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06.a1 Draft minutes 03-18-2025 Meeting March 18, 2025 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. Acting Mayor Mike Lubke 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 Jerry Cusick, Jim Gribble, Kirsten Libby, Mike Lubke Absent: Mayor Steve Kronmiller. Staff present: City Administrator Kyle Morell, City Attorney Eric Larson, City Planner TJ Hofer, City Engineer Isiah Bubany, Deputy Kevin Booth, Fire Chief Mike Hinz, Public Works Director Charles Fischer, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Acting Mayor Lubke announced the addition of Agenda Item #7.b 2025 Sewer Budget to follow the public hearing on Ordinance No. 2025-01, and moving the public hearing on Ordinance No. 2025-02 to Agenda Item #7.c. Libby, seconded by Cusick, moved to approve the agenda as amended. Motion carried 4-0. LAW ENFORCEMENT REPORT Deputy Booth reported on February police activity. There were a few criminal cases, including an identity theft case that is being investigated, a fraud case, and a property damage case. Police conducted 45 traffic stops and 12 citations were issued. Booth described the Community Impact Unit recently introduced to Washington County, and that the DARE program started last week for grades 5 and 6 at Scandia Elementary. PUBLIC FORUM Pastor Seth Perry from Elim Church invited members of the Council and any interested community members to attend the Mental Health Faith Forum being held in Stillwater on May 3, 2025. This is an opportunity to learn about available resources. Retirement Recognition for City Treasurer Colleen Firkus City Treasurer Colleen Firkus was presented with a plaque in recognition of 29 years of employment. Firkus’s last day of work will be March 31, 2025. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) February 18, 2025, Regular Meeting 2) March 5, 2025, Work Session b) Treasurer’s Report c) Payment of Vouchers d) Approve Parks and Recreation Committee Chair & Vice-Chair Recommendation e) Approve Washington County Historical Society Temporary Liquor License for Beer Tasting Event on June 21, 2025 Scandia City Council March 18, 2025 Page 2 of 9 f) Approve 2025 Recycling Grant Agreement with Washington County g) Authorize Hiring Process for Summer Seasonal Workers h) Approve Special Event Permit for Meisters Easter Egg Hunt/Fundraiser – April 19, 2025 Cusick, seconded by Gribble, moved to approve the Consent Agenda as presented. Motion carried 4-0. PUBLIC HEARING: ORDINANCE NO. 2025-01: AMENDING THE CITY’S CODE OF ORDINANCES CHAPTER 50 (UPTOWN WASTEWATER TREATMENT SYSTEM) AND CHAPTER 51 (BIG MARINE SEWER UTILITY). PUBLICATION SUMMARY RESOLUTION NO. 03-18-25-01 The City Council reviewed staff recommended ordinance amendments at their February 18, 2025 meeting, and directed staff to schedule the ordinance amendments for a public hearing. Morell described the changes to Chapter 50, Uptown Wastewater Treatment System, to apply the correct terminology to the system name, clarify definitions and billing procedures, and reference users by address rather than business name. Changes to Chapter 51, Big Marine Sewer Utility, will add and clarify definitions for public and private ownership of service lines, clarify billing procedures and update connection requirements and maintenance responsibility. Libby, seconded by Gribble, moved to open the public hearing at 7:18 p.m. Motion carried 4-0. Chris Ness, Norell Avenue: Asked what determines a seasonal rate as opposed to a regular house. Administrator Morell said the recommendation for lowered seasonal rates came from the Wastewater Committee to use the seasonal tax classification from County property records as basis for use of the property. Ness asked if there will be any relief from Public Works wages being paid from the sewer budget, as the utility has contributed more than $150,000 over the years. Morell said the next agenda item will ask Council this question with discussion of details in the sewer budget. Ness noted that other benefits such as pension and insurance are being paid from the sewer budget. There were no further comments and Acting Mayor Lubke closed the hearing at 7:22 p.m. Gribble, seconded by Cusick, moved to adopt Ordinance No. 2025-01, Amending the City’s Code of Ordinances Chapter 50 (Uptown Wastewater Treatment System) and Chapter 51 (Big Marine Sewer Utility), and Publication Summary Resolution No. 03-18-25-01. Motion carried 4-0. 2025 SEWER BUDGET Administrator Morell presented the 2025 Sewer Budget as recommended for approval by the Wastewater Committee. Revenue in the funds is derived from user fees. Morell explained, as speaker Ness referred to, wages for Public Works is allocated by a percentage to the departments as has been done for years. Because the Uptown System is struggling to maintain a cash balance, the wage allocation was removed from this system. Big Marine users have asked if this can be done with the enterprise system for the Big Marine Sewer budget. Scandia City Council March 18, 2025 Page 3 of 9 Morell stated that engineering fees for the Bliss expansion have been significant, with a one-time expense of $68,000 in 2024 to make improvements as required by the MPCA. Seasonal rates have been introduced for Big Marine Sewer users at $750 annually, with nine seasonal users on the system. Rate increases will be made to the Bliss System and Anderson-Erickson systems, but at a lesser percentage than last year’s increase. Uptown System rates will be unchanged from previous years, with Public Works wages removed from expenses. Staff is projecting to break even for revenue and expenses. The Council discussed the seasonal rates. Council member Gribble thought a seasonal rate of 50% of the annual rate would be fair, as cabins are typically used for 6 months out of the year. This would adjust the seasonal rate to $826. Gribble moved to establish a seasonal rate of 50% of the annual user rate. Dan Cartier, Norell Avenue and member of the WW Committee, said seasonal rates were discussed at length with the Committee, and it doesn’t make sense to change it now. Cartier said he uses his small cabin for less than 6 months, contributing a fraction of a fulltime user. Cartier said based on usage, a seasonal rate of $750 could be even lower, but this is reasonable. A small user should be significantly less. Lubke called for a second on Gribble’s motion. Motion failed for lack of a second. Cusick, seconded by Gribble, moved to approve the 2025 Sewer Budget. Motion carried 4- 0. PUBLIC HEARING: ORDINANCE NO. 2025-02: AMENDING THE 2025 FEE SCHEDULE FOR BIG MARINE SEWER RATES AND ELECTRICAL INSPECTION FEES. PUBLICATION SUMMARY RESOLUTION NO. 03-18-25-02 Administrator Morell presented amendments to the 2025 fee schedule for the sewer rates that were still under discussion in December 2024. The Electrical Inspector recommended a few changes to the electrical fees. Council member Libby questioned the addition of more electrical fees and said she is opposed at this time, and needs more information about the language for investigative fees. City Administrator Morell said staff will ask the inspector for more information for a future meeting. Libby, seconded by Gribble, moved to open the public hearing at 7:57 p.m. Motion carried 4-0. There were no comments and the hearing was closed. Libby, seconded by Cusick, moved to adopt Ordinance No. 2025-02, Amending the City’s 2025 Fee Schedule excluding plan review fee and investigative fee for Electrical Permit Fees, and Publication Summary Resolution No. 03-18-25-02. Motion carried 4-0. Scandia City Council March 18, 2025 Page 4 of 9 PARK & RECREATION COMMITTEE Park & Recreation Committee Vice-Chair Greg Zauner reported they are exploring a disc golf area somewhere in city, potentially Wind in the Pines. There may be County funds available in the future to contribute towards a disc golf field. The PRC is hosting a Toy Swap in conjunction with the Lions Breakfast on April 12th. PLANNING COMMISSION Ordinance No. 2025-03: Amendment to the City of Scandia Unified Development Code (UDC) Chapter 153.400.020 Subdivision Standards, Regarding Design Standards for Major Subdivision. Resolution No. 03-18-25-03 Findings of Fact. Resolution No. 03-18-25-04 Publication Summary Planner Hofer summarized amendments to the UDC for standards for streets and stormwater management improvements for major subdivisions as recommended by the Planning Commission. Lot buffers and design standards will continue to be discussed and reexamined at their May meeting. Planner Hofer explained that the standards are to ensure that developments preserve natural features, and minimize stormwater control features which must have a management plan, with language for emergency overflow protection. Staff recommended approval of the ordinance, and prepared resolutions for findings of fact and summary publication. Acting Mayor Lubke questioned the street design language, that all lots have access from a local street, saying this will make development more difficult. Planner Hofer explained that this is to make sure a development is not creating dangerous traffic patterns; this is a design standard, not criteria. Council member Libby questioned that streets must be designed to preserve features such as an old barn – is this realistic? Planner Hofer said language could be added to clarify the conditions to preserve features. Libby said she would be in favor of taking it out. Council member Libby asked who determines what road safety is – it’s not just counting cars. Planner Hofer said this can be further defined, and referenced to a specific standard. With the Council’s concerns, staff recommended tabling the ordinance and reevaluate at a future work session. The intent is to address the concerns that came up with a recent subdivision. Council member Lubby stated that if only four lots are being developed, the level of standards is an issue. Acting Mayor Lubke stated that requiring access to a local street is a sticking point for him. Gribble, seconded by Cusick, moved to table the amendments to the UDC for Major Subdivision Design Standards. Motion carried 4-0. SCANDIA INTERNET ACTION COMMITTEE The Internet Action Committee did not meet in February. Scandia City Council March 18, 2025 Page 5 of 9 TOURISM COMMITTEE Tourism Committee Chair Sue Dickens appeared on Zoom and reported on their February meeting. The Business Breakfast will be held on April 9th, with a speaker providing an EDA update. The 3rd annual community wide garage sale will be held the first weekend of June. WASTEWATER COMMITTEE The Committee did not meet in February. BUILDING OFFICIAL The February building activity report was in the meeting packet. In February, 10 building permits were issued at a valuation of $164,180. FIRE DEPARTMENT Fire Chief Hinz reported on the Fire Department’s February activity. Last month the department responded to 13 calls; 5 fire related, and 8 medicals. The annual Fireball fundraiser, held on February 22nd, was well attended. The new engine is in service. The retired engine is being auctioned off on a public surplus website. The department is recruiting new members to join this spring. Driveway Access Standards Fire Chief Hinz recommended the adoption of standards pertaining to driveway accesses and lanes for fire department apparatuses. Hinz explained that fire equipment has been damaged over the years by too narrow lanes and overhanging tree limbs. Long driveways are especially challenging. Having one document that adopts city standards for improved access will benefit public safety. Hinz said he is working with the City Planner and Public Works Director on the document. Hinz said this guidance will be beneficial to provide to developers in the design process for new roads. Hinz noted the language in the UDC which will need to be amended. The requirements would apply to any new structure or any improvement to a structure by 500 square feet, and pullouts required every 400 feet of driveway length. Council discussed the ramifications it could have to someone doing modest improvements to their property, and asked that this be brought to a work session for more discussion. Libby, seconded by Cusick, moved to continue discussion of driveway access standards at a future work session. Moton carried 4-0. CITY PLANNER Amendments to Tii Gavo Conservation Easement At the February 18, 2025 Council meeting, staff addressed an issue with improvement on the protected land within the Tii Gavo Conservation Easement, with an amendment to address the issue. Planner Hofer reported that staff continues to work on the recording history of the easement, and anticipates having the easement amendment for consideration at the April 15, 2025 Council meeting. Scandia City Council March 18, 2025 Page 6 of 9 Citizen Request for Tree Survey within Shoreline Sam DeVita, 182nd Street, appeared on Zoom with a request that the City monitor tree removal on properties being re-developed, especially within the shoreline. DeVita said his concerns pertain to recent activity on 182nd Street, where new homes are being built. A significant amount of tree cover was removed last fall to develop a lot along the lake. At DeVita’s request the city investigated and found the owner was within their rights to construct the building they wanted and followed watershed rules, but DeVita said he has seen at least 3 heavily wooded properties with oaks cut down, resulting in loss of habitat and the lakeshore environment being impacted. DeVita said he would like to see speedbumps in place where trees and landscape are more heavily considered in the building process; have builders submit landscape plans and preserve what’s existing. Administrator Morell said the lot referred to is a bluff lot on 182nd, where the cabin was removed to build a larger home. Trees were removed to facilitate construction of the septic and house. Staff has determined that trees inadvertently removed on the bluff line will be replaced. Morell said this was not the fault of the property owner, but rather an indeterminate conclusion of where the bluff line was. Planner Hofer said a tree survey is required for variances, but not replacement; only to identify what can be cut from the property. However, the city has discretion to place tree replacement conditions on a variance. The Council discussed costs of tree surveys and tree replacement, and the rights and responsibilities of property owners. Council member Libby said property owners have a right to do landscaping, and the city needs to be careful in imposing rules of what someone wants; very good reasons must be established. Administrator Morell said some tree replacement rules exist now, but is there a responsibility of a new owner to maintain the aesthetics of the neighborhood? The Council thanked Mr. DeVita for his comments and took no action. CITY ENGINEER Engineer Bubany provided a written engineering report. There were no questions. 2025 Street Improvement Project -- Bid Results Engineer Bubany provided bid results for the 2025 Street Improvement Project, opened on February 19, 2025. The bids came in below budget and the engineer’s estimate. Contractor Base Bid Alternate 1 Base + Alt Bituminous Roadways, Inc. $431,285.00 $44,035.00 $475,320.00 Valley Paving, Inc. $437,886.92 $37,216.42 $475,103.34 Asphalt Surface Technologies $458,224.30 $40,816.16 $499,040.46 OMG Midwest $476,241.00 $63,318.00 $539,559.00 North Valley, Inc. $477,500.95 $56,138.28 $533,639.23 Park Construction Company $483,409.63 $56,863.60 $540,273.23 Gribble, seconded by Libby, moved to award the Base Bid and Alternate 1 to the lowest bidder, Valley Paving, Inc., in the amount of $475,103.34. Motion carried 4-0. Scandia City Council March 18, 2025 Page 7 of 9 Grading Permit Process and Review Recommendation Engineer Bubany provided a report to improve on the grading permit process and summarized a recommendation to address the redundancy between the City’s and Watershed’s grading permits. Removal of the 10 cubic yard or 600 square feet of impacted area to trigger a grading permit is recommended. A final inspection of the permit can be completed by city staff or the watershed district at a cost savings to the applicant. The modifications will require an ordinance update for land alterations. Council member Libby asked if this will make it simpler to the citizens? Engineer Bubany said there should be cost savings, and removal of the redundancy of a watershed and city permit. Administrator Morell said the watershed preference is that the city require a permit as the Local Government Unit to enforce watershed rules, according to state statute. Going forward, staff will evaluate the need for a grading permit on a case by case basis depending on the parcel and the amount of dirt moved, and is trying to apply common sense based on the type of project. Gribble, seconded by Cusick, moved to adopt revised land alteration recommendations as provided in the Engineer’s memo. Motion carried 4-0. Gateway Trail Project Funding Update Administrator Morell explained an updated project cost for the Gateway Trail that is significantly higher than 2024, now being closer to $4.5 million. Reasons for this include having new cost estimates and surveys that are now complete. Morell said that after multiple discussions with the DNR, they are not surprised. The DNR is urging all parties involved to wait until bids are received in December, then evaluate how much of the project can get accomplished in 2026. Council member Gribble said this is an expensive proposition. There are bike trails that cross County roads with traffic counts over 3,000 cars a day and have no modifications to build a tunnel. Oakhill Road counts around 400 cars per day and has plans for a tunnel crossing. Morell said the County’s reasoning is for pedestrian and bicyclist safety by either a bridge or tunnel. Because this is a state trail owned and operated by the DNR, and being paid for by the state through an LCCMR grant and County funds, the city has little say in its design. DIRECTOR OF PUBLIC WORKS Public Works Director Fischer reported on department activities in a written staff report. There were no questions. Cold Storage Building Removal In response to a request for bids for removal of the cold storage building, five bids were received. PW Director Fischer reported that only one provided a purchase price with the others charging the city to demolish and haul away the building. Fischer recommended a bid to purchase the building and move it off site with payment of $10,500 be accepted from Tom Helke. Fischer said the funds can be used to relocate the power source from the building. Libby, seconded by Gribble, moved to accept Tom Helke’s bid of $10,500 for remove the cold storage building. Motion carried 4-0. Scandia City Council March 18, 2025 Page 8 of 9 CITY ATTORNEY Attorney Larson reported that attorney Amanda Johnson will represent Scandia as City Attorney going forward, but he will be the lead substitute from the firm. CITY ADMINISTRATOR City Administrator Morell provided a written report. There were no questions from Council. SCANDIA-MARINE LIONS CLUB – INSURANCE FOR TACO DAZE PARADE Janelle Lindberg-Kendrick, Lions Club President and chair of Taco Daze, appeared before the Council to request assistance with providing liability insurance coverage for the parade. The Club’s insurance is not adequate for the County’s requirements and they are in need of higher coverage. Last year the City stepped in to provide this coverage and Lindberg-Kendrick asked if they could do this again in 2025. Council member Libby suggested the Lions policy for liability coverage be increased to meet the requirements of the County, or get an umbrella policy to cover the amount. Lindberg-Kendrick will report back to staff on her findings. 2025 ANNUAL OPERATING PERMIT FOR MARTIN MARIETTA (FORMERLY TILLER CORPORATION) SCANDIA MINE. RESOLUTION NO. 03-18-25-05 Planner Hofer summarized the review of the Annual Operating Permit for Martin Marietta’s Scandia Mine at 22303 Manning Trail. This site has been operating as a sand and gravel mine since 1966. Hofer said concerns from an adjacent property owner have been addressed in the staff report. Overall, there are no concerns identified or conditions of the CUP not met. Planner Hofer reported on 2024 operations. No groundwater mining occurred in 2024. Reclamation areas were identified in the 2025 mining plans. The groundwater consultant noted no concerns for groundwater monitoring. Staff included recommendations to continue to monitor the water table. Planner Hofer reviewed Mr. Lindel’s concerns of depth of excavation and the water table, and found the concerns not backed up with hydrogeologic data. Mr. Lindel’s recommendations to deny the AOP based on concerns of a pond on his property which has decreased over the past years resulted in the mining activity not to be the cause. DNR may investigate the lowered pond level in the future however. Hofer noted that reclamation is shown to occur near this shared boundary in 2025. Christina Morrison, Martin Marietta, addressed the Council and stated that the site has been studied extensively. They will continue to work with this neighbor to address his questions. Morrison said she agreed with the conditions in the staff report. Gribble, seconded by Cusick, moved to adopt Resolution No. 03-1-25-05, Approving Annual Operators Permit for Martin Marietta Scandia Mine. Motion carried 4-0. Scandia City Council March 18, 2025 Page 9 of 9 RESOLUTION NO. 03-18-25-06 ADOPTING ECONOMIC DEVELOPMENT AUTHORITY BYLAWS The City Council met as the EDA on March 18, 2025 and approved bylaw changes making a 7- member board of 5 residents and 2 Council representative. Libby, seconded by Cusick, moved to approve Resolution No. 03-18-25-06, Amending the Bylaws of the Scandia Economic Development Authority. Motion carried 4-0. APPOINTMENTS TO ECONOMIC DEVELOPMENT AUTHORITY BOARD TREASURER CONSULTING CONTRACT Six applicants were interviewed on March 5th. The Council ranked their preferences. A weighted ranking listed the order of candidates as provided in a staff report. Council was in consensus to appoint the top 5 candidates to the EDA. The candidate ranked 6th expressed an interest in serving on the Tourism Committee. Gribble, seconded by Libby, moved to appoint Carolyn Smith, David Wilske, Patrick Doyle, Patricia Lange, and Jacqueline Chaves to the Economic Development Authority Board. Motion carried 4-0. Libby, seconded by Cusick, moved to appoint Council member Gribble and Mayor Kronmiller to the EDA Board. Motion carried 4-0. Gribble, seconded by Libby, moved to appoint Jaimin MacKenzie Brown to the Tourism Committee. Motion carried 4-0. TREASURER CONSULTING CONTRACT Administrator Morell recommended retiring Treasurer Firkus be retained on contract for consulting services that may be needed in the coming year. Fifteen days of unused budget funds from the hiring of new treasurer Kolby on January 27th would not require an increase to the city’s 2025 budget. Libby, seconded by Gribble, moved to direct staff to prepare a contract with Colleen Firkus for ongoing consulting service up to 80 hours at $35 per hour. Motion carried 4-0. ADJOURNMENT Gribble, seconded by Libby, moved to adjourn the meeting. Motion carried 4-0. The meeting adjourned at 10:12 p.m. Respectfully submitted, Brenda Eklund City Clerk