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5.a)2) Minutes 11-12-14 Council Work SessionNovember 12, 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, and Jim Schneider. Council member Sally Swanson arrived at 6:33 p.m. Staff present: City Administrator Kristina Handt, Public Works Director Tim Kieffer and Deputy Clerk Brenda Eklund. APPROVAL OF THE AGENDA Ness, seconded by Schneider, moved to approve the agenda as presented. The motion carried unanimously 4-0 by those present. CANVASS RESULTS OF NOVEMBER 4, 2014 MUNICIPAL ELECTION (RESOL UTION NO. 11-12-14-01) The results of the November 4, 2014 municipal election were presented in a resolution and certified as the official results by the Council which serves as the canvassing board for city elections. Randall Simonson was re-elected as Mayor. Incumbent Jim Schneider and Bob Hegland received the top votes to fill the Council member terms. Ness, seconded by Lee, moved to adopt Resolution No. 11-12-14-01, Certifying the Results of the November 4, 2014 City Election. The motion carried 4-0 by those present. LOG HOUSE LANDING UPDATE Christine Maefsky, Chair of the Log House Landing Improvement Project Committee, provided an update on the first two meetings the Committee has held. Maefsky reported that compliance with the Comprehensive Plan and reduction of erosion and runoff into the River are the primary concerns that will be addressed in their recommendation of a final roadway design. Maefsky explained the land use policies and strategies from the Comprehensive Plan which provide direct and indirect evidence that special provisions should be made regarding roads like the one to the Log House Landing to protect their scenic qualities and character. The Committee has scheduled four additional meetings, including a site visit on November 16th at 2pm. It's anticipated that the Committee will have a recommendation completed at their final meeting on December 4th. Maefsky stated that the Planning Commission agreed to hold a special meeting to review the final plan in order to make a recommendation to the City Council in December. Council member Swanson stated that the Committee is making progress and becoming more focused with each meeting. They will be discussing the Watershed's sediment report and evaluating design criteria at the November 13th meeting. Simonson, seconded by Ness, moved to accept the timeline and scope of work for the Log House Landing Committee. The motion carried 5-0. November 12, 2014 Scandia City Council Page 2 of 3 VINTERFEST Council member Swanson requested a discussion on Vinterfest because of her concerns that Corey Roberts, sponsor of the hockey tournament, was not provided accurate information on use of the ice rink and equipment. Public Works Director Kieffer stated that Mr. Roberts had knowledge that there would be a cost for reserving the warming house and rink, along with use of the Zamboni and staff time, if the proceeds were donated to an outside organization. Administrator Handt clarified that if profits are donated to the city as they were in 2013, the costs are waived because there is a public benefit. Handt stated that a decision was made by Mr. Roberts after the October 21 St Council meeting to donate proceeds to the rink rather than to outside organizations. Council member Schneider asked how the Cub Scout fishing tournament scheduled for February 7th on Goose Lake could be publicized as part of the Vinterfest events. Handt advised that Lisa Pothen should request to be on the December 1St Park and Rec Committee agenda at which time they will be finalizing the Vinterfest events. CAPITAL IMPROVEMENT COMMITTEE Administrator Handt explained that the Planning Commission held a public hearing on the Capital Improvement Plan on November 5th and brought up their concerns that the Capital Improvement Committee was disbanded in 2012. The Committee was made up of representatives of the Planning Commission, city departments, two Council members, and four citizens at -large. The Council unanimously voted to disband the Committee due to lack of interest of appointed citizens, and prepared the CIP during budget talks and work sessions with input from department heads and public responses. Maefsky spoke on the benefits of having a group of citizens representing different facets of the community working together to establish a plan for future city expenditures. Lee, seconded by Ness, moved to direct staff to advertise for members to serve on a Capital Improvement Committee. Council member Ness stated that it would be useful to have citizens weigh in on making equitable decisions for the CIP and not just using the wish lists of the department heads. Council member Lee added that it would be best to have representation from community groups on the Committee with their concerns and suggestions about what makes Scandia a better place to live. Council member Schneider recommended that the Committee not be stacked with department heads and staff but rather through citizen involvement. Council member Swanson added that department heads could submit their plans and this would be scrutinized by the Committee for their recommendations. Administrator Handt asked if a Committee of 5 citizens at -large should be formed. Ness stated that this is an ambitious number but it could start with 5 and be lowered based on the number of applications received. November 12, 2014 Scandia City Council Page 3 of 3 Handt stated that advertising for committee openings will begin soon so that appointments could be made beginning February 1St. It was suggested that recruitment for the CIP committee be separated out and done in a promotional way in order to get a better response. Maefsky stated that she would actively recruit for members to serve on the committee. Mayor Simonson called for a vote on the above motion to advertise for members to serve on a Capital Improvement Committee. The motion carried 5-0. ADJOURNEMENT Ness, seconded by Swanson, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 7:17 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk