10-16-12 CouncilOctober 16, 2012
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 Connie Amos, Chris Ness, Jim
Schneider, Sally Swanson and Mayor Randall Simonson. Staff present: City Administrator
Kristina Handt, City Attorney Tom Miller, City Planner Sherri Buss, City Engineer Phil Gravel,
Police Deputy Chris Majeski, Maintenance Superintendent Tim Kieffer, Treasurer Colleen
Firkus and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
Ness, seconded by Amos, moved to approve the agenda as presented. The motion carried 5-
0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) September 18, 2012 Regular Meeting
2) September 25, 2012 Special Meeting
3) October 9, 2012 Work Session Meeting
b) Treasurer’s Report
Beginning Balance 09/01/2012 $2,467,081.92
Receipts + 98,930.64
Expenditures $ 119,166.80
Payroll 22,842.86 - 142,009.66
Ending Balance 09/30/2012 $2,424,002.90
c) Payment of Vouchers
d) Renew Contract with SafeAssure Consultants
e) Acceptance of Easement for Uptown Sewer System from Elim Lutheran Church
f) Approve Midcontinent Communications Franchise Extension (Resolution 10-16-12-01)
g) Approve City Administrator Membership in Scandia-Marine Lions
h) Adopt Washington County All Hazard Mitigation Plan Update (Resolution 10-16-12-02)
i) Adopt Tree Trimming Policy
j) Accept Resignation of Parks and Rec Coordinator
k) Update Office Assistant Job Description
l) Change Order No. 1, 2012 Uptown Wastewater System Improvements
m) Utility Permit, MP Nexlevel on behalf of Frontier Communications (Cable, 13623 205th
St. N.)
n) RFP for Janitorial Services for Community Center
Ness, seconded by Randall, moved to approve the Consent Agenda as presented. The
motion carried 5-0.
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PARK AND RECREATION COMMITTEE
2012 Summer Recreation Report
Park and Recreation Coordinator Laurie Monson submitted a written summary of the Summer
Recreation Program prior to her resignation. Council Liaison Swanson reported that classes were
well attended, with the Outdoor Explorers and Archery classes being the most popular. Camp
Lakamaga plans to continue to partner with the City to offer summer recreation programs, and
intends to add a water adventure class next summer.
PLANNING COMMISSION
Variance and Conditional Use Permit for 19850 Orwell Avenue North, Lonnie and Joyce
Holmgren, Applicant (Resolution No. 10-16-12-03)
The Planning Commission held a public hearing on September 4, 2012 on the application of
Lonnie and Joyce Holmgren for a Variance from the required structure setback from the
Ordinary High Water Level of Hay Lake, and from the standard that an accessory structure may
not be located closer to the road than the principle building. The Applicants also requested a
Conditional Use Permit to allow for a two-story accessory structure. The application was tabled
until the October 2nd Planning Commission meeting in order to address issues raised about the
height and visibility of the proposed building. A second site visit and information provided by
Mr. Holmgren indicated that the height of the proposed accessory structure would be
approximately 10 feet lower than the existing home. The Planning Commission recommended
approval of the Variance and CUP with findings and conditions which were presented in a draft
resolution for the Council’s consideration.
City Planner Sherri Buss explained that the structure is being placed as far back from the lake as
possible, with the second story requested as a means to minimize the building’s footprint. The
Carnelian-Marine-St. Croix Watershed District did not object to granting the variance request.
Buss explained the findings and conditions as written into the resolution. Condition #2 addressed
the neighbor’s screening issue by replacing and adding coniferous trees to screen the view from
adjacent properties. A grading and erosion control plan will also be required.
Simonson, seconded by Ness, moved to adopt Resolution No. 10-16-12-03, Approving
Variances and Conditional Use Permit for 19850 Orwell Avenue North. The motion carried
5-0.
Council member Schneider asked about the elevation of the slab. City Planner Buss stated that
she would double check the maps to determine that the structure is out of the floodplain.
Variance for 13440 182nd Street North, Joseph and Kimberly Matt, Applicant (Resolution No.
10-16-12-04)
The Planning Commission recommended denial of the application of Joseph and Kimberly Matt
for a variance to allow for construction of a gazebo within the setback of Big Marine Lake at
their August 7, 2012 meeting. The Applicants had begun the construction prior to obtaining the
required zoning and building permits. The Council tabled the application on August 21st and
directed the Applicants to revise the site plan to remove the existing deck, minimize the size of
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Scandia City Council
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the storage structure, and obtain a survey of the property to confirm the actual structure distance
from the OHWL of Big Marine Lake and the lot coverage with the proposed structure.
City Planner Buss reviewed the survey of the revised structure plan which was submitted to the
City on October 3, 2012. Buss explained that the new plan indicated that the 146 square-foot
storage structure is located 24 feet from the OHWL, and meets the side and rear setback
requirements. Buss recommended approval of the variance from the OHWL setback with
findings and conditions as written into a draft resolution. Conditions included removal of the
existing deck, that a grading and erosion control plan be submitted with the building permit, and
that the Applicants obtain a Watershed District permit.
Simonson, seconded by Ness, moved to adopt Resolution No. 10-16-12-04, Approving a
Variance for 13440 182nd Street North. The motion carried 5-0.
WASTEWATER ADVISORY COMMITTEE
Council member Schneider reported on the September 20, 2012 meeting of the Wastewater
Advisory Committee. A 5% rate increase for the 201 users will be recommended, as necessary to
recover engineering costs and add to the replacement fund for the system upgrades. The
Committee accepted the Engineer’s recommendation to continue testing the Anderson/Erickson
system before allowing any new connections. The Committee will discuss a policy for new
connections at their next meeting, scheduled for November 1, 2012.
BUILDING OFFICIAL
Building Official Keith Wille presented the building inspections report. The number of issued
permits is down as compared to the same time last year; 58 versus 79 in 2011. Wille explained
that the Forest Lake Building Department will be cutting back one staff member effective the
first of the year, which may affect inspection requests. Wille stated that the inspection services
agreement between the two cities is working well.
POLICE DEPARTMENT
Police Deputy Chris Majeski reported that he has been investigating gravel truck complaints,
mailbox vandalisms on 202nd and Orwell, and a theft from a garage at the Cottages. Concerning
the quarterly report, Mayor Simonson noted an increased number of disorderly conduct calls.
FIRE DEPARTMENT
The City Council received the Fire Department’s monthly report. Council members Schneider
and Ness plan to attend the Fire Truck Committee meeting on October 30th at Custom Fire
Apparatus in Osceola. The department has scheduled a house burn on November 10th at
Keystone Avenue and 192nd Street.
CITY ENGINEER
City Engineer Phil Gravel provided an update on current projects in Scandia. Gravel has been
working with Maintenances Superintendent Kieffer on priority modifications to the Pavement
Management Plan.
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CITY ATTORNEY
City Attorney Tom Miller presented a report on legal services provided to the City in the past
month. Conditional use permit processes and legal requirements were presented and discussed
with the Planning Commission at its meeting on October 2, 2012, in anticipation of Tiller’s
application.
MAINTENANCE SUPERINTENDENT
Maintenance Superintendent Tim Kieffer reported on public works activities. Paving on 237th
was completed with very good results. Kieffer is scheduled to attend sewer and water training in
November.
CITY ADMINISTRATOR
City Administrator Kristina Handt reported that she has added a link on the City’s Facebook
page to the complete agenda packets, and plans to increase the use of Facebook for city postings.
2013 INSURANCE COVERAGE RENEWAL
JoAnn Buse, Security State Agency, was present to explain the City’s liability and property
insurance renewal through the League of Minnesota Cities Insurance Trust. Rates for 2013 were
not yet available and depend on the coverage selected by the City. City Administrator Handt
recommended the City not waive the tort liability limits, which would save the City
approximately $450 on the liability premium. Last year the Council raised the deductible from
$500 to $1,000. Schneider, seconded by Ness, moved to renew insurance coverage with
LMCIT for 2013, to not waive the tort liability limits, and to have the deductible remain at
$1,000. The motion carried 5-0.
APPROVE HIRING OF OFFICE ASSISTANT
Council approved staff to begin the hiring process for a new Office Assistant in August,
following the resignation of the previous staff member. Twenty-seven applications were received
and staff interviewed candidates on October 4th. City Administrator Handt recommended that the
duties be combined with the recently vacated Parks and Recreation Coordinator position, as
candidate Judith Negus is able to fulfill these responsibilities as well. Handt recommended Ms.
Negus be hired at a rate of $12.75 per hour with part-time hours of approximately 16 hours per
week. Simonson, seconded by Swanson, moved to approve the hiring of Judith Negus as
Office Assistant at a pay rate of $12.75 per hour. The motion carried 5-0.
SEASONAL ICE RINK STAFFING
Council discussed the Seasonal Ice Rink staffing for the upcoming season. City Administrator
Handt recommended advertising for Ice Rink Attendants and approving John Beattie as the
Skating Supervisor at the current pay rate of $11.10 per hour. It was recommended that the
Public Works staff take over the rink maintenance duties, and to use the Ice Rink Maintenance
position as a backup when staff is unable to attend to the rink maintenance needs. It was
estimated that this would result in an annual savings of $1,500 to $2,000 in park and rec wages.
Simonson, seconded by Amos, moved to authorize staff to advertise for Ice Rink
Attendants; approve the hiring of Skating Supervisor John Beattie at a pay rate of $11.10
per hour; and approve hiring Mike White as a backup Ice Rink Maintenance Worker at a
pay rate of $13.12 per hour. The motion carried 5-0.
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SEASONAL PUBLIC WORKS STAFFING
Every year the City hires three to four people as part-time on-call employees to assist with snow
plowing during the winter months. The City has not advertised this position for a number of
years, and staff recommended advertising for applications at the same pay rate as last season
($17.34/hour for those with a Class A license and $14.28/hour for those without a Class A).
Simonson, seconded by Amos, moved to authorize staff to advertise for part-time/seasonal
maintenance workers, for on-call snowplowing and delegate the interview process to staff.
The motion carried 5-0.
CONTRACTOR’S REQUEST FOR FINAL PAYMENT, 2012 SEAL COAT AND
BITUMINOUS PATCHING PROJECT
City Engineer Gravel recommended approval of the final payment request from Allied Blacktop
Company for the 2012 Seal Coat and Patching Project. Gravel explained that the final amount is
$12,019.64 less than the original bid due to the work completed by the Public Works
Department. Ness, seconded by Swanson, moved to approve the final payment to Allied
Blacktop Company in the amount of $28,843.17. The motion carried 5-0.
ORDINANCE NO. 133, AN ORDINANCE ESTABLISHING RULES AND
REGULATION FOR THE USE OF SCANDIA PARKS, AND REPEALING
ORDINANCE NO. 115 AND NO. 116
Council reviewed draft Ordinance No. 133 which incorporated the changes as recommended by
the Park and Recreation Committee at the September 18, 2012 Council meeting. Staff
recommended a change to park hours which would be consistent with rules for Washington
County Parks and address any safety concerns about park hours. Rather than extending park
closing to 11:00 p.m., staff recommended that Section 2, Subdivision 1 read: No person, expect
authorized city personnel, shall enter or remain in any park beginning one-half hour after sunset
and ending at 4:00 a.m., except with a permit issued by the City Clerk. Council member Ness
agreed that there are no reasons to be in city parks up to 11:00 p.m.
Council member Swanson questioned how the closing hours would affect the Ice Rink and
Wayne Erickson Memorial Ballfield, also considered parks under Section 1, Definitions. Staff
suggested exceptions be made for the recreational facilities. Simonson, seconded by Amos,
moved to table the Parks Rules Ordinance until the language is amended for recreational
facilities. The motion carried 5-0.
INCREASE CREDIT CARD LIMITS
Council discussed the need to increase credit card limits for city purchases at their October 9th
work session. Staff presented the new credit card limit and proposed individual credit card limits
for each card holder. Simonson, seconded by Amos, moved to approve the $14,000 credit
card limit and the individual limits as presented in the staff report. The motion carried 5-0.
UPDATE PURCHASING POLICY (RESOLUTION NO. 10-18-12-05)
At the October 9th work session, staff was directed to amend the Purchasing Policy to reduce the
amount of funds employees can spend before coming to the Council for approval from $10,000
to $5,000. City Administrator Handt presented a resolution with this change to the policy.
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Simonson, seconded by Schneider, moved to adopt Resolution No. 10-18-12-05, Updating
Purchasing Policies. The motion carried 5-0.
SET DATE FOR SPECIAL MEETING FOR ADMINISTRATOR REVIEW
Council scheduled a Special Meeting for November 8, 2012 to discuss goals and objectives with
City Administrator Handt. Mayor Simonson recommended they begin with an open meeting at
6:30 p.m. to discuss overall goals then move into a closed session for the purpose of discussing
particular objectives with Handt.
ADJOURNMENT
Ness, seconded by Amos, moved to adjourn. The motion carried 5-0.
The meeting adjourned at 8:03 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk