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5.a 2 Draft minutes of the 1-3-2018 Work SessionJanuary 3, 2018 The City Council conducted a Work Session on the above date. The following were present: Council members Bob Hegland, Steve Kronmiller, Chris Ness, Jim Schneider and Mayor Christine Maefsky. Staff members present: City Administrator Neil Soltis, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson and Deputy Clerk Brenda Eklund. APPROVAL OF THE AGENDA Ness, seconded by Schneider, moved to approve the agenda as presented. The motion carried 5-0. CITY COUNCIL COMMITTEE APPOINTMENTS Ness, seconded by Kronmiller, moved to continue the current council appointments and liaison positions: • EDA: Bob Hegland and Steve Kronmiller • Parks and Recreation: Jim Schneider • Planning Commission: Chris Ness • Wastewater: Chris Ness & Jim Schneider • Forest Lake Cable Commission: Steve Kronmiller The motion carried 5-0. APPOINTMENTS TO PLANNING COMMISSION AND WASTEWATER ADVISORY COMMITTEE One application was received for an expiring term on the Wastewater Advisory Committee. No response was received from Brad Bergo if he wished to continue to serve as a representative of the 201 Sewer System. Schneider, seconded by Ness, moved to appoint Dan Cartier to a 5 - year term on the Wastewater Advisory Committee, expiring February 1, 2023. The motion carried 5-0. Two applications were received for an expiring term on the Planning Commission. Council member Ness said he would like to reappoint Travis Loeffler. Council member Kronmiller said that Loeffler is doing a good job. Mayor Maefsky said Loeffler is a conscientious member of the Commission. Ness, seconded by Kronmiller, moved to reappoint Travis Loeffler to a 5 -year term on the Planning Commission, expiring February 1, 2023. The motion carried 5-0. PARKS AND RECREATION COMMITTEE PROPOSAL FOR A BMX TRACK PRC Chair Terry Gorham introduced a proposal to develop a non -motorized BMX track on a city -owned 3 -acre parcel located along 202nd Street north of Sand Lake. A few area youths asked for this type of track for bicycle motocross with ramps made of dirt. Gorham asked if the Council would support this before further research into cost estimates. Council recommended gathering public input from neighbors as a first step. A letter explaining the proposal will be sent to surrounding property owners to invite them to the February PRC meeting for their comments. Gorham said he would research what rules other communities have in place for BMX tracks. January 3, 2018 Scandia City Council Page 2 of 3 MAY TOWNSHIP FIRE AGREEMENT May Township Board Chair Bill Voedisch was present to discuss the continuation of the agreement May Township to provide fire protection services. The current agreement expired on December 31" but provisions in the agreement provide for continued coverage until a new agreement is in place. Voedisch explained that they want to base the annual charge on the formula contained in the League and Township Association model fire services agreement. May Twp. have been using this formula in their agreement with Stillwater for fire services for many years. The current calculation uses only population in determining a contract cost with Scandia. The model formula uses 3 measurements: population, assessed value of property and number of runs based on a 3 -year rolling average. Voedisch said their planner and assessor will work on generating the report of assessed valuations. Council member Hegland said it would be a waste of time for a minor cost difference. Voedsich replied that they would like to move to the model formula as a fair method they could use for the 3 municipalities that provide fire service coverage to May Township. Council member Ness said it was okay to propose this method with May Township doing the legwork. May Township will gather the data and present a proposal for comparison to the fire contract initially offered to them last fall. DEFERRED PARK DEDICATION FEES Council member Schneider noted that the payment of park dedication fees has been deferred in some instances and asked for further discussion on the deferrals. Administrator Soltis provided the background information from 2 minor subdivisions in which the park dedication fees were waived for an outlot being used for recreation or deferred until a building permit was issued for a created lot. Both deferrals were allowed under language in the development code. Schneider said this wasn't fair to those property owners who did pay park fees upfront for lots not yet built upon. Administrator Soltis explained that the ordinance provides for park fees based on the impact the new lots have on the park system, and that there is language in the development code to allow the developer to deviate from the requirements. It was noted that with division of large acreage, state law exempts some properties from subdivision platting so that park fees are not paid on these parcels. Schneider asked that going forward, all park fees be paid when the lots are created. Soltis said the language that allows the developer to request deferral based on the lack of impact on the parks could be removed to meet this recommendation. Schneider, seconded by Hegland, moved to direct staff to work on an amendment to the development code that would require that park fees are paid at the time new lots are created. The motion carried 5-0. DISCUSSION ON VOLUNTEER OPPORTUNITIES After review of volunteer opportunities listed on the website was presented at the December meeting, Council member Ness recommended that additional items be added. Boat launch inspector for invasive species, volunteer for flooding and maintaining the ice rink, and office worker to scan digital records were identified for addition to the volunteer list. January 3, 2018 Scandia City Council Page 3 of 3 DISCUSSION ON FEE ORDINANCE Administrator Soltis proposed consolidating the fees charged by the City into one single ordinance, a common policy for most cities. Currently the fees are in multiple resolutions, ordinances and policies. Documents showing current fees and a comparison to those of surrounding communities were presented. Soltis explained that the building fee structure currently being used is based on the state's 1997 formula and should be updated. Soltis also noted that the escrow deposits collected for zoning applications are not sufficient to cover the final costs in most instances and should be adjusted upwards. Council will review the schedule and discuss adoption of a single fee schedule at a future meeting. ITEMS FOR FUTURE WORK SESSIONS Council member Kronmiller asked for 1) discussion on the Park & Rec Committee's role in long-term planning and what direction the members should be given; and 2) a report from Frontier Communications and the status of their cable franchise contract. CLOSED SESSION Mayor Maefsky announced that the Scandia City Council would go into Closed Session under MN Stat. 13D.05, Subdivision 3(a) for the purposes of conducting an evaluation of the City Administrator. Ness, seconded by Kronmiller, moved to go into Closed Session. The motion carried 5-0. The Council went into a Closed Session at 7:43 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk