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04-01-2015 Work SessionApril 1, 2015 The City Council held a Work Session meeting on the above date. The following were present: Mayor Randall Simonson, Council members Bob Hegland, Dan Lee, Chris Ness, and Jim Schneider. Staff present: City Administrator Kristina Handt, Public Works Director Tim Kieffer, Fire Chief Mike Hinz and Deputy Clerk Brenda Eklund. Mayor Randall Simonson called the meeting to order at 6:30 p.m. APPROVAL OF THE AGENDA Ness, seconded by Lee, moved to approve the agenda as presented. The motion carried 5-0. COMFORT LAKE FOREST LAKE WATERSHED DISTRICT JOINT MEETING The Council held a joint meeting with members of the Comfort Lake Forest Lake Watershed District. Members present included Administrator Mike Kinney, Board members Richard Damchik, Jackie Anderson, Jon Spence, Wayne Moe, Stephen Schmaltz, Technician Emily Schmitz and Intern Ryan Peterson. Residents from the Bone Lake Association were also in attendance. Administrator Kinney provided an update on: The fish barrier project for the control of invasive species such as carp in Bone Lake. The AIS program and grants for assessment and treatment of aquatic invasive species such as curly leaf pondweed and eurasian milfoil. The proposed work upstream of Bone Lake to identify sediment and phosphorous points within the Moody Lake watershed to improve water quality through remediation of these sites. The Bone Lake Diagnostic Analysis that will be a two-year project to gather flow and water quality data to target pollutant loading hotspots and develop BMPs throughout the Bone Lake watershed basin. This would lead to grants for specific projects to implement the BMPs. Administrator Handt introduced a draft Memo of Understanding that was based on the MOU with the Carnelian -Marine Watershed approved in 2013. This MOU formally outlines the city and district's roles and responsibilities for the coordination and enforcement activities, land use reviews and permitting related to surface and ground water management. Upon review by the Watershed Board, the MOU will be adopted at a future Council meeting. Handt explained that many of these practices are being done now and this will fulfill the requirement of the City's Local Water Management Plan. Bone Lake resident Margie Schmidt asked if trash containers could be placed at the Bone Lake boat launch. Watershed member Anderson offered to contact the DNR to set this up. Ms. Schmidt also asked about using the gravel pullout south of 238th as a potential re -vegetation site. Handt will investigate the city's interest in this site. Mayor Simonson recessed the meeting at 7:40 p.m. The Council meeting resumed at 7:46 p.m. April 1, 2015 Scandia City Council Page 2 of 3 REPLACE/REPAIR FIRE TANKER 5177 Fire Chief Mike Hinz presented a request for the replacement of Tanker 5177 which has been in service since 1992. Replacement of the tanker has been in the Capital Improvement Plan for a number of years with replacement scheduled for 2015. Hinz provided photos showing evidence of rusting and leakage along the seams. The estimated cost to replace the chassis and refurbish the truck ranged from $150,000 to $180,000. Hinz explained that a solid quote could not be given due to the number of unknown factors that could be involved once the truck is being worked on. Cost to obtain a new tanker is shown as $230,000 in the CIP. Hinz stated that St. Croix Falls recently purchased a new tanker at a cost of $218,000. Administrator Handt provided the balance of the Equipment Replacement Fund at $450,000 as a funding source. Quotes for a new tanker would go through the HGAC bidding process, a cooperative purchasing source. In answer to Council member Lee's question about used options, Handt stated she searched GovDeals but nothing reasonable was listed. Hinz stated that most departments replace tankers on a 20 -year cycle. Hinz recommended replacement of the tanker with a new model since refurbishing with a new chassis and still using the old body and tank is not a big savings. Refurbishing could negatively affect the ISO rating and the truck could be out of service for up to 6 months. If going new, the tanker could be increased from 2,000 gallons up to a 2,200 gallon tank. Lee asked if the specifications can go out for a bid without a commitment to purchase a tanker. Hinz said that there is no commitment to buy once a bid is received. Lee, seconded by Hegland, moved to direct the Fire Chief to obtain a quote for a new tanker through HGAC in order to gather a more exact figure on the cost. Discussion followed. Council member Schneider said that the $50,000 to $80,000 difference in replacing the chassis is a big savings and that the stainless steel tank should be functional for many more years. Council member Ness stated that he is a proponent of buying new since old equipment can have high repair costs in the long run. Ness asked if replacement can be delayed a year or two since the truck is still operational. Hinz stated that he would prefer to stay on the CIP schedule since delaying this subsequently delays the next truck in line for replacement. Council members were in agreement that more information could be obtained once a bid was offered on the specifications for a new tanker. Simonson called for a vote on the above motion. The motion carried 5-0. SCANDIA FIRE AND RESCUE RESPONSE TIME CRITERIA At the March Council meeting, a question on the distance issue criteria for joining the Fire and Rescue Department was brought forth. Fire Chief Hinz explained that it had been adjusted upward to a 15 -minute response time a few years ago, but the recruits that were out that far eventually quit the department as they were not making it to the station before the trucks April 1, 2015 Scandia City Council Page 3 of 3 departed and they would be called off. The response time is now 8 -minutes and even those members on the edge sometimes do not make truck departures. Hinz recommended making no change to the response time from where it currently is. Administrator Handt noted that there have been 3-4 recruits each year being added to the department under the current requirements. If recruiting became a problem in the future, an adjustment to the response time could be considered at that time. Lee, seconded by Hegland, moved to not amend the response time. Discussion followed. Clay Farnham, 14505 May Avenue, stated that he is a member of the Marine Fire Department with an interest in joining Scandia but is 9 minutes away. Hinz stated that they have to be universally fair in applying the 8 -minute requirement. Handt noted that requirements are in place for all qualifications in order to meet the city's needs. Simonson called for a vote on the above motion. The motion carried 5-0. AUTHORIZE ADVERTISING AND INTERVIEWING FOR FT MAINTENANCE WORKER Maintenance Worker Brian Jahnke recently announced his resignation effective April 8, 2015. Administrator Handt presented a timeline for the hiring process for his replacement. Interviews could be held late April -early May, with final hiring approval at the May 19 Council meeting. Council member Schneider questioned if sewer certification would be necessary for this position. Public Works Director Kieffer stated it should be included that the worker be certified within 18 months of being hired now that the department has taken over the systems and maintenance is no longer being contracted out. Kieffer added that the benefits outweigh the costs of certification. Simonson, seconded by Hegland, authorized staff to advertise for applications for a FT Maintenance Worker and to complete the interview process. Simonson called for a roll call vote: Lee — yes; Ness — yes; Schneider — yes; Hegland — yes; Simonson — yes. The motion carried 5-0. ADJOURNMENT Ness, seconded by Lee, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:30 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk