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6.a1 Draft minutes 01-19-2021 Meeting January 19, 2021 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 at City Hall. 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 Heather Benson, Jerry Cusick, Steve Kronmiller, Patti Ray, and Mayor Christine Maefsky. Staff participating: City Administrator Ken Cammilleri, Police Deputy David Peters, City Planner Evan Monson, City Engineer Ryan Goodman, City Attorney Chris Nelson, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson, Treasurer Colleen Firkus, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Ray, second by Benson, moved to approve the agenda as presented. Motion carried 5-0 by a roll call vote. LAW ENFORCEMENT REPORT Deputy Peters warned drivers to slow down on winter roads. City Administrator Cammilleri announced that a backlog of enforcement actions are being scheduled for prosecution beginning in July. PUBLIC FORUM There were no public comments. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) December 15, 2020 Regular Meeting 2) January 6, 2021 Work Session b) Treasurer’s Report c) Payment of Vouchers d) Resolution No. 2021-01 Designating Depositories of City Funds for 2021 e) Resolution No. 2021-02 Ratifying Surety and Blanket Bonds f) Step increase – Treasurer g) Resolution No. 2021-03 to Restore the City of Scandia Board of Equalization and Adjustment Ray, second by Kronmiller, moved to approve the Consent Agenda as presented. Motion carried 5-0 by roll call vote. January 19, 2021 Scandia City Council Page 2 of 7 PUBLIC HEARING: PROPOSED VACATION OF A PORTION OF UNOPENED SECOND STREET IN THE REVISION OF VASA PLAT. RESOLUTION NO. 2021-04 On December 15, 2020, the City Council acted on a petition received from Mr. Charles Eginton and his neighbor Ann Maher to vacate a portion of an unimproved right-of-way (ROW) of Second Street in the Revision of Vasa plat, a neighborhood just off of 197th Street near the St. Croix River. Resolution No. 2020-54 was adopted to schedule a public hearing for this meeting date. Administrator Cammilleri explained that there are two issues which can be resolved by vacating this area of unopened Second Street: 1) Ms. Maher recently had a new septic system installed on the west side of the ROW to serve her cabin on the principal property to the east, which inadvertently installed the pipe under the ROW. By vacating the ROW, Ms. Maher will have ownership rights to the entirety of her system that can be transferable with any future sale of the property; 2) Mr. Eginton’s garage was constructed on the ROW of Second Street many years ago. Vacating the ROW would eliminate any issues that could hinder the future sale of this property. Attorney Nelson explained that vacating a ROW is a discretionary act by the Council and not required if the ROW serves the public interest. If vacated, title to half of the street reverts to each abutting landowner. A draft resolution was prepared with findings to support vacating this portion of Second Street, including that a portion of unopened Second Street immediately south of the area of the proposed vacation has already been vacated by the City, and the City has no immediate or long-term plans to open or improve the right-of-way reserved to the public. Fire Chief Hinz noted that an appropriate turning radius should be preserved at the intersection of 197th Street and the unopened ROW for emergency vehicles to serve this neighborhood, and should remain as ROW up to a gate that Mr. Eginton installed on Second Street. Attorney Nelson suggested revising the legal description of the area being vacated to preserve this area as a turnaround. Administrator Cammilleri stated that Ms. Maher’s septic pipe may be within this area needed for a turnaround, which would then require an encroachment license be granted. Mayor Maefsky opened the public hearing at 7:24 p.m. Tom Swain, property owner at 16950 197th Street, stated that in 1990 Mr. Eginton rerouted a stream which caused erosion to his property, but Eginton later corrected the flow. Swain said he has no issues with this proposal to vacate the ROW. Melinda Maher,16955 197th Street, thanked staff for their assistance in allowing her to get a good septic system installed. Administrator Cammilleri provided a 1990 letter from the New Scandia Township Attorney detailing the actions to repair water disruptions and retaining Mr. Eginton’s garage in the ROW. There were no further comments and Mayor Maefsky closed the hearing at 7:28 p.m. January 19, 2021 Scandia City Council Page 3 of 7 Council noted the importance to preserve a turnaround for emergency vehicles and recommended that staff revise the legal description of the area to vacate. Mr. Will Eginton, 16930 197th Street, joined the meeting and explained that he was having audio troubles during the public comment period. Eginton was allowed to participate in the discussion. Mr. Eginton explained that his parents built the garage in 1973 under the direction of the New Scandia Township Board, to move it away from the river to its current location, unknowingly within the ROW of unopened Second Street. Eginton stated that there had been no intent to change the flow of the stream years ago. Eginton explained that there is an existing turnaround cleared in 1995 at the base of the hill along 197th Street where the road forks, now overgrown, but could serve as the emergency turnaround being requested. Eginton said he is looking to continue to vacate all of Second Street, as all other roads other than Bluff Street have been vacated in this plat. Administrator Cammilleri said that Chief Hinz is aware of this existing bump out, but reserving the first part of Second Street as a turnaround will make it easier for maneuverability in this challenging area. Maefsky, second by Ray, moved to table the resolution and direct staff to explore and make a recommendation for an emergency vehicle turnaround, and to prepare an encroachment license for Ms. Maher’s septic pipe if necessary, for further discussion at their next meeting. Motion carried 5-0 by roll call vote. PARK AND RECREATION COMMITTEE Ice Rink Operations Update Administrator Cammilleri reported that there have been no issues with rink operations since opening last month, and staff is preparing to open up the Warming House to the public once all safety protocols to meet state Covid guidelines are in place. Hiring of Skating Program Instructors PRC Chair Terry Gorham reported that Skating Instructor Katy Herman is stepping down from the afterschool skating program, but recommended two replacement instructors. Compensation will remain at the same rate. Maefsky, second by Benson, moved to approve hiring Ellie Krueger and Maggie Gerty as Ice Skating Instructors contingent on satisfactory background checks. The motion carried 5-0 by roll call vote. PLANNING COMMISSION Minor Subdivision at 12937 Mayberry Trail North, to split the 22.09-acre lot into two lots of 10.5 acres and 11.06 acres in size. Applicants Matthew and Jennifer Olson. Resolution No. 2021-05 Planner Monson presented the recommendation from the Planning Commission to approve a Minor Subdivision known as Lily Pad Lookout at 12937 Mayberry Trail, an existing 22.09-acre property, into two lots of 10.5-acres and 11.06-acres in size. An existing residence will remain on Lot 2, with plans to develop a new residence on Lot 1 by applicants Matthew and Jennifer January 19, 2021 Scandia City Council Page 4 of 7 Olson. A resolution with findings of approval that it meets the criteria of the development code and goals of the Comp Plan, has septic capacity and road frontage, and four conditions including collecting a park fee for the new lot was provided. Ray, second by Cusick, moved to adopt Resolution No. 2021-05, Approving a Minor Subdivision of the parcel located at 12937 Mayberry Trail North. The motion carried 5-0 by a roll call vote. SCANDIA INTERNET ACTION COMMITTEE Administrator Cammilleri reported that the IAC will be working cooperatively with LTD Broadband, the company awarded a RDOF grant for broadband expansion in Scandia. The state DEED grant awards, of which Midco is a finalist, have not yet been announced. TOURISM COMMITTEE Tourism Committee Chair Sarah Porubcansky announced that she is pursuing funds for participating in Visit St. Paul’s ice sculpture event occurring in February. For a cost of $2,500, a 4’-5’ ice sculpture will be installed in Scandia as part of a contest to locate ice sculptures throughout the area, with Stillwater and Dellwood as known participants. Porubcansky said that area businesses have so far contributed $1,350 and she asked the Council for a contribution of the remaining funds. Council member Ray expressed her approval and recommended the ice sculpture be installed at Lilleskogen Park. Staff noted that funds are available in the Parks budget for the sculpture and for printing maps of area businesses and attractions to place at the site for visitors. Mayor Maefsky said that this will be a good promotion for Scandia, taking the place of the cancelled Vinterfest event. Maefsky, second by Ray, moved to approve a city contribution up to $1,150 to supplement the business donations for an ice sculpture at Lilleskogen Park, and for the City to be the fiscal agent to collect donations and pay the installation fees to Visit St. Paul. The motion carried 5-0 by roll call vote. ECONOMIC DEVELOPMENT AUTHORITY Council member Ray reported that the EDA is pursuing a potential “Borrow a Bike” program to promote the use of area bike trails. Ray encouraged the Council to take part in this week’s virtual Business Breakfast. BUILDING OFFICIAL The December building activity report was received from Building Official Joel Hoistad. Last month 30 permits were issued at a valuation of $1,426,370. Year-end total net income for building permits is $109,560.83, comparing favorably to a 2019 year-end total of $111,077.05. FIRE DEPARTMENT Fire Chief Hinz reported that the department responded to 15 calls in December; 3 fire related and 12 EMS related. January 19, 2021 Scandia City Council Page 5 of 7 Approve hiring process for new recruits Fire Chief Hinz provided a timeline for recruiting up to 5 new firefighters to the department, with a start date of June 1, 2021. Kronmiller, second by Benson, moved to approve the hiring process for new firefighters. Motion carried 5-0 by roll call vote. CITY ENGINEER City Engineer Ryan Goodman reported that Washington County’s Capital Improvement Plan (CIP) includes a pavement improvement project for County Road 3 (Olinda Trail) from Highway 97 north to the county line, scheduled for July 2021. Plans are to align the City’s 2021 Street Project for 220th Street with this County project, for potential favorable bids. 2021 Street Improvement Project -- Approve Plans and Specifications and Authorize Advertisement for Bids Engineer Goodman requested the City Council approve plans, specifications and authorize advertisements for bids for the 2021 Street Improvement Project. In discussions with city staff, to increase safety along 220th Street, dynamic speed display signs will be bid as an alternate. Bids will be opened on February 17, 2021 via an online platform. Kronmiller, second by Ray, moved to approve plans, specifications and authorize advertisements for bids for the 2021 Street Improvement Project. Motion carried 5-0 by roll call vote. DIRECTOR OF PUBLIC WORKS PW Director Hawkinson reported that the ice rink is in very good condition this season. F250 Plow Truck Replacement PW Director Hawkinson provided quotes for replacement of the 2011 F250 plow truck as scheduled in the Capital Improvement Plan at a budgeted amount of $43,500. The current vehicle has 62,000 miles on it. Quotes from the state contract were as follows: • 2021 Ram 2500 - $37,415.46 – complete package • 2021 Ford – F250 - $39,156.46 - complete package • 2022 Chevrolet - $39,696,60 - complete package if Chevrolet confirms the same pricing for the 2022 model – orders for 2021 models are no longer being taken • 2020 GMC 3500HD - $40,333.86.00 – complete package Hawkinson recommended purchase of the 2021 Ram 2500 with a package of the plow attachment, safety lights and safety cab protector. Maefsky noted that the existing truck appears to have low mileage. Hawkinson explained that the vehicle is heavily used, with the front end beat up from snow removal. Administrator Cammilleri added that it takes abuse from plowing, but could remain in the fleet as an auxiliary vehicle for staff to do site inspections. Hawkinson estimated a resale value of $7,000. January 19, 2021 Scandia City Council Page 6 of 7 Ray, second by Benson, moved to approve the purchase of the 2021 Ram 2500 at a package cost of $37,415.46, to retain the 2011 F250 as an auxiliary vehicle for staff, and to sell the snowplow attachment. Mayor Maefsky said it doesn’t sit right with her to buy a new truck and hold on to the 10-year- old vehicle as a spare, plus there is a cost to insure an additional vehicle. Ray, second by Benson, amended the motion to sell the 2011 F250 plow truck. Cusick stated that the City should keep the truck: it has 4-wheel drive, vehicles are hard to acquire and this one could be in rotation for many years because the wear on it shouldn’t affect use for the administrative staff. Maefsky called for a roll call vote on the amended motion: Cusick – no; Benson – yes; Ray – yes; Kronmiller – no; Maefsky – yes. Motion carried 3-2. CITY ADMINISTRATOR Administrator Cammilleri reported on upgrades to the Community Center with installation of ADA door handles and door replacements, an upgraded phone system for City Hall offices, and transition to the City’s new website this month. Staff is preparing for the 2020 financial audit scheduled for early March. Building permit activity is in the seasonal slowdown. RECAP OF VINTERLIGHTS EVENT – LIONS MEMBER ANN RINKENBERGER Scandia-Marine Lions Club member Ann Rinkenberger summarized the Vinterlights activities hosted by the Club on November 29, 2020. Fourteen families entered the lighting contest, 434 pounds of food was collected for the local food shelf, along with cash and gift cards. Santa collected letters and posed for photos outdoors. A medallion hunt and coloring contest was also part of the event. The afternoon concluded with spectators watching the light display at dusk from their vehicles. Mayor Maefsky thanked the Club for the amazing results, enjoyed by many in the community. DISCUSSION ON MINNESOTAN CUP – COREY ROBERTS, ORGANIZER At the January 6th Work Session, City Council directed Mr. Roberts to return with a more detailed Covid-19 Plan to meet the state guidelines for the adult hockey tournament he is proposing in early February. Staff has deemed Roberts’ plan inadequate at this point. Attorney Nelson noted that information is needed on how Roberts will manage capacity of participants and spectators, estimated to be 160 throughout the event, as well as a complete special event permit application with the indemnification agreement and proof of insurance. Roberts said that he used parts of the state’s template for his plan. Nelson informed him that the state has offered their assistance to address outstanding information. Council member Benson questioned the attendance of spectators; Roberts initially reported there would be none. Roberts answered that he found it a challenge to keep friends and family members away and plans for spectators as the state allows for. Administrator Cammilleri explained that prior to the event. the City must amend its current Covid-19 business plan to allow for the hockey tournament. January 19, 2021 Scandia City Council Page 7 of 7 Mayor Maefsky noted a problem in that information is coming in at the last minute. The Council next meets on February 3rd for an opportunity to review a more complete plan, or may call a special meeting. Roberts said that he will decide in the next day if he will host the hockey tournament this year after all. DISCUSSION ON DESIGNATING THE OFFICIAL NEWSPAPER FOR 2021 Council reviewed bids from the Country Messenger and Forest Lake Times for the official newspaper for 2021. Benson, second by Ray, moved to designate the Country Messenger as the official newspaper for 2021. Motion carried 5-0 by roll call vote. DISCUSSION ON THE APPOINTMENT OF ACTING MAYOR FOR 2021 Benson, second by Cusick, moved to appoint Council member Ray as Acting Mayor for 2021. Motion carried 5-0 by roll call vote. RESOLUTION NO. 2021-06 FOR AUTHORIZED BANK SIGNATORIES Maefsky, second by Benson, moved to adopt Resolution No. 2020-06, Designating Authorized Signatories for the City of Scandia bank accounts and related checks, with the addition of Patti Ray as Deputy Mayor. Motion carried 5-0 by roll call vote. DISCUSSION ON SNOWPLOW NAMING CONTEST As initially discussed at the January 6th Work Session, Council member Ray explained that the City will solicit names for the three snowplows via the website and social media. Decals of the winning names will be purchased at $50 apiece. Ray, second by Kronmiller, moved to approve the snowplow naming contest and expenditure of $150 for the decals. Motion carried 5-0 by roll call vote. ADJOURNMENT Benson, second by Ray, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 9:06 p.m. Respectfully submitted, Brenda Eklund City Clerk