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5.a)2) January 15, 2008 Regular Meeting _ . 5 a a, � Jan�y i s, Zoos A regulaz meeting of the Scandia City Council was held on the above date. Mayor Seefeldt called the meeting to order at 7:00 p.m. The following councilmembers were present: Councilmembers Michael Harneriy, Dolores Peterson,Donnette Yehle,Mayor Dennis Seefeldt. Absent: Councilmember Pete Crum. Staff present: Administrator Anne Hurlburt, City Attorney Dave Hebert, City Engineer Tom Peterson, Building Official Steve Thorp, Treasurer Colleen Firkus, Deputy Clerk Brenda Eklund. PUBLIC FORUM Jim Shaver introduced himself as the newly appointed administrator of the Carnelian-Marine-St. Croix Watershed. Mayor Seefeldt congratulated him on this new position and stated that the council looks forward to working with him. Brenda Pfeiffer, Scandia resident,requested that the council address the issue of snowmobile use on sidewalks. Ms. Pfeiffer was informed that this item is on the meeting agenda for discussion. APPROVAL OF AGENDA City Attomey Hebert added two items to the agenda: 1)Release of Marilyn and Don Hogle's Development Agreement; 2)Discussion of Pilar Road. Councilmember Peterson,seconded by Councilmember Yehle,moved to approve the agenda as amended. The motion passed unanimously. APPROVAL 6F CONSENT AGENDA The following consent agenda.was presented: a) Minutes 1) December 17,2007 Special Meeting 2) December 18,2007 Regulaz Meeting 3) January 8,2008 Meeting with Planning Commission b) Treasurer's Report Beginning Balance 12/O1/07 $895,183.02 Receipts 883.884.90 Expenditures 105,624.48 Payroll 26,182.95 -131,807.43 Adjustments: Void Check - 300.14 Ending Balance 12/31/07 $1,647,560.63 c) Payment of Vouchers Councilmember Peterson noted a correction to the January 8,2008 minutes. Councilmember Yehle, seconded by Councilmember Peterson,moved to approve the consent ageada as amended. The motion passed unanimously. PARK AND RECREATION Pazk and Recreation Committee Chair Dave Smith presented the flyer for"Vinterfest", scheduled for February 2,2008. Copies will be distributed to Scandia Elementary students as soon as Forest Lake Community Ed gives their approval. Mr. Smith also reported that the Tubing Event held on December 29, 2007 was a success with 60 participants. J � Januazy 15,2008 Scandia City Council Page 2 POLICE DEPARTMENT Deputy Chris Majeski reported on police activity during the past month. The burglary activity reported on in the northern portion of the county towards the end of 2007 has ceased. Councilmember Harneriy asked Deputy Majeski to give an update on drug crimes. The number of cases is quite low,with a substantial drop in meth activity. FIRE DEPARTMENT Assistant Fire Chief Steve Yehle reported that there were 186 emergency calls in 2007 as compared to 185 calls in 2006. The department proposes to remove the timing device from the civil defense warning siren,as installers have not been able to correct the problem of the siren going off during nighttime hours. Councilmember Peterson inquired as to the number of daytime responders that aze available. The deparhnent has 6 to 9 volunteers to respond to daytime emergency ca11s. CITY ENGINEER City Engineer Tom Peterson gave an update on Scandia's engineering projects. The developer of The Sanctuary has been notified that application of the final wear course needs to be done this yeaz. City Attomey Hebert stated that including Pilar Road in the next paving project,proposed for 2010,will require that a road survey be completed. NIr. Hebert recommended that this process be started soon,as Pilaz Road has no known alignment mazkers and will require right of way easements. Council recommended that Engineer Peterson put together a concept pertaining to road widths,analyze what survey information the city has and then present a cost estimate. CITY ATTORNEY City Attomey Hebert requested action on a release of Donald and Marilyn Hogle's Development Agreement.New Scandia Township had released their letter of credit in December 2006 following the applicant's decision to recombine a minor subdivision, located at 21509 Lofton Avenue. The Hogle's have recently requested that the city formally release the Development Agreement. Councilmember Peterson,seconded by Mayor Seefeldt,moved to authorize the release of Donald and Marilyn Hogle's Developmemt Agreemen� The motion passed unanimously. BUILDING/CODE ENFORCEMENT OFFICIAL Building/Code Enforcement Official Steve Thorp presented a summary of 2007 building information. There were 130 permits issued, seven of these being new home construction. This mirrors the statewide decline in housing construction. Mr. Thorp presented information on snowmobile ordinances. Current city ordinance#68 prohibits snowmobiles from using sidewalks. Unless snowmobilers are caught in the act,this is difficult to enforce. Snowmobile clubs have identified a route through Scandia which includes Meister's as a destination. This route takes snowmobile traffic through the Village Center, January 15, 2008 Scandia City Council Page 3 causing snow compaction on the sidewalks. Council recommended to investigate signage along Oakhill Road(County Road 52)prohibiting the use of snowmobiles on the sidewalks and to contact local snowmobile clubs about possible changes to trail routes. There is potential access to Meister's from Hawkinson Business Pazk south of Highway 97. Staff will follow-up with a report in February. CITY ADNIIIVISTRATOR Ball Field Reservation Policy Input was gathered from azea organizations conceming the scheduling of the city's three ball fields. Administrator Hurlburt presented a draft policy which states procedures for use and rental of the facilities. The Pazk and Recreation Committee and staff are not recommending a rental fee for the 2008 season,but groups using the lighted ball field on a regulaz basis may be requested to pay a rental fee or make in-kind contributions,to be determined by the City Council prior to the start of the season.No rental fees would apply to the Scandia Softball Association or to groups using the T-ball or South field. A reservation form will be made available on the website. Councilmember Yehle,seconded by Mayor Seefeldt,moved to approve the Ball Field Reservation Policy as presented. The motion passed unanimously. Wastewater Service Charges for the "201"Sewer System An update is needed for the practice of allocating and billing residents for the costs of the"201" sewer collection system serving areas azound Big Marine Lake. Ordinance No. 24,adopted in 1988,established the charges for the operation of this system and is now in need of being updated.Adminish�ator Hurlburt and Treasurer Firkus presented options for allocating costs among users. Council was in consensus to establish a flat rate to all users,as it is difficult to classify homes by the number of bedrooms and permanent/seasonal use,as all homes are capable of being occupied year-round. Staff will research a connection cost to be stated in the updated ordinance.Although Councilmember Peterson felt that two billings per yeaz would be sufficient, under recommendation of Treasurer Firkus,the majority of the council was in agreement to bill users on a quarterly basis. Councilmember Harnetty,seconded by Councilmember Peterson, moved to approve the cost allocation to users ofthe"201� sewer collection system be done by a flat rate met6od.The motion passed unanimously.Users will be notified of this change in billing by a letter of explanation to be included in the first billing statement. APPOINTMENT OF OFFICIALS—RESOLUTION O1-15-08-01 Councilmember Harneriy was appointed to serve as Acting Mayor for 2008. Other appointments were approved by resolution. Councilmember Peterson,seconded by Councilmember Yehle, moved to adopt Resolution O1-15-08-01 Appointing an Acting Mayor and Other City Officials and Representatives. The motion passed unanimously. OFFICIAL DEPOSITORIES FOR 2008—RESOLUTION O1-15-08-02 Councilmember Peterson, seconded by Councilmember Yehle, moved to adopt Resolution O1-15-08-02 Designating Official Depositories for 2008. The motion passed unanimously. January 15,2008 Scandia City Council Page 4 DESIGNATE OFFICIAL NEWSPAPER—RESOLUTION O1-15-08-03 State law sets specific qualifications that must be met for a newspaper to be designated as the legal newspaper for a jurisdiction, one being circulation of at least 500 customers for a city the size of Scandia. The Country Messenger indicated a circulation of 429 versus 965 households covered by the Forest Lake Times. The Times submitted a rate of$6.25 per column inch and will honor this rate for 6, 7, or 8 point type. Councilmember Peterson inquired if the Messenger's circulation number included store sales.Administrator Hurlburt believed that it did. Councilmember Peterson favored using the Messenger as the paper to publish official city notices as it is considered the local paper for this azea. Councilmember Harnetty,seconded by Councilmember Yehle, moved to designate the Forest Lake Times as the official newspaper for 2008.Voting yes: Harnetty, Seefeldt,Yehle.Voting no: Peterson.Motion passed. RATIFY SURETY AND BLANKET BONDS—RESOLUTION O1-15-08-03 Councilmember Peterson,seconded by Councilmember Harnetty,moved to adopt Resolution O1-15-08-03 Ratifying Surety and Btanket Bonds for City Employees for 2008. The motion passed unanimously. ADVISORY COMIVIITTEE APPOINTMENTS Council reviewed Resolution 02-20-07-02 in which appointments to various advisory commissions and committees were made. The only committee members with expiring terms aze Planning Comrnissioners Kevin Nickelson and James Malmquist(February 1,2008). There are no other vacancies. The City received one application expressing interest in the Planning Commission when the City advertised for advisory co�mittee members last fall to fill Park and Rec vacancies. Councilmember Harnetty felt it would be fair to advertise for additional applicants and interview those who are interested.A deadline of Februazy 12`�was decided on, with interviews to be held before the February l9�'Council meeting. Temporary appointments for Nickelson and Malmquist will be made for the February 6�'Planning Commission meeting. ADNIINISTRATOR PERFORMANCE REVIEW Mayor Seefeldt reported on Administrator Hurlburt's performance and salary review. The council was unanimous in rating Hurlburt's performance as outstanding. Many accomplishments were lughlighted which support the work Administrator Hurlburt puts in to have the city run smootlily. Councilmember Yehle,seconded by Harnetty,moved to approve a 6% salary increase for Administrator Hurlburt effective January 1,2008. The motion passed unanimously. BUDGETED PURCHASES FOR 2008 The 2008 budget included capital purchases that staff would like to proceed with as soon as possible. A laptop and projector for the board room and a desktop computer for use in the Building Official's office have been budgeted in the amount of$4,000. The budget also includes a „ January 15,2008 Scandia City Council Page 5 a purchase of a vehicle for the Building Official in the amount of$15,000. This will a11ow the Building Official to travel in a city mazked vehicle and eliminate the need to pay mileage for use of his private vehicle. Staff will research options for this purchase and report back to the council. Councilmember Peterson,seconded by Councilmember Harnetty,moved to authorize the purchase of office equipment within the budget limit and to research the purchase of a Building Official vehicle. The motion passed unanimously. REVIEW OF PERSONNEL POLICY Councilmembers Peterson and Crum have requested the council to review the personnel policy regarding overtime pay. Public Works Supervisor John Morrison was present to ask for clarification of the policy regazding a case when he took compensatory hours during a week when he also worked overtime. Currently the policy states that paid time off, sick leave,comp time off,funeralleave and paid holidays do not count towazd hours worked when calculating overtime pay in excess of 40 hours in a week. Adminishator Hurlburt explained how the policy allows for flexibility in scheduling and has language to avoid potential abuse of the policy. Councilmember Peterson would like to see holidays and comp time included as hours worked when calculating overtime. Council recommended that Administrator Hurlburt draft an amendment to the personnel policy showing changes to sections on holidays and overtime pay. This draft will be reviewed with the Public Works Department before reporting back to the council. RESCHEDULE MARCH 4,2008 CITY COUNCIL MEETING Under advice from the League of MN Cities,it is recomxnended to reschedule the Mazch 4�' meeting as state law does not allow for public meetings on the night of a caucus. The first Tuesday in Mazch is still designated by state law as the caucus date, even though the parties have moved the date up a month to February 5�'. Councilmember Peterson,seconded by Yehle, moved to reschedule the March 4th meeting with the Planning Commission to Wednesday, March Sth. The motion passed unanimously. Councilmember Peterson, seconded by Councilmember Yehle, moved to adjourn. The meeting adjourned at 9:02 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk