5.a1 Draft minutes 6-18-19 Council MeetingJune 18, 2019
A regular meeting of the Scandia City Council was held on the above date. Mayor Christine
Maefsky called the meeting to order at 7:00 p.m. Following the Pledge of Allegiance, roll call
was taken. The following members were present: Council members Jerry Cusick, Chris Ness,
Patti Ray, and Mayor Christine Maefsky. Absent: Council member Steve Kronmiller. Staff
present: City Engineer Ryan Goodman, City Attorney Eric Sherburne, Police Deputy David
Peters, Fire Chief Mike Hinz, and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
Janie O'Connor and Len Martinez, members of Cycling Scandia, reported on the organization's
successful biking event held on June 1 st. A video of "Scandia Rocks and Rolls" was viewed. A
similar event is being planned for the fall.
Dean West, 23167 Lofton Avenue, asked about a city owned property along Lofton Court that
connects to Bone Lake, and questioned how he can find out the purpose for this and what is
allowed on it. The access, an unopened street known as Lake Lane, was platted at the time of the
development. Mayor Maefsky recommended Mr. West submit a written request for information
which the new city administrator can address when the position is filled later this summer.
APPROVAL OF AGENDA
Council member Ness asked that Consent Agenda Item 5.d) Accept revised quote from EMI
Audio be moved to the regular agenda for discussion. Mayor Maefsky added Agenda Item 81)
Mayor's report. Deputy Clerk Eklund announced late agenda item 5.f) Approve Meister's
temporary off -premise liquor sales for the Men's Fastpitch Tournament June 28-30.
Ness, seconded by Ray, moved to approve the agenda as amended. The motion carried 4-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) May 21, 2019 Regular Council Meeting
2) June 5, 2019 Work Session
b) Treasurer's Report
Beginning Balance 5/1/2019 $4,026,129.37
Receipts $80,577.62
Expenditures $311,777.94
Payroll $27,092.74 $(338,870.68)
Adjustments: Correct Midco receipt 5/10/19 $0.20
Ending Balance 5/31/2019 $3,767,836.51
c) Payment of Vouchers
d) Ae6ept revised e for- EMI Audio installation moved to Agenda Item 9. j
e) Firefighter pay increases
f) Authorize Meister's to sell beer at the Wayne Erickson Ballfield on June 28-30, 2019
Ness, seconded by Ray, moved to approve the Consent Agenda. The motion carried 4-0.
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PARK AND RECREATION COMMITTEE
Resolution No. 06-18-19-01 Accepting Donation by Kelli Carlson
Council member Ray, liaison to the PRC, presented a resolution to accept a generous $500
donation from Kelli Carlson as the matching SHIP grant amount for installation of bike
amenities near the Warming House.
Ness, seconded by Cusick, moved to adopt Resolution No. 06-18-19-01, Accepting Donation
for Bike Station. The motion carried 4-0.
Ray reported on PRC happenings: the new yoga program has 17 participants; volunteers are
spreading wood chips on the Bone Lake Park trail this Saturday; explained the concept for the
Lilleskogen Story Park planned for installation later this summer. Elementary school students
will create the story pages for 6 display stands along the walking trail. The stories will be
changed out every 2 weeks to encourage frequent visits to Lilleskogen Park. The PRC is
teaming up with the Lions Club for Vinterfest 2020 planning, being led by PRC member Greg
Zauner.
PLANNING COMMISSION
Deputy Clerk Eklund announced that no recommendations were made at the June 4th Planning
Commission meeting for Council action. There will be no July 2nd Commission meeting; a public
hearing on amendments to the accessory structure ordinance is scheduled for August 61h
BUILDING OFFICIAL
Building Official Chuck Preisler's report on building activity was received. In May, 31 permits
were issued at a valuation of $1,847,133. To date, five new construction permits have been
issued.
POLICE DEPARTMENT
Police Deputy David Peters began his appointment as Scandia's deputy under the Washington
County contract on June 3rd. Peters said he is learning the neighborhoods and working with staff
on investigations.
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that the department responded to 5 fire calls and 12 medical calls
in May. Department members assisted with the Forest Lake Safety Camp for youth with
demonstrations on kitchen safety.
CITY ENGINEER
City Engineer Ryan Goodman explained that the Met Council is meeting with staff on June 19th
to discuss the sewer extension element of the 2040 Comp Plan. The Bliss stormwater study is
ongoing, with a final report planned for later this year.
PUBLIC WORKS DIRECTOR
Public Works Director Adam Hawkinson' activity report from May was received.
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MAYOR'S REPORT
• The City Council will conduct interviews with City Administrator candidate finalists on June
27th and July 1St
• Maefsky has met with a representative of the group "Coalition against bigger trucks" who is
requesting the city adopt a resolution in support of their cause. Council members Cusick and
Ray asked for more information before proceeding, for further discussion at the next
meeting.
• The American Swedish Institute is gifting a large dala horse to the Gammelgarden Museum
for display on the museum grounds. The museum has asked if the structure can be stored
indoors over the winter months in the city's cold storage. Ray, seconded by Ness, moved to
approve the storage of the large dala horse structure in the city's building over the
winter months. The motion carried 4-0.
• The Scandia Heritage Alliance has applied for legacy grant funding for signage around the
city's historic sites, with plans to publish an organized driving tour of the sites. Maefsky said
there is good potential for the grant, and she will continue to update the Council on this
project.
COMMUNITY CENTER KITCHEN RENTAL AGREEMENT WITH CYNTHIA WALD,
ATOMIC MEALS
In 2013, the City adopted a policy for the rental of the Community Center kitchen on an hourly
basis. Cynthia Wald's proposal to rent the kitchen for approximately 4 hours a week was
presented to the Council by Deputy Clerk Eklund. Ms. Wald was present to explain her
business, Atomic Meals, a food preparation company that delivers healthy meals to area
customers. Staff recommended approval conditioned on the renter providing a Certificate of
Insurance naming the City as an additional insured.
Ness, seconded by Ray, moved to approve the Community Center Rental Agreement with
Cynthia Wald conditioned on proof of insurance. The motion carried 4-0.
DEVELOPER'S AGREEMENT WITH USS SOLAR SOURCES LLC, THE
DEVELOPER OF THE DISTRIBUTION SCALE SOLAR ENERGY SYSTEM ON
KEYSTONE AVENUE NORTH --RESOLUTION NO. 06-I8-19-02
Last month, the Council approved a Conditional Use Permit to develop a Distribution Scale
Solar Energy System (Distribution SES) located on Parcel Number 30.032.20.23.0001, with
access from Keystone Avenue North. Attorney Sherburne and Planner Clapp -Smith prepared the
Developer's Agreement that includes financial guarantees acceptable to the City to assure
compliance with the Decommissioning Plan and the Landscaping Plan.
Engineer Goodman questioned an access road shown on the site plan which connects to Manning
Trail on the west end of the property, and asked if the County had approved an access permit. It
was confirmed that language in the Developer's Agreement states that "access shall be from
Keystone Avenue North; developer shall obtain all required Washington County permits." The
agreement does not contemplate any other access.
Attorney Sherburne explained the escrows for landscaping, groundcover and decommissioning
will be collected and in place before a building permit is issued. It was confirmed that the
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ground cover area is defined as that lying within the project area of the solar installation, not the
entire property. The $31,250 decommissioning escrow can be revisited every ten years for
adjustment by either party.
No changes were identified in the developer's agreement presented at the meeting.
Ray, seconded by Ness, moved to approve Resolution No. 06-18-19-02, Approving
Developer's Agreement with USS Solar Sources, LLC as presented. The motion carried 4-
0.
DISCUSSION ON TOBACCO ORDINANCE — PRESENTATION BY MN CHAPTER OF
AMERICAN LUNG ASSOCIATION
Council member Ray introduced Elizabeth Heimer and Alex Dusek from the MN Chapter of the
American Lung Association to present information on an initiative to raise the tobacco age to 21,
which 36 cities and counties in Minnesota have already done. Statistics show that raising the
minimum sales age results in a 25% decrease in tobacco initiation rates. The goal is to get this
age raised at the state level, and having local support can provide a push to make this happen.
Dusek explained that removal of purchase, use and possession (PUP) penalties is recommended
in policy language; raising the tobacco age should not be about punishing youth and has become
the standard in communities across Minnesota.
Mayor Maefsky thanked them for the valuable information, and stated that amending the city's
tobacco ordinance will continue to move forward with the new city administrator.
DISCUSSION TO RE-ENGAGE WITH NEIL SOLTIS FOR 2020 CAPITAL
IMPROVEMENT AND BUDGET PLANNING AND TRANSITION TO NEW
ADMINISTRATOR
Upon his retirement on May 6th, former City Administrator Neil Soltis indicated his willingness
to assist with preparations of the Capital Improvement Plan, 2020 budget, and orientation with
the new administrator. Legal staff prepared an employment agreement outlining the proposal to
prepare for and attend meetings, estimated up to 8 hours a week at $60/hour.
Cusick, seconded by Ness, moved to approve an Employment Agreement with Neil Soltis
for assistance with CIP and budget preparations and through an orientation with the new
administrator. The motion carried 4-0.
Council discussed a meeting schedule for budget preparations. It was agreed to cancel the July
3rd Work Session and schedule a budget meeting on July 17th at 4:30 p.m. The August 7th Work
Session will focus on the 2020 budget.
TRAINING FOR PUBLIC WORKS DEPARTMENT
Based on a Council recommendation made at the May 14th Special Meeting for training within
the public works department, Local 49 union representative Cory Bergerson provided a proposal
for funding one-half of the cost for an in-house training session. Led by a U of MN instructor,
the 3 -hour session focuses on a respectful workplace and would be offered to all staff, lead
members of the fire department, council and planning commissioners at the city's cost of $300.
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Mayor Maefsky stated that this is a first step in dealing with department issues and will set things
off on the right foot with a new administrator in place. The training covers standards of a
respectful workplace, relevant labor and employment laws, and basic conflict resolution
practices.
Ray, seconded by Ness, moved to approve the training program offered by Local 49. The
motion carried 4-0.
DISCUSSION ON COMMUNITY CENTER NEEDS ASSESSMENT
Mayor Maefsky reported that the Community Center Task Force has met once and is gathering
cost estimates from planning firms on a needs assessment study that would outline potential
updates to the Community Center to meet future needs. A report will be prepared for the Capital
Improvement Committee.
DISCUSSION ON EDA RECOMMENDATION TO FORM A TOURISM COMMITTEE
At its June 10th meeting, the EDA recommended the formation of a Tourism Committee to lead
tourism efforts for the community. The EDA would like it to be comprised of 5-7 members
representing the business community, existing tourism venues, and community volunteer groups
that would build support and a vision for tourism development and establish priorities for
meeting the strategies of the Tourism Assessment report recently completed by the University of
MN Tourism Center.
Ray, seconded by Ness, moved to approve the formation of a Tourism Committee as
recommended by the EDA. The motion carried 4-0.
REPLACEMENT OF FIRE DEPARTMENT EXTRICATION TOOLS (RESOLUTION
NO. 06-18-19-03)
Fire Chief Hinz described the department's study to replace the failing hydraulic extraction tools
on Engine 2 as included in this year's capital improvement plan at a budget of $30,000. After
testing several products, the department concluded the Holmatro jaws of life tools perform best.
Jefferson Fire and Safety is the only authorized dealer in the area and provided a quote of
$32,197.45.
Ness, seconded by Ray, moved to approve the purchase of fire department extrication tools
from Jefferson Fire & Safety at a cost of $32,17.45. The motion carried 4-0.
A resolution to amend the 2019 equipment replacement fund by $2,198 over the budgeted
amount was presented.
Ness, seconded by Cusick, moved to adopt Resolution No. 06-18-19-03, Amending the 2019
Budget for Capital Improvements. The motion carried 4-0.
DISCUSSION ON SCANDIA ECONOMIC DEVELOPMENT AUTHORITY EXPIRING
TERM
Mark Porubcansky's term on the EDA Board expires on July 31, 2019. A schedule of
advertising and appointment of a member by the EDA's August 12th meeting was discussed.
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Ness, seconded by Ray, moved to approve posting a vacancy on the EDA Board. The
motion carried 4-0.
The notice will be posted on the city's website with a July 12th deadline so that applications can
be reviewed at the July 16th Council meeting.
ACCEPT REVISED QUOTE FOR EMI AUDIO INSTALLATION
Council member Ness questioned why the cost of a wireless microphone was not included in the
original quote from EMI Audio to install audio equipment in the Council chambers, which was
accepted at the April 16th Council meeting. Treasurer Firkus provided a revised quote for the
additional $1,055 cost and explained that during equipment installation, it was determined that a
microphone was necessary for speakers at the podium to use. The equipment is purchased
through collection of cable franchise and PEG fees, with sufficient funds in the Cable Television
Fund for the added expenditure.
Ness, seconded by Ray, moved to approve the revised quote of $11,669.49 from EMI Audio
for Council Chambers Audio Equipment. The motion carried 4-0.
ADJOURNMENT
Ness, seconded by Ray, moved to adjourn the meeting. The motion carried 4-0.
The meeting adjourned at 8:30 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk
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