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06.a1 Draft minutes 09-21-2021 Meeting September 21, 2021 A regular meeting of the Scandia City Council was held on the above date with modifications. The meeting was conducted in-person at the Scandia Community Center and over an electronic platform. All participants who joined the meeting remotely could hear each other and contribute to discussions. Mayor Christine Maefsky called the meeting to order at 7:00 p.m. Roll call was taken. The following were in attendance: Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Patti Ray, and Mayor Christine Maefsky. Staff present: City Administrator Ken Cammilleri, City Planner Evan Monson, City Engineer Ryan Goodman (virtually over Zoom), City Attorney Chris Nelson, Fire Chief Mike Hinz, Public Works Director Charles Fischer, Deputy David Peters and City Clerk Brenda Eklund. APPROVAL OF AGENDA Mayor Maefsky removed 6.j) Approve appointment to PRC from the Consent Agenda to a topic under the Parks and Recreation Committee report. Benson, second by Ray, moved to approve the agenda as amended. Motion carried 5-0 by roll call vote. PUBLIC FORUM Dean West, 23167 Lofton Avenue, asked for an update on his request that the city clear the Lake Lane easement from Lofton Avenue to the shore of Bone Lake for non-motorized public access to the lake. Administrator Cammilleri explained that staff is waiting for guidance from the Watershed regarding the alteration of the shoreline before taking any steps to clear brush. Scandia Good Neighbor Proclamation to Gabriel Poyerd Mayor Maefsky presented a Scandia Good Neighbor Proclamation to Gabriel Poyerd for his heroic actions in locating a missing young girl on June 15th in the Big Marine Lake neighborhood. Washington County Sheriff Dan Starry awarded Poyerd with a Citizen Lifesaving Award, Deputy David Peters presented Poyerd a Challenge Coin, and County Commissioner Fran Miron named Poyerd a true hero for his public safety actions that evening. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) August 17, 2021 Regular Meeting 2) August 24, 2021 Special Meeting 3) September 1, 2021 Work Session 4) September 13, 2021 Special Meeting b) Treasurer’s Report c) Payment of Vouchers d) Accept resignation of Firefighter Justin Levy e) Approval of contract for safety training services with SafeAssure Consultants, Inc and approval of payment to SafeAssure Consultants Inc in the amount of $3,544.63 for services to be rendered between October 1, 2021 through September 30, 2022. f) Approve annual step increases for Office Assistant/Recreation Program Coordinator and City Clerk September 21, 2021 Scandia City Council Page 2 of 5 g) Approve hiring Community Center Attendant h) Authorize the hiring process for Public Works Winter Seasonal Employees i) Authorizing hiring Seasonal Ice Rink Attendants j) Approve appointment to fill an unexpired term on the PRC moved to PRC report k) Approve Memorial Bench Program at Lilleskogen Park l) Approve application to Tree Trust’s Green Futures Program m) Approve hiring Skating Program Instructors and Winter Recreational Programing Ray, second by Benson, moved to approve the Consent Agenda as amended. Motion carried 5-0 by roll call vote. PARK AND RECREATION COMMITTEE Council member Ray, representative to the PRC, reported on the Committee’s September 9th meeting: preparations for Vinterfest 2022 are in the works, members received an update on the playground equipment replacement study, they discussed the new park on Orwell Avenue, and noted the successful Pickleball Tournament held during Taco Daze. Appointment to fill an unexpired term on the PRC PRC member Emmy Lundeen resigned from the Committee in August. The vacancy was advertised on the City’s website and social media page. One application was received by the September 17th deadline. Mayor Maefsky recommended the applicant be interviewed at a future meeting. Maefsky, second by Benson, moved to table an appointment to fill an unexpired term on the PRC until the applicant is interviewed. The motion carried 5-0. PLANNING COMMISSION Variance from side yard setback requirements for an addition to the existing dwelling at 12959 Mayberry Trail North. Chris and Erica Sandstrom, Applicants. Planner Monson presented the recommendation from the Planning Commission to deny a variance for an addition to the home at 12959 Mayberry Trail proposed to be 5’ from the north side property line at its nearest point and 18.7’ at its furthest point. The required side yard setback is 20’ from the property line. The Commissioners felt the request was not able to meet all the variance criteria within Chapter One, Section 6.0 of the Development Code. A resolution was prepared with findings of denial. The large size of the property (13.36 acres) results in other buildable area for accessory space. Applicant Chris Sandstrom addressed the Council with a statement that there was miscommunication to the Planning Commission about the use of the addition – it is intended to be livable space instead of a garage. Sandstrom asked that the Council table a decision on the variance request. Staff advised on the procedures for a change to the contents of Sandstrom’s variance application. Kronmiller, second by Benson, moved to direct the Planning Commission to review the amended variance application conditioned on the applicant’s written approval to waive the statutory deadline of the application. Motion carried 5-0 by roll call vote. September 21, 2021 Scandia City Council Page 3 of 5 Variance from rear setback requirements for an addition to the existing dwelling at 19211 Meadowridge Lane North. Brian Gunst, Applicant. Resolution No. 2021-39 Planner Monson presented the recommendation from the Planning Commission to deny an addition to the home at 19211 Meadowridge Lane North at a setback of 6.8’ from the rear property line. This is within the required setback of 30’ for lots in Tii Gavo. The Commissioners acknowledged that the proposed location would avoid impacts to existing trees on the property, but the request did not meet all of the variance criteria within Chapter One, Section 6.0 of the Development Code. A resolution was prepared with findings of denial. The buildable area on the lot available to the landowner to build on would still permit an addition that does not require a variance, which is not a unique difficulty. Cusick, second by Benson, moved to adopt Resolution No. 2021-39, Denying a Variance at 19211 Meadowridge Lane North. The motion carried 5-0 by a roll call vote. SCANDIA INTERNET ACTION COMMITTEE The Internet Action Committee did not meet in September. No report was provided. TOURISM COMMITTEE The Tourism Committee did not meet in August. No report was provided. ECONOMIC DEVELOPMENT AUTHORITY The EDA held a Business Breakfast on September 15th. Speakers included Caitlin Fox from “Thirsty Buffalo”, Chelsie Williams from “Your Home Café” and John Shoffner, Metro Regional Business Development Manager with the MN Department of Employment and Economic Development. BUILDING OFFICIAL The August building activity report was received from Building Official Joel Hoistad. Last month 32 permits were issued at a valuation of $1,444,781.00. FIRE DEPARTMENT Fire Chief Hinz reported on fire department’s August activity. Last month the department responded to 33 calls; 11 fire, 18 medical, 1 dive call, with 3 cancelled calls. The department sponsored the waterball tournament in the skating rink during Taco Daze, an improved location for the participants and spectators. Consider Resolution No. 2021-40 Authorizing Dispatch of Scandia Fire Department Equipment and Services by the Fire Chief in Emergency Situations Fire Chief Hinz explained that the Minnesota State Fire Chiefs Association is recommending that cities adopt a Resolution Authorizing Dispatch and Use of Fire Department Equipment and Services by the Fire Chief in Emergency Situations, as a pre-approval for mutual aid during an emergency, instead of a delay in waiting for the City Council to approve the authorization in a regular or emergency meeting. In most cases costs are reimbursed by the requesting agency, state or donated by the city to the requesting agency. September 21, 2021 Scandia City Council Page 4 of 5 Benson, second by Cusick, moved to adopt Resolution No. 2021-40, Authorizing Dispatch and Use of Scandia Fire Department Equipment and Services by the Fire Chief in Emergency Situations. The motion carried 5-0 by roll call vote. CITY ENGINEER Engineering Updates City Engineer Goodman provided the monthly engineering updates. Council member Ray asked if it’s been determined that the Bliss Collector Permit process will require Track 2. Goodman explained that the City is currently following Track 1, with the assumption that we’ll end up on Track 2 with required system improvements due to the nitrate issue. Staff will distribute a summary of the compliance report to the Council. 191st Street N and Kirk Avenue N/220th Street N Maintenance – Contractor’s Request for Payment No. 1 Goodman recommended the council approve the contractor’s request for payment for pavement improvements to 191st Street, Kirk Avenue and 220th Street. The request includes withholding 5% retainage. Kronmiller, second by Ray, moved to approve payment of $102,700.12 to North Valley, Inc. as Pay Request No. 1. The motion carried 5-0 by roll call vote. DIRECTOR OF PUBLIC WORKS Public Works Director Charles Fischer reported on the department’s activities. Roadside mowing is on-going at half capacity while a part is on order for a section of the mower. Park maintenance projects are being completed at Lilleskogen. Due to a non-payment to the MPCA of a Public Works staff Class D operator license renewal in 2019, the license is invalid to operate the Bliss System. To continue compliance with the MPCA, the City will contract with Bolton & Menk for operations for the Bliss system until a Public Works staff member completes the approved operator retesting process. The retesting process begins September 28th. Mayor Maefsky asked staff to address the continued traffic issues on Oakhill Road, which were especially concerning over the past weekend. Administrator Cammilleri reported on costs to hire extra patrol detail for enhanced presence and enforcement of motor vehicle operations. The County Sheriff’s Department could arrange for special detail in 4-hour blocks of time on weekends over 13 weeks at a cost of $8,000 to $10,000. City Attorney Nelson advised that nuisance regulations could have some effect, with a draft ordinance in the works. No decisions were made, and Council requested that business owner Scot Taylor be invited to a future work session to discuss the traffic and noise concerns occurring outside his establishment. CITY ADMINISTRATOR City Administrator Cammilleri reported that zoning and building permit activity has been steady. There are one dozen open code enforcement issues. A future meeting is planned on the development code update project as it nears completion. September 21, 2021 Scandia City Council Page 5 of 5 RESOLUTION NO. 2021-41 CERTIFYING THE MAXIMUM TAX LEVY FOR 2022 City Administrator Cammilleri summarized the draft 2022 budget that sets the preliminary levy 2.68% above last year, resulting in a net zero impact to the tax rate paid by property owners. Cammilleri reviewed the predicted revenues and expenditures planned for 2022. Major projects will be the continued broadband expansion, the Bliss Stormwater Improvement Project, a street improvement project for Melanie Trail and 238th Street, tractor replacement for Public Works, front door and HVAC replacement for the Community Center, final year of wetland improvements at Lilleskogen Park, and replacement playground equipment (dependent on grants and donations). A resolution was prepared to certify the preliminary maximum tax levy for 2022, at a total of $2,579,051. Cammilleri noted that the Council can continue to review the budget before its final adoption at the end of the year, but cannot increase the levy beyond this amount. This amount must be certified to the County by September 30th. Benson, second by Ray, moved to adopt Resolution No. 2021-41, Adopting the Preliminary Levy Payable in 2022. The motion carried 5-0 by roll call vote. ADOPTING A DATE FOR TRUTH-IN-TAXATION HEARING ON THE 2022 BUDGET Kronmiller, second by Benson, moved to schedule the Truth-in-Taxation public meeting for December 1, 2021 at 6:30 p.m. The motion carried 5-0 by roll call vote. CINNAMON BUN DAY PROCLAMATION Ray, second by Kronmiller, moved to proclaim October 4, 2021 at Cinnamon Bun Day in Scandia. The motion carried 5-0 by roll call vote. Volunteers will distribute cinnamon buns to morning commuters, a Swedish tradition. ADJOURNMENT Benson, second by Ray, moved to adjourn the meeting. Motion carried 5-0 by roll call vote. The meeting adjourned at 8:51 p.m. Respectfully submitted, Brenda Eklund City Clerk