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5.a 2 Draft minutes of the 3-7-18 Work Session March 7, 2018 The City Council conducted a Work Session on the above date. Mayor Maefsky called the meeting to order at 6:30 p.m. 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, Public Works Director Adam Hawkinson and Deputy Clerk Brenda Eklund. APPROVAL OF THE AGENDA Mayor Maefsky announced a change to the agenda. Discussion on the sale of the city-owned lot was moved to the final agenda item. Spring newsletter discussion and Frontier internet investigation were added as Agenda Items 13 and 14. Hegland, seconded by Ness, moved to approve the agenda as presented. The motion carried 5-0. FRIENDS OF SCANDIA PARKS AND TRAILS PROPOSAL Lisa Schlingerman and Cristina de Sobrino were present to discuss a concept proposal on behalf of the Friends of Scandia Parks and Trails to install a prairie planting on 0.25 acres of the city- owned parcel that was formerly the Rasmussen home site, 20780 Olinda Trail. They described the 3-year program for site preparation and plantings to be developed by Prairie Restorations. FSPT would continue to monitor and maintain the site after establishment. The group is looking for funding for this project, estimated at $2,630, and noted that there will be no costs to the City. They propose to move the remaining native plants from Lilleskogen Park to this new site. Council member Schneider asked about the future intentions for the site. Administrator Soltis explained that the entire 4.8-acre parcel is part of the Uptown Sewer drainfield expansion, but this small area near the roadway would not interfere with future uses at the site. Administrator Soltis recommended a memo of agreement for terms of the project be prepared as the City did with the prairie planting at Swenson’s Goose Lake outlot with the local 4-H group. Mayor Maefsky suggested the FSPT approach the Girl Scout Troop and 4-H group for their interest in volunteering for the project. Schlingerman said that they would like to begin site preparation this spring. The Council was in consensus to direct staff to prepare a memo of agreement for consideration at their March 20th meeting. FOREST LAKE SCHOOL DISTRICT BUDGET Mayor Maefsky summarized the Forest Lake School District budget presentation recently held in Scandia. The district explained their revenue and spending per pupil is far below the state and metro averages. Maefsky stated the importance of having a better understanding of the budget shortfalls the district is experiencing as schools are a reflection of the community; good schools can attract young families to move to Scandia. TOURISM ASSESSMENT PROGRAM Administrator Soltis described the tourism assessment program that was recently presented to the EDA by the University of MN Tourism Center. Two approaches were offered: a do-it-yourself March 7, 2018 Scandia City Council Page 2 of 5 workbook for a community to use at a cost of $80, and a contract assessment program performed over 2 years that concludes with a tourism plan at a cost of $7,000. The City of Lindstrom engaged the Center in 2008 for a tourism plan, after which Lindstrom implemented many of the improvements outlined in their report. Council member Hegland and EDA member stated that the EDA supports the contract to have an independent outside firm evaluate the tourism potential in Scandia. Lindstrom saw many benefits and this could move a tourism plan into action. Mayor Maefsky said Scandia should capitalize on Minnesota tourism dollars and this could be a catalyst for community growth. Council member Kronmiller and EDA member said it’s worthwhile but does the budget support it. Administrator Soltis explained that the EDA has sufficient funds for the project and the cost could be spread out over 2019 and 2020 as well. Maefsky, seconded by Hegland, moved to support the EDA’s engaging the University of MN Tourism Center to conduct the tourism assessment program with. The motion carried 5-0. MNDOT LANDSCAPE PARTNERSHIP DESIGN PROPOSAL In 2017 the City requested design assistance from MnDOT for landscaping improvements along State Highway 97. Administrator Soltis explained that the EDA met with the agency and focused on the 97/Olinda Trail intersection. MnDOT Landscape Architect Todd Carroll met with the EDA in February with a design plan for the four quadrants of the intersection. The plan emphasizes native plantings while also providing seasonal interest. The cost of materials is estimated at $7,000 which would be paid for by MnDOT, with the City or community volunteers being responsible for the installation and future maintenance of the plantings. Council member Schneider expressed his concern about future maintenance and costs to the City. The amount of work and upkeep could be more significant once the plantings are in. Council member Kronmiller said the adjacent property owners should be notified ahead of time that the City is considering this landscape installation project and to get their cooperation. Maefsky, seconded by Ness, moved to direct staff to prepare a resolution of support and authorize application to MnDOT for funding the landscape improvement project, pending notification of adjacent property owners. The motion carried 4-1, with Schneider opposed because of future maintenance concerns. REPLACEMENT OF THE 2008 FORD RANGER AND EQUIPMENT At the February 20th Council meeting, PW Director Hawkinson was directed to provide additional information on a vehicle replacement plan for the 2008 Ford Ranger. Hawkinson explained that the Ranger is scheduled for replacement this year and he is looking for a more versatile and efficient vehicle to meet the needs of the department. Hawkinson recommended the purchase of a Chevrolet full-size 4x4 with club cab at a state contract price of $23,428.85 along with an emergency lighting package for $1,214.18. March 7, 2018 Scandia City Council Page 3 of 5 Hawkinson explained that this cost is under the budgeted amount of $36,500 and recommended the additional funds be used towards the purchase of a plow for the F550 for addition to the fleet of snow removal equipment. Hawkinson noted the goals of the Comprehensive Plan for protection of natural resources and cited a study on the negative effects of road salt to water quality. By more efficiently removing snow from the roads, it lessens the amount of salt needed to treat icy conditions caused by snowpack being left on the roads. In response to the Council, Hawkinson noted that the use of the truck for plowing would have no impact on the warranties. Council member Schneider said that he is opposed to using pickup trucks to remove snow and that there are too many plows and trucks in the department. Council member Ness said that the Ranger needs repairs, it’s not doing the job as needed for hauling and towing, and a recommendation has been made so it’s time to move on. Ness, seconded by Hegland, moved to approve the purchase of a Chevrolet half -ton 4x4 pickup truck at a bid price of $34,428.85. The motion carried 5-0. Hawkinson recommended the purchase of a Hinicker plow assembly for the F550 at a cost of $6,400 off the state contract bid by Truck Utilities. Council member Ness said that having 6 plows for 5 drivers isn’t necessary and was opposed to the purchase. He recommended staff explore other options to fit the existing assemblies. Ness, seconded by Kronmiller, moved to not approve the purchase of a plow package as recommended by Hawkinson. The motion carried 5-0. Hawkinson explained that the 2018 budget allocated $7,000 for the purchase of a drop-in tailgate sander to replace the box sander that is 13 years old and fitted to the F350 flatbed truck. The stainless-steel sander would operate more effectively than the current sander which cannot be calibrated and it could be dropped onto the F550 truck. Having the box sander on the F350 removes it’s hauling capacity; having more versatility with equipment is a goal for public works departments. Hawkinson recommended Council accept the quote from Truck Utilities to purchase the tailgate sander for $6,100.00. Council member Schneider said that he is opposed to using a pickup truck for sanding that does not have a plow and that the heavy snowplow trucks with sanders should be used instead. Mayor Maefsky reasoned that the tailgate sander appears more efficient and will save time. Maefsky, seconded by Kronmiller, moved to approve the purchase of the tailgate sander at a cost of $6,100.00. The motion carried 4-1, with Schneider opposed. DISCUSSION ON FEE ORDINANCE Administrator Soltis presented the draft fee ordinance that has been reviewed the past few work sessions. This ordinance will repeal old ordinances and consolidate existing fees into one schedule. The building permit fees replicate Hugo’s fee schedule as recommended by the Building Official. Right-of-way fees will be included as outlined in the city’s new ROW ordinance planned for future adoption. The Council was in consensus to take action on the fee ordinance at their March 20th meeting. March 7, 2018 Scandia City Council Page 4 of 5 DISCUSSION ON RIGHT-OF-WAY ORDINANCE Administrator Soltis explained the proposed ordinance regulating the City’s rights-of-way is being updated by legal counsel based on comments submitted by the City Engineer. Council member Kronmiller asked how existing structures would be impacted when a right-of-way is changed. Another issue being addressed by legal counsel related to small cell wireless and the City-owned decorating street lights within County highway ROW. ADMINISTRATOR UPDATES May Township Fire Agreement Administrator Soltis reported that the fire services agreement with May Township is close to completion and proposed for the March 20th Council meeting. Assessor Proposals Washington County has submitted a proposal for assessing services that is $4,500 more than the proposal from Chase Peloquin. As the cities of Lake Elmo and Hugo are also searching for an assessor, Soltis recommended joining them with a formal Request for Proposals. The Council was agreeable to this approach. Animal Impound Soltis reported that Northwoods will not accept any animals for impound. The County Sheriff’s Department has the potential to use their Community Service officers for animal control that would transport the animals to a Woodbury shelter. Staff is pursuing this option. FUTURE WORK SESSIONS No topics were identified for future work sessions. NEWSLETTER ARTICLES The spring newsletter will be sent out the last week of March. Article ideas included a message from the Mayor, promotion of the EDA’s business invitation, endorsement of a newly formed welcoming committee, and notification of volunteer opportunities such as the MnDOT landscape project. FRONTIER COMMUNICATIONS Council member Kronmiller reported that the Public Utilities Commission is investigating Frontier’s business practices and have an open comment period for filing statements. Kronmiller would like to direct staff to submit comments on behalf of Scandia residents who have been subjected to the company’s poor internet service. Mayor Maefsky recommended that data be used to back up statements of poor service. Administrator Soltis said that comments and data from the community survey gathered last year for the Comp Plan can be included in the letter. Council was in consensus to authorize staff to draft a letter and submit to the PUC. CLOSED SESSION Mayor Maefsky announced that the agenda item regarding the potential sale of the City-owned lot located between 21710 and 21750 Olinda Lane North, Parcel Identification Number 1403220220009, would be discussed by the Council in closed session, pursuant to Minnesota March 7, 2018 Scandia City Council Page 5 of 5 Statutes, Section 13D.05, Subdivision 3(c)(2), which allows a public body to close a meeting to review confidential or protected nonpublic appraisal data under the Minnesota Data Practices Act. The City has received an appraisal of the subject property, which is considered to be nonpublic data under Minnesota Statutes, Section 13.44, Subdivision 3. Ness, seconded by Hegland, moved to go into Closed Session. The motion carried 5-0. ADJOURNMENT Ness, seconded by Hegland, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:30 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk