5.a)1) 11-20-2012 Regular Meeting ;
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November 20, 2012
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 Connie Amos, Chris Ness, Jim
Schneider, Sally Swanson and Mayor Randall Simonson. Staff present: City Administrator
Kristina Handt, Attorney Vince Stevens, Police Deputy Chris Majeski, Fire Chief Jim Finnegan,
Maintenance Superintendent Tim Kieffer, Treasurer Colleen Firkus and Deputy Clerk Brenda
Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
City Administrator Handt noted an addition to the agenda: 8)c)2) Purchase of computers for the
fire trucks. Ness, seconded by Amos, moved to approve the agenda as amended. The motion
carried 5-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) October 16, 2012 Regular Meeting
2) October 23, 2012 Special Meeting
3) November 8, 2012 Special Meeting
4) November 13, 2012 Work Session Meeting
b) Treasurer's Report
Beginning Balance 10/O 1/2012 $2,424,002.90
Receipts + 39,101.56
Expenditures $151,676.73
Payroll 32,512.60 - 184,189.33
Adjustments: Safe Deposit Box - 35.00
Ending Balance 10/31/2012 $2,278,880.13
c) Payment of Vouchers
d) Approve Updates to Fund Balance Policy (Resolution No. 11-20-12-01)
e) Approve Donation Policy Checklist and Forms
� Direct Staff to Provide Notice to Miller and Stevens
g) Approve Purchase and Installation of Hotsy Power Washer
h) Approve Ordinance No. 135 Utility Permit Approval Process
i) Utility Permit, Scandia Contracting to install a sewer service at 11085 189`h St. N.
j) Utility Permit, Connexus Energy to directional bore across the road at 22577 Kirk Ave N.
k) Approve 2013 Tobacco License Renewal, AJL Enterprises dba Scandia Olde Towne
Liquor and Todd's Home Center
1) Approve 2013 Liquor License Renewal, AJL Enterprises, Inc. dba Scandia Olde Towne
Liquor (Off-Sale) and The Scandia Creamery (On-Sale/Sunday On-Sale Intoxicating)
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Ness, seconded by Amos, moved to adopt the Consent Agenda as presented. The motion
carried 5-0.
PUBLIC HEARING: CERTIFICATION OF UNPAID CHARGES FOR 201 SEWER
SYSTEM FOR COLLECTION WITH PROPERTY TAXES (RESOLUTIONNO. 11-20-
12-02)
A public hearing was held for the purpose of certifying unpaid 201 sewer payments for
collection with property taxes. Notice of the hearing was sent to sixteen account holders with
delinquent charges on November 1. City Administrator Handt reported that payment was
recently received from one account holder, and the name could be removed from the resolution.
Mayor Simonson opened the public hearing. There were no comments and the hearing was
closed.
Simonson, seconded by S��vanson, moved to adopt Resolution No. 11-20-12-02, Certifying
Unpaid Charges for 201 Community Sewage Treatment for Collection with Property �
Taxes, as amended. The motion carried 5-0.
PARK AND RECREATION COMMITTEE
Park and Recreation Vice-Chair Mike White reported that the Committee is working on a Safe
Routes to School grant, has approved the winter skate program, and has begun planning for
Vinterfest.
Eagle Scout Project, Luke Eklund
Luke Eklund, Scandia Boy Scout Troop 173, described his proposed Eagle Scout Project at the
Swedish Monument site. The Scandia-Marine Lions have offered to fund the project to add low
maintenance shrubs and flowers at the site, along with replacement of rotted posts on the
informational sign. Two concrete benches, donated from Elim Lutheran Church, are also
proposed to be installed. The Parks and Recreation Committee recommended approval at their
November 5�" meeting and appointed Dan Lee as his PRC contact.
Simonson, seconded by Ness, moved to approve Luke Eklund's Swedish Monument Project
as presented. The motion carried 5-0.
PLANNING COMMISSION
Amended Conditional Use Permit to Allow Replacement of Existing Antenna Panels and tlZe
Addition of New Equipment on the Sprint/Nextel Cellular Tower, 15072 Old Marine Trail.
Powder River Development Services,Applicant (Resolution No. 11-20-12-03)
The Planning Commission held a public hearing on November 7t�' on the application from
Powder River Development Services for modifications to an existing cellular tower. City
Administrator Handt presented the recommendation of the Planning Commission for approval of
an Amended Conditional Use Permit for the cellular tower at 15072 Old Marine Trail. The
conditions of approval were presented in a resolution. The Commissioners recommended that
proof of insurance be provided annually, and removed the condition to require the driveway gate
be secured with a lock.
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Simonson, seconded by Ness, moved to adopt Resolution No. 11-20-12-03, Approving
Amended Conditional Use Permit for 15072 Old Marine Trail. The motion carried 5-0.
Amended Conditional Use Permit to Allow Replacement of Existing Antenna Panels and the
Addition of New Equipment on the Sprint/Nextel Cellular Tower, 21560 Novak Avenue.
Powder River Development Services,Applicant(Resolution No. 11-20-12-04)
The Planning Commission held a public hearing on November 7`h on the application from
Po��der River Development Services for modifications to an existing cellular tower. City
Administrator Handt presented the recommendation of the Planning Commission for approval of
an Amended Conditional Use Permit for the cellular tower at 21560 Novak Avenue. The
conditions of approval were presented in a resolution. The Commissioners recommended that
proof of insurance be provided annually.
Ness, seconded by Amos, moved to adopt Resolution No. 11-20-12-04, Approving Amended
Conditional Use Permit for 21560 Novak Avenue. The motion carried 5-0.
WASTEWATER ADVISORY COMMITTEE
Ordinance No. 134:An Ordinance Governing the Uptown Wastewater Treatment System
City Administrator Handt reported that the Wastewater Advisory Committee had reviewed a
draft ordinance for the governance of the Uptown System at their July and November meetings,
and have recommended approval by the City Council. The ordinance defines public versus
private portions of the system, establishes the framework for billing, and addresses connection
issues, maintenance and operation requirements, prohibited waste discharges, and the cost of
repairs.
Simonson, seconded by Schneider, moved to adopt Ordinance No. 134, Governing the
Uptown Wastewater Treatment System. The motion carried 5-0.
BUILDING OFFICIAL
The Council received Building Official Keith Wille's report for the month of October. Seventeen
permits were issued, including two new construction permits.
POLICE DEPARTMENT
Police Deputy Chris Majeski reported on the past month's police activity. Majeski is
investigating two recent burglaries and two cases of credit card fraud.
FIRE DEPARTMENT
Fire Chief Jim Finnegan reported that the department responded to nine medical calls and four
fire calls in October. The house burn on November 10 went very well. Finnegan invited the
Council members to attend a Highway Safety Program with the State Patrol on December 11`n
which the department is hosting. Finnegan reported that five fire officers are now certified as �
lead live burn instructors, which will make the department eligible for state aid funds.
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HGAC Buys Interloca!Contract for Cooperative Purchasing
Fire Chief Finnegan reported that the Truck Committee has found that pricing for the purchase of
the new fire engine may be most favorable through the HGAC. Finnegan introduced Wayde
Kirvida to explain the Houston Galveston Area Council Purchasing Cooperative (HGAC), a
streamlined process for municipalities to acquire equipment. Finnegan felt there are advantages
in having Custom Fire submit the trucks specifications and obtain a proposed price, at no cost to
the City. The City would still have the option of putting the truck purchase out for bids.
Simonson, seconded by Swanson, moved to approve the Interlocal Agreement for
Cooperative Purchasing with HGAC. The motion carried 5-0.
Computers for Fire Trucks
Fire Chief Finnegan asked for authorization to purchase two tablet computers which would
operate the new CAD/RMS software system being implemented by Washington County for
interdepartmental emergency cammunications. A quote of$6,657.45 was received from
Provantage, the lowest of three quotes received. Finnegan explained that the purchase needs to
be completed in 2012 in order to qualify for a Homeland Security Grant of$4,600, which would
be received in 2013. The department's 2012 budget had earmarked $2,500 for the purchase of
the computers, and Finnegan noted that he could identify a transfer of funds from other line
items in the department to cover the cost of the new equipment. Budget transfers will be
prepared for the December 18t�' Council meeting. Simonson, seconded by Ness, authorized up
to $6,657.45 for the purchase of computers for the Fire Department. The motion carried 5-
0.
CITY ENGINEER
The Council received City Engineer Phil Gravel's engineering update. Council member Swanson
questioned the higher levels of ammonia recorded in the fall monitoring well sampling.
Maintenance Superintendent Tim Kieffer explained that they are looking for the source of
ammonia, and will continue the well monitoring into the spring.
CITY ATTORNEY
The Council received City Attorney Tom Miller's summary of legal services provided to the City
in the past month.
MAINTENANCE SUPERINTENDENT
Maintenance Superintendent Kieffer presented the Public Works activity report for the month of
October. Seasonal equipment has been winterized, and the plow trucks readied for the winter
season.
CITY ADMINISTRATOR
City Administrator Handt reported on updates to the city's website, which now includes web
pages for Fire Department and Community Market, and a directory of local businesses.
REQUEST FROM WASHINGTON COUNTY HISTORICAL SOCIETY
Brent Peterson, Executive Director of the Washington County Historical Society, was present to
discuss the Society's capital campaign to establish a Washington County Heritage Center. A
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building at 1862 South Greeley Street in Stillwater was recently purchased to house the Center,
to be used for exhibits and preservation of the County's historical artifacts. Mr. Peterson
explained that the WCHS is requesting donations from all communities in Washington County,
and asked for a $1,000 commitment from the City of Scandia. Mr. Peterson noted the value of
the Hay Lake School and Johannes Erickson Log House, operated by the WCHS and located in
Scandia.
Mayor Simonson stated that he needs to be mindful of the public reaction to the City's spending
and could not support an extension of the taxpayer's money to the WCHS. Council member
Schneider stated his agreement with the Mayor's position.
Council member Swanson stated that preservation of history is important, although funds are
tight. Scandia is part of a bigger entity and the city shouldn't isolate itself by not participating.
Swanson suggested that the money could be allocated from another line item within the 2013
budget.
Council member Ness stated that he had no strong judgment either way and would vote with the
consensus.
People in attendance at the meeting suggested the WCHS be offered fundraising opportunities at
local events (Taco Daze, Vinterfest) and to solicit the local Lions chapter for donations. Mike
White, PRC Vice-Chair, recommended the city proceed with a donation.
Ness, seconded by Swanson, moved to approve a $1,000 donation to the Washington
County Historical Society's capital campaign, using unused funds in the 2012 Council
Conference and Seminars budget. The motion carried 3-2,with Schneider and Simonson
opposed.
CONTRACTOR'S PAYMENT REQUEST NO. 1, 2012 UPTOWN WASTEWATER
SYSTEM IMPROVEMENTS
Brian Malm of Bolton & Menk has recommended approval of Pay Request No. 1 to Septic
Check in the amount of$120,714.13 for the 2012 Uptown Wastewater System Improvement
Project. A 5% retainage will be held until spring to make sure that the grass has been properly
seeded.
Simonson, seconded by Ness, moved to approve payment to Septic Check in the amount of
$120,714.13. The motion carried 5-0.
ORDINANCE NO. 133, ESTABLISHING RULES AND REGULATIONS FOR THE USE
OF SCANDIA PARKS, REPEALING ORDINANCES NO. 115 AND 116
Council reviewed the final draft language of Ordinance No. 133 which incorporated changes as
recommended by the Park and Recreation Committee. One of the changes regards park closing
hours, which will be established as one-half hour after sunset, with exception to the Wojtowicz
Skating Park and any lighted ball fields.
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Simonson, seconded by Amos, moved to adopt Ordinance No. 133, An Ordinance
Establishing Rules and Regulations for the Use of Scandia Parks and Repealing
Ordinances No. 115 and 116. The motion carried 5-0.
HIRING SEASONAL ICE RINK ATTENDANTS
Staff recommended the hiring of three returning Ice Rink Attendants, at the pay rate of
$7.50/hour, and one additional Attendant (Gunny Stolts) at the pay rate of$7.25/hour for the
2012-13 season. Council member Swanson abstained from voting due to her son Garret Swanson
being hired as an Attendant.
Simonson, seconded by Ness, moved to approve the hiring of Ice Rink Attendants Matt
Johnson, Gunny Stolts, Garret Swanson, and Tal Swenson. The motion carried 4-0.
HIRE SEASONAL PART-TIME, ON-CALL MAINTENANCE STAFF (SNOW
REMOVAL)
Staff completed interviews in early November for the hiring of seasonal, on-call maintenance
staff for snow plowing. Staff recommended three candidates for hiring, conditioned upon the
candidates passing a background check and drug test.
Simonson, seconded by Ness, moved to approve the hiring of Part-Time, On-Call
Maintenance Staff Bruce Swenson, Bob Lindblom, and Forrest Tibbets. The motion
carried 5-0.
SELECT JANITORIAL SERVICES CONTRACTOR AND PROVIDE NOTICE TO
CURRENT CONTRACTOR
Four proposals were received in response to a Request for Proposals for janitorial services for the
Community Center and Warming House. Staff recommended the hiring of Top Notch Cleaning
Services as it was the lowest bid and met all of the requested services. The current service,
Loiselle Building Services, had given notice that his contract will end effective December 22,
2012.
Simonson, seconded by Schneider, moved to direct staff to compose a contract with Top
Notch Cleaning. The motion carried 5-0.
Council will review the contract with Top Notch Cleaning at their December 18th meeting.
SUMMARY OF NOVEMBER 8, 2012 CLOSED MEETING
Mayor Simonson reported on the November 8, 2012 closed City Council meeting with
Administrator Handt. The purpose of the meeting was to discuss future goals and expectations,
with no issues needing to be addressed at this time.
SET DATE FOR SPECIAL MEETING TO INTERVIEW LAW FIRMS
The Council set a Special Meeting date of November 27, 2012 at 7:30 p.m. to interview
representatives from two law firms, selected from the 2011 RFP's for legal services.
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ADJOURNMENT
Ness, seconded by Amos, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 8:27 p.m.
Respectfully submitted,
Brenda Eklund
Depury Clerk