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05-15-07 Council May 15, 2007 A regular meeting of the Scandia City Council was held on the above date. Mayor Dennis Seefeldt called the meeting to order at 7:00 p.m. The following councilmembers were present: Peter Crum, Michael Harnetty, Dolores Peterson, Donnette Yehle, Mayor Dennis Seefeldt. Staff present: Administrator Anne Hurlburt, City Attorney Dave Hebert, City Engineer Tom Peterson, Treasurer Colleen Firkus, Deputy Clerk Brenda Eklund. PUBLIC FORUM There were no public comments. APPROVAL OF AGENDA Councilmember Peterson asked that discussion of dandelion control on city property be added to the agenda. Michael Harnetty made a motion to approve the agenda as presented with an addition. Donnette Yehle seconded the motion and motion adopted unanimously. CONSENT AGENDA The following consent agenda was presented: a) Minutes of April 17, 2007 Council Meeting; May 1, 2007 Meeting with Planning Commission. b) Treasurer’s Report Beginning Balance 4/01/07 $861,503.84 Receipts + 54,612.89 Expenditures 109,288.98 Payroll 10,364.83 - 119,653.81 Adjustments – ACH Postage - 1,000.00 Ending Balance 4/30/07 $795,462.92 c) Payment of Vouchers d) Addendum to Joint Powers Agreement, Southwest/West Central Service Cooperative Dolores Peterson made a motion to approve the consent agenda. Peter Crum seconded the motion and motion adopted unanimously. COMMITTEE REPORTS Parks and Recreation Committee member Karen Schik presented an outline of Goals for the Scandia Park and Recreation Committee for 2007-08. Councilmembers agreed that these goals show a strong indication of focus to the committee’s work. Peter Crum made a motion to approve the Goals for the Scandia Park and Recreation Committee for 2007-08. Dolores Peterson seconded the motion and motion adopted unanimously. Karen Schik also presented an overview of a proposed trail project for Wind in the Pines Park. The committee has an opportunity to work with Great River Greening, a non-profit organization May 15, 2007 Scandia City Council Page 2 that restores and maintains natural resources throughout the Twin Cities river valleys. GRG has submitted a proposal for trail erosion improvements and will also provide a concept plan for completing a trail connection down the steep slope. The total cost of the project is estimated at $8,000. Great River Greening will provide $6,000 towards the work, while a $2,000 match from the city is requested. Councilmember Harnetty stated that this appears to be an opportune time to proceed, as there is funding available in the Park Capital Improvement Fund. This project could be completed within the year. Michael Harnetty made a motion to approve the Wind in the Pines trail erosion project with a $2,000 expenditure from the Park Capital Improvement Fund. Dolores Peterson seconded the motion and motion adopted unanimously. Comprehensive Plan Committee Administrator Hurlburt provided information regarding the Request for Proposals for Planning Services for the Comprehensive Plan update. The Committee reviewed the final draft of the RFP at th their May 14 meeting, making a minor change in a required outcome. Upon Council approval, this RFP will be distributed to various planning consulting firms, advertised in the League of MN Cities publications, and announced on the city website. Interviews are tentatively scheduled for July, with a contract in place by August. Dolores Peterson made a motion to accept the recommendations of the Comprehensive Plan Committee to approve the Requests for Proposals for Planning Services for the Comprehensive Plan update. Dennis Seefeldt seconded the motion and motion adopted unanimously. Capital Improvement Committee th At the May 10 meeting of the Capital Improvement Committee, Donnette Yehle was selected to be their chair. Michael Harnetty made a motion to accept the recommendation of the Capital Improvement Committee to appoint Donnette Yehle as Chair of the Committee. Dolores Peterson seconded the motion and motion adopted unanimously. STAFF REPORTS Police Department Deputy Howard reported that a speed trailer will be placed along Olinda Trail near the ballfield (in the 30 mph zone) within the next few weeks. Deputy Howard has stopped a number of drivers over the limit in this vicinity. Deputy Howard also provided to the council clarification of various calls on the monthly report. Fire Department Fire Chief Steve Spence gave an update on the status of the siren modifications to silence the alarm during nighttime hours. The equipment has been delivered and Spence is coordinating the installation with the contractor. It is tentatively scheduled to be in place within the next few weeks. Fire Chief Spence also reported that he has been contacted by a representative of the Insurance Services Office regarding a routine audit of the fire department. A review of the fire department’s insurance classification will be conducted this summer. The department currently has an ISO rating of “7”. May 15, 2007 Scandia City Council Page 3 City Engineer City Engineer Tom Peterson provided the council with an Engineering Update on private developments and city projects. Mayor Seefeldt directed Mr. Peterson to contact Nature’s Walk developer regarding the completion of the landscape plan. There are many dead and dying trees in need of replacement. There is currently a $7,500 Letter of Credit being held for landscaping. Erosion control measures done in 2006 on the site of Manning Overlook will continue to be evaluated as to their effectiveness. Preparations for paving for the 2007 Road Improvement Project st began on May 1 in the form of grading, widening of roads, culvert work. Plans are proceeding well. Mayor Seefeldt commented that improvements to Ostrum Avenue should be done with the lowest possible impact to the wetlands. Engineer Peterson was directed to evaluate the possibility of narrowing the road between the ponds to a one lane width. Fire Chief Spence commented that emergency vehicles require a minimum 10-foot driving surface. Peter Schwarz, 20969 Quadrant Avenue, requested that the connection of his driveway to the street be looked at prior to the paving of Quadrant. Engineer Peterson reported that Washington County will proceed with road striping in July at an approximate cost of $18,000. An inventory of roads due for crack sealing this summer th was presented. Councilmember Yehle commented that due to the poor road conditions on 236 and th 237 Streets, a repair might be necessary rather than crack sealing. Engineer Peterson will look into this. To correct the drainage problem on Novak Avenue, an area in front of the culvert north of Augustine’s can be dug out to create a bigger sump against the culvert. Creating a turnaround on the west through an easement along Pottratz’s is also being evaluated. Engineer Peterson has asked Roger Rydeen to quote work to excavate a shallow swale behind the curb to correct the drainage issue in the area of 23259 Lofton Court. City Administrator 2007 Road Repairs Administrator Hurlburt presented a listing of roads in need of repair this season provided by Public Works Supervisor John Morrison. Quotes for the repairs were received from Lindell Excavating. The poor condition of Oakhill Court, the road going into the senior cottages, was discussed. Mayor Seefeldt commented on the safety concerns to those in the senior housing which would warrant this road as a reconstruction rather than a repair. It has been patched twice in past years. Councilmember Yehle agreed that the condition of this road should be given high priority as it serves a senior population. Dolores Peterson made a motion to approve 2007 Road Repairs per quotes from Lindell Excavating, crack sealing in the amount of $20,000, road striping in the amount of $18,000; to research a quote from Dresel Contracting for a change order to reconstruct Oakhill Court. Donnette Yehle seconded the motion and motion adopted unanimously. Appointment of Part-time Office Assistant Sixteen applications were received for the part-time Office Assistant position. Six applicants were nd interviewed on May 2. An offer has been made to Donna Thordson at a pay rate of $11.75 per hour, at approximately 15 hours per week. Peter Crum made a motion to appoint Donna Thordson as part-time Office Assistant at a rate of $11.75 per hour. Dolores Peterson seconded the motion and motion adopted unanimously. May 15, 2007 Scandia City Council Page 4 Budget Schedule Administrator Hurlburt presented a timeline for 2008 budget planning to prepare the Council to th adopt a preliminary budget and levy by the September 15 deadline. Council work sessions would thth be scheduled for August 14 and 28. Donnette Yehle made a motion to approve the 2008 Budget Schedule as prepared by Administrator Hurlburt. Dennis Seefeldt seconded the motion and motion adopted unanimously. Space Needs for Sheriff’s Deputy Mayor Seefeldt and Councilmember Harnetty met with the Fire Department officers to discuss housing the deputy at the Fire Hall, as the deputy’s space currently used in the city office will be needed for the Building Official by the start date in July. A short-term solution appears to be available at the Fire Hall for a desk and computer area. The Fire Department has agreed to work together with staff to provide space for a deputy’s office as soon as practical. Council agreed that the Capital Improvement Committee should analyze long-term space needs. Councilmember Peterson suggested using the old firehall (annex) to house the deputy. Mayor Seefeldt pointed out the upgrades necessary to make this space usable need to be determined first. Councilmember Yehle felt that the history associated with the building is worth preserving. Councilmember Harnetty suggested having an architect offer design options to space both at the old and new firehall. Councilmember Crum felt the short-term solution is cost effective at this time and agreed that the Capital Improvements Committee needs to research long-term solutions. Dandelion Control on City Property In discussing Councilmember Peterson’s concern of the excessive dandelions on city property, Administrator Hurlburt was directed to notify Public Works to perform some type of weed control in the fall season. The condition of the grounds at the Firehall/Public Works building will also be given attention in the fall (overseeding). CARNELIAN-MARINE-ST. CROIX WATERSHED Nominations to the Board of Managers for the newly expanded Carnelian-Marine-St. Croix Watershed District are due to Washington County by May 18, 2007. A letter from Bill Voedisch, May Township Board Chairman, was discussed. Mr. Voedisch raised concerns about representation to the Board. The council was in agreement with May Township in that the process should respect the wishes of the merger task force and appoint managers in a 4-2-1 manner. That is, four managers from the existing CarMarWD area, two managers from the existing WMO area, and one manager from the unclaimed area. Donnette Yehle made a motion to nominate the following individuals to the Carnelian-Marine-St. Croix Watershed District Board: John Bower (current president of CarMarWD); Jim Shaver (current president of WMO); Rick Markwardt (current WMO manager); and Doug Pratt (resident of the unclaimed Scandia area and former WMO manager). Dolores Peterson seconded the motion and motion adopted unanimously. Staff was directed to send a letter to Washington County Administration outlining the nominations to the Carnelian-Marine-St. Croix Watershed District. May 15, 2007 Scandia City Council Page 5 RECREATION PROGRAM AGREEMENT WITH GIRL SCOUT COUNCIL A program agreement with the Girl Scout Council of the St. Croix Valley (GSCSCV) for recreation programs to be held at Camp Lakamaga must be approved prior to the start of the summer program. The agreement spells out liability and insurance responsibilities of this unique partnership between the City and the Girl Scout Council. City Attorney Hebert has reveiwed the agreement and found it to be in order. Dolores Peterson made a motion to approve the Program Agreement with the GSCSCV and to authorize the Mayor to sign on behalf of the City. Peter Crum seconded the motion and motion adopted unanimously. Dolores Peterson made a motion to adjourn. Donnette Yehle seconded the motion and meeting adjourned at 8:25 p.m. Respectfully submitted, Brenda Eklund City of Scandia Deputy Clerk