5.a2 Draft minutes of the 3-6-19 Work Session
March 6, 2019
The City Council conducted a Work Session on the above date beginning at 6:30 p.m.
The following were present: Council members Jerry Cusick, Steve Kronmiller, Chris Ness, Patti
Ray and Mayor Maefsky. Staff members: City Administrator Neil Soltis, Fire Chief Mike Hinz
and Deputy Clerk Brenda Eklund.
APPROVAL OF THE AGENDA
Council member Ray requested an addition to the agenda
• 3.h) Discussion of Cycling Scandia SHIP grant application
Ray, seconded by Ness, moved to approve the agenda as amended. The motion carried 5-0.
LIGHTING RETROFIT AT FIRE STATION / PUBLIC WORKS BUILDING
Fire Chief Hinz presented two vendor quotes for replacement of the fluorescent lighting in all
areas of the Fire Station / Public Works building. The project is included in the Capital
Improvement Plan for this year at a cost of $30,000. Hinz explained that light failure in the
building is occurring more regularly, and LED lighting will be more cost effective in the long
run.
Norske Electric, contracted by the Center of Energy & Environment, recommended that only the
ballast and lamps be replaced, not the entire fixture, greatly reducing the cost to $15,234 after
Xcel’s rebate of $3,186. The estimated payback time is 3.4 years. Hinz explained that the quote
did not include replacing any of the high bay fixtures in the truck bays because these are not
having failure problems. The quote includes labor, lamps for all areas of the building, fixtures in
the training area and exterior, and disposal. Hinz recommended the replacement of exterior
lights at the old fire hall/annex to LED be included in this project as the costs are well below the
estimate.
Ray, seconded by Cusick, moved to approve the recommended retrofit with CEE/Norske
Electric for the Fire Station / Public Works building and to add replacement LED exterior
lighting at the Annex to the project. The motion carried 5-0.
DISCUSSION ON CITY COUNCIL COMMITTEE APPOINTMENTS
The City continued to advertise for applications to fill the open term on the Wastewater
Committee and to fill two citizen representatives to the Capital Improvement Committee. No
applications were received by the February 28th deadline. Administrator Soltis asked council
members to recruit citizens for these positions and will continue to advertise the openings on the
website through the end of next week.
DISCUSSION ON PROPOSALS FOR ADMINISTRATOR RECRUITMENT
Three executive search firms submitted proposals to assist the City with recruitment for the next
city administrator; Administrator Soltis has given a notice of retirement effective May 7, 2019.
Mayor Maefsky said that she spoke with mayors of the cities that were referenced in the
submittals, and ranked Huelife and DDA as the two firms to consider further. Council members
discussed proposal costs and their guarantees for placement. Council member Kronmiller stated
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that DDA is $2,000 less than Huelife, their $18,000 fee is all inclusive, and offers a longer
guarantee up to 2 years.
Ness, seconded by Kronmiller, moved to proceed with hiring DDA for City Administrator
recruitment. The motion carried 5-0.
Council will review a contract with DDA at the March 19th meeting.
UPDATE ON GENERAL FUND YEAR-END BALANCE
Administrator Soltis explained the Fund Balance Policy to maintain fund balance of 50% to 65%
of the total annual General Operating Fund expenditures, and the policy allows for the amount
above 65% to be transferred to a capital improvement fund. Soltis reported that the projected
excess fund balance of approximately $480,000 from 2018 may be allocated to four capital funds
in accordance with the policy, based on initial audit figures. The information will be updated
based on the final audit, estimated for presentation at the April Council meeting.
DISCUSSION ON TOBACCO ORDINANCE UPDATE
Administrator Soltis explained that the MN League of Cities has provided an updated model
tobacco ordinance for the regulation of tobacco and related products and devices that would
include the regulation of electronic cigarettes and vape juice, which is missing from the City’s
tobacco ordinance adopted in 2007. A revised ordinance would be required for the City to
regulate e-cigarettes and vaping. Soltis reported that complaints of its use at the ice rink have
been made, but an ordinance is not in place to regulate it. As well, inquires for opening this type
of business in Scandia have been made.
City Attorney Sherburne provided a draft of an updated ordinance with provisions on proximity
to youth-oriented facilities, houses of worship, and separation distances between retailers of
tobacco products. Soltis explained that these provisions are where the Council could decide to
remove them or reduce the distances.
Mayor Maefsky said there could be future impacts to businesses by these limitations. Council
member Ness asked why restrict businesses if there doesn’t appear to be a problem. Council
took no action on an update to the tobacco ordinance.
UPDATE ON LEGISLATIVE EFFORTS
Council representatives and Administrator Soltis have been attending hearings at the Capital on
bills related to the Metropolitan Ag Preserves/Gateway Trail bond issue, and bills related to
broadband appropriations. Mayor Maefsky said there is bi-partisan support for the issues that
would benefit Scandia, such as establishing a service district for broadband expansion.
UPDATE ON BROADBAND REQUEST FOR PROPOSALS
Council member Kronmiller reported that the deadline for submittals is March 11th, and the
Internet Focus Group has a process for evaluating and scoring the proposals. Kronmiller
explained the goal to present a recommendation to the EDA, which will in turn make this
recommendation for a broadband fiber to the premises project to the City Council. If multiple
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RFP’s are close in scoring, the firms will be asked to make a presentation to the EDA for their
recommendation to the Council.
CYCLING SCANDIA’S PROPOSAL FOR BIKE AMENITIES
Janie O’Connor and Travis Waite, Board members of Cycling Scandia, explained that
Washington County is offering Statewide Health Improvement Program (SHIP) grant money up
to $5,000 for projects that fit the grant guidelines to promote community well-being and healthy
living. The County requires a city to fund 10% of the project cost and to be the fiscal agent.
O’Connor asked if the Council would support the installation of a bike fix-it station and racks
near the Warming House, estimated to cost $2,500. O’Connor said that future signage is
proposed to direct bikers to the station.
Mayor Maefsky asked if the equipment could be portable in the event that the Gateway Trail
extension is completed to the Annex area. Waite said the equipment could be, but new concrete
pads would need to be installed.
O’Connor said that Cycling Scandia would work on preparing the grant application, which has a
March 22nd deadline. Administrator Soltis reported that expenses could be taken from the Park
Capital Fund, then reimbursed once the County distributes the grant funds at a net 10% of the
total cost.
Ness, seconded by Kronmiller, moved to support an application to the County’s SHIP
grant program for a bike fix-it station and racks for installation near the Warming House.
The motion carried 5-0.
ADJOURNMENT
Ray, seconded by Ness, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 7:30 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk