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5.a 3 Draft minutes of the 9-5-18 Work SessionSeptember 5, 2018 The City Council conducted a Work Session on the above date. Mayor Maefsky called the meeting to order at 6:30 p.m. The following were present: Council members Steve Kronmiller, Chris Ness, Jim Schneider and Mayor Christine Maefsky. Absent: Council member Bob Hegland. Staff members present: City Administrator Neil Soltis, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson and Deputy Clerk Brenda Eklund. APPROVAL OF THE AGENDA Ness, seconded by Kronmiller, moved to approve the agenda as presented. The motion carried 4-0. DISCUSSION ON ELECTRICAL INSPECTION SERVICES Last month, Electrical Inspector Brian Nelson announced his retirement effective September 30, 2018. Joe Wheaton was present and stated that he has been an electrician since 1979 and an inspector since 2002. He currently contracts for Mahtomedi, and has filled in for Scandia inspectors in the past. Council was in consensus to enter into an agreement with Wheaton as a contracted electrical inspector, fulfilling the same terms as the current agreement with Nelson; compensation of 80% of the permit fee for completed permits. Administrator Soltis will prepare an agreement for approval at the September 18th Council meeting. UPDATE FROM CYCLING SCANDIA Janie O'Connor reported that Cycling Scandia recently obtained non-profit 501c3 status. She presented new brochures and an organizational chart, and stated that the group will have a booth at Taco Daze to promote the organization, with a fundraiser planned for September 13th VINTERLIGHTS! FESTIVAL Mayor Maefsky reported on plans being made for a November 25th lighting festival on the Community Center grounds sponsored by the Lions Club and Gammelgarden Museum. The new lamp post decorations, exterior Gammelgarden and Community Center lighting will all be turned on at once around 4:30 p.m. A formal presentation of the festival plans will be done at a future Council meeting. DISCUSSION ON COOPERATIVE AGREEMENT WITH MN DNR FOR ENGINEERING AND DESIGN OF GATEWAY TRAIL SEGMENT Brandon Helm, DNR Acquisition and Development Specialist and Kent Skaar, DNR Sr. Project Manager Acquisition and Development Specialist, were present to explain a proposal for entering into a cooperative agreement that provides for the City to contract for the engineering and design of the Gateway Trail segment of the one -mile corridor from the proposed tunnel at Oakhill Road into Scandia, and be reimbursed for the costs by the DNR. A sample agreement for a similar DNR trail project with the City of Little Falls was provided. The DNR has acquired the easements from William O'Brien State Park into Scandia, with available funding for trail acquisition and development that must be used by June 2019. Administrator Soltis explained that the result of the work would be a complete set of plans that would be used to solicit bids for trail construction once the Agricultural Preserve designation has been removed and the DNR has received funding for the project's construction. September 5, 2018 Scandia City Council Page 2 of 5 City Engineer Goodman indicated that Bolton & Menk previously worked with the DNR on similar projects and have the staff and capacity to complete the work by June 2019. Skaar explained that the agreement document provides for the trail design and possible construction that could be extended beyond June 2019, however the allotted $100,000 would not be sufficient for both design and construction. Skaar acknowledged that the community's support for the Gateway Trail was a factor in moving the proposal forward. Council was in consensus to place the cooperative agreement with the DNR on the September 18th agenda, with a budget amendment from the Capital Improvement Fund to provide for the funds and reimbursement from the state. DISCUSSION ON FIRE SERVICES AGREEMENT WITH MAY TOWNSHIP Administrator Soltis explained that the agreement for fire protection services with May Township proposed this spring with the intention of using a 3 -part formula and a common database to calculate service costs is not progressing. Under the terms of the expired contract, staff has billed May Township for 2018 services at the previous agreement rate plus 5%. May Township is seeking for a change to population language along with other edits to the proposal, and requested that the 5% increase be removed based on negotiating in good faith. Administrator Soltis proposed offering May Township two options: 1) calculate the annual service charge using a 2 -part formula based on number of runs and the valuation of the structures; or 2) base the agreement on what the City of Marine uses with May Township using a fixed amount with an increase based on the annual consumer price index. Council member Kronmiller stated that the City is spending too much time on this, and a final agreement should be simple, verifiable and straight forward. Maefsky, seconded by Schneider, moved to present May Township with the two options as recommended by staff for a Fire Services Agreement. Ness, seconded by Maefsky, moved to amend the above motion with the addition that the 5% increase to the 2018 charge not be waived due to the amount of time spent on this. The motion carried 4-0. A vote was taken on the amended Maefsky/Schneider motion. The motion carried 4-0. DISCUSSION ON REUSE OF THE FIRE DEPARTMENT BRUSH TRUCK Fire Chief Mike Hinz proposed retaining the 1995 Ford F350 Brush Truck 5175 that was replaced this year for use as a utility vehicle for the department. Hinz explained that it can be used to transport contaminated equipment back to the station after use at a scene, as a vehicle to transport training equipment and staff to off-site meetings so that personal vehicles are not used, and as a staging and support vehicle for calls, but not as a critical first -out vehicle. Hinz noted that there is room to store the truck inside the fire station. The pump equipment would be sold to increase the gear carrying capacity, estimated to have a value of $2,500. Hinz said that a soft bed cover would be installed to allow the truck to be locked when needed. September 5, 2018 Scandia City Council Page 3 of 5 Ness, seconded by Kronmiller, moved to approve keeping the old Brush Truck 5175 and convert to a utility vehicle for the fire department, and to sell the pump/tank skid unit. The motion carried 4-0. DISCUSSION ON SPEED LIMIT ON HIGHWAY 97 Mayor Maefsky stated that there has been an online discussion about traffic safety and speed in front of the elementary school on Highway 97. Concerns included asking for a speed study, making the crosswalk at Oakhill Road more functional, installing electronic speed tracking devices and installing slow down signs. Staff recommended an informal speed study be conducted either with the City's engineering firm or the County Sheriff's department. Council member Kronmiller voiced agreement with an informal study to see what the speeds actually are because a MN DOT study could come back with a higher speed recommendation based on their findings. DISCUSSION ON CONSOLIDATED TELECOMMUNICATIONS COMPANY FIBER TO THE PREMISE FEASIBILITY STUDY Council member Kronmiller reported that he and Administrator Soltis met with CTC to review the draft of the fiber to premise study throughout Scandia. The cost to provide fiber connections to the home is estimated to cost $13.4 million. He explained that the drops from the roads to the homes equaled the mileage to install fiber along all the roadways. At 100% participation, the per household cost is calculated at $7,355. Kronmiller said that he will be attending a Blandin seminar next month to gather ideas for grant funding and establishing cooperation with outside agencies. Kronmiller said that survey results so far from 390 respondents indicate that over 70% of residents are in favor of doing something to increase internet speeds in Scandia, and favor looking for a cost-effective solution. DISCUSSION ON 2017 PAY EQUITY REPORT Administrator Soltis explained the state's requirement to file a pay equity report every 3 years, with the 2017 report due presently. Soltis noted that since the last report, the public works employees have joined Teamsters Local 49 and negotiated for wages that are not equitable to non -bargaining employees. Soltis provided the City's compensation policy adopted in 2013 which allows for an annual review and actions to update job descriptions, survey current market data on wages, and consider appropriate changes to the established base pay structure. Soltis said the base pay structure adopted in 2013 has not been updated and employee job descriptions need revising to accurately reflect tasks so that employees are paid to represent what they are doing. Soltis recommended a two-step approach of revising job descriptions and obtaining comparable wage date, with an update to the step scale for consideration for the 2019 budget. Based on year-end projections, Soltis noted that the fiscal impact is within the excess fund balance without impacting the levy. Mayor Maefsky stated that filing the pay equity report should be delayed until job descriptions and point values are reported accurately. Staff will proceed with revising job descriptions and conduct wage surveys of other communities so that appropriate pay may be assigned. September 5, 2018 Scandia City Council Page 4 of 5 DISCUSSION ON 2019 BUDGET AND PROPERTY TAX LEVY At the August Work Session, the Council reviewed an initial draft of the 2019 budget and proposed levy of 2.5% over the 2018 levy, an increase of $56,008. Administrator Soltis explained that the preliminary levy must be certified to the County no later than October Yd Council may continue to make changes to the budget before its adoption in December, but may not increase the levy. Council made no changes to the proposed budget and was in consensus to approve a resolution setting the maximum levy rate at 2.5% for the September 18th meeting. DISCUSSION ON UNDEVELOPED ROAD RIGHTS -OF WAY Administrator Soltis provided additional information on undeveloped road rights-of-way, originally platted to provide access to lakes and the river. Aerial maps of the undeveloped roads were viewed and noted that some are being used as private driveways. The attorney's statement is that once the city maintains the ROWS, they are obligated to continue maintenance such as tree removal, mowing, snow plowing, etc. It was recommended to draft a policy for unopened roads that allows them for use as driveways but the city would not maintain them. Council member Ness said he would be totally opposed to giving up rights around the lake, and all agreed that rights should not be given up for any ROWS. DISCUSSION ON LOCAL 49 CHANGE IN WORK SCHEDULE Administrator Soltis reported that the Public Works crew has proposed a straight 8 work schedule so that the 2 15 -minute work breaks would be taken in the middle of the day in lieu of a 30 -minute lunch break, with the work day running lam to 3pm. Examples of memorandums of understanding between Local 49 and other cities were provided. Staff reasoned that this could allow for a more productive work day while maximizing their time on the job sites. Council member Schneider voiced his opposition and said they should remain on the job the extra %2 hour to be there for the residents. Council member Kronmiller said he had concerns of how this would impact overtime wages and that the 15 -minute break is to allow workers use of the bathroom — they are not giving up a break because they are going to take it anyway. Mayor Maefsky said they should consider some flexibility for the crew, and abstained from the direction given by the rest of the Council to oppose the proposal. DISCUSSION ON FALL NEWSLETTER CONTENT A draft of the fall newsletter will be reviewed at the next Council meeting in preparation of its mailing in early October. Topics to be included will be a summary/update of the 2018 street improvement project, results of the internet survey, an article on the 2019 budget, promotion of the Vinterlights! Festival and Vinterfest, and recognition of volunteers involved with the MnDOT planting beds. FUTURE WORK SESSIONS The next Work Session will be held on October 3, 2018. Council was asked to contact the Administrator with topics of discussion they would like to have on the agenda. ADJOURNMENT Ness, seconded by Kronmiller, moved to adjourn the meeting. The motion carried 4-0. September 5, 2018 Scandia City Council Page 5 of 5 The meeting adjourned at 8:40 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk