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04-07-2021 Work SessionApril 7, 2021 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 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 6:03 p.m. The following were participants to the meeting: Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Patti Ray and Mayor Christine Maefsky. The Work Session began as a joint meeting with the Capital Investment Committee. Members Dominic Mitchell, Terry Gorham, Council member Kronmiller and Fire Chief Mike Hinz were present. CIC members Mark Lofstrom and Perry Rynders were absent. Staff participating: City Administrator Ken Cammilleri and City Clerk Brenda Eklund. APPROVAL OF THE AGENDA Ray, second by Benson, moved to approve the agenda as presented. Motion carried 5-0 by roll call vote. JOINT MEETING WITH CAPITAL INVESTMENT COMMITTEE - STATUS UPDATE ON THE CITY'S FINANCIAL MANAGEMENT PLAN Administrator Cammilleri explained that the City's financial management plan is close to being ready to present once funding solutions for the Bliss Wastewater Treatment Plant Nitrate Treatment Project are studied, proposed for a future meeting. JOINT MEETING WITH CAPITAL INVESTMENT COMMITTEE - DISCUSS APPROVAL OF STATE BONDING REQUEST FOR IMPROVEMENTS TO THE BIG MARINE SEWAGE TREATMENT SYSTEMS FOR NITRATE AND CAPACITY ISSUES Administrator Cammilleri recommended the City make a state bonding request for a grant to assist with funding the mandated improvements to the Bliss System Sewer Improvements Project. Currently, the Big Marine Sewer Utility lacks the appropriate fund balance to support any substantial capital costs, estimated to be $1,325,000-$1,425,000. The state's grant funding typically requires a 50% match from the requesting entity. Cammilleri explained that the state operates on a bi-annual budget cycle. Odd years are focused on the state's operating budget for the next two years. In the even years, the state considers bonding for special projects, this would include this bonding grant request. To improve the odds of potential passage, it is common to introduce state bonding requests in the preceding legislative session. The earlier the introduction, the greater the opportunity to build support with key legislators. The Council discussed the potential to include improvements to the Anderson -Erickson System as well. Staff concluded that an initial bond request be made for the Bliss System, and possibly amend the bond request next year with reasonable justifications to the A-E System. Apri17, 2021 Scandia City Council Page 2 of 5 Kronmiller, second by Benson, moved to authorize a state budget request and bonding request for the Bliss System Sewer Project on behalf of the City in the amount of $1,425,000. The motion carried 5-0 by roll call vote. Administrator Cammilleri explained that a source of funding the City's 50% match hasn't been determined, but the City's financial management plan will provide this guidance. Cammilleri recommended the Council write letters of support to key legislators. JOINT MEETING WITH CAPITAL INVESTMENT COMMITTEE - DISCUSSION ON FUNDING THE 2021 STREET PROJECT CHANGE ORDER OR ALLOCATE FUNDS TO BROADBAND EXPANSION Due to favorable bids for the 2021 Street Improvement Project, City Engineer Goodman recommended that the additional savings be used to complete portions of Pomroy Avenue North to maximize saving on mobilization and to potentially get the contractor to agree to the same cost per foot for construction. Goodman also recommended that remaining unused funds for the year be put towards road preservation efforts such as crack filling and chip sealing. Council member Ray asked that the $156,000 savings be reallocated to broadband expansion efforts, in order to sooner complete the five-year plan for all residents to have access to high- speed internet. Internet Action Committee Chair Bob Wilmers provided statistics on what reallocation to internet improvements could accomplish. Council member Cusick said roads should be brought to a better standard for safety reasons; internet is an elective service being installed by a for-profit company. Fire Chief Hinz added that the Capital Investment Committee (CIC) struggles with funding enough money for roads. Hinz noted the potential for receiving federal funds that could be directed to internet expansion. Council member Kronmiller said he can't disagree with either argument and recommended the CIC provide a recommendation. Dominic Mitchell, CIC member, said that expanded internet directly impacts more people's lives, especially in the working from home era. Terry Gorham, CIC member, said that expanding internet service is a better allocation of funds, and that Pomroy Avenue is not in that bad of disrepair. Mayor Maefsky noted that the discussion has highlighted the needs of Scandia, and putting off internet is not helpful for the residents. Maefsky said extending the road project to Pomroy this year is a one-time opportunity which has value. Kronmiller and Maefsky questioned if funding internet expansion could be increased in next year's Capital Improvement Plan. Kronmiller, second by Benson, moved to authorize a change order in the amount of $125,000 to extend improvements to Pomroy Avenue. The motion carried 5-0 by roll call vote. Kronmiller, second by Ray, moved to direct the Capital Improvement Committee to review the Capital Improvement Plan to allocate funds for internet expansion in the amount of $250,0004300,000 a year. Motion carried 4-1 by roll call vote with Cusick opposed. Apri17, 2021 Scandia City Council Page 3 of 5 The Joint Meeting with the Capital Investment Committee concluded, and the City Council Work Session resumed. DISCUSS LIQUOR LICENSING ORDINANCE REGARDING PENALTIES FOR VIOLATIONS A local business owner requested that the Council discuss the penalties to liquor license holders as provided in the ordinance for violations of serving to underage persons. City Administrator Cammilleri summarized a staff report which explained that the ordinance was adopted with the intent to hold operators responsible for the service of alcohol to minors. It is a standard ordinance that supplements state laws that hold servers to account directly for service of alcohol to minors. Scandia's ordinance is not unique, and that similar local code requirements can be universally found state-wide. Council member Benson stated that the ordinance is reasonable, consistent with other communities, and recommended no changes. The Council was in consensus to make no changes to the existing ordinance. DISCUSS PARKING AT THE BIG MARINE LAKE NORTH BOAT LAUNCH ON MAYBERRY TRAIL AND AT SAND LAKE ON OLD MARINE TRAIL/OXBORO AVENUE City Administrator Cammilleri reported on parking complaints at public boat accesses on Mayberry Trail and Oxboro Avenue, and recommended a Council member serve on a working group with staff to coordinate responses to the local lake associations and to work with the DNR on a solution. Council member Ray noted that a resident reported parking on both sides of the road along Mayberry Avenue with concerns that Big Marine Lake is overpopulated with boats. Council member Cusick volunteered to assist with this issue. DISCUSS AUTHORIZATION TO START HIRING PROCESS FOR DIRECTOR OF PUBLIC WORKS POSITION City Administrator Cammilleri proposed to begin the hiring process for the vacant Public Works Director position, with a timeline to fill the position within 10 weeks. A revised job description was presented, with a suggested salary range of $78,520-$103,418, depending on qualifications. The recommendation reflects the present grade of 17 that has been assigned to this position based on the salary schedule adopted in 2020 as part of the City's 2019 wage study. Council member Ray suggested lowering the advertised pay range. Ray, second by Kronmiller, moved to authorize the hiring process for Director of Public Works with a pay range of $70,000490,000 with the amended job description as presented. The motion carried 5-0 by a roll call vote. DISCUSS APPROVAL OF WALTER MONDALE DEDICATION SIGN AT LOG HOUSE LANDING City Administrator Cammilleri explained that last year, the Minnesota State Legislature approved funding to add signage at several overlooks and landings in honor of Walter F. Apri17, 2021 Scandia City Council Page 4 of 5 Mondale and his role in the designation of the St. Croix as a Wild and Scenic River. This honoring effort includes the addition of a sign at Log House Landing. The State has appropriated all of the funds for the costs of this sign, including for its manufacture and installation. Cammilleri recommended that the City authorize its placement at the boat launch. Ray, second by Benson, moved to approve a park dedication sign in honor of Walter Mondale at the Log House Landing boat launch. The motion carried 5-0 by roll call vote. CONSIDER PETITION FOR VACATION OF A PUBLIC WAY FOR PEDESTRIAN USE IN SWENSON'S GOOSE LAKE FARM ESTATES FROM OREN ROAD NORTH TO GOOSE LAKE. RESOLUTION NO. 2021-10 A petition from landowners was received by the City on March 12th to vacate a pedestrian path in Swenson's Goose Lake Estates. The 20' easement was intended for lake access and dedicated to the Township when the subdivision was originally platted. Administrator Cammilleri stated that the unimproved trail runs through wetlands and would be a challenge to build out. A resolution was prepared to call for a public hearing on the request to vacate the easement, scheduled for June 15, 2021. Kronmiller, second by Ray, moved to adopt Resolution No. 2021-10, Declaring Sufficiency of Petition and Setting a Public Hearing on the Proposed Vacation of a Recreational Trail Easement from Oren Road North to Goose Lake in the City of Scandia. The motion carried 5-0 by roll call vote. DISCUSSION ON UPDATE TO THE CITY'S COVID-19 BUSINESS PLAN Last month, Governor Walz approved a statewide easing of some of the social restrictions due to decreased transmission rates and an increased availability for Covid-19 vaccines. City Administrator Cammilleri reported that the City can now update its Covid-19 Preparedness Plan to accommodate these new eased restrictions. Cammilleri summarized staff recommendations: • In Person Service — the current service window arrangement should remain in place until the State of Minnesota deems it safe to return to normal operations. The arrangement includes entry to City Hall by invite. • Outdoor reservations — recommended that the City allow outdoor reservations based on current state requirements of up to 50 people with social distancing. • Public meetings — Most cities have opted to continue to hold off in person meetings. Staff recommends: In June, if there is a better handle on the pandemic, to introduce in person meetings of elected and appointed officials, and staff. If conditions continue to improve, implement meeting attendance reservations, to control the number of meeting attendees. When the pandemic is finally over, resume conducting meetings in person with the capacity to host zoom attendees. • Community Center Reservations — Increase the reservation occupancy to 80 people with a Covid Action plan. (Large gatherings larger than Lion's Club meetings should still be avoided until the pandemic is deemed under control). Ray, second by Benson, moved to approve the City's updated Covid-19 Business Plan as recommended by staff. The motion carried 5-0 by roll call vote. Apri17, 2021 Scandia City Council Page 5 of 5 DISCUSS SAFE ROUTES TO SCHOOL EXPLORATORY COMMITTEE Council member Ray stated that local resident Sue Rodsjo requested the Council's support to form an exploratory steering committee to research grant opportunities in the Safe Routes to School federal and state grant program. Council member Cusick noted that Scandia Elementary is located on a state highway, the City covers 40 square miles, and a safe route may not be applicable. Mayor Maefsky stated that a committee can explore this and find out if it makes sense to pursue. As well, state grant funds will pay for the planning process and there is no financial commitment necessary at this point. Council was in consensus to support the formation of an informal group to report to the Council on findings within the guidelines of the Safe Routes to School program. APPROVE PAY EQUITY REPORT City Administrator Cammilleri presented the pay equity report for 2020 and recommended its approval. Benson, second by Ray, moved to approve the 2020 Pay Equity Report as presented. Motion carried 5-0 by roll call vote. ADJOURNMENT Ray, second by Benson, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 8:45 p.m. Respectfully submitted, Brenda Eklund City Clerk