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5.a3 Draft minutes 07-01-2020 Work SessionJuly 1, 2020 A work session 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 an electronic 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 6:30 p.m. Roll call was taken. The following were participants to the meeting: Council members Jerry Cusick, Steve Kronmiller, Chris Ness, Patti Ray and Mayor Christine Maefsky. Staff participating: City Administrator Ken Cammilleri, Attorney Chris Nelson, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson, Office Assistant Bee Stignani, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Council member Ray added a discussion of an exception to virtual meetings under Agenda Item 7. City's Covid-19 Business Plan. Ray, seconded by Ness, moved to approve the agenda as amended. Motion carried 5-0 by roll call vote. CONSIDERATION OF APPROVAL OF RESOLUTION 2020-23 FOR A CONDITIONAL USE PERMIT FOR BETTER PLACE FORESTS LLC, TO OPERATE A CONSERVATION MEMORIAL FOREST ON 112 -ACRES AT LAKAMAGA TRAIL NORTH. LIAM MCNALLY, APPLICANT REPRESENTATIVE At the June 16 City Council meeting, the recommendation from the Planning Commission to approve a Conditional Use Permit for a conservation memorial forest was tabled to gather additional information. Attorney Chris Nelson explained the edits made to a resolution of approval to permit the project as a use in the shoreland overlay district; defining the use as forest management. The 112 -acre property will be largely preserved for the scattering of ashes in quiet respite. Better Place Forests representatives Liam McNally, Scott Roycroft, Gia DeBartolo, Patrick Doran and Mark Kehke participated in the meeting. Mayor Maefsky stated that the first paragraph of the resolution describes the project and she is more comfortable with this redesigned resolution language. Council member Ray said this is a good project that preserves the forest and open space. Council member Kronmiller asked if there must be a forest management plan - he has no objection to the use but what if trees are cut down. Attorney Nelson explained that Section 5.3 of the Shoreland Code governs the standards of forest management, which is referenced in the resolution. Better Place Forests representatives noted that a forest management plan was submitted with the application for the long term plans of the forest - removal of dead and diseased trees is allowed; the plan will be used as guidance for future management. July 1, 2020 Scandia City Council Page 2 of 4 Fire Chief Mike Hinz noted that the visitor center, as a non -staffed public facility, must have a keybox on site for the fire department. Mr. Doran noted a few additional edits to the resolution. The edits were made during the meeting and reviewed. Kronmiller, seconded by Cusick, moved to approve amended Resolution No. 2020-23, Approving a Conditional Use Permit for a Conservation Memorial Forest as amended on property located on Lakamaga Trail. The motion carried 5-0 by a roll call vote. WEBSITE PROJECT UPDATE Bee Stignani presented the second round version of the website improvements offered by the provider Revize, as edited after feedback from the Council and Tourism Committee. The color red needs more fine tuning, and placement of committee tabs were some of the items for re -work in the next phase of the website development project. EARLY MIGRATING BIRD PROJECT PROPOSAL — OLIVIA NIENABER Olivia Nienaber presented her proposal for planting bed installations at the Wayne Erickson Lighted Ballfield and Hay Lake Park. Her 4-H project and funding request to provide habitat for early migrating birds was approved by the Parks and Recreation Committee earlier this year. PRC Committee Chair Terry Gorham stated that the Committee approved $1,400 for the project. PW Director Hawkinson proposed to make a watering tank available for public use for volunteers to use for this project and other planting projects in town, at an additional cost of $500. Nienaber's plan was revised since presented to the PRC to a cost of $1,880. Nienaber explained that the installations will be densely planted to avoid extra weeding. There was discussion on procedures for use of the watering trailer. Staff will research the City's volunteer policy for use of city equipment. Ray, seconded by Kronmiller, moved to approve the Early Migrating Bird Project planting installation on city property at an expense of $2,380 from the Parks budget. The motion carried 5-0 by roll call vote. DISCUSSION AND UPDATE ON THE WASHINGTON COUNTY HIGHWAY SAFETY PROGRAM (HSIP) AND ADDITION OF CENTER LINE RUMBLE STRIPS ON COUNTY HWY 15 (MANNING TRAIL N) PW Director Hawkinson reported that Washington County will be applying for grant funds for safety improvements to County Highway 15 (Manning Trail North). Installation of centerline rumble strips would occur in 2024-25 if awarded There will be no cost -participation required from the City of Scandia as part of this project. Council was in consensus to support the safety improvements and added that the County could consider installing rumble strips on the shoulders as well. July 1, 2020 Scandia City Council Page 3 of 4 DISCUSSION OF THE CITY'S COVID-19 BUSINESS PLAN Council reviewed the City's Covid-19 Business Plan adopted on June 16 for additional adjustments. • Add language on page 9 to post the plan on the city's website. • Define sanitizer to be at least 60% ethanol. • Wear masks when social distancing of at least 6 feet cannot be observed. • Allow social groups of 25 or fewer to use the Hay Lake Park shelter as allowed by the Governor's order for outdoor gathering. Council member Ray proposed that the PRC meeting on July 6 be conducted outside at the lighted ballfield. Administrator Cammilleri stated his concerns that the meeting could be not be broadcast for public accessibility, the site is not ADA compliant, and meeting outdoors is not conducive for conducting business. Site visits to the city's parks were encouraged to be scheduled by the PRC outside of their regular meetings. DISCUSSION ON CARES ACT BUSINESS GRANT PROGRAM Administrator Cammilleri reported that the City is eligible for up to $131,000 in assistance for reimbursement of Covid-19 related costs. Any excess funds could be used for a business grant program administered by the County CDA. Cammilleri proposed a modification to the City Hall entrance to add a service window to mitigate public contact with staff. This alteration would qualify as an allowable expense. Ray, seconded by Kronmiller, moved to approve an application for funds under the CARES Act. The motion carried 5-0 with a roll call vote. DISCUSSION ON THE CITY'S DOG ORDINANCE As requested at the June 3 Work Session, a draft amendment to the city's dog ordinance was prepared for review, to reference state statute for dangerous dogs in replacement of existing language. Attorney Nelson explained that the amendment would remove the city's regulations on potentially dangerous dogs and any extra regulations would need to be adopted by a separate ordinance. Council member Cusick explained that his request was to not bury state statute in the ordinance but rather keep the City's requirements in a separate section. Cusick asked for removal of the term "damaging manner" in the public nuisance section for dogs that habitually trespass. Staff was directed to rework the ordinance for the next work session with a clear section on what is different from state law. CLOSED SESSION At 8:32 p.m., 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. July 1, 2020 Scandia City Council Page 4 of 4 ADJOURNMENT Ness, seconded by Ray, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 9:03 p.m. Respectfully submitted, Brenda Eklund City Clerk