5.a)1) 1-21-14 Council MinutesJanuary 21, 2014
A regular meeting of the Scandia City Council was held on the above date. Mayor Simonson
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 Dan Lee, Chris Ness, Jim
Schneider, Sally Swanson and Mayor Randall Simonson. Staff present: City Administrator
Kristina Handt, City Attorney Nick Vivian, City Engineer Ryan Goodman, Police Deputy Chris
Majeski, Fire Chief Mike Hinz, Public Works Director Tim Kieffer, Treasurer Colleen Firkus
and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
Council member Ness requested that Consent Agenda Item 5.j) Resolution to Create Local Road
Improvement Fund, be moved to General Business Agenda Item 9.i). Ness, seconded by Lee,
moved to approve the agenda as amended. The motion carried 5-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) December 17, 2013 Regular Meeting
2) January 8, 2014 Work Session
b) Treasurer's Report
Beginning Balance 12/01/2013
C)
d)
e)
f)
g)
h)
i)
Receipts
Expenditures $145,295.13
Payroll 33,942.26
Ending Balance 12/31/2013
Payment of Vouchers
$2,262,909.41
+ 1,051,001.37
- 179,237.39
$3,134,673.39
Approve Official Depositories (Resolution 01-21-14-01)
Ratify Surety and Blanket Bonds (Resolution 01-21-14-02)
Appointment to Forest Lake Cable Television Commission (Resolution 01-21-14-03)
Appoint Acting Mayor for 2014
Step Increase, Treasurer
Update to Fire Department Operational Policy
Mayor Simonson noted the addition of two checks to 5.c) Payment of Vouchers. Ness, seconded
by Lee, moved to approve the Consent Agenda as amended. The motion carried 5-0.
PARKS AND RECREATION COMMITTEE
2013 Annual Report
Parks and Recreation Committee Chair Greg Zauner presented an annual report which
documented the 2013 accomplishments and set goals for the coming year. Zauner stated that
improvements to Lilleskogen Park are the primary goals for 2014. Mayor Simonson noted the
many activities taken on by the Committee in the past year. Lee, seconded by Ness, moved to
approve the Park and Recreation Committee's 2013 Annual Report. The motion carried 5-
0.
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BUILDING OFFICIAL
The Council received Building Official Tim Okan's report on building activity through the end
of 2013. One hundred twenty-one permits were issued, with a net income to Scandia of
$74,738.91. Administrator Handt noted that this was up greatly as compared to 2012 building
permits.
POLICE DEPARTMENT
Deputy Chris Majeski reported on recent police activity. Intoxicated parties were discharging
firearms near 220th Street and also near Lofton Avenue; two vehicle break-ins occurred with
theft of wallets and subsequent use of credit cards which is being investigated.
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that the department responded to 8 calls in December, all EMS
related. The department participated in a house burn training exercise in St. Croix Falls on
December 14th. The new recruits have all passed their EMT practical exams and are preparing to
take the National registry tests. Hinz will present a recap of 2013 calls at the February Council
meeting. Hinz is continuing to pursue the status of the Lakeview Ambulance contract.
CITY ENGINEER
City Engineer Ryan Goodman reported that he met with Washington County to discuss planned
improvements for Lofton Ave/TH 97 turn lanes and offered a preliminary schedule. Design
plans will be finalized this spring, with construction of the turn lanes and roadway improvements
to begin this summer. Bolton & Menk staff will participate in Vinterfest activities on February
1st
CITY ATTORNEY
City Attorney Nick Vivian explained that he has worked with staff on the updated parking
ordinance. Attorney Pratt is reviewing the question of density requirements as brought up by the
Planning Commission.
DIRECTOR OF PUBLIC WORKS
Public Works Director Tim Kieffer presented the activity report for his department. Tree
trimming is ongoing through the winter months.
CITY ADMINISTRATOR
City Administrator Kristina Handt reported that 37 Maintenance Worker applications were
received by the January 17 deadline. She and Kieffer will narrow down the list and schedule
interviews with the top applicants. Handt explained that the EDA was approved to receive 32
hours of technical assistance through the Blandin Foundation to explore improved broadband
connections in Scandia, which would be beneficial to home based businesses.
ACCEPTANCE OF DONATION FROM SCANDIA FIRE RELIEF ASSOCIATION FOR
STRUT KIT (RESOLUTIONNO. 01-21-14-05)
Fire Chief Hinz explained that the Scandia Relief Association will fund the purchase of a strut kit
which will be used by the department to stabilize vehicles in an automobile accident. The
donation in the amount of $5,458.09 has been made to the City for purchase of the equipment to
allow for the new sales tax exemption savings. Ness, seconded by Lee, moved to approve
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Resolution No. 01-21-14-05, Accepting Cash Donation from the Scandia Fire Relief
Association for a Strut Kit. The motion carried 5-0.
SETTING A PUBLIC HEARING ON A STREET VACATION (RESOLUTIONNO. 01-21-
14-06)
City Administrator Handt provided a survey of the Proposed street vacation of portions of Birch
Lane as requested by Steve Kronmiller, 13450 1881 Street, at the November work session. This
process had begun in 2001 with the 188th Street realignment but has halted due to federal
restrictions on the drainfield property that was purchased with "201" wastewater grant funds.
This was not communicated to the affected property owners and Mr. Kronmiller explained that
he is hopeful to proceed in order to provide permanent roadway access to affected properties.
Handt explained that the survey shows portions of Birch Lane that could be vacated while
maintaining access to Big Marine Lake, and that a 60 foot right of way would be maintained
along 188th Street. State statute requires a public hearing for a street vacation which would be
scheduled for February 181h. Handt stated that additional information would be gathered for the
public hearing.
Simonson, seconded by Lee, moved to approve Resolution No. 01-21-14-06, Setting a Public
Hearing on a Vacation. The motion carried 5-0.
ORDINANCE NO. 151: AN ORDINANCE REPEALING ORDINANCE NOS. 16 AND 43
AND REGULATING THE PARKING OF VEHICLES IN THE CITY
As discussed at the January work session, amendments to the existing parking ordinances were
prepared. Administrator Handt explained that restrictions will apply to all roads within the City,
with language to prohibit parking on any street until snow removal is complete. The restrictions
will be in place from November 1 to April 30. Parking of recreational vehicles on streets will be
limited to 24 hours, and parking within 15 feet of a mailbox is prohibited Monday through
Saturday. Violators will guilty of a petty misdemeanor, and any necessary towing will be at the
owner's expense.
Simonson, seconded by Lee, moved to adopt Ordinance No. 151, Regulating the Parking of
Vehicles in the City and Repealing Ordinance Nos. 16 and 43. The motion carried 5-0.
RESOLUTION FOR SUMMARY PUBLICATION OF ORDINANCE NO. 151
(RESOL UTION NO. 01-21-14-07)
Simonson, seconded by Swanson, moved to approve Resolution No. 01-21-14-07, Providing
for the Summary Publication of Ordinance No. 151. The motion carried 5-0.
PURCHASE OF NEW DUMP TRUCK WITH PLOW
Public Works Director Kieffer summarized the proposal to purchase a single axle Mack truck
with plow attachments, as presented to the Council at the January 8 work session. An Equipment
Certificate was issued in 2013 of which $200,000 was designated for the purchase of a new
dump truck to replace the 1997 Ford truck.
Simonson, seconded by Swanson, moved to approve the purchase of a Mack dump truck
with Towmaster attachments for $189,841.30.
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Council member Schneider stated that he continues to be against this purchase as it is a waste of
money since there are two capable trucks, the road grader, and two pickup trucks to handle snow
removal. Schneider said the money could be used more wisely elsewhere.
Council member Lee stated his agreement that the funds could go towards other needed
equipment.
Council member Ness said that the roads are not nearly as good with two plow routes, and a third
truck is needed.
Council member Swanson added that the purchase has been carefully planned for and compared
the miles of roads per truck to the County, which averages 25 miles/truck. Scandia has over 90
miles of roads to clear.
Mayor Simonson added that there have been many discussions on this issue and called for a roll
call vote.
Ness — yes; Swanson — yes; Schneider — no; Lee — no; Simonson — yes. The motion to
purchase a new plow truck carried 3-2.
PURCHASE OF ELECTRONIC DATA STORAGE SYSTEM
Electronic data storage was presented to the Council at their April 2013 work session, and funds
were dedicated in the 2014 budget in the Capital Improvement Fund for this purpose. Treasurer
Colleen Firkus presented a proposal from Crabtree Companies for the purchase of electronic data
storage software and equipment at a cost of $12,709.69. This includes the purchase of a Banyon
auto -indexing module to allow for automatic coding and filing of all payments into the document
storage system. Firkus explained that Toshiba's Docuware system was also researched, but it did
not have the capabilities, customer support and municipal experience offered by Crabtree's
Laserfiche system.
Council member Schneider asked what annual charges will occur once the system is installed.
Firkus stated that annual maintenance charges will be $1,193.
Council member Lee stated that this should be a time saver for staff. Firkus agreed that
document retrieval and storage will be more efficient.
Simonson, seconded by Swanson, moved to approve the purchase of the Crabtree
Laserfiche system and Banyon Module at a cost of $12,709.69. Simonson called for a roll
call vote: Swanson — yes; Schneider — yes; Lee — yes; Ness — yes; Simonson — yes. The
motion carried 5-0.
DESIGNATE OFFICIAL NEWSPAPER
Bids were received from the Forest Lake Times and the Country Messenger to be designated as
the official newspaper for 2014 for the publication of legal notices. Mayor Simonson noted the
larger circulation of the Times versus the Messenger and stated that it delivers information to a
wider group of people.
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Council member Ness reasoned that even though the Times is delivered at no cost, those that go
out of their way to subscribe to the Messenger seem to be more involved and likely to read the
notices. Council members Lee and Schneider stated that they like the Messenger and it has been
around for a long time. Swanson said the Times has its benefits, but the Messenger is considered
the local paper.
Ness, seconded by Lee, moved to designate the Country Messenger as the official
newspaper for 2014. The motion carried 5-0.
RESOLUTION AUTHORIZING MAYOR'S SIGNATURE BY FACSIMILE/STAMP
(RESOL UTION NO. 01-21-14-08)
Mayor Simonson has requested approval for the use of a stamp to sign checks, as State Statute
allows for this. The cost of the stamp is approximately $40.
Schneider, seconded by Lee, moved to approve Resolution No. 01-21-14-18, Permitting the
Mayor to Endorse Checks with a Stamp, with an amendment that the Mayor must cover
the cost of the stamp. The motion carried 5-0.
RESOLUTION TO CREATE LOCAL ROAD IMPROVEMENT FUND (RESOLUTION
NO. 01-21-14-04)
As discussed during budget meetings in 2013, a new fund will be established to commit funds
specifically for local road improvement projects. According to the city's fund balance policy,
unassigned fund balance from the General Fund greater than 50% of the General Fund operating
expenditures may be transferred to a capital improvement fund. Handt recommended that
$200,000 be moved to the Local Road Improvement Fund as provided in the 2014 budget.
Handt clarified the amount upon a question from Council member Ness.
Ness, seconded by Swanson, moved to approve Resolution No. 01-21-14-04, Creation of
Local Road Improvement Fund. The motion carried 5-0.
ADJOURNMENT
Ness, seconded by Swanson, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 7:51 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk