5.a1 Draft minutes 12-17-19 Council Meeting
December 17, 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, Steve
Kronmiller, Chris Ness, Patti Ray, and Mayor Christine Maefsky. Staff present: City
Administrator Ken Cammilleri, City Engineer Ryan Goodman, City Attorney Eric Sherburne,
Police Deputy David Peters, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson,
and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
Scandia Good Neighbor Proclamation
Mayor Maefsky presented a Scandia Good Neighbor Proclamation to Ruth Ann Willius for her
active volunteerism, including dedicated work with the Marine Community Library, as
nominated by Janie O’Connor.
There were no other comments from the public.
APPROVAL OF AGENDA
Discussion of the agreement with the City of Hugo for building inspection services was added as
Agenda Item #9h.
Ness, seconded by Ray, moved to approve the agenda as amended. Motion carried 5-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) November 19, 2019 Regular Meeting
2) December 4, 2019 Work Session
b) Treasurer’s Report
Beginning Balance 11/1/2019 $4,150,954.02
Receipts $52,999.21
Expenditures $344,230.38
Payroll $27,180.63 $(371,411.01)
Ending Balance 11/30/2019 $3,832,542.22
c) Payment of Vouchers
d) 2020 City Council meeting schedule
e) Approve 2020 Liquor License Renewals:
1) Big Marine Lake Liquor Store, Off-Sale
2) The Scandia Creamery, On-Sale/Sunday On-Sale Intoxicating
3) Meister’s Bar & Grill, Combination On/Off-Sale and Sunday Intoxicating
4) Brookside Pub, On-Sale/Sunday On-Sale Intoxicating
f) Approve 2020 Tobacco License Renewals
1) Scandia Tobacco
2) Big Marine Lake Store
3) Big Marine Lake Liquor Store
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g) Resolution No. 12-17-19-01– Establishing Employee pay rates for 2020
h) Approve Temporary Liquor License for Vinterfest – Meister’s Bar & Grill
i) Approve a 1-year extension of the Recycling Contract with SRC
j) Approve Hiring Katy Herman for Winter Ice Skating Program
k) Annual Review – Adam Hawkinson
l) Accept Lions Donations and Amend 2019 Budget
Ray, seconded by Ness, moved to approve the Consent Agenda as presented. Motion
carried 5-0.
PARK AND RECREATION COMMITTEE
Accept Lions Donation for Park Benches, Resolution No. 12-17-19-02
Parks and Recreation Committee Chair Terry Gorham reported that the Scandia-Marine Lions
Club has donated the full cost of four 6’ park benches for installation next spring. A resolution
to accept the donation of $3,236 was prepared. Ray, seconded by Kronmiller, moved to adopt
Resolution No. 12-17-19-02, Accepting a Donation from the Scandia-Marine Lions Club.
Motion carried 5-0.
Gorham displayed a new storyboard insert that students are creating for the Lilleskogen
Storywalk, and this year’s winning Vinterfest button design from a Scandia 6th grader. The
Committee has the Vinterfest schedule set for January 25, 2020, which will include a family
movie inside the Community Center.
Engineer Goodman asked if there would be interest in a pop-up display of the County’s Bicycle
and Pedestrian Plan project during the Vinterfest day of events. Staff will coordinate this
offering for a public display.
PLANNING COMMISSION
Variance from a Wetland Setback for a Replacement Septic System at 22577 Kirk Avenue. Joe
Pribyl, Applicant. Resolution No. 12-17-19-03
Administrator Cammilleri presented the recommendation from the Planning Commission to
approve a setback of 67’ from a wetland (75’ required) to replace a septic system at 22577 Kirk
Avenue. The practical difficulties of the lot limit alternative locations, and County staff found
the proposed location to be the best option.
Ness, seconded by Cusick, moved to approve Resolution No. 12-17-19-03, Approving a
Variance for 22577 Kirk Avenue. Motion carried 5-0.
Attorney Sherburne noted a necessary correction to the legal description in the resolution.
Kronmiller, seconded by Ray, moved to amend Resolution No. 12-17-19-03 with a
corrected legal description. Motion carried 5-0.
Mayor Maefsky noted that the Planner suggested an alternative administrative process for the
variance applications that are becoming more numerous for septic system setbacks. Maefsky
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said she is not in favor of sidestepping the variance procedures. This will be a topic at a future
Council work session.
BUILDING OFFICIAL
Building Official Chuck Preisler’s report on building activity was received. In November, 15
permits were issued at a valuation of $508,657.50.
POLICE DEPARTMENT
Police Deputy Peters cautioned the community about package theft.
FIRE DEPARTMENT
Fire Chief Hinz reported that the department responded to 6 fire calls and 8 medical calls last
month. The department received a donation of funds from the Lions Club to purchase a carbon
monoxide monitoring unit.
Hiring Process for New Recruits
Due to retirements and resignations, the department is understaffed with a roster of 22 volunteer
firefighters. Chief Hinz proposed the hiring of up to 5 new members for the department, and
described the timeline of recruitment that would provide for a June 1, 2020 start date. Ness,
seconded by Kronmiller, moved to approve the hiring process for up to 5 new recruits to
the fire department. Motion carried 5-0.
CITY ENGINEER
Engineer Goodman said he anticipates a reply on comments submitted to Washington County’s
Capital Improvement Plan. A staff level meeting on the Bliss Addition Stormwater Planning
will be held next month to discuss prioritization and implementation schedule for the items
presented in the final stormwater study.
PUBLIC WORKS DIRECTOR
Public Works Director Hawkinson reported that the ice rinks are being prepared for the season
and ready to open this week, snow events have been keeping the department busy, and electrical
repairs have been made to a number of streetlight posts.
CITY ADMINISTRATOR
Administrator Cammilleri recently met with the Scandia Heritage Alliance and anticipates a
proposal for a lease agreement for the south ballfield site will be reviewed by the Council in the
next few months. Staff is gathering the year-end reporting for the Tiller mine in preparation of
its Annual Operator’s Permit review in February.
ADOPTING THE 2020 CITYWIDE BUDGET, RESOLUTION NO. 12-17-19-04
Administrator Cammilleri presented the final 2020 budget figures as presented at the Truth in
Taxation hearing. No changes were identified.
Kronmiller, seconded by Ness, moved to adopt Resolution No. 12-17-19-04 Adopting the
2020 Budget. Motion carried 5-0.
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ADOPTING THE 2020 PROPERTY TAX LEVY, RESOLUTION NO. 12-17-19-05
A total property tax levy of $2,429,946 was presented for adoption, to be collected in 2020.
Kronmiller, seconded by Ray, moved to adopt Resolution No. 12-17-19-05, Adopting a
Levy for the Year 2019, Collectible in 2020. Motion carried 5-0.
DISCUSSION ON WEBSITE CREDIT CARD PROCESSING
Staff provided a service agreement with Payment Service Network that detailed its processing of
credit card payments made to the City and the associated costs. In addition, a statement of the
company’s compliance with the Payment Card Industry (PCI) Standard for Security was
provided. Administrator Cammilleri noted that PSN provided this electronic payment system at
two other communities he worked in, with no issues; and it has the benefit of integrating with the
City’s accounting software.
Council member Kronmiller said his concerns of security compliance have been resolved, but
there should be a policy to adopt a number of standards, of which he had documented in a
handout given to staff.
Ray, seconded by Kronmiller, moved to approve the 3-year service agreement with PSN for
electronic payments with staff working out the implementation details. The motion carried
5-0.
ADOPT 2020 FEE SCHEDULE, ORDINANCE NO. 213
An ordinance to adopt fees charged by the City in 2020 was presented. Changes from 2019 fees
include a 5% increase to the 201 Sewer System and Uptown user fees, addition of a fee and
escrow for vacating right-of-ways, and a Preliminary Staff Panel Review for site plan proposals.
Staff explained a potential change in building permit fees based on the Hugo agreement for
building permit inspections being discussed later in the meeting. If adopted, the City inspection
fee will be raised from $58 to $60 an hour, and the demolition fee increased from $50 to $60.
Kronmiller, seconded by Ness, moved to adopt Ordinance No. 213, Adopting the 2020 Fee
Schedule, with amendments to the inspection fee and demolition fee to coincide with the
updated agreement with the City of Hugo for building inspection services. Motion carried
5-0.
Ness, seconded by Cusick, moved to approve Resolution No. 12-17-19-06, Summary
Publication of Ordinance No. 213. Motion carried 5-0.
DISCUSSION ON APPOINTMENT TO SCANDIA INTERNET ACTION
COMMITTEE
On December 2nd, an application was received from Jim Simpson to serve on the Internet Action
Committee. Council was in consensus to keep the committee roster at 5 members, but to hold
his application for any future openings which may be advertised.
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DISCUSSION ON PURCHASE OF LOADER EQUIPMENT FOR PUBLIC WORKS
DEPARTMENT
PW Director Hawkinson presented quotes through the state bids for the purchase of a loader that
is scheduled in the 2020 budget at a projected cost of $95,000. Hawkinson recommended the
John Deere 324L as the best equipment and price.
Cusick, seconded by Ray, moved to approve the purchase of a John Deere 324L loader at a
cost of $93,498.07. Motion carried 5-0.
DISCUSSION ON PLANNING SERVICES
Administrator Cammilleri informed the Council that Planner Merritt Clapp-Smith will be leaving
her position at TKDA. The firm will be hiring a replacement planner in the next few months,
with Clapp-Smith staying on as Scandia’s Planner through the transition.
BUILDING INSPECTION SERVICES AGREEMENT WITH THE CITY OF HUGO
In 2015, Scandia entered into an agreement with the City of Hugo for plan review and
inspections for building permits at an hourly rate of $58 and a mileage rate of $0.565/mile.
Hugo proposed an increase to $60/hour and $0.58/mile as the only change in an updated service
agreement.
Ness, seconded by Ray, moved to approve a new agreement for building inspection services
with the City of Hugo. Motion carried 5-0.
ADJOURNMENT
Ness, seconded by Ray, moved to adjourn the meeting. Motion carried 5-0.
The meeting adjourned at 7:58 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk