7.a1 Draft minutes 09-15-2020 Meeting
September 15, 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 Jerry Cusick who joined the
meeting at 7:15 p.m., Steve Kronmiller, Chris Ness, Patti Ray and Mayor Christine Maefsky.
Staff participating: City Administrator Ken Cammilleri, City Planner Evan Monson, City
Engineer Ryan Goodman, Fire Chief Mike Hinz, City Attorney Chris Nelson, and City Clerk
Brenda Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
City Administrator Cammilleri announced the addition of a joint powers agreement amendment
with the DNR Gateway Trail contract. Ray, second by Ness, moved to approve the agenda as
amended. Motion carried 5-0 by a roll call vote.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) August 18, 2020 Special Budget Meeting
2) August 18, 2020 Regular Meeting
3) September 2, 2020 Work Session
b) Treasurer’s Report
c) Payment of Vouchers
d) Agreement with Safe Assure for OSHA Safety training and support
Ness, second by Ray, moved to approve the Consent Agenda as presented. Motion carried
5-0 by a roll call vote.
PUBLIC HEARING: TEMPORARY STORMWATER IMPROVEMENTS ON LAYTON
AVENUE NORTH
At their meeting on September 2nd, the City Council called for a public hearing to gather a
broader range of comments on proposed temporary stormwater improvements along a segment
of Layton Avenue to address the flooding conditions in this Bliss neighborhood.
City Engineer Ryan Goodman had prepared 2 options to direct stormwater runoff along Layton
Avenue to Big Marine Lake, and explained that the options would be temporary until a larger
project could be pursued in partnership with Carnelian-Marine-St. Croix Watershed District to
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address drainage and water quality improvements. Option 1, at an estimated cost of $47,175, was
presented as a large-scale mill and overlay to direct water to the existing ditch on the west side of
the road via a 1.5% cross slope. Option 2 at an estimated cost of $9,265 was designed with a
bituminous curb in front of 19123 Layton Avenue to divert water away from the residence and
along Layton Avenue.
City Administrator Cammilleri reported that the Watershed may consider funding up to $10,000
towards the cost of the project.
Mayor Maefsky opened the public hearing at 7:10 p.m.
James Krummi, 19169 Layton Avenue, stated that Option 1 would offer the only true
improvement to the drainage problems by tilting the road towards existing drainage. Option 2
would only run water to the bottom of the hill, adding runoff to two properties that already have
drainage issues.
Brad Bergo, 19123 Layton Avenue, said he appreciated that the Council was listening to their
concerns. Mr. Bergo said only Option 1 would take care of the flooding and runoff problems.
Written comments were received by Tim Stuewer, 19159 Layton Avenue, and Jeff Dahlberg,
19151 Layton Avenue, who both endorsed Option 1.
There were no further comments and Mayor Maefsky closed the hearing at 7:15 p.m.
The Council discussed the Engineer’s temporary solutions and concluded that all residents they
heard from favored Option 1. There is potential for the Watershed to be awarded grant funds in
the next few years to address the larger problem, but the neighborhood is experiencing flooding
now. Council member Kronmiller said that this flooding began when the City allowed a house to
be built at 19107 Layton Avenue, leading to the dumping of water into the road with no plan to
control it. Special assessments were questioned; City Administrator advised that the scope of this
work would not qualify.
Council questioned the accuracy of the bid estimate. Engineer Goodman explained that Option 1
could be rolled into a bid package with the 2021 street improvement project for potentially a
more favorable cost. As well, it is getting too late into this year’s construction season to complete
this work.
Kronmiller, seconded by Ray, moved to approve the plan for Option 1 as an addition to the
2021 Street Improvement Project. Motion carried 5-0 by a roll call vote.
PARK AND RECREATION COMMITTEE
Tax Forfeited Land -- Option to Acquire for Scandia Parks
Park and Recreation Committee Chair Terry Gorham reported that the Committee recommended
the City acquire a vacant tax-forfeited parcel (PID 23.032.20.33.0009 located between 19940 and
20110 Orwell Avenue, 4.6 acres in size) for public purpose, including the use as a future park or
open space. Gorham noted that there is another city-owned parcel within close proximity.
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Ness, seconded by Cusick, moved to accept the tax-forfeited parcel with deed restrictions
that list Parks, Trail, Public Use. Discussion: There cannot be a future sale of the
property; in that case, the lot must be turned back to the Department of Revenue for not
fulfilling the defined public use purpose on the deed. Motion carried 5-0 by a roll call vote.
Vinterfest 2021 Cancellation
Due to the uncertainty of the Covid pandemic, the Committee voted to cancel Vinterfest 2021.
PLANNING COMMISSION
Information on Community Survey for the Zoning & Development Code Update
Project — Swanson Haskamp Consulting
City Administrator Cammilleri reported that SHC is in the process of making adjustments to the
community survey, proposed for further discussion at the October 7th Work Session.
Variance at 12050 196th Street from lake setback and side setback to reconstruct a residential
structure. Debra and Robert Davies, Applicants. Resolution No. 2020-30
Planner Monson, along with applicants Debra and Robert Davies, reported that last minute
changes to the septic design are in process and requested that the variance application be tabled
until a more concrete septic design is determined. City Administrator Cammilleri explained that
if there are changes to the survey due to the location of a redesigned septic system, the
application should revert to the Planning Commission for their review.
Maefsky, seconded by Ray, moved to table the Davies application until the septic design is
finalized. The variance may proceed for Council action if there is no design change to the
survey. If the survey is changed, the application will go back to the Planning Commission.
Motion carried 5-0 by a roll call vote.
Conditional Use Permit for Expansion of the Disabled Veterans Rest Camp on Big Marine
Lake, 11300 180th Street North. Applicant Sharon Price, Property Acquisition Manager with
Washington County Department of Public Works. Resolution No. 2020-31
Planner Monson presented the recommendation to approve a Conditional Use Permit for
expansion of up to 20 RV sites at the Disabled Veterans Rest Camp on Big Marine Lake. The
Camp, located in May Township, is expanding into a small parcel of former County parkland
located in Scandia. The proposal meets the Planned Unit Development criteria and goals of the
Comp Plan for recreational development of a park. A resolution with 10 conditions was
prepared, including the requirements of grading and Watershed District permits. No dock space
is being added, only RV sites.
Ness, seconded by Ray, moved to adopt Resolution No. 2020-31, Approving a Conditional
Use Permit for the Disabled Veterans Rest Camp at PID 31.032.20.44.0001. Motion carried
5-0 by a roll call vote.
Ordinance No. 2020-03 regarding Zoning Code Amendments to the Rural Event Facility
Ordinance
Planner Monson presented the recommendation to adopt an amended Rural Event Facility
ordinance that would allow ‘Rural Event Facility’ land use as a Conditional Use. Other existing
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regulations for this land use found in Chapter 2, Section 4.33 were approved such as removing
the requirement for an Annual Operating Permit and modifying the structure of allowed events
and attendees. Monson explained that the ordinance allows previously approved Rural Event
Facilities to continue operating per the terms of their approved IUP.
Ray, seconded by Ness, moved to adopt Ordinance No. 2020-03 regarding zoning code
amendments to Rural Event Facilities. Motion carried 5-0 by a roll call vote.
Summary Publication of Ordinance No 2020-03 (Resolution No. 2020-32)
Ray, seconded by Ness, moved to approve Resolution No. 2020-32 Providing for the
Summary Publication of Ordinance No. 2020-03. Motion carried 5-0 by a roll call vote.
Draft Ordinance regarding Business Licensing for Rural Event Facilities
City Administrator Cammilleri presented a draft ordinance for the business licensing of Rural
Event Centers, taking over the role of the previous annual operating permits now eliminated with
the ordinance amendment. A nominal $25 fee would cover the processing for this annual
renewal.
Jeff Gacek, owner of Redeemed Farm, questioned why other businesses with CUPs are not
licensed in this way. Cammilleri explained that the licensing ordinance would apply to the
existing sites that are operating as rural event centers, considered as non-conforming if not
operating under a CUP. Council member Kronmiller noted that this forces all businesses to be on
the same level playing field and be treated in the same manner.
The discussion on a business licensing ordinance will continue at the next Work Session. Mayor
Maefsky asked that Mr. Gacek provide his comments on the draft ordinance.
SCANDIA INTERNET ACTION COMMITTEE
Internet Action Committee Chair Bob Wilmers provided an update on the Midco broadband
expansion project with 255 homes being added this fall. A ribbon cutting ceremony with
community activities is scheduled for September 16.
Grant Application for 2021 Broadband Expansion
Mr. Wilmers explained that Midco is applying for a DEED grant for buildout in 2021 that would
add 79 new homes to the broadband network for faster internet speeds at a total cost of $332,019.
The Committee recommended a funding ratio of 50% from the City, 30% from Midco, and 20%
from the State grant. Requesting less from the State was deliberate so as to maximize the number
of scoring points and increase the potential to be awarded a DEED grant. Council member Ray
stated that there will be 60% coverage for high-speed internet if next year’s expansion project
proceeds. Council member Ness said it’s disappointing that the number of households to be
added is less than 80. Wilmer explained that the buildout is expanding into a less dense part of
the community and the cost per household is greater. Wilmers reported that a federal grant
program opens on October 30th which maps 438 Scandia households as qualifying as
underserved for high speed internet. There is potential for more grant funding to provide greater
expansion.
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Letter of Support for DEED Grant and Resolution No. 2020-33
Ray, seconded by Ness, moved to approve a letter of support for the 2020 DEED grant
application being submitted by Midco and Resolution No. 2020-33 providing up to
$165,000 in financial support for the 2021 broadband expansion buildout within Scandia.
Motion carried 5-0 by roll call vote.
TOURISM COMMITTEE
Tourism Committee Chair Sarah Porubcansky reported that the Committee met on September
14th. Two new members, Julie Gacek and Lisa Schlingerman, were welcomed. They discussed
website development and prototypes for the design of consistent signage in the community.
BUILDING OFFICIAL
The August building activity report was received. Last month 20 permits were issued at a
valuation of $305,366. Year to date net income for building permits is $64,937.76.
FIRE DEPARTMENT
Fire Chief Hinz reported that the department responded to 29 calls in August; 9 fire related, 17
EMS related, and 3 dive related.
Fire Station HVAC replacement
Replacement of the fire station’s heating and ventilation equipment, original to the building’s
construction in 2000, is scheduled for replacement in the capital improvement plan for 2020. Fire
Chief Hinz explained the need due to failing equipment, and provided two quotes for
replacement. Both quotes exceeded the CIP estimate of $25,000.
To replace 3 tube heaters, 3 furnaces and service the 3 hanging makeup heaters and air
exchanger, the quotes received were:
• $33,892.00 from Scandia Heating
• $30,995.00 from Pfiffner Heating
Ness, seconded by Kronmiller, moved to approve the low quote of $30,995.00 from Pfiffner
Heating for upgrades to the Fire Station’s HVAC system. Motion carried 5-0 by roll call
vote.
Approve new hire for the Fire Department
Fire Chief Hinz recommended the hiring of Ben Horner, who recently moved to Scandia and has
a medical background as a paramedic with fire experience. Hinz noted that he could join the
current group of new hires for training this fall.
Ray, seconded by Ness, moved to approve the hiring of Ben Horner as a Probationary
Volunteer Firefighter at a rate of $10.30/hour. Motion carried 5-0 by roll call vote.
Remote Work Hours Proposal for Fire Chief
Fire Chief Hinz requested that his work be done remotely out of state for the months of
November through February. Hinz explained that 90% of his duties are administrative, and he is
confident that his officers can handle the scene work in his absence. This situation has worked
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for a few weeks at a time over the past winter. Hinz said this will be a trial for this winter season
and he could return on a short notice if needed. Council member Kronmiller agreed that
technology upgrades have made remote work common, and he believes the Chief can perform
the functions of his job remotely.
Kronmiller, seconded by Ray, moved to approve the request from Fire Chief Hinz to work
remotely this winter with the provision that he be called back if necessary. Motion carried
5-0 by roll call vote.
CITY ENGINEER
City Engineer Goodman reported that he is working with the Capital Improvement and
Wastewater Committees, and providing data work for the City’s budget planning.
DIRECTOR OF PUBLIC WORKS
In the absence of PW Director Hawkinson, Administrator Cammilleri reported that the
department is performing road maintenance and installing a culvert at Lilleskogen Park to make
the walking trail passable.
CITY ADMINISTRATOR
In addition to a written report, Administrator Cammilleri stated that seven Scandia businesses
applied to the County for the CARES Act Business Relief Program for forgivable loans due to
COVID-19 losses. A second round of applications are being accepted for the remaining $5
million in funding.
Discussion on Financial Planning Proposal from Ehlers & Associates – Jason Aarsvold
Following discussion at the September 2nd Work Session, Jason Aarsvold returned with an
example of a financial planning product of the work that Ehlers & Associates could provide for
Scandia. Mr. Aarsvold explained that this planning tool can project revenues and expenses out
ten years so that the net impact of decisions can be clearer, as well as be a blueprint for budget
planning. Council member Kronmiller asked if the plan can be expanded to a 25-year projection
to cover the life cycle of roadways. Mr. Aarsvold replied that it could, but other factors may
affect its quality the further out the plan; but long-term capital planning can be done.
Council member Ray asked if the planning tool is compatible with the City’s accounting
software. Mr. Aarsvold explained that Xcel spreadsheets are used as models and can be easily
integrated.
Kronmiller, seconded by Cusick, moved to enter into an agreement based on the proposal
for financial planning services with Ehlers & Associates at an annual rate not to exceed
$15,000. Motion carried 5-0 by roll call vote.
Community Center Facility Rental Amendments
Administrator Cammilleri presented an amended COVID-19 Business Preparedness Plan for the
City that addresses the use of Community Center rentals. A $50 cleaning fee would be collected
for each event and allow an occupancy of up to 50 people. Cammilleri explained the
amendments for use of the Hall are based on the most recent guidelines from the State.
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Ray, seconded by Ness, moved to adopt the amended COVID-19 Business Preparedness
Plan as recommended by staff. Motion carried 5-0 by roll call vote.
RESOLUTION NO. 2020-34 CERTIFYING THE MAXIMUM TAX LEVY FOR 2021
Administrator Cammilleri presented the maximum tax levy for 2021 as derived from the
Council’s budget workshop proposals. A resolution was prepared with a preliminary total levy of
$2,613,824, an approximate 7% increase over the 2020 levy.
Council member Ness said that there is no reason to increase the levy and he would like to see it
lowered by its final adoption later this year.
Ness, seconded by Ray, moved to adopt Resolution No. 2020-34, Adopting the Preliminary
2020 Levy Payable in 2021. Motion carried 5-0 by roll call vote.
DISCUSSION ON SETTING A DATE FOR TRUTH IN TAXATION HEARING ON THE
2021 BUDGET
Ray, seconded by Kronmiller, moved to schedule the Truth in Taxation public hearing on
the 2021 budget on December 2, 2020 at 6:30 p.m. Motion carried 5-0 by roll call vote.
PROCLAMATION OF SCANDIA CINNAMON BUN DAY
In its third year of recognizing Sweden’s cinnamon bun day, Mayor Maefsky presented a
proclamation to declare October 5th as Cinnamon Bun Day in Scandia.
Ray, seconded by Kronmiller, moved to adopt the Proclamation for Cinnamon Bun Day in
Scandia. Motion carried 5-0 by roll call vote.
Maefsky explained that the Lions Club, Gammelgarden Museum and representatives of the City
have handed out pastries to morning commuters in the Village Center, at a cost that she has
contributed to on her own. However, this year the costs will be greater due to the requirement
that each bun must be individually wrapped. Maefsky requested that the City fund a portion of
the costs. Council member Ray said that the cost is well worth it for the goodwill it provides.
Ray, seconded by Ness, moved to fund an amount of $100-$150 towards the expenses of
participating in Cinnamon Bun Day in Scandia. Motion carried 5-0 by roll call vote.
AMENDMENT TO JOINT POWERS AGREEMENT WITH DNR FOR GATEWAY
TRAIL
Administrator Cammilleri presented an amendment to the joint powers agreement with the DNR
for the design, engineering and construction of a segment of the Gateway Trail. The amendment
pushes out the expiration date to September 30, 2022 as recommended by the DNR.
Kronmiller, seconded by Ray, moved to approve Amendment #2 to the contract between
the City of Scandia and the DNR for the Gateway Trail project. Motion carried 5-0 by roll
call vote.
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JOHN LINDELL’S EMAIL REQUEST
At the request of resident John Lindell, an email that he submitted pertaining to the city’s
newsletter was read into the record by City Administrator Cammilleri. The City Council
members had been sent this communication on September 14, 2020.
CLOSED SESSION
At 9:51 p.m., Mayor Maefsky announced that the City Council would go into closed session
pursuant to Minnesota Statutes §13D.03 to discuss the City's labor negotiation strategy related to
the City's negotiations with the Local 49 Union.
The Closed Session adjourned at 10:00 p.m. with a motion by Ness, second by Ray. The
motion carried 5-0 by a roll call vote.
ADJOURNMENT
Ray, seconded by Ness, moved to adjourn the meeting. Motion carried 5-0 by roll call vote.
The meeting adjourned at 10:00 p.m.
Respectfully submitted,
Brenda Eklund
City Clerk