5.a)2) Minutes 8-6-14 Council Work SessionAugust 6, 2014
A Work Session meeting of the City Council was held on the above date. Mayor Simonson
called the meeting to order at 6:30 p.m. The following were present: Mayor Randall Simonson,
Council members Dan Lee, Chris Ness, Jim Schneider and Sally Swanson. Staff present: City
Administrator Kristina Handt, Attorney Mike McCain, Fire Chief Mike Hinz, Public Works
Director Tim Kieffer and Deputy Clerk Brenda Eklund.
APPROVAL OF THE AGENDA
Ness, seconded by Lee, moved to approve the agenda. Swanson requested that a letter
regarding Log House Landing be discussed. Simonson added this as Agenda Item 8.) A
motion to approve the agenda as amended carried 5-0.
SEWER CAP, WYLDEWOOD ACRES
Public Works Director Kieffer reported that a damaged sewer gate valve within the roadway was
repaired in the Wyldewood Acres development at a cost of $1,427.97. Kieffer recommended
that the Homeowners Association be charged for the repair since the sewer system is privately
owned. Eric Tyron, 20974 O'Dell Avenue, representing the Homeowners Association, was
present to discuss the question of who is responsible for repairs in the public roadway, as the
damage was done by the City plow truck. He proposed that the repair cost be shared 50/50 with
the City, and asked for guidance about maintenance going forward.
Council members discussed the HA's responsibilities to monitor the height of the cap within the
roadway, as road or valve movement due to frost can alter the level. They suggested that
splitting the repair cost this time could be a fair compromise, but a long-term solution should be
in place so this does not happen again. Council member Schneider asked if as -built plans with
elevations are available to establish a benchmark. Kieffer will research the files for plans.
Simonson, seconded by Lee, moved to share the cost of the valve repair 50/50 with
Wyldewood Acres. Ness added language that this be a one-time agreement. The motion
carried 5-0 as amended.
DRAFT PERSONNEL POLICY ADDITION: USE OF CITY VEHICLES, EQUIPMENT,
SUPPLIES TOOLS UNIFORMS AND FACILITIES
Administrator Handt reported that following the June 4th Work Session, additional information
came from the State Auditor's Office which strongly stated that cities may not allow personal
use of public resources. A memo from Attorney McCain concluded that the City should adopt
the policy as presented that would prohibit employees from using City facilities for non -work
related activities such as washing or performing light maintenance on personal vehicles. Handt
noted that language was added to cover parade events, in that non-member passengers on fire
apparatuses must be approved by the Fire Chief.
Mayor Simonson asked each Council member to comment. Lee stated that now that this has
become an issue and a determination submitted by the state, there really is no choice but to agree
with the proposal.
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Scandia City Council
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Ness stated that washing vehicles is not something the department is asking to start, but a policy
that has been going on for many years and they just want to continue that.
Swanson said that a lot of perks from years ago have gone away with a change in the times. In
light of the attorney's memo and letter from the state auditor, she has to be in favor of the policy
if she likes it or not.
Schneider said that he is not concerned with washing vehicles and light maintenance, but does
not want any tools or equipment taken off the property. He does not want a black and white
policy that cuts everything out.
Simonson said that he has given this a lot of thought and has an obligation to support the law of
the state.
Simonson, seconded by Lee, moved to adopt the Personnel Policy addition on use of city
property as presented. Simonson called for a roll call vote. Lee — yes; Ness — no; Swanson
— yes; Schneider — no; Simonson — yes. The motion carried 3-2.
IMPROVE PEDESTRIAN CROSSING AT OLINDA AND 209TH STREET
Administrator Handt reported that there have been concerns about the safety of pedestrians
crossing Olinda Trail during the Farmers Market weekly event at Gammelgarden. Washington
County observed the event last month and recommended parking restrictions within 30 feet from
the end of the Gammelgarden driveway radius on both sides. Council was in agreement to
proceed with temporary signage that staff would install each week. A permit for placing signs in
the public right-of-way from the County would be required.
Swanson, seconded by Lee, moved to approve the use of temporary "No Parking" signs
near the entrance to the Gammelgarden. The motion carried 5-0.
201 ACCESS RISERS
Administrator Handt explained that staff recently began raising access pipes in the 201 system to
address inflow and infiltration issues into the system and make access to the pipes easier. This
issue was raised at the July 30th Wastewater Committee meeting and they asked the Council to
address the subject.
Mike Gavin (14916 Layton Avenue), Jeff Dahlberg (19151 Layton Avenue) and Brad Bergo
(19123 Layton Avenue) were present to request that the risers be lowered to grade level. They
provided photos of the pipes in their yards and expressed dismay that they are an eye sore. They
also requested better communication from the City on when maintenance work is scheduled on
their property, and asked that pumping reports be made available to the users.
Public Works Director Kieffer reported that twelve access pipes have been raised above grade so
far. Some pipes are not as visible on some lots. Council directed staff to lower the risers to
grade level in yards of property owners who request it. Kieffer stated that going forward, risers
will be at grade.
August 6, 2014
Scandia City Council
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DRAFT 2015 BUDGET
Administrator Handt presented an overview of the draft 2015 budget. Preliminary figures
assume a 3.19% levy increase. Handt described revenue and expenses in each department and
fund.
The debt service budget will be significantly lower in 2015 as the Firehall/Public Works bond
will be paid off at the end of the year. There are three proposed expenditures from the Capital
Improvement Fund: paving the Community Center parking lot; Log House Landing
Improvements; and purchase of a utility truck with crane. Replacement of the fire tanker is
proposed to be expensed from the Equipment Replacement Fund. No rate increases are proposed
in the 201 or Uptown Sewer Systems.
Handt advised that the Council begin to plan the funding for the 2016 road improvement project,
and suggested forming a citizen committee to propose direction and recommendations on how to
finance this project, estimated to be $5.5 million for roads as discussed at the last work session.
The Planning Commission reviewed the Capital Improvement Program 2015-2019 at their May
meeting and had no changes or recommendations to the plan.
The Council will hold a special budget meeting on August 201h at 6:30 p.m. Handt recommended
the Council be prepared to give direction to staff.
LOG HOUSE LANDING LETTER
Council member Swanson addressed a recent e-mail from Pam Smith concerning the Log House
Landing project. Administrator Handt advised that in order to have a productive meeting with
the group on September 3rd, the Council should give clear expectations. Council member
Schneider stated that there no plans for the City to pursue any type of variance from the DNR's
criteria as stated in the grant.
Schneider, seconded by Lee, moved to direct staff to communicate to Pam Smith that a
plan is expected to be presented at the September 3rd meeting which meets the criteria of
the DNR grant. If an alternative plan is proposed, funding sources should be identified.
The motion carried 5-0.
ADJOURNMENT
Ness, seconded by Swanson, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 8:40 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk