5.a)1) 03-16-2010 Regular Meeting . �/ �/ �J
March 16, 2010
A regular meeting of the Scandia City Council was held on the above date. Mayor Seefeldt
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, Pete Crum, John
Lindell, Dolores Peterson and Mayor Dennis Seefeldt. Staffpresent: City Administrator Anne
Hurlburt, City Attorney Dave Hebert, City Planner Sherri Buss, Building/Code Enforcement
Official Steve Thorp, Treasurer Colleen Firkus, Deputy Clerk Brenda Eklund, Fire Chief Jim
Finnegan and Police Deputy Chris Majeski.
PUBLIC FORUM
On behalf of the City Council, Mayor Seefeldt presented framed certificates of appreciation to
retiring fire department members Robert Johnson and Dennis Kendrick. The men were honored
for their many years of service with Scandia Fire and Rescue, each contributing over twenty-two
years in the department. The council meeting was temporarily recessed for a coffee and cake
reception.
APPROVAL OF AGENDA
Peterson, second by Crum, moved to approve the agenda as presented. The motion passed
unanimously.
APPROVAL OF CONSENT AGENDA
'The following consent agenda was presented:
a) Minutes
1) February 16, 2010 Regular Meeting
2) February 17, 2010 Special Meeting
3) February 23, 2010 Special Meeting with Planning Commission
4) March 2, 2010 Meeting with Planning Commission
b) Treasurer's Report
Beginning Balance 02/O1/10 $1,673,280.12
Receipts + 28,130.65
Expenditures 179,704.87
Payroll 26,912.10 - 206,616.97
Ending Balance 02/28/10 $1,494,793.80
c) Payment of Vouchers
d) Accept Donation from Scandia Eldercare, Inc. for 2010 Open Gyrn Program (Resolution
No. 03-16-10-01)
e) Accept Donation from Elim Women of ELCA (Resolution No. 03-16-10-02)
� Approve Certificate of Compliance for Amy Olmsted DBA Anyo Salon, 14750 Oakhill
Rd. (Resolution No. 03-16-10-03)
Peterson, second by Amos, moved to approve the Consent Agenda as presented. The
motion passed unanimously.
March 16,2010
Scandia City Council
Page 2 of 5
PARK AND RECREATION COMMITTEE
Sally Swanson, Vice-Chair of the Park and Recreation Committee, reported on the preliminary
list of recreation programs which will be offered this summer. Programming will be similar to
past years', including a joint agreement with Camp Lakamaga for staffing and facilities. A
program insert will be included in the spring newsletter mailing.
POLICE DEPARTMENT
Deputy Chris Majeski reported on the past month's police activities. No break-ins or burglaries
were reported. Traffic violations have been steady.
FIRE DEPARTMENT
Fire Chief Jim Finnegan reported that the department responded to twenty-one calls in February.
All firefighters have completed Hazardous Materials Operation certification.
Fire Department Operational Policy
The Committee to Review Fire Departrnent Governance has reviewed the final operational
policy and has recommended approval by the council. The policy is a product of a year-long
review and update of governance documents and job descriptions. Amos, second by Lindell,
moved to approve the Fire Department Operational Policy. The motion passed
unanimously.
BUILDING/CODE ENFORCEMENT OFFICIAL
Building/Code Enforcement Official Steve'Thorp presented building and code enforcement
activity within the past month. The Tii Gavo subdivision was given a September 30, 2010
deadline to complete the construction phase, exclusive of landscaping requirements. The MPCA
permit of the 201 collector system for the Bliss Addition near Big Marine Lake was recently
reissued.
CITY ADMINISTRATOR
Spring Newsletter
City Administrator Anne Hurlburt presented a preliminary list of topics to be included in the
spring newsletter. News items will include the 2010 elections, Development Code update, status
of the Zavoral mining site EIS, and a community events calendar. The summer recreation
program brochure will be included as an insert. Council member Lindell suggested a reminder of
code requirements relating to exterior storage, dogs, permits, etc. Council will have an
opportunity to review a draft prior to the citywide mailing in early April.
AD FOR BIDS, FIRE RESCUE APPARATUS
Council met in a special meeting on February 17 to review the truck specifications for the build-
out for the replacement of Fire Rescue Truck 5179. The chassis was purchased in late 2009. City
Attorney Hebert reviewed the final version and found it to be in order. Bids will be opened on
April 29 and scheduled to be awarded at the May 4 council meeting. Amos, second by Peterson,
moved to approve the Fire Rescue Truck specifications and order an advertisement for
bids. The motion passed unanimously.
March 16,2010
Scandia City Council
Page 3 of 5
SPECIAL EVENT PERMIT—MEISTER'S BAR AND GRILL WRESTLING EVENT
Scot Taylor, owner of Meister's Bar and Grill,has made application for a special event permit to
conduct an outdoor wrestling event on May 22, 2010. Mr. Taylor has submitted all the necessary
information to meet the ordinance requirements. Staff recommended a list of conditions be
attached to the permit relating to utility locates, vendor permits and signage. Peterson, second
by Amos, moved to approve a Special Event Permit for Meister's Wrestling Event to be
held on May 22, 2010 at 14808 Oakhill Road,with conditions as attached to the permit. The
motion passed unanimously.
BRACHT BROS. MINING ANNUAL OPERATING PERMIT
(RESOL UTION NO. 03-16-10-04)
City Planner Sherri Buss reviewed the Annual Operator's Permit application for the Bracht Bros.
Inc. sand and gravel mining operation located on the north side of 185`h Street. Planner Buss has
found the operation to be in compliance with the Conditional Use Permit and the mining
ordinance.
Dave Hume, consulting hydrologist with LBG, reported on the groundwater analyses. A third
monitoring well was installed in 2009 to verify that flow in the water table aquifer is from west
to east. Diesel range organics (DRO) testing showed no detection in the groundwater samples.
LBG recommended that production well records from 2009 and in all future applications be
provided so that groundwater level trends can be monitored at the site.
Production in 2009 was down significantly due to low demand for gravel products. Reclamation
activity in 2010 will continue in the Phase 2 area, and move into the Phase 3 reclamation area.
Kristen Pauly, Sunde Engineering, addressed the dust control plan. Natalie Fitzgerald, Bracht
Bros.,previously addressed this issue at the December 2009 council meeting, and it was
determined that options would be discussed during the AOP process. In the past two years, the
City has had dust control applied to 185th Street on the gravel road from Olinda Trail east to the
pit entrance, a distance of 2,600 feet. Bracht is responsible for the entire cost of the dust control
application. Ms. Fitgerald is proposing starting the application not at Olinda,but 586 feet further
east, due to the absence of any houses along this stretch. The City had received complaints of
dust from trucks hauling on 185th Street.
The City's Dust Control Policy was recently revised by removing the requirement that residents
pay$65.00 to the City to have dust control product applied to 300 feet of their road frontage.
Administrator Hurlburt explained that the practice of collecting payment and applying the
material in an equitable way became an onerous process. Council member Crum proposed that
Bracht also be allowed one application of dust control at no charge, as residents are subsidized
for dust control. If subsequent applications become necessary during the season, it would then be
the responsibility of Bracht to provide payment. Crum explained that they do pay property taxes
and other traffic also travels on 185`h Street. Council member Peterson expressed her agreement
with this position.
March 16,2010
Scandia City Council
Page 4 of 5
Mayor Seefeldt also ageed, and outlined the benefits of applying dust control for the purposes of
road maintenance. Council member Lindell suggested that the City determine the distance and
frequency of dust control and set a capped amount that Bracht would pay.
Lindell, second by Amos, moved to approve Resolution No. 03-16-10-04,Approving an
Annual Operating Permit Application of Bracht Bros., Inc. for Sand and Gravel Mining
and Processing, with conditions as outlined in the resolution. The dust control plan
provides that Bracht shall provide for the second and any subsequent dust control
applications from the "trucks hauling" sign near the mine site to approximately 586 feet
east of Olinda Trail, if determined necessary by the City. The motion passed unanimously.
TILLER CORPORATION MINING ANNUAL OPERATING PERMIT
(RESOL UTION NO. 03-16-IO-OS)
City Planner Sherri Buss reviewed the Annual Operator's Permit application for the Tiller
Corporation sand and gravel mining operation located at 22303 Manning Trail. This includes the
adjacent site formerly operated by Dresel Contracting on 218th Street,west of Lofton. The AOP
must comply with the CUP issued for the former Dresel site. Planner Buss has found the
operation to be in compliance with the Conditional Use Permits and the mining ordinance.
Mining into the groundwater began in 2009 at a depth of approximately 20 feet. Processing was
not conducted on the site in 2009,but is expected to be occurring in the summer of 2010.
Consulting hydrologist Dave Hume, LBG, found that recent and proposed 2010 activities are in
compliance with groundwater requirements. Diesel Range Organics (DRO's) were not detected
in any water samples.
Building/Code Official Steve Thorp reported that site inspections had met all requirements.
Council member Lindell asked about well testing procedures. Mr. Hume explained that PACE,
an independent lab, collects and analyzes water samples following protocol as outlined by the
state. The samples are collected at least three times during the mining season.
Kirsten Pauly, Sunde Engineering, explained the incident of DRO presence which was detected
in a sample taken from a monitoring well in 2008. The DRO was detected in a new monitoring
well that may have been contaminated by well drilling equipment, a not uncommon occurrence
with a new well. Subsequent testing determined that this was a single event and not a spill issue.
Lisa Schlingerman, 20661 Quint Avenue, questioned the purpose of mining below the water
table. Mike Caron, Tiller Corporation, explained that it is a common practice in mining to
acquire aggregate resources needed to achieve the proper blend of material. Tiller utilizes this
practice at other sites throughout the state. The dragline method is always used,rather than
dewatering(a lowering of the water table). Groundwater monitoring plans were reviewed and
evaluated in the Environmental Assessment Worksheets completed for the Tiller site in 1987 and
1999.
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March 16,2010
Scandia City Council
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Council member Peterson relayed a concern from a resident on Lofton Avenue about hours of
operation. Mr. Caron stated that trucks may drive into the pit before 7:00 a.m.,but are not
loaded until the operation is allowed to begin at 7:00 a.m.
Council member Lindell commented that his property is adjacent to the south boundary and
questioned why there was a fifty-foot gap in the berm construction. Could trees be added as
additional screening? Mr. Caron stated that berm construction is dependent on stockpiling
operations. Berms are the preferred screening method and the area will be looked at this summer.
Peterson, second by Amos, moved to adopt Resolution No. 03-16-10-05,Approving the
Annual Operating Permit Application of Tiller Corporation for Sand and Gravel Mining
and Processing, with conditions as outlined in the resolution. The motion passed
unanimously.
PERSONNEL POLICY UPDATE (RESOLUTIONNO. 03-16-10-06)
Administrator Hurlburt presented the final version of the updated Personnel Policy. The policy
has been reviewed by the Human Resources Committee and by regular city employees. The
document does not include drug and alcohol policies, or a computer use policy. These will be
presented at a later date. Crum, second by Peterson, moved to approve Resolution No. 03-16-
10-06, Adopting the Personnel Policy for the City of Scandia. The motion passed
unanimously.
OFFICE COPIER LEASE AGREEMENT WITH LOFFLER BUSINESS SYSTEMS
The City currently contracts with Loffler Business Systems for copier use and maintenance. This
agreement runs through November 2011. Loffler has offered to update the present copier with a
newer model. Loffler would buy out the current lease and requested that the City enter into
another five-year lease agreement, at a rate of$323.00 per month. A quote was received from
Metro Sales for a comparable copier and lease terms. Loffler offered the lower monthly cost for
copier use and maintenance. Council member Lindell commented that he would like to know the
retail cost of the copier, which was not known. Peterson, second by Crum, moved to approve
a five-year lease agreement with Loffler Companies for use and maintenance of the office
copier. The motion passed unanimously.
Peterson, second by Crum, moved to adjourn the meeting. The motion passed
unanimously.
The meeting adjourned at 8:35 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk