6.a)1) January 19, 2016 Meeting MinutesJanuary 19, 2016
A regular meeting of the Scandia City Council was held on the above date. Mayor Simonson
called the meeting to order at 7:00 p.m. Following the Pledge of Allegiance, roll call was taken.
The following council members were present: Council members Dan Lee, Chris Ness, Jim
Schneider and Mayor Randall Simonson. Absent: Council member Bob Hegland. Staff present:
City Administrator Neil Soltis, City Engineer Ryan Goodman, City Attorney Andy Pratt, Police
Deputy Brandon Yetter arrived later in the meeting, Fire Chief Mike Hinz, Public Works
Director Dave Williams and Deputy Clerk Brenda Eklund.
PUBLIC FORUM
There were no public comments.
APPROVAL OF AGENDA
Mayor Simonson recommended that General Business Item 91) Committee Appointments, be
moved to the first item under General Business and all other agenda items resorted accordingly.
Lee, seconded by Ness, moved to approve the agenda as amended. The motion carried 4-0.
CONSENT AGENDA
The following Consent Agenda was presented:
a) Minutes
1) December 15, 2015 Regular Meeting
2) January 6, 2016 Work Session
b) Treasurer's Report
Beginning Balance 12/01/2015 $ 2,285,045.38
Receipts + 1,135,994.98
Expenditures $122,177.60
Payroll $ 39,728.31 _*4t*N* $ 161,905.91
Adjustments: NSF check - 214.25
NSF bank charge - 4.00
Duplicate receipt entry - 1,142.10
Ending Balance 12/31/2015 $ 3,257,774.10
c) Payment of Vouchers
d) Approve Official Depositories — Resolution 01-19-16-01
e) Ratify Surety and Blanket Bonds — Resolution 01-19-16-02
f) Appoint Acting Mayor for 2016 (Bob Hegland)
g) Temporary On -Sale Liquor License, Scandia Fire & Rescue Relief Association (February
27, 2016)
h) Step increase — Treasurer
Ness, seconded by Lee, moved to approve the Consent Agenda as presented. The motion
carried 4-0.
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PARKS AND RECREATION COMMITTEE
Update on 2016 Vinterfest Event
Parks and Recreation Committee Vice -Chair Brad Borg reported on plans for the Vinterfest
event being held on January 29 and 30. Conditions appear adequate to proceed with the
scheduled events. Staff will be contacting the event organizers to check on any concerns they
may have and if any of the events would be downsized if necessary. The fireworks show
Saturday evening will proceed as planned regardless. Borg noted that the event is being
promoted well in local newspapers.
BUILDING OFFICIAL
Building Official Chuck Preisler's report on building activity was received. Seven permits were
issued in December at a valuation of $509,000. There were a total of 197 permits issued in 2015
at a valuation of $8,621,065.82.
POLICE DEPARTMENT
Administrator Soltis provided Deputy Yetter's quarterly report. Three burglaries are being
investigated, along with cases of mail theft. Several ordinance violations are being pursued.
Vehicle accidents are on the rise with the winter driving conditions.
FIRE DEPARTMENT
Fire Chief Mike Hinz reported that the department responded to 13 calls in December; 5 fire and
8 rescue calls. The new tanker is in service, with the old tanker recently sold by auction at a final
sale price of $28,100 to the City of Boyd, MN. The rescue sled was also recently sold by
auction. Volunteer firefighters completed the EMT refresher course in December, conducted by
Regions Hospital. The department is making preparations for the annual Fireball fundraising
event being held on February 27, 2016.
CITY ENGINEER
City Engineer Ryan Goodman reported that he will be attending a meeting for an update on the
NE Metro Groundwater study related to White Bear Lake. A full report is anticipated by mid-
2016. The City of Hugo will be hosting a Water Summit meeting on February 18 which Council
member Ness also plans to attend. Goodman noted that five representatives from Bolton &
Menk will serve as judges for the Vinterfest snow sculpture contest and the firm will supply
medals to the participants.
DIRECTOR OF PUBLIC WORKS
Public Works Director Dave Williams reported on the department's activities. The crews have
been out a few times clearing the roads. The ice rink opened on December 31, and installation of
the hockey markings is almost complete.
CITY ADMINISTRATOR
Administrator Soltis reported that the solar panel installation on the Fire/Public Works building
is progressing, and an agreement with Novel Energy Solutions will be presented at the next
Council meeting following legal review. Health insurance coverage for the Union members will
be increasing 4.7% in March, which was accounted for in the 2016 budget. Soltis explained that
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Scandia City Council
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the Cintas contract for supplies and uniforms has been adjusted to the cooperatively bid rate,
which will result in significant savings for these items. Occupancy sensors for the Community
Center restrooms have been purchased and will be installed for savings on the electric bill. Soltis
explained that he is researching a lighting retrofit for the Community Center and will report on
the payback analysis at a future meeting.
COUNCIL/COMMITTEE APPOINTMENTS AND UPDATE ON ADVISORY
COMMITTEES
Council discussed Committee applications at their January 6 Work Session and recommended
the following appointments:
Planning Commission: Tom Noyes
Parks and Recreation Committee: Jodi Feldmann and Terry Gorham
Council Liaisons:
o EDA: Dan Lee and Bob Hegland
o Parks and Recreation: Dan Lee
o Planning Commission: Chris Ness
o Wastewater Committee: Chris Ness and Jim Schneider
o Forest Lake Cable Commission: Randall Simonson
Wastewater Committee: Administrator Soltis reported that Doug Salmela has agreed to
continue his term on the Committee; no applications were received for his expiring term.
Simonson, seconded by Schneider, moved to approve the appointments as recommended.
The motion carried 4-0.
Newly appointed Parks and Recreation Committee member Jodi Feldmann was present and
briefly introduced herself.
REPEALING ORDINANCE NO. 120 AND REPLACING IT WITH ORDINANCE NO.
166 (DOGS)
Administrator Soltis introduced Ordinance No. 166, Regulating Dogs, which would amend
language for housing an impounded animal in existing Ordinance No. 120, Section 8(A). "A
period of not less than 5 working days" would be replaced with "a period of the lesser of 5
working days or until claimed by owner". The amended language would allow Hillcrest to
release a dog to its owners when claimed in less than the 5-day holding period. Council member
Lee questioned how this would effect a quarantine period if there was a risk of rabies. Soltis
explained that the Animal Control Authority has discretion in requiring quarantine if there is a
question of rabies.
Ness, seconded by Schneider, moved to adopt Ordinance No. 166, Repealing Ordinance No.
120 and Replacing it with a new Ordinance Providing for Regulation of Dogs within the
City of Scandia. The motion carried 4-0.
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RESOLUTION NO 01-19-16-03 PROVIDING FOR THE SUMMARY PUBLICATION
OF ORDINANCE NO. 166 (DOGS)
Ness, seconded by Schneider, moved to approve Resolution No. 01-19-16-03, Providing for
the Summary Publication of Ordinance No. 166. The motion carried 4-0.
DISCUSSION ON LETTER OF AGREEMENT WITH FRIENDS OF SCANDIA PARKS
AND SOARING EAGLES 4-11 CLUB REGARDING INSTALLATION OF A
POLLINATOR GARDEN ON OUTLOT A OF SWENSONS GOOSE LAKE FARM
ESTATES
Administrator Soltis summarized the letter of agreement as was discussed at the January 6th
Work Session. All funds for installation and maintenance of the pollinator plot being planted
this spring on parkland dedicated to the City on Swenson's Goose Lake Farm Estates will come
from the Friends and the 4-H Club. The City will have no obligations for future replacements,
additional improvements or long-term maintenance.
Council member Ness asked if an amendment to the Development Agreement with Swensons
has been completed yet. Staff reported that a termination agreement to remove the requirement
to install a ballfield and playground equipment on Outlot A has been signed by both the City and
Swensons, and will be sent to the County Recorder.
Simonson, seconded by Lee, moved to approve the Letter of Agreement with the Friends of
Scandia Parks and Trails and the Soaring Eagles 4-H Club for a Youth Pollinator Habitat
Plot. The motion carried 4-0.
DISCUSSION ON LETTER OF AGREEMENT WITH CARNELIAN-MARINE-ST.
CROIX WATERSHED DISTRICT FOR THE LOG HOUSE LANDING RAMP
PROJECT
The Council reviewed the Letter of Agreement with the Car -Mar Watershed for the Log House
Landing Ramp Project as was discussed at the January 6th Work Session. Administrator Soltis
explained that the City and Watershed will share the cost 50150 after all grants and donations are
accounted for. Initial project scope, design, costs and any subsequent changes will be decided
jointly, and the City will be responsible for bidding, construction and future maintenance of the
project.
Council member Schneider questioned if engineering costs could be estimated at this time.
Engineer Goodman stated that is unknown and dependent on what the Watershed Engineer has
completed.
Ness, seconded by Lee, moved to approve the Letter of Agreement between the Carnelian -
Marine -St. Croix Watershed District and City of Scandia for the Log House Landing
Public Access Ramp Project, and authorize the City Engineer to prepare preliminary plans
and specifications for discussion at a joint meeting with the Watershed District. The
motion carried 4-0.
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LETTER OF SUPPORT FOR BIG MARINE LAKE ASSOCIATION GRANT
The Big Marine Lake Association has requested a letter of support from the City to accompany
their grant application for funds from Washington County for the control of Eurasion Water
Milfoil in Big Marine Lake in 2016. Administrator Soltis presented the City's letter of support
which was provided with their 2015 application. Language would be revised to highlight the
effectiveness of last year's treatment and to continue the treatment protocol. Council member
Ness recommended that "hundreds of visitors" be replaced with "thousands" as the Vets Camp
and County Park greatly add to the number of visitors to Big Marine Lake.
Ness, seconded by Lee, moved to approve a Letter of Support for the BMLA grant
application. The motion carried 4-0.
MUTUAL AID AGREEMENT BETWEEN THE FIRE DEPARTMENTS OF
WASHINGTON COUNTY AND ST. CROIX COUNTY, WI
Fire Chief Hinz explained that the fire departments of Washington County are seeking to enter
into a mutual aid agreement with St. Croix County, WI. This is similar to the existing agreement
with the fire departments of Polk County, WI. With a mutual aid agreement in place,
departments can respond between the state borders without the need for the State Fire Marshal to
declare an emergency. Hinz noted that there is no cost to the City and no requirement to respond
if conditions warrant.
Simonson, seconded by Schneider, moved to approve the Mutual Aid Agreement between
Washington County and St. Croix County, WI Fire Departments. The motion carried 4-0.
PROFESSIONAL SERVICES AGREEMENT WITH TKDA
Administrator Soltis introduced an updated rate schedule submitted by the City's Planner TKDA.
The rates reflect a 2% hourly rate increase, with the exception of meeting pay which would
remain at $105 per meeting. The rates have been unchanged since 2012. Soltis noted that most
planning fees are reimbursable from the applicants, and the net increase to the City's annual
budget would be around $200.
Lee, seconded by Ness, moved to approve the updated Professional Services Agreement
with TKDA with the 2016 schedule of rates. The motion carried 4-0.
DESIGNATE OFFICIAL NEWSPAPER
Council reviewed the proposals from the Country Messenger and the Forest Lake Times for
designation as the City's legal newspaper, an annual appointment as required by law. Attorney
Pratt interpreted the state statute and stated that both newspapers meet the qualifications of a
legal newspaper.
Council member Lee noted that the Messenger has been the legal paper for a few years, and it
should be time to give the Forest Lake Times a turn as they fairly cover the City meetings.
Council member Schneider stated that he likes the Times for the total circulation numbers.
Council member Ness agreed that they should switch papers every so often.
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Lee, seconded by Schneider, moved to designate the Forest Lake Times as the official legal
newspaper for 2016. The motion carried 4-0.
REQUEST TO ADVERTISE FOR SEASONAL, PART-TIME ON -CALL PUBLIC
WORKS EMPLOYEE
Public Works Director Williams presented his request to hire a third on -call snowplow driver for
the season. Williams explained that this would be a backup in the event staff was shorthanded
during a snow event.
Mayor Simonson stated that he does not agree with the need to hire a backup, and that Williams
would be able to fill in as snowplow driver if necessary. Council was in agreement to not pursue
hiring a backup plow driver as being short staffed shouldn't be an ongoing problem.
APPROVE PLANS AND SPECIFICATIONS AND AUTHORIZE ADVERTISEMENT
FOR BIDS FOR THE 2016 STREET IMPROVEMENT PROJECT
The City authorized preparation of plans for the 2016 Street Improvement Project at their
September 15, 2015 meeting.
Engineer Goodman presented a notice for bids for the 2016 street project with a timetable that
will have a possible bid award at the March 2016 Council meeting. Goodman explained that
improvements to Oldfield Avenue could be extended depending on how bid amounts come in.
Simonson, seconded by Lee, moved to approve the Plans and Specifications and Authorize
the Ad for Bids for the 2016 Street Improvement Project. The motion carried 4-0.
ADJOURNMENT
Ness, seconded by Schneider, moved to adjourn the meeting. The motion carried 4-0.
The meeting adjourned at 7:57 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk