PURCHASES FOR FISCAL YEAR 2013 Maintenance Superintendent Kieffer proposed an amount of$48,000 be allocated for salt purchases in 2013. This is a twofold increase as compared to past years, and Keiffer predicts is necessary to maintain clear roads. The salt purchase is based on state contract pricing. Mayor Simonson stated his approval as a way to get the job done right. Council was in consensus to support the request. DISCUSSION REGARDING"WELCOME TO SCANDIA" SIGNAGE Mayor Simonson brought forth a suggestion that the"Welcome to Scandia" sign on the north side of Highway 97 just east of Todd's Home Center be relocated to a more visible location. Simonson suggested the sign be moved nearer to the Firehall/Public Works site, out of the MnDOT road right-of-way. Council member Schneider suggested the sign be raised up on longer posts. Maintenance Superintendent Keiffer was asked to evaluate the most cost effective approach. Keiffer stated that staff would trim the brush and trees to increase visibility for now, and then evaluate the situation in the spring. DISCUSSION OF ADDING PARK AND RECREATION COORDINATOR DUTIES TO OFFICE ASSISTANT POSITION Park and Recreation Coordinator Laurie Monson has resigned from the position effective October 5, 2012. City Administrator Handt brought forth a recommendation that the duties of the Park and Rec Coordinator be combined with the Office Assistant, a position for which an offer to a candidate has been made. Handt explained that the two positions require similar knowledge and skills, and the position could be scheduled for 16 hours per week. This would help provide coverage during normal office hours, and would be budget neutral to personnel costs. Council was in consensus to combine the positions into one. Handt will draft a revised job description for review at the October 16'h Council meeting. PEDESTRIAN CURB RAMP AT OLINDA TRAIL/209TH STREET City Engineer Phil Gravel proposed that the City discuss installing a concrete curb ramp on the southeast corner of 209th Street and Olinda Trail as part of the Washington County CSAH 3 curb and sidewalk replacement project, at a cost of$1,300. City Administrator Handt reported that earlier today,the County agreed to install the ramp at no cost to the City. ADMINISTRATOR/COUNCIL DISCUSSION OF EXPECTATIONS Mayor Simonson recommended that the Council schedule a special meeting to discuss the Council's goals and expectations concerning new City Administrator Kristina Handt. The meeting would then be closed for discussion with Handt. Simonson asked Council members to be prepared to select a date for this special meeting at the October 16�'Council meeting. Handt asked Council members for feedback on the revised report format. Council members voiced their approval. Ness commented that he would like to see Facebook utilized for more promotional stories and events. October 9,2012 Scandia City Council Page 4 of 4 VISITOR REPORT Mayor Simonson reported on an event he attended at the Gammelgarden Museum on October 7. Simonson presented the Mayor of Upsala, Sweden with an honorary key to the City, and in return was given a plate depicting the architecture of the Swedish town. Simonson recommended the plate be donated to the Gammelgarden Museum in commemoration of the visit. Simonson, seconded by Amos, moved to donate the gifted plate to the Gammelgarden Museum. The motion carried 5-0. CREDIT CARD LIMITS A recent purchase by one department put the City's credit card over the limit,resulting in other departments unable to purchase necessary items. City Administrator Handt recommended that the City raise the credit card limit and also set individual credit card limits for each card holder. Department heads would be allowed a larger limit. Council discussed the individual limits and recommended that staff prepare a resolution for the October 16 Council meeting to establish the revised limits. Council member Schneider stated that he would like to lower the limit for purchases which need Council authorization from $10,000 to $5,000. Staff will add a discussion of the purchasing policy to the October 16th agenda. HOLIDAY PARTY Council member Swanson recommended that a holiday party be scheduled in December for city staff and committee members. Council discussed setting an upper limit of$400 and were in consensus to have Swanson plan the event. AGENDA ITEMS FOR FUTURE WORK SESSIONS Council members were advised to contact staff with agenda items prior to the November 13 Council work session. ADJOURNMENT Ness, seconded by Amos, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 9:07 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk