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7.a2 Draft minutes 10-07-2020 Work Session October 7, 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. 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, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson, City Treasurer Colleen Firkus and City Clerk Brenda Eklund. APPROVAL OF AGENDA Additions to the agenda: • 14a) Lions Club request for support for a Halloween car parade • 14b) Request for door access controls on public buildings • 12) Schedule discussion on 2021 budget to a special workshop meeting Ray, second by Ness, moved to approve the agenda as amended. Motion carried 5-0 by roll call vote. DISCUSSION ON COMMUNITY SURVEY FOR ZONING & DEVELOPMENT CODE UPDATE PROJECT Julia Paulsen Mullin, Swanson Haskamp Consulting, presented a revised issue identification community survey based on the Council’s feedback from their September 2nd meeting. The Council asked for additional revisions which will be further reviewed at the October 20th Council meeting before the survey goes live to the public. DISCUSSION ON THE DRAFT ORDINANCE REGARDING BUSINESS LICENSING FOR RURAL EVENT FACILITIES Council reviewed a draft business licensing ordinance to institute based on the adopted changes to the Rural Event Facility ordinance effective last month. Legal counsel advised that the ordinance apply to all event facilities so that businesses that are not classified as rural event facilities would be required to be licensed as well, and also added and revised the conditions under which an application can be denied and conditions for which a license may be suspended or revoked. Jeff Gacek, owner of Redeemed Farm, joined the meeting and requested that the tone and language be revised to deescalate the punitive side of the ordinance and show that businesses are valued in the community. Mayor Maefsky agreed that the purpose statement should portray a sense of value that the city puts into the business community, and said she will work with staff to amend the language to better reflect this. October 7, 2020 Scandia City Council Page 2 of 5 The Council was in consensus to call for a public hearing on the ordinance for their October 20th meeting. DISCUSSION ON SECOND FIRE STATION AT MANNING AVENUE/MAYBERRY TRAIL SITE Fire Chief Hinz provided background information on the capital improvement planning proposal to add a second fire station on city owned property at the corner of Manning Avenue and Mayberry Trail, a site approximately two acres in size. Hinz provided cost estimates of $180,000 to construct a substation building (pole-barn style) with infrastructure of well, septic and paving. Hinz questioned if a larger property should be pursued that could have room for potential expansion including for public works. Council members Ray and Ness stated that this is not the proper time to spend this amount of money and should be put off to a future year. Kronmiller stated that there are lots of questions that need to be answered before going forward too quickly with this. Mayor Maefsky asked if the City’s new financial manager could assist. Staff agreed that Ehlers & Associates could provide a broader view within a financial management plan. Council agreed that a survey of this property should be prepared if it is a practical site so that it will be ready for buildout if the time comes. Cammilleri explained that it is a good idea to have surveys on hand for city owned properties. DISCUSSION ON MAY TOWNSHIP AGREEMENT FOR FIRE SERVICES Fire Chief Hinz presented an agreement for providing fire coverage to May Township, and recommended approval of this continued 3-year agreement with annual cost increases based on the population of the area served. Hinz explained that May’s Town Board requested a 5-year agreement, but Council approved to remain with a 3-year contract. The terms of the agreement begin January 1, 2021 through December 31, 2023. Ray, second by Ness, moved to approve the 3-year agreement for Fire Services with the Town of May as presented. Motion carried 5-0 by roll call vote. DISCUSSION ON THE CITY’S COVID-19 BUSINESS PREPAREDNESS PLAN FOR FIRE STATION EVENTS Fire Chief Hinz requested an amendment to the City’s Covid-19 Business Preparedness Plan that would allow for the department to host a Safe Halloween event at the fire station. Hinz explained the safety precautions that would be in place for social distancing – there would be no games, packaged meals prepared by the Lions Club, and controlled access to a walking path with candy stations along the way. Ness, second by Ray, moved to approve an amendment to the City’s Covid-19 Business Preparedness Plan to allow access to the fire station by appointment only or during approved special events. Motion carried 5-0. October 7, 2020 Scandia City Council Page 3 of 5 DISCUSSION ON APPROVAL OF OWNERSHIP TRANSFER FOR FRONTIER COMMUNICATIONS CABLE FRANCHISE AGREEMENT Administrator Cammilleri presented a resolution for the purpose of acknowledging a change in ownership of the parent company to Frontier Communications, with clear language that the City’s existing cable franchise agreement with Frontier is preserved. Legal counsel reviewed the documents and approved of the language. Ray, second by Cusick, moved to adopt Resolution No. 2020-36, Approving the Corporate Change of the Parent Company of Citizens Telecommunications Company of Minnesota, LLC, Grantee of a Cable System Franchise. Motion carried 5-0 by roll call vote. DISCUSSION ON FEMA FUND USE FOR IMPROVEMENTS TO BIG MARINE SEWER SYSTEM First discussed at the Council’s August 18th meeting, PW Director Hawkinson presented a request to use 2019 FEMA funds to address infiltration issues in the Big Marine Sewer System. Hawkinson explained that the funds are to be used to help correct issues associated with the flooding, and proposed replacing pump tank lids in the Bliss Addition that are level or low to the ground with raised castings and to reseal them, at a cost of $5,000. The City received $16,000 from FEMA. Council member Ray said this is a great project for use of the funds, and should be included in the letter to residents that the proactive work is being done at no cost to the users. Ray, second by Kronmiller, moved to approve FEMA fund expenditures for a lid replacement project in the Big Marine Sewer System. Motion carried 5-0 by roll call vote. DISCUSSION ON AUDIO-VISUAL UPGRADES FOR THE COMMUNITY CENTER HALL Following guidelines from the State, all of Scandia public meetings have been conducted via electronic means since the declaration of a public emergency due to Covid-19 seven months ago. With the opening up of restrictions, staff is exploring ways to hold public meetings with social distancing and other safety requirements. Treasurer Firkus explained that CARES Act funding would allow the City to wire the Community Center hall with audio-visual technology to conduct such meetings. Firkus presented two quotes for installation of audio-visual upgrades. • EMI Audio’s quote with 2 cameras $75,284.77 (additional cameras $4,770 each plus cable & mounts) • Tierney’s quote with 2 cameras $94,440.21 (additional cameras $6,343). • The City would be responsible for purchasing a desktop computer for approximately $600. Mike Chapley, Tierney, and Jeff Geisler, EMI Audio, joined the meeting to explain the equipment and answer questions. Much of the equipment could be moved to the Council Chambers in the future once meetings can be conducted in a smaller space. Purchase of a smart board was discussed, with a conclusion that it would have limited use and not essential for meetings. Ray, second by Ness, moved to accept the EMI quote of $75,248.77 for audio-visual upgrades in the Community Center. Motion carried 5-0 by roll call vote. October 7, 2020 Scandia City Council Page 4 of 5 ANNUAL STEP INCREASE AND HOURS INCREASE FOR OFFICE ASSISTANT/RECREATION PROGRAM COORDINATOR City Administrator Cammilleri recommended a step increase for Office Assistant/Recreation Coordinator Brenda Stignani effective on her one-year anniversary date of hire retroactive to September 17th. The wage coincides to the City’s pay plan adopted on April 21, 2020 that employee’s wages will move to the first step within their respective grade on the employee’s anniversary date of hire. The Office Assistant is a Grade 4 position with a wage of $16.65/hour at Step 1 of the new pay schedule. Kronmiller, second by Ray, moved to approve a pay increase for Office Assistant / Recreation Coordinator Brenda Stignani to $16.65 per hour. Motion carried 5-0 by roll call vote. Due to the increased work load, Cammilleri recommended an increase in work hours for Stignani from the current level of 21 hours/week to 32 hours/week, making the position eligible for part- time benefits. The cost of implementing this change in total compensation, including benefits, amounts to $28,368 and is worked into next year’s preliminary budget. Cammilleri explained that a December 1st implementation date would coincide with the City’s health insurance transition date, and there are remaining funds in 2020 to accommodate the wages and benefits. Ray, seconded by Cusick, moved to approve the increase in hours for the Office Assistant/ Recreation Coordinator effective December 1, 2020. Motion carried 5-0. DISCUSSION ON 2021 BUDGET Council scheduled a workshop for October 27th at 6:00 p.m. for the continued review of the City’s 2021 budget. RESOLUTION NO. 2020-35, APPOINTING ELECTION JUDGES FOR THE NOVEMBER 3, 2020 GENERAL ELECTION Election judges were appointed by Resolution 2020-17 for the Primary and General Elections on June 16, 2020. Since that time, staff has received additional persons interested in working as an election judge for the November 3, 2020 election. Clerk Eklund presented a resolution for their appointments, which must be approved by the Council within 25 days of the election. Ray, second by Kronmiller, moved to adopt Resolution No. 2020-35, Appointing Election Judges for the 2020 General Election. Motion carried 5-0 by roll call vote. SCHEDULE BOARD OF CANVASS MEETING TO CERTIFY THE NOVEMBER 3, 2020 ELECTION RESULTS Council scheduled the Board of Canvass to meet in person in the Community Center’s large hall on November 12, 2020 at 1:00 p.m. LIONS CLUB REQUEST FOR SPONSORSHIP OF THE HALLOWEEN CAR PARADE Mayor Maefsky described a Halloween car parade that the Lions Club will be hosting and they are looking for financial support from the City of $1,200. Council member Ray stated her approval to contribute to the community event that will support the local food shelf and be a fun October 7, 2020 Scandia City Council Page 5 of 5 activity for children. Administrator Cammilleri stated that funds are available in the parks department budget. Lion Ann Rinkenberger provided a cost breakdown of anticipated expenses. Council member Ness stated that $630 is too much for balloons, and recommended no ad in the Country Messenger because promotion can be done through social media. Council member Cusick advised that Washington County must approve this event for travel on Olinda Trail. Ray, second by Kronmiller, moved to donate $800 towards the Lions Club’s Halloween Car Parade expenses. Roll call vote: Ray – yes; Cusick – no; Kronmiller – yes; Ness – no; Maefsky – yes. Motion carried 3-2. DOOR ACCESS CONTROLLERS FOR PUBLIC BUILDINGS Fire Chief Hinz described security upgrades to the entrance doors at the Fire Station/Public Works and Community Center buildings that would qualify for CARES Act reimbursement. Door access controllers and keypads with cameras could be installed at a cost of $48,861. Council member Kronmiller stated that this seems like a high bid, and he could provide names of other security firms to gather additional bids. Staff will return to a future meeting with additional quotes for this work. CLOSED SESSION At 9:03 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 negotiations with the Local 49 Union. Maefsky, seconded by Kronmiller, moved to adjourn the closed meeting. Motion carried 5- 0 by roll call vote. ADJOURNMENT Ness, seconded by Ray, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 9:09 p.m. Respectfully submitted, Brenda Eklund City Clerk