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5.a)1) Minutes 12-16-14 CouncilDecember 16, 2014 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 Dan Lee, Chris Ness, Jim Schneider, Sally Swanson and Mayor Randall Simonson. Staff present: City Administrator Kristina Handt, Public Works Director Tim Kieffer, City Attorney Nick Vivian, City Planner Sherri Buss, City Engineer Ryan Goodman, Deputy Chris Majeski, Fire Chief Mike Hinz and Treasurer Colleen Firkus. PUBLIC FORUM Mayor Simonson, seconded by Ness, moved to adopted Resolution 12-16-14-01 in Recognition of Council Member Sally Swanson for Service to the Citizens of Scandia. The motion carried 5-0. A plaque of the resolution was presented to Swanson in recognition of her achievements during office. Margie Schmidt, Pres. of Bone Lake Assoc., 23319 Lofton Ave., asked the Council to halt the cutting of any trees until there has been a meeting to discuss the city's tree cutting policy. Beryl Halldorson, 23620 Melanie, also asked for Council to instruct staff to not cut any more trees until the policy has been reviewed. Cristina DeSobrino, 21590 Olinda Trail, stated that each person that attended the previous meeting where tree cutting was addressed represents at least 10 other people that could not attend for various reasons. Pam Arnold, 16560 220th St., presented the Council with information on the Vinterfest, had maps of the Vinterfest promenade, and was available to answer any questions on that event. APPROVAL OF AGENDA Simonson, seconded by Ness, moved to approve the agenda as amended with the addition of item 9.1. to discuss sending out Requests for Proposals (RFPs) for Building Inspection Services. The motion carried 5-0. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) November 18, 2014 Regular Meeting 2) December 3, 2014 Budget Hearing/Work Session b) Treasurer's Report c) Payment of Vouchers d) Approve 2015 Liquor License Renewals: 1) Meister's Bar & Grill, Combination On/Off-Sale and Sunday Intoxicating 2) Chiko's Enterprises dba Chiko's Bar and Grill, On-Sale/Sunday On -Sale Intoxicating e) Limited Disclosure Dissemination Agent Agreement f) 2015 Washington County Conservation District Contract for Wetland Conservation Act and Zavoral Mine and Reclamation monitoring tasks December 16, 2014 Scandia City Council Page 2 of 6 g) Pay Increase, Firefighter Josh Pearl for completing probationary period h) Retirement of Firefighter William Schwartz, Scandia Fire and Rescue i) Hiring of Rink Attendants j) Special Event Permit, Roberts Family Funeral Home, Scanley Cup Tournament, Feb. 6-7, 2015 Ness, seconded by Swanson, moved to approve the Consent Agenda. The motion carried 5-0. PARKS AND RECREATION COMMITTEE Alex Bildeaux reported that since the Cub Scouts ice fishing contest was the same day as Vinterfest, the Parks Committee is working with the Cub Scouts to incorporate their event with Vinterfest with signage and mutual promotions. Schneider, seconded by Lee, moved to approve a Special Event Permit for Cub Scouts Ice Fishing Contest. The motion carried 5 — 0. Council discussed Scot Taylor/Meister's request for a temporary liquor license at Vinterfest's Scanley Cup hockey tournament. Taylor requested that outside alcohol be restricted as his insurance is covering alcohol sales at the event and previously attendees brought their own coolers of alcoholic beverages. Administrator Handt indicated that there is no enforcement mechanism as there is no city ordinance to restrict alcoholic beverages in city parks. Handt suggested that as sponsors Meister's and Roberts Funeral Home could institute a policy and put up signs requesting players and attendees to not bring in their own alcoholic beverages. The permit was amended to have alcohol sales stop at the start of the championship game. Lee, seconded by Ness, moved to approve Meister's application for temporary off -premise liquor sales as amended to discontinue sales at the beginning of the last game. The motion carried 5-0. Bildeaux listed all the new activities with Vinterfest this year. Mayor Simonson asked if Public Works Director Kieffer could get better barricades than the cones used last year to close off 209th Street. Kieffer indicated he could get Type 3 barricades to close the street from 1:00 to 4:00 p.m. Ness, seconded by Lee moved to approve the Vinterfest 2015 promotional materials and new events as recommended by the Parks and Recreation Committee and closure of 2091h Street as recommended. The motion carried 5 — 0. BUILDING OFFICIAL The November building activity report was received from Building Official Chad Payment. Fifteen permits were issued in November. POLICE DEPARTMENT Deputy Chris Majeski reported a couple of mailbox thefts in the Bliss neighborhood. Mayor Simonson thanks Deputy Majeski for his service to Scandia. FIRE DEPARTMENT Fire Chief Mike Hinz reported that the department responded to fifteen calls in November. He is waiting to hear on the proposed location for the fireworks for Vinterfest. DIRECTOR OF PUBLIC WORKS Public Works Director Tim Kieffer provided the activity report for his department. Mayor Simonson complimented Kieffer on the hockey rink repairs stating it is the best he has seen it in years. December 16, 2014 Scandia City Council Page 3 of 6 CITY ADMINISTRATOR City Administrator Kristina Handt reported that she has been working on the Pay Equity Report that is due at the end of January and will have it for the Council at their next meeting. Handt also reported the city's insurance dividend this year was almost $6,000, that the skating program is receiving a fair number of registrations, and all three maintenance workers voted to unionize so the city will wait to hear from their representative before moving forward. SPECIAL EVENT PERMIT, MEISTER'S 1ST ANNUAL SLED RUN Scot Taylor said the event will be similar to the motorcycle run with participants gathering in the morning to get their maps and returning about 4:00 for entertainment. Taylor doesn't know how many to expect but hopes for a good turnout. Maps that went out with the fliers show the trail into Scandia along Hwy. 97, along with signage help from the Scandia snowmobile club, should keep snowmobilers on the route that comes in behind Meisters and off the sidewalks on Olinda and Oakhill. Simonson, seconded by Ness, moved to approve Meister's Special Event Permit with conditions outlined by staff for January 17, 2015. The motion carried 5 — 0. SRC RECYCLING CONTRACT, 2015 — 2018 Administrator Handt reported that Washington County is looking to increase recycling participation and noted that Scandia has the lowest recycling tonnage in the county. The County has been providing technical assistance to Scandia staff in updating the City's recycling contract. Some of the significant changes are extending the contract for three years rather than annually. The one request from SRC to begin pickups at 6:00 a.m., instead of 7:00 a.m., was added. Residents will have the option of a 65 gallon or 96 gallon cart, or two 65 gallon carts, at no additional cost. SRC will be required to provide two educational/outreach actions per year. In exchange for not increasing city costs, the city would only carry one recycling contract. Waste Management clients may see a reduction in their fees with Waste Management if they have been charged for recycling, but their SRC recycling may go out at a different time than their garbage collection with Waste Management. SRC will keep weight records, number of pick-ups, and addresses of non -participants specifically for Scandia to help the City identify the focus of educational and outreach efforts. Performance and Payments bonds will be required of SRC. An item for the non -collection of items on Washington County's List of Standard Recyclables was added to the Liquidated Damages article. The new contract maintains the same monthly rate as the previous contracts, regardless of tonnage collected, with grant revenue from Washington County helping to offset about 25% of this expense. Simonson, seconded by Swanson, moved to approve the 2015-2018 SRC Recycling Contract. Ness expressed concern as how the City was going to tell people they could only recycle with SRC. The motion carried 5 — 0. 2015 BUDGET and FINAL PROPERT TAX LEVY and 2015-2019 CAPITAL IMPROVEMENT PLAN (RESOLUTION NO. 12-16-14-02) Administrator Handt presented the resolution to approve the 2015 Budget and Property Tax Levy and 2015-2019 Capital Improvement Plan. No changes were made since the public hearing on December 3, 2014. An updated 2015 cost estimate was received for the new deputy with costs lowered by $9,384. Handt gave the Council the option of amending the budget and reassigning the funds or lowering the levy. Ness, seconded by Swanson, moved to adopt Resolution 12- 16-14-02 to adopt the 2015 budget and certify the levy. Lee asked the council to amend the December 16, 2014 Scandia City Council Page 4 of 6 motion to support the Parks Committee recommendation to fund Lilleskogen improvements to honor the many volunteer hours already committed to this project from unspent prior budget amounts up to $15,000. Handt asked for clarification as to which 2015 budget items Lee wished to amend, or to take it from the $200,000 allocated towards roads in the 2014 budget. Lee asked if the 2014 insurance refund of almost $6,000 and the 2015 police contract savings of $9,384 could be used to fund the Lilleskogen parking lot. Swanson stated the improvements to Lilleskogen has been in the Park's Capital Improvement Plan since 2008 and has the support of the Parks Committee and the EDA. Swanson felt it held importance as an entrance to the town and the EDA is willing to support it with part of their budget. With a motion already on the floor, Lee, seconded by Swanson, moved to use unspent 2014 budget money towards Lilleskogen not to exceed $15,000 as there is already $7,000 from Park Dedication fees. Ness asked for clarification of the Park Dedication fees available. Handt stated there is $1,000 in the fund now and $6,000 expected once two plats have been filed. Kieffer pointed out the $1,000 is ear -marked towards a bio-retention pond for the park, and the $22,500 estimated to complete the parking lot is based on favorable bids. The actual amount could be higher or lower. Swanson indicated there were Vinterfest funds coming as well that could be used to make up any short -fall. Lee, seconded by Swanson, asked to amend the amount in the motion to $16,500. The motion to amend carried with Lee, Swanson and Simonson voting yet, and Ness and Schneider voting no. Handt pointed out that none of this has anything to do with the 2015 budget before the Council. Swanson suggested Lee withdrawn his motion and ask for the excess money from the 2015 police budget and the 2014 insurance dividend refund. Lee rescinded his motion. Handt suggested the Council could amend the 2015 Police budget by reducing it by $9,384 and increase the Parks Capital Improvement budget by the same amount. Lee, seconded by Swanson, moved to amend the 2015 Police budget by reducing it by $9,384 and increase the Parks Capital Improvement budget by the same amount. Ness and Schneider indicated they did not like last minutes changes made to the 2015 budget. The motion failed with Lee and Swanson voting yes and Ness, Schneider and Simonson voting no. Mayor Simonson called for the vote on the original motion to adopted Resolution 12-16-14- 02 to adopt the 2015 budget and certify the levy. The motion carried 5 — 0. 2015 CITY COUNCIL MEETING SCHEDULE Administrator Handt noted two changes to the schedule. If the school board has a referendum, the May meeting will be changed from May 19 to May 20. Also, with an election in November, the Planning Commission meeting will get changed so the Council work session will be moved to the next Wednesday. The Board of Review is tentatively scheduled for Monday, April 6 at 5:00 p.m. Schneider, seconded by Ness, moved to accept the 2015 Council Meeting Schedule. The motion carried 5 — 0. 2015 WAGES FOR NON -REPRESENTED EMPLOYEES (RESOLUTIONNO. 12-16-14-03) Handt presented a resolution to adopt a new step chart in 2015 with a 1.5% increase to each step to account for the increase in the CPI-U. This does not apply to the public works department as they have petitioned to unionize. Ness, seconded by Simonson, moved adopt Resolution No. 12-16-14-03. Schneider, Lee and Swanson were not in favor of a 1.5% increase to the step chart as each step already gives employees a 2% increase. Handt pointed out the Council's policy is to review this step chart annually to ensure wages are not falling behind inflation increases. The December 16, 2014 Scandia City Council Page 5 of 6 current chart is based on 2012 wages and no cost -of -living increases were given last year. Step increases are given upon completion of a good performance review. The motion failed with Ness and Simonson voting yes, and Schneider, Swanson and Lee voting no. ORDINANCE NO. 159: AMENDING PLANNING AND ZONING FEE SCHEDULE Handt proposed changes to four different administrative permits in Ordinance No. 159 to appropriately cover staff time and consulting costs incurred by these permits. The ordinance would decrease the Grading Permit application fee, but increase escrow to cover any engineering costs. Driveway Permit application fees would increase to $50 to adequately cover the review by the Public Works Director with escrow remaining at $500. Finally, the fees for Lot Line Adjustment and Cell Tower Admin Permit would remain $50, but new escrow fees are proposed to cover any costs incurred from the City Attorney or Planner in reviewing the applications. Council members Lee and Schneider questioned what services the City provides for free on these types of permits. Planner Buss responded that initial consultations with Handt and herself are not charged to the applicant, but only once an application is turned in and the process started do they start getting charged. Incomplete applications also drive up the cost of staff time. Schneider suggested staff reject incomplete applications. Handt responded that there has to be a balance between rejecting incomplete applications and helping people through a process that they are unfamiliar with. Attorney Vivian suggested the Council could pay consultant time out the General Fund, such as attorney costs to review deeds on lot line adjustments, but typically cities charge back any consultant time to the applicant. Simonson, seconded by Schneider, moved to adopt Ordinance No. 159. The motion carried 5 — 0. Schneider, seconded by Ness, moved to adopt Resolution No. 12-16-14-04, providing for the summary publication of Ordinance No. 159, establishing fees for Planning and Zoning applications and repealing Ordinance No. 138. The motion carried 5 — 0. ORDINANCE NO. 157, AMENDING ORDINANCE NO. 122 Handt presented two options to craft Ordinance No. 157; the differences being the procedure for granting exceptions for Historic Accessory Buildings and Structures. The first option would be done on an Administrative Permit and the second option as a Conditional Use Permit, with the Administrative Permit process being less expensive to the applicant as no public hearing would be required. Council's concerns over what kinds of structures would be allowed and how staff would grant permits was addressed in Item 5 by allowing only structures that originated in Scandia as well as providing guidelines for staff in granting such a permit. Handt said this administrative permit would make it easier for and even encourage folks to preserve historic structures without making it a long and cumbersome process. Simonson, seconded by Swanson, moved to adopt Ordinance No. 157 (Option 1), an Ordinance Amending Ordinance No. 122. The motion carried 5 — 0. Ness, seconded by Schneider, moved to adopt Resolution No. 12-16-14-05 (Option 1) providing for summary publication of Ordinance No. 157. The motion carried 5 — 0. There was no need to act on Agenda Item 9. j) as the applicant will apply for a variance to structure height under the new administrative permit process. Buss noted an extension will need to be requested of the applicant if the process goes past January 14, 2015. December 16, 2014 Scandia City Council Page 6 of 6 NOTICE OF PUBLIC HEARING TO INCREASE EDA MEMBERSHIP (RESOLUTION NO. 12-16-14-07) Lee, seconded by Swanson, moved to adopt Resolution No. 12-16-14-07. The motion carried 5-0. BUILDING INSPECTION AND RELATED SERVICES Handt reported that the City of Forest Lake will be terminating their contract with Scandia to provide building inspection services effective February 11, 2015, due to their reduction in staffing. Handt prepared a Request for Proposal (RFP) that included the usual building inspection services as well as an option for sub -surface sewage treatment systems for which we are currently contracting with the County. Proposals deadline would be January 7, the date of the next work session, and then interviews can be scheduled and possibly make an appointment in January or at a special meeting in early February. Handt stated that she was providing preliminary zoning reviews on permits in response to Schneider's question. Handt said those reviews and code enforcement were previously provided by a Scandia building official employee, but the duties fell to the administrator when that position was terminated. Handt inquired if the Council wanted to add those duties to the RFP, but they declined. Simonson, seconded by Ness, moved to direct staff to issue an REP for building inspection and related services. The motion carried 5 — 0. ADJOURNMENT Ness, seconded by Schneider, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:35 p.m. Respectfully submitted, Colleen Firkus Treasurer