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6.a1 Draft minutes 03-16-2021 Meeting March 16, 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, City Planner Evan Monson, City Engineer Ryan Goodman, City Attorney Chris Nelson, Police Deputy David Peters, Fire Chief Mike Hinz, Public Works Director Adam Hawkinson, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Council member Ray added Agenda Item 10.d) Acts of Kindness Project to the agenda. Ray, second by Kronmiller, moved to approve the agenda as amended. Motion carried 5-0 by a roll call vote. LAW ENFORCEMENT REPORT Deputy Peters reported that there have been a high number of loose dog reports the past few weeks. Staff will post a reminder of the City’s dog ordinance on the website and Facebook page. The February incident and citations reports were received. PUBLIC FORUM There were no public comments. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) February 16, 2021 Regular Meeting 2) March 3, 2021 Work Session b) Treasurer’s Report c) Payment of Vouchers d) Appointment of Planning Commission Chair and Vice-Chair e) Update signature page for the Mutual Aid Agreement between the Fire Departments of Washington County and St. Croix County, Wisconsin The Treasurer’s report was not in the meeting materials due to a discrepancy being resolved by correcting a journal entry. The February Treasurer’s report was removed from the Consent Agenda, and tabled for the April meeting. Kronmiller, second by Benson, moved to approve the Consent Agenda as amended with the Treasurer’s Report removed. Motion carried 5-0 by roll call vote. March 16, 2021 Scandia City Council Page 2 of 6 PARK AND RECREATION COMMITTEE Chair Terry Gorham reported that the Playground Equipment Sub-Committee has begun meeting, with the focus to replace equipment at the Community Center. The 2020 PRC Annual Report was provided, with Gorham highlighting the accomplishments of the past year. PLANNING COMMISSION City Planner Monson reported that the Commission will be holding public hearings on April 6th for amendments to several sections of the development code. SCANDIA INTERNET ACTION COMMITTEE Council member Ray reported that Midco representative Justin Forde will be testifying at a U.S. Senate subcommittee meeting on broadband expansion, and will include Scandia’s project as a successful example. TOURISM COMMITTEE The Tourism Committee will be meeting on March 22nd. It was announced that member Dana Khu has resigned from the Committee. ECONOMIC DEVELOPMENT AUTHORITY EDA President Benson announced the EDA’s monthly business breakfast is scheduled for March 18th. Starting in April, the monthly business breakfasts will be held on the third Wednesday of each month. The Board is reviewing its strategic work plan, and anticipates a joint meeting with the City Council to review the EDA’s directional focus in conjunction with the development code update. BUILDING OFFICIAL The February building activity report was received from Building Official Joel Hoistad. Last month 15 permits were issued at a valuation of $768,650. Council member Ray noted a discrepancy on the monthly report, to be brought back next month for acceptance. FIRE DEPARTMENT Fire Chief Hinz reported that the department responded to 10 calls in February; 2 fire related and 8 EMS related. The City’s warning sirens were recently serviced. CITY ENGINEER Approve and Accept Contractor’s Bid for 2021 Street Improvement Project Eight bids were received for the 2021 Street Improvement Project. The alternate includes solar panel powered speed limit indicator signs to be installed in two locations on 220th Street. Contractor Base Bid Alternate Base Bid + Alternate North Valley, Inc. $583,791.37 $18,627.08 $602,418.45 Asphalt Surface Tech $603,495.00 $14,960.00 $618,455.00 T.A. Schifsky $616,855.25 $15,400.00 $632,255.25 Valley Paving, Inc. $622,897.84 $17,922.00 $640,819.84 Knife River Corporation $646,341.14 $13,600.00 $659,941.14 Park Construction Co. $662,145.45 $15,040.00 $677,185.45 Northwest $710,173.76 $15,000.00 $725,173.76 March 16, 2021 Scandia City Council Page 3 of 6 Contractor Base Bid Alternate Base Bid + Alternate Bituminous Roadways $704,551.90 $21,340.00 $725,891.90 Goodman recommended the city award the Base Bid and Alternate to the lowest bidder, North Valley, Inc. Kronmiller, second by Ray, moved to award the bid for the 2021 Street Improvement Project to North Valley, Inc. in the amount of $602,418.45. Motion carried 5-0 by roll call vote. Goodman noted that the bid award is considerably lower than budgeted, and recommended the City consider adding Pomroy Avenue to the project, which has a pavement rating of 4. A change order of $100,000 could resurface 1,200 linear feet of Pomroy. Goodman questioned the Council as to what scope of work would they be comfortable with adding to the contract. Council member Ray asked that consideration be given for reallocation of the savings into digital broadband expansion instead. Ray explained that the Internet Action Committee is meeting on March 18th and could have a recommendation to the Council at the April 7th Work Session. Mayor Maefsky said this is proposal is worth exploring, and tabled further discussion to the next Work Session. Status update on the MPCA Operator’s License for the Bliss System Engineer Goodman reported that the City received a Pre-Public Notice Review of Draft Permit - Bliss Collector Operator’s License that also included a statement outlining any changes or new requirements to the draft permit. This 30-day pre-public notice review period ends on March 24, 2021. Once the pre-public notice review is complete the draft SDS permit will be placed on public notice for 60 days. A Facility Evaluation Report will be due within 180 days of issuance of the new permit. Based on the report, MPCA will then ask the City to follow either Track 1 or Track 2. Track one is the new monitoring well. Track two is a facility upgrade. Goodman said cost, funding, scheduling, and planning are all huge concerns for the Bliss System, especially if a facility upgrade is needed that may cost close to $1 million. Lingering nitrate issues mean the system is not meeting MPCA requirements. Administrator Cammilleri noted that the Wastewater Advisory Committee will meet soon and discuss a state bonding request as a funding source for the necessary upgrades. The Committee will also discuss a rate study being conducted by the City’s financial planner. DIRECTOR OF PUBLIC WORKS PW Director Hawkinson reported on the past month’s activities. Costs to repair a streetlight on Olinda Trail hit by a vehicle are being recovered from the driver’s auto insurance. Pumping leveled off fairly quickly in the Big Marine Sewer System after last week’s rain event, evidence that the efforts to reduce infiltration by raising the access covers is working. Authorize sale of Bolens lawn tractor on Public Surplus Auction Last month the Council approved the purchase of a UTV to replace the Bolens lawn tractor. Ray, second by Benson, moved to authorize the sale of the Bolens lawn tractor on a public surplus auction site. The motion carried 5-0 by roll call vote. March 16, 2021 Scandia City Council Page 4 of 6 CITY ADMINISTRATOR Administrator Cammilleri reported that MnDOT will be adjusting the turtle fencing along Highway 97 this spring, and he will be requesting a report from the agency. Staff is working on the City’s financial management plan with Ehlers, to also include a sewer rate study. Cammilleri explained that he is working with Scandia Heritage Alliance on a state bonding grant request for the Water Tower Barn project, and assembling a job profile for the PW Director vacancy effective with Hawkinson’s April 1st retirement. DISCUSSION ON 2021 ANNUAL OPERATING PERMIT FOR THE TILLER CORPORATION SCANDIA MINE. RESOLUTION NO. 2021-07 Planner Monson presented the staff report for the annual renewal of Tiller Corporation’s operating permit for this mining season. The application submission included the data required by the ordinance regarding annual activity on the site, as follows: 2019 2020 Amount of material removed from the site (in tons) 425,000 300,000 Amount of add-rock brought onto site (in tons) 60,500 61,000 Recycled asphalt and concrete brought to the site (in tons) 50,000 44,000 Average number of trips to and from the site each day (in trips/day) 214 184 The City’s groundwater consultant, LRE Water, reviews the groundwater monitoring results each year for the AOP and provides comments to the City. LRE Water did not see any concerns with the 2021 application as it relates to groundwater quality and quantity. LRE recommended that if they choose, Tiller could reduce the groundwater level monitoring in the observation wells and water level in the pond to quarterly (March, June, Sept. and Dec). Excavation into the groundwater table is not anticipated in 2021. The Carnelian-Marine-St. Croix Watershed District reviewed the 2020 AOP application and had no concerns. Reclamation activities in 2020 included placement of overburden and suitable fill material in the west half of the mining area, south of the Scandia Mine/Dresel Mine common mining border. Ongoing reclamation activities are anticipated in the southern portion of the site, near the common mining border, during 2021. Planner Monson recommended approval of the Tiller Corporation 2021 AOP for sand and gravel mining and related processing at the Scandia Mine, 22303 Manning Avenue North, with twelve conditions presented in a resolution. Christina Morrison, Land Use Coordinator with Tiller Corporation, explained that the mine will continue to operate as it has in the past, with reclamation progressing as planned. Morrison stated that Tiller has no concerns on the conditions of the permit. Based on market demand, the mine has the resource capacity to operate for 30-40 more years. The rising water table across the metro area was noted. Morrison said that the large site has tremendous capacity to maintain the rising groundwater levels, and had no concerns on this issue. March 16, 2021 Scandia City Council Page 5 of 6 Benson, second by Cusick, moved to adopt Resolution No. 2021-07, Approving the 2021 Annual Operating Permit for the Sand and Gravel Mine and Processing Facility at the Scandia Mine Site. The motion carried 5-0 by roll call vote. DISCUSSION ON VACATING UNOPENED SECOND STREET IN THE REVISION OF VASA. RESOLUTION NO. 2021-08 Last December, the City received a petition from Mr. Charles Eginton and his neighbors to vacate a portion of an unimproved right-of-way of Second Street in the Vasa Plot located at the Copas neighborhood off of 197th Street North. Administrator Cammilleri recommended that an area adjacent to the intersection of Second Street and 197th Street be preserved for staging and maneuvering of emergency and maintenance vehicles, and to preserve public access to the area creek and culvert that the waterway goes through. The remaining extent to the south is recommended for vacation as defined in a resolution presented for adoption. The vacated area includes the service line for Ms. Maher’s septic system. Benson, second by Ray, moved to adopt Resolution No. 2021-08, Vacating a Portion of Second Street Upon Petition of a Majority of Abutting Landowners. The motion carried 5- 0 by roll call vote. AUTHORIZE REQUEST TO VACATE TWO DRAINAGE EASEMENTS IN THE LILY PAD LOOKOUT SUBDIVISION THAT WERE REPLACED BY THE NEW PLAT AND THE NOTICING OF A PUBLIC HEARING. RESOLUTION NO. 2021-09 Administrator Cammilleri explained the newly approved plat for Lily Pad Lookout included new easements for drainage, ponding, and wetlands. These newly defined easements more accurately reflect the location of wetland and stormwater infrastructure that is currently in this location than the two other existing easements that have been in place since prior to this new plat. As a result, vacating these two old easements is necessary to clean up what should be recorded in this area. A resolution was prepared by City Attorney Nelson to call for a public hearing to vacate the two drainage easements, to be scheduled for April 20, 2021. Benson, second by Cusick, moved to adopt Resolution No.2021-09, Setting A Public Hearing on the Proposed Vacation of Drainage Easements. The motion carried 5-0 by roll call vote. 1,000 ACTS OF KINDNESS PROJECT Council member Ray described an event to be sponsored by the City and the Scandia-Marine Lions, from April 2- May 2, 2021. A story contest with Scandia Elementary, cookie distribution, a kindness donation day, and tracking acts of kindness posted on the city’s facebook page are planned. Costs to the Parks Department was estimated to be $300 for supplies. Adding a paper shredding service to the donation day was discussed, and determined that the $1,300 cost for the service will benefit the City and residents, as well as boost the attendance to the Lions fundraising event held at the Community Center parking lot. Council directed the March 16, 2021 Scandia City Council Page 6 of 6 collection to advertise the shredding as free for up to 5 boxes, with a fee of $5 a box above this amount. Maefsky, second by Ray, moved to authorize up to $1,750 to support Scandia’s 1,000 Acts of Kindness Project. Motion carried 4-1 by roll call vote, with Cusick opposed. ADJOURNMENT Ray, second by Benson, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 9:08 p.m. Respectfully submitted, Brenda Eklund City Clerk