5.a2 March 9, 2016 Work Session MinutesMarch 9, 2016
The City Council held a Work Session on the above date. The following were present: Mayor
Randall Simonson, Council members Bob Hegland, Chris Ness, and Jim Schneider. Absent:
Council member Dan Lee. Staff present: City Administrator Neil Soltis, Public Works Director
Dave Williams and Deputy Clerk Brenda Eklund.
Mayor Simonson called the meeting to order at 6:30 p.m.
APPROVAL OF THE AGENDA
Ness, seconded by Schneider, moved to approve the agenda as presented. The motion
carried 4-0.
DISCUSSION OF THE ROLE OF THE PARKS AND RECREATION COMMITTEE
Administrator Soltis introduced a discussion on the role of the Parks and Recreation Committee.
Parks Committee Chair Ryan Jinks and Office Assistant Judi Negus were present to contribute to
the discussion. Soltis explained that the Council last reviewed the duties and functions of the
Committee in 2012, and since that time most staff and members are new. Soltis said it would be
helpful to have clarity on the expectations of staff and members as it relates to planning and
operation of the Parks. Soltis noted that it appears the PRC's secondary functions, overseeing
recreation programs and special events, has become the primary function, which should be the
long-range planning and development of city parks and open spaces. It was also recommended
that the relationship between the PRC and the community group Friends of Scandia Parks be
understood to better collaborate on future park projects and volunteer opportunities.
Further discussion concluded that the Parks Committee would focus on developing a plan of
goals, including coordination with community groups such as the Friends of Scandia Parks,
Lions Club, and the Veterans Memorial Committee, and then hold a joint meeting with the City
Council in July to further discuss long-range planning and budgetary needs.
REVIEW APPLICATIONS AND SCHEDULE INTERVIEWS FOR PARK AND
RECREATION COMMITTEE VACANCY
Four applications were received to fill the vacancy on the Parks Committee due to Bard Borg's
resignation. The Council agreed to conduct interviews on March 22 beginning at 6:00 p.m. with
a possible appointment made at the conclusion, in order to have the PRC at full membership in
time for their April 41h meeting date.
DISCUSSION ON FILLING VACANCY ON THE FOREST LAKE CABLE
COMMISSION
Dan Swanson has submitted his notice of resignation from the Forest Lake Cable Committee due
to a move out of Scandia. The Council directed staff to advertise for the vacant citizen
representative position.
DISCUSSION ON PILAR ROAD COMPLAINT REGARDING DITCHING PROJECT
Public Works Director Dave Williams explained a complaint from a resident made last month
that involved a school bus going into the ditch at the corner of Penfield and Pilar Road. The
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resident was concerned that the ditch work performed last year has created unsafe driving
conditions. A site visit attended by Mayor Simonson, Administrator Soltis, City Engineer
Goodman and PW Director Williams concluded that modifying the grading of the road to
eliminate the high crown would be helpful, along with installation of reflective markers at the
curve. Council was in consensus to direct Williams to make these improvements rather than
incurring costs from the City Engineer.
The topic of spring weight limits was brought up and Council member Schneider directed staff to
add discussion of an ordinance addressing road restrictions to a future meeting agenda.
WASHINGTON COUNTY OAKHILL ROAD IMPROVEMENT PROJECT
Washington County will be repaving Oakhill Road (County 52) in 2017 and has requested input
from the City on any additional items that could potentially be added to the road improvement
project that runs through Scandia's downtown area. Public Works Director Williams consulted
with Engineer Goodman and presented the following items for consideration:
Review existing striping for the potential of narrowing the driving lanes from 12 feet to
11 feet and gain a wider shoulder to accommodate vehicle parking and pedestrian use.
Review the 209th St. and County 52 pedestrian ramps for ADA compliance.
Review storm catch basins rings and the doghouse for erosion and infiltration.
Check ditching for any erosion.
Check the black top driveway apron for a 4 foot clearance.
Review for any curb repair.
Check signage and replace if they do not meet reflective standards.
The Council was in consensus that Engineer Goodman communicate this wish list to the County
and determine if the City would incur any construction costs.
DISCUSSION ON STRIPING OF CITY ROADS AND THE 2016 COUNTY STRIPING
CONTRACT
Washington County has inquired if Scandia would like to be included in their 2016 road striping
contract, which they estimate to be approximately $0.045 per foot. Public Works Director
Williams presented road segments that he recommended be striped with a double yellow
centerline. It was decided that any roads identified for future sealcoat projects in the next few
years not be included, and the focus would the City's minor collector roads. Roads to be striped
in 2016 are Oxboro Avenue, 228th Street west of Manning and 228th Street from Lofton to
Meadowbrook. Striping costs would come from the Contractual Road Maintenance line item in
the budget.
Administrator Soltis recommended that a policy be discussed that would identify criteria in
determining which roads are striped and how often. Soltis recommended only minor collector
roads within Scandia be identified for striping. The policy would also give guidance for
budgetary planning. Council directed staff to develop a policy for discussion at a future meeting.
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CLOSED SESSION — EVALUATION OF PUBLIC WORKS DIRECTOR
The Scandia City Council went into a Closed Session under MN Stat. 13D.05, subd. 3(a) for the
purpose of conducting an evaluation of the Public Works Director. The Council will summarize
its conclusions regarding the evaluation at the meeting scheduled for 7:00 p.m., Tuesday, March
15, 2016.
ADJOURNMENT
Schneider, seconded by Hegland, moved to adjourn the meeting. The motion carried 4-0.
The meeting adjourned at 8:49 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk