5.a1 Draft minutes 05-19-20 MeetingMay 19, 2020
A regular meeting of the Scandia City Council was held on the above date with modifications.
Due to the health advisory issued by the State regarding the COVID-19 outbreak, to avoid public
gatherings and limit social contact, the meeting was conducted over a virtual meeting platform.
All council members and staff who joined the meeting remotely could hear each other and
contribute to discussions. City Administrator Cammilleri and City Clerk Eklund were present in
the Council Chambers. Cammilleri was the presenter and displayed the meeting materials for
participants to view on their remote screens.
Mayor Christine Maefsky called the meeting to order at 7:00 p.m. Roll call was taken. The
following were participants to the meeting: Council members Steve Kronmiller, Chris Ness, Patti
Ray and Mayor Christine Maefsky. Absent: Council member Jerry Cusick. Staff participating:
City Administrator Ken Cammilleri, Fire Chief Mike Hinz, City Engineer Ryan Goodman, City
Attorney Eric Sherburne, Public Works Director Adam Hawkinson, and City Clerk Brenda
Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
Discussion on consultant proposals for the development code update was moved up in the
agenda to follow the Consent Agenda. Ness, seconded by Ray, moved to approve the agenda
as amended. Roll call vote: Ray — yes; Kronmiller — yes; Ness — yes; Maefsky — yes. Motion
carried 4-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) April 21, 2020 Regular Meeting
2) May 6, 2020 Work Session
b) Treasurer's Report
c) Payment of Vouchers
d) Approve 2020 Recycling Grant Agreement with Washington County
e) Approve 2020 Contract for Technical Services with Washington Conservation District
Ness, seconded by Ray, moved to approve the Consent Agenda as presented. Roll call vote:
Ray — yes; Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried 4-0.
DISCUSSION ON CONSULTANT PROPOSALS FOR THE DEVELOPMENT &
ZONING CODE UPDATE
At the May 6th Work Session, proposals from MSA and Swanson Haskamp Consulting, LLC
(SHC) were considered for their services to rewrite the City's development and zoning code for
conformance with the recent comprehensive plan update. Council members further discussed the
proposals and asked questions of the team members participating in the meeting.
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Mayor Maefsky stated that in researching examples of work for other communities, SHC
appeared much clearer, logical and easier to understand, and that MSA was offering more than
needed for this project.
Ray, seconded by Kronmiller, moved to award the development and zoning code update
project to SHC at a cost of $27,750. Roll call vote: Ray — yes; Kronmiller — yes; Ness — yes;
Maefsky — yes. Motion carried 4-0.
PARK AND RECREATION COMMITTEE
Council member Ray summarized the May 4th PRC meeting: new stories have been added to the
Lilleskogen Storyboard walk, volunteers are mapping walking trails in Bone Lake Park, an
informational bulletin board for bicyclists was approved for the Warming House, and the
Scandia Heritage Alliance will meet with the PRC on May 21St to review the concept for the arts
and cultural center.
PLANNING COMMISSION
At their May 5th meeting, the Planning Commission tabled a variance request at 12140 196th
Street and reviewed the Draft Lower St. Croix Water Management Plan, which was found to
have no conflicts with existing ordinances.
SCANDIA INTERNET ACTION COMMITTEE
Bob Wilmers reported on the May 7th meeting of the Internet Action Committee. Midco is on
track for the 2020 broadband expansion project to be completed by this fall. There is optimism
that Midco will support the next 2021 DEED grant application for continued broadband
expansion in Scandia. Wireless access points are being researched. The next meeting is
scheduled for June 11th.
TOURISM COMMITTEE
At their meeting on May 13th, the Tourism Committee adopted a mission and vision statement
with values to guide their work. The Committee also recommended that the City Council support
the selection of a virtual intern from the College of St. Benedict and Saint John's University.
The intern would provide assistance to the development of tourism content for the City's
website. The program is funded by the college with no costs to the City.
Maefsky, seconded by Ray, moved to proceed with the intern request through the College
of St. Benedict and Saint John's University. Roll call vote: Ray — yes; Kronmiller — yes;
Ness — yes; Maefsky — yes. Motion carried 4-0.
BUILDING OFFICIAL
The April building activity report was received. Last month 16 permits were issued at a
valuation of $253,364.00. Council member Ray asked that future reports provide 2019 year-to-
date statistics for comparison.
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POLICE DEPARTMENT
The April incident and citation reports were received. The process for citations was discussed —
criminal actions receive an immediate citation; non -criminal actions are given 28 days to achieve
compliance, at which time a citation may be written as necessary.
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that the department responded to 18 calls in April; 6 fire related
and 12 EMS related. Volunteer Firefighter Greenhow recently received EMT certification, for a
total of 18 EMT's in the department. Two new members of the department are starting on June
1st.
CITY ENGINEER
City Engineer Goodman reported that the 2020 Street Improvement Project is essentially
complete with road striping and restoration remaining. The Firehall/Public Works Parking Lot
Project is on schedule for the month of June.
2020 Street Improvements — Contractor's Request for Payment No. I
Ness, seconded by Ray, moved to approve Valley Paving's Request for Payment No. 1 for
the 2020 Street Improvement Project in the amount of $250,525.64. Roll call vote: Ray —
yes; Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried 4-0.
DIRECTOR OF PUBLIC WORKS
Public Works Director Adam Hawkinson described the corrected drainage project being
completed at the corner of Olinda Trail and 240th Street by Chisago County. Roadside mowing
will begin at the end of May. Hanging flower baskets will be installed this week in the Village
Center.
CITY ADMINISTRATOR
City Administrator Ken Cammilleri reported that the computer upgrades at City Hall are over
half complete, with a strong public Wi-fi signal. City Hall remains closed to the public during the
Covid-19 emergency declaration, with discussion at the next Work Session on procedures for re-
opening. Council member Ray asked for discussion on the dog ordinance to be a work session
topic.
An employee will be on workers compensation leave over the next few weeks, during which the
employee will receive two-thirds of their pay from the City's insurance with the League of MN
Cities. Cammilleri recommended an amendment to the personnel policy that allows employees to
use their accumulated PTO bank of hours to cover the difference in wages in order to maintain
full compensation.
Ness, seconded by Ray, moved to approve an amendment to the City's Personnel Policy to
state "Employees on Workers Compensation leave may use available paid leave to offset
the difference in their wages, conditioned on compliance with all employee state and federal
law." Roll call vote: Ray — yes; Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried
4-0.
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PRESENTATION BY SCHLENNER WENNER & COMPANY ON THE 2019 AUDITED
FINANCIAL STATEMENTS
Jon Archer, consultant with Schlenner Wenner & Company Public Accountants, presented the
findings of the 2019 audit. An unmodified (clean) opinion on the City's financial statements was
given. Findings included:
• Revenues have consistently exceeded expenditures, excluding transfers out to other
funds.
Revenues exceeded budget, primarily due to increased property and gravel taxes and
investment earnings.
Expenditures were below budget, most notably in the areas of public works and parks
and recreation expenditures.
Council member Kronmiller noted that the 201 Sewer Enterprise Fund is not setting up
sufficiently for equipment replacement needs, however it is a positive operating fund. City
Administrator Cammilleri recommended a cash flow analysis be performed to account for
operating and capital expenses, followed by rate adjustments for users.
DISCUSSION ON PRORATED FEE REIMBURSEMENT FOR EXISTING ON -SALE
LIQUOR LICENSES THAT WERE NOT IN OPERATIONS UNDER RESTRICTIONS
PLACED BY THE GOVERNOR WALZ'S SAFER AT HOME EXECUTIVE ORDERS
Mayor Maefsky recommended that on -sale liquor license holders that were affected by the
Governor's Safer at Home orders be reimbursed a portion of their annual license fees for the
weeks that they were not operating as a show of support for local businesses. Council member
Ray stated her approval. City Attorney Sherburne said he did not see any legal problems with a
pro -rated reimbursement of liquor licenses fees.
Council member Kronmiller questioned if other businesses would claim losses for being closed.
It was determined that the City collects few other fees from businesses, with the annual liquor
fees being the most significant.
Staff calculated an 11 -week closure from March 10 to June 1, at a refund of $465 to three local
businesses.
Ray, seconded by Ness, moved to approve liquor license refunds of $465 to three businesses
that were not operating during the Governor's orders. Roll call vote: Ray — yes;
Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried 4-0.
DISCUSSION ON JUNE 26 -28TH FASTPITCH SOFTBALL TOURNAMENT AT THE
WAYNE ERICKSON BALLFIELD
Dan Lindgren was issued a Park User Permit for a Fastpitch Softball Tournament at the City's
ballfield scheduled for June 26-28, and asked the Council if they had any concerns due to the
Covid-19 situation. Lindgren provided a scenario of precautions that could be put in place, such
as no spectators and roped off areas. Mayor Maefsky stated that the Governor's orders may be
changing in June, but she does have concerns about how the organizers can safely manage the
tournament.
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Council member Ray asked what the liability to the City could be if public spaces were opened
up too aggressively. Attorney Sherburne explained that generally cities have strong immunity
and can presume no liability risks concerning Covid exposure. Once restrictions are lifted, the
City can control use of its property and facilities.
Lindgren will return to the June 16th City Council meeting with more specific proposals, at
which point it's anticipated there will be directives on outdoor gatherings being given from the
Governor.
SCHEDULE A JOINT MEETING WITH THE COMFORT LAKE FOREST LAKE
WATERSHED DISTRICT TO DISCUSS THE 10 -YEAR COMPREHENSIVE
WATERSHED MANAGEMENT PLAN
A special meeting date was set for June 22nd at 6:30pm to meet over a Zoom call with the
Comfort Lake Forest Lake Watershed District to review their 10 -year comprehensive watershed
management plan.
CLOSED SESSION
The City Council went into closed session pursuant to Minnesota Statutes § 13D.05 Subd.3 (b) to
discuss pending litigation subject to attorney-client privilege regarding the matter of Curtis J.
Peterson and Patricia L. Peterson vs. City of Scandia.
Motion by Ness, seconded by Ray, to end the closed session and return to the open meeting.
Roll call vote: Ray — yes; Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried 4-0.
ADJOURNMENT
Ness, seconded by Kronmiller, moved to adjourn the meeting. Roll call vote: Ray — yes;
Kronmiller — yes; Ness — yes; Maefsky — yes. Motion carried 4-0.
The meeting adjourned at 9:37 p.m.
Respectfully submitted,
Brenda Eklund
City Clerk