04-18-2017 MeetingApril 18, 2017
A regular meeting of the Scandia City Council was held on the above date. Mayor Christine
Maefsky 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 Bob Hegland, Chris
Ness, Jim Schneider and Mayor Christine Maefsky. Absent: Council member Steve Kronmiller.
Staff present: City Administrator Neil Soltis, City Engineer Ryan Goodman, City Attorney Andy
Pratt, Police Deputy Brandon Yetter, Fire Chief Mike Hinz, Public Works Director Adam
Hawkinson and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
Schneider, seconded by Hegland, moved to approve the agenda as presented. The motion
carried 4-0.
PROCLAMATION IN RECOGNITION OF MARLYS OSTRAND
As part of Mayor and County Recognition Day for National Service, Mayor Maefsky presented
Marlys Ostrand with a plaque in recognition of her 17 years of volunteering as the Director of
the Scandia Food Shelf program, administered by Elim Lutheran Church.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) March 21, 2017 Regular Meeting
2) April 5, 2017 Work Session
3) April 10, 2017 Board of Appeals
b) Treasurer's Report
Beginning Balance 3/1/2017 $3,059,860.29
Receipts $21,450.86
Expenditures $(64,740.86)
Payroll $(23 3, 57.43) $(88,098.29)
Ending Balance 3/31/2017 $2,993,212.86
c) Payment of Vouchers
d) Resignation from Fire Department — Mike Egelkraut
e) Special Event Permit, Scandia Marine Lions, Fat Cat Triathlon (July 8, 2017)
f) Authorization for Meisters to sell beer at Fat Cat Triathlon, Hay Lake Park (July 8, 2017)
g) Washington County Historical Society Temporary On -Sale Liquor License (June 17,
2017)
Ness, seconded by Schneider, moved to approve the Consent Agenda as presented. The
motion carried 4-0.
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PARKS AND RECREATION COMMITTEE
Terry Gorham, Vice Chair of the Parks and Recreation Committee, reported on the April 3, 2017
meeting. The Committee is looking into revenue opportunities such as advertising signage on
the hockey rink boards and concession sales in the Warming House. Representatives from Wild
River Fitness in Osceola appeared at the meeting to discuss the potential to expand their senior
programming in Scandia. Gorham said that the Committee plans to survey members of the Lions
group to determine needs of the senior community. PRC member Sue Rodsjo is gathering more
information on trail projects such as Safe Routes to Schools and the Gateway Trail.
BUILDING OFFICIAL
Building Official Chuck Preisler's building activity report was received. Nineteen permits were
issued in March at a valuation of $204,640.00.
POLICE DEPARTMENT
Police Deputy Brandon Yetter provided a quarterly report on police activity along with rules and
laws on operating ATVs and off highway motorcycles. An attempted burglary at the dentist's
office is being investigated. Yetter completed the DARE program with the 6t grade class at
Scandia Elementary. Sheriff Hutton and Mayor Maefsky spoke at the graduation of 65 students
on April 13tH
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that the department responded to 17 calls in March — 5 fire related
and 12 rescue calls. Grass fires are being called in, and a house fire occurred on 188th Street.
CITY ENGINEER
City Engineer Ryan Goodman reported that weight restrictions were lifted on April 14th. Bolton
& Menk staff will be conducting the second meeting of the Comprehensive Plan Steering
Committee on April 20th
CITY ATTORNEY
City Attorney Andy Pratt invited staff and elected officials to Eckberg Lammers' municipal
seminar being held on April 27th. Topics on code enforcement, employment issues, financing
and special assessment will be covered.
DIRECTOR OF PUBLIC WORKS
Public Works Director Adam Hawkinson reported on the department's activities. Decorative
street lamps were repaired under the agreement the City has with St. Paul. A repair to the check
valves at the Bliss lift station #3 will be scheduled once quotes are received. The backstop at the
lighted ballfield will be repaired, as well as repairs to the wooden bleachers.
CITY ADMINISTRATOR
City Administrator Neil Soltis has met with Midcontinent Communications and will continue
discussions with the EDA on cable and broadband expansion in Scandia. The auditors have
found no issues with the City's records, and will present a final report on the 2016 audit at the
May 16th Council meeting. Staff is working on the City's website upgrade, and will review a
mock-up with the Council at a future meeting.
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Soltis explained that he is received a complaint about Federated Coop's red strip lighting on the
building and gas canopy and asked for direction on a process to address this. An administrative
permit for the business signage was approved in February for Federated Coop's remodeling
project of the former Todd's Home Store. Soltis explained that the application was approved
based on the lighting being a part of the business signage and that internally lit signs are allowed
in this zoning district. The application was reviewed with the Planning Commission at their
February meeting and the Commissioners agreed this was consistent with the ordinance. Soltis
said that the complaint is based on the strip around the gas canopy being a type of lighting that is
not allowed on businesses.
Council member Schneider said that since staff and the Planning Commission have already
determined that the business is in compliance with the ordinance, there is no reason to bring this
before the Council. Attorney Pratt noted that there has been a double check in the process via
the Planning Commission, which concurred with staff and found no objections.
Hegland, seconded by Schneider, moved to accept the decision made administratively by
staff on Federated Coop's signage because it meets the standards of the sign ordinance.
The motion carried 4-0.
Council member Ness asked why construction on the solar projects is being delayed. Soltis said
that Xcel Energy is backlogged due to the number of projects in the state and the projects take
time to get infrastructure in place. The developers have been approved for extensions on their
permits, and anticipate moving ahead later this year.
RECOMMENDATION TO WASHINGTON COUNTY REGARDING THE RENAMING
OF HALF BREED LAKE
Washington County has been petitioned to officially change the name of Halfbreed Lake to the
commonly referred to Sylvan Lake. The County tabled a decision to allow more time for
additional input on the name change. The County supplied the petition it received by the April
17th deadline to Scandia and Forest Lake for their review, which was to name the lake "Lake
Keewahtin" to honor the Native American heritage and area history with the name meaning
"blizzard of the north" or "north wind". Administrator Soltis noted that of the 11 Scandia
addresses on the petition, 7 have frontage on the lake.
Maefsky, seconded by Ness, moved to support the name "Lake Keewahtin" as petitioned by
the majority of Scandia residents on the lake. The motion carried 4-0.
DISCUSSION ON REQUEST FOR FUNDING FROM BONE LAKE ASSOCIATION
Mayor Maefsky said that she received a request from the Bone Lake Association for funding
contributions to help control aquatic invasive species in the lake. Maefsky advocated in favor of
this, saying the City should support efforts to keep lakes clean and take responsibilities towards
solutions because lakes are a valuable part of the City and doing otherwise sends an unfortunate
message. Council member Hegland said that it is not appropriate for the City to dedicate
resources for a small number of people who live on the lake and that invasive species control
should go to the DNR and Watershed. Council member Ness agreed and said the Big Marine
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Lake Association has not come to the City but rather does their own fundraising events and
requests funds from the DNR and Watershed, as there are other sources out there. Administrator
Soltis said that Watersheds may be the best taxing authority as they have the greatest concern for
clean water.
Maefsky noted one of the options in the staff report and made the following motion:
Maefsky moved to discuss establishing a grant policy on participating in aquatic invasive
species control with Lake Associations and Watershed Districts. The motion failed for lack
of a second.
BIDS FOR SEAL COATING PROJECT
City Engineer Goodman presented the 4 quotes received at the bid opening on April 12`x' for the
2017 Seal Coat Project.
Contractor
Pearson Bros., Inc.
Allied Blacktop Company
Asphalt Surface Technologies
Corporation
Fahrner Asphalt Sealers LLC
Total Base Bid
$104,704.00
$114,349.00
$115,977.00
$122,395.00
Goodman recommended the project be awarded to the lowest bidder. Council member
Schneider asked what the budget is for this project. Goodman explained that both the crack
filling and seal coat projects are well under the $200,000 budget and that additional crack filling
could be done to support deteriorating roads as well as blow patching to fill the wider cracks in
preparation of a future seal coat.
Schneider, seconded by Hegland, moved to accept the bid from Pearson Bros., Inc. in the
amount of $104,704 for the 2017 Seal Coat Project. The motion carried 4-0.
PROPOSALS FOR GEOTECHNICAL SERVICES FOR FUTURE ROAD PROJECTS
In preparation of future road projects and as included in the 2017 Capital Improvement Plan,
quotes were received for soil boring reports on various roadways to determine existing
conditions in order to furnish appropriate design and construction recommendations. A map of
the 29 soil boring locations was attached to the staff report. Engineer Goodman presented the
following quotes:
Geotechnical Company Total
Northern Technologies, Inc. $5,950.00
American Engineering Testing, Inc. $12,900.00
Hegland, seconded by Ness, moved to accept the bid from Northern Technologies for the
Pavement Soil Boring Project in the amount of $5,950.00. The motion carried 4-0.
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PURCHASE OF ROLLER ATTACHMENT
The 2017 Equipment Replacement Fund includes $8,000 for the purchase of a used roller for
asphalt patching. Public Works Director Hawkinson explained the difficulty in finding a used
roller and provided quotes received for new and used roller attachments to the skid steer.
Hawkinson recommended the purchase of the 1 -ton Bobcat vibratory roller attachment at a cost
of $6,632.50, with necessary accessories of $200. Hawkinson said that investing in a roller
instead of renting the equipment will benefit productivity.
Hegland, seconded by Ness, moved to approve the purchase of a Bobcat roller attachment
at a cost of $6,632.50. The motion carried 4-0.
CONTRACT WITH BRIAN NELSON FOR ELECTRICAL INSPECTION SERVICES
As discussed at the March 1, 2017 Council meeting, upon retirement of current Electrical
Inspector Dave Kichler, the Council agreed to enter into a contract with Brian Nelson. Attorney
Pratt reviewed the contract that was presented, becoming effective July 1, 2017. As with
Kichler, the collected electrical permit fees will be split 80/20.
Ness, seconded by Hegland, moved to approve the contract for Electrical Inspection
Services with Brian Nelson as presented. The motion carried 4-0.
RENEWING CONTRACT WITH WASHINGTON CONSERVATION DISTRICT FOR
TECHNICAL SERVICES
Administrator Soltis explained that the City has been contracting on an annual basis with the
Washington Conservation District for administration of the Wetland Conservation Act for
wetland permitting. The contract is consistent with the previous agreements with the exception
of monitoring the Zavoral mining site, which has ended. The estimated costs of wetland reviews
are $2,730 per year, with most of this being reimbursed out of applicants' escrow accounts.
Hegland, seconded by Ness, moved to approve the 2017-2018 contract with the Washington
Conservation District for Technical Services as presented. The motion carried 4-0.
NOMINATIONS TO THE CARNELIAN -MARINE -ST. CROIX WATERSHED
DISTRICT BOARD OF MANAGERS
No applications for nominations to the Carnelian -Marine- St. Croix Watershed Board were
received. Council member Ness, a resident on Big Marine Lake, questioned if it would be legal
for him to serve as a Manager. Attorney Pratt will research the question to see if it would be a
conflict of interest. Nominations are due to the County by April 24, 2017. Ness will continue to
contact the Lake Association for interested residents.
Maefsky, seconded by Schneider, moved to nominate Council member Ness if legally
allowed for him to serve on the Watershed Board. If not allowed, Ness could make a
recommendation on behalf of the Council by the April 24th due date. The motion carried 3-
0, with Ness recusing himself from the vote.
ADJOURNMENT
Ness, seconded by Schneider, moved to adjourn the meeting. The motion carried 4-0.
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The meeting adjourned at 8:18 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk