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10-19-2021 MeetingOctober 19, 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, Patti Ray, and Mayor Christine Maefsky. Absent: Council member Steve Kronmiller. Staff present: City Administrator Ken Cammilleri, City Planner Evan Monson, City Engineer Ryan Goodman, City Attorney Chris Nelson, Fire Chief Mike Hinz, Public Works Director Charles Fischer, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Staff announced that Agenda Item 7.a) Petition for Vacation of a Public Way for Pedestrian Use will be postponed. Ray, second by Benson, moved to approve the agenda as presented. Motion carried 4-0 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. Staff explained that a survey will be necessary to determine the exact boundaries of the access, and clearing along the shoreline will need Watershed approval. Staff will meet on-site with Mr. West to discuss minor clearing. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) September 21, 2021 Regular Meeting 2) October 6, 2021 Work Session b) Treasurer's Report c) Payment of Vouchers d) Approve Bliss Lift Station pump replacements from WWGoetsch at a cost of $24,252.00 (4 new Hydromatic direct match pumps and installation) Ray, second by Benson, moved to approve the Consent Agenda as presented. Motion carried 4-0 by roll call vote. PUBLIC HEARINGS Petition for Vacation of a Public Way for Pedestrian Use Terminating at Goose Lake Staff explained that the public hearing will be postponed until the November 16, 2021 Council meeting to allow time for a consultation with the Minnesota Department of Natural Resources. PARK AND RECREATION COMMITTEE The Park and Recreation Committee did not hold their monthly meeting due to lack of a quorum. October 19, 2021 Scandia City Council Page 2 of 7 PLANNING COMMISSION Planned Unit Development (PUD) to use 6.288 acres in the southwest portion of land in 14727 209th Street North for a new arts and heritage center, and Variances from required wetland setbacks to construct buildings and impervious surfaces for the arts and heritage center project. Scandia Heritage Alliance and City of Scandia, Applicants. Resolution No. 2021-43, Approving Conditional Use Permit for PUD; and Resolution No. 2021-44, Approving Variances Planner Monson presented the recommendation from the Planning Commission for approval of a Conditional Use Permit for a Planned Unit Development and Variances from required setbacks for a proposed arts and heritage center. The project site is located on the same parcel as the City Hall, with the Scandia Heritage Alliance leasing the southwest 6.28 acres at the site of the existing ballfield. The project would be done in phases, with restoration of the historic Water Tower Barn serving as the focal point. The project also includes an outdoor amphitheater, a splash pad play area, parking lot, restroom building, wetland overlook and walking trails. An arts and heritage center is proposed to be built in a future phase. Planner Monson noted the conditions of approval as presented in two separate resolutions. City Engineer Goodman provided comments which will need to be addressed prior to the construction phase, relating to infrastructure, lighting, stormwater management, and a development agreement between the Scandia Heritage Alliance and the City. Susan Rodsjo, President of Scandia Heritage Alliance, provided an overview of the project. Ongoing funding sources were described, with the project estimated to begin no earlier than spring of 2023, with a goal of being complete by summer of 2024. The purpose of the arts and heritage center is to showcase the history of Scandia, and provide a venue for family events such as art shows, music concerts, theater productions, and cultural events. The Gammelgarden Museum provided a letter of support, saying the center would complement the mission and goals of the Museum. Peter Hilger, project architect, addressed concerns brought up at the public hearing. Replacement of the ballfield was given principal consideration, and options for alternate locations were determined. Hilger said the project has been designed within the limitations of the site and has demonstrated feasibility for the project — the requested variance from wetland setbacks is minimal, with restoration of the hardpacked surface of the ballfield contributing to good stewardship of the existing land. An acoustical study for optimal placement of the amphitheater was completed to minimize any disruptions to neighboring properties. Hilger provided a schematic showing the site layout shifted to within the boundaries to eliminate a variance for wetland setbacks, resulting in the amphitheater blaring toward neighbors, grading challenges, inadequate public space, and the Arts Center becoming too small for viability. Hilger said the locations of the observation deck and wetland overlook are essential for environmental learning opportunities. Council member Ray asked if there will be a backdrop to contain sound from the amphitheater. Hilger said a bandshell is planned but not yet designed. Ray stated that she loves this project, the applicants have done an amazing job of designing the site, and she supports and is in favor of the project. October 19, 2021 Scandia City Council Page 3 of 7 Susan Rodsjo added that they are working closely with the Washington Conservation District and Carnelian -Marine- St. Croix Watershed District, and there have been no objections to the wetland variance request. The site has a raingarden designed for water quality protection. City Administrator Cammilleri stated that the agencies have expressed no concerns regarding the project's effect on water quality. Council member Cusick asked for more information on the ballfield replacement, saying the noted decline in youth population may only be temporary and he doesn't want to see a loss of recreational space for future programs. Hilger agreed that replacement of the ballfield was an important first step and it appears that an alternate field is available on the Gammelgarden grounds. Hilger said shifting demographics can alter the need for recreational space, as is the change in types of activities, such as an increased need for soccer and lacrosse fields. Council member Benson asked who will be funding the upkeep and future repairs of the project. Rodsjo explained that it will be the responsibility of the SHA to operate the venue. There is an existing redevelopment agreement with the City to develop the sidewalks and trails outside of the site, including the future maintenance of these. Pam Smith, SHA member residing at 20919 Quint Avenue, said a goal of the Heritage Center is to serve families, with the splash pad providing an attractive feature. Research into replacing the existing ballfield was completed early on in the planning stage. Administrator Cammilleri advised the Council to consider the resolutions independently, beginning with the request for variances from wetlands and road setbacks. Mayor Maefsky announced that she will abstain from voting as she is a board member of the Scandia Heritage Alliance. Ray, second by Benson, moved to adopt Resolution No. 2021-44 Approving Variances for a Planned Unit Development for parts of the Arts and Heritage Center to have setbacks of less than 75 feet from a Manage I wetland, located at 14727 209th Street North. Motion carried 3-0 by roll call vote, with Maefsky abstaining. In considering the resolution for approval of the Planned Unit Development, staff recommended the following conditions be added: • The proposed splash pad will not be permitted to discharge into the city's Uptown sewer system. • The applicant shall enter into a Development Agreement with the City. • The applicant shall secure approvals of final construction plans from the County, Watershed, and City Engineer, and arrange a pre -construction meeting with staff. Ray, second by Benson, moved to adopt Resolution No. 2021-43, Approving a Conditional Use Permit to allow for development of an Arts and Heritage Center on the site as part of a Planned Unit Development, located at 14727 209th Street North, as amended with the addition of staff recommendations to the conditions. Motion carried 3-0 by roll call vote, with Maefsky abstaining. October 19, 2021 Scandia City Council Page 4 of 7 SCANDIA INTERNET ACTION COMMITTEE The Internet Action Committee did not meet in the past month. No report was provided. TOURISM COMMITTEE The Tourism Committee did not meet in the past month. No report was provided. ECONOMIC DEVELOPMENT AUTHORITY EDA President Benson reported on the October 14th meeting. EDA member Sue Dickens volunteered to be the business representative liaison to Sister City Mellerud, Sweden. The EDA approved funding of $500 to support the Best of Scandia Holiday Shopping Extravaganza being held on November 28th. The next quarterly business breakfast is planned for December 15th BUILDING OFFICIAL The September building activity report was received from Building Official Joel Hoistad. Last month 30 permits were issued at a valuation of $523,666.00. FIRE DEPARTMENT Fire Chief Hinz reported on the fire department's September activity. Last month the department responded to 16 calls; 5 fire, 10 medical, with 1 cancelled call. There have been 226 calls to date, the biggest call volume at this point in the history of the department. The October 5th open house was well attended, with the demonstrations being a big hit. The department will host a prescription drug take -back event this Saturday, October 23rd. The annual Safe Halloween event for families will be held from 5-7pm at the fire station. CITY ENGINEER Engineering Updates City Engineer Goodman provided monthly engineering updates in a written report. Washington County is accepting comments on their CIP; Goodman will provide a draft letter of recommendations at the next meeting. 191st Street N and Kirk Avenue N/220th Street NMaintenance — Contractor's Request for Payment No. 2 and Final Goodman recommended the council approve the contractor's request for final payment for pavement improvements to 191St Street, Kirk Avenue and 220th Street. Benson, second by Cusick, moved to approve payment of $5,405.27 to North Valley, Inc. as Pay Request No. 2 and Final. Motion carried 4-0 by roll call vote. DIRECTOR OF PUBLIC WORKS Public Works Director Charles Fischer reported on the department's activities. Requests for speed limit postings on city streets are becoming more numerous. Many of the streets have not been speed studied by MnDOT. Until then, caution signs to alert drivers to pedestrians are being installed. Flow meters will be installed for compliance with the MPCA permit for the Bliss system. Friends of Scandia Parks and Trails voluntarily removed buckthorn from the Orwell Park site. October 19, 2021 Scandia City Council Page 5 of 7 Discuss purchase of Public Works replacement tractor and attachments Public Works Director Fischer reported on a tractor replacement plan for the current John Deere which is 22 years old. This year has demonstrated that the deferred replacement has affected the maintenance standards, productivity and equipment repair funds of the Public Works Department, as the department has exhausted a majority of the equipment repair budget towards the upkeep, maintenance and refurbishment of the tractor and mowing attachments. The 2022 Capital Improvement Fund includes the replacement of the tractor and mowing implements with a current budgeted amount of $260,000, the anticipated price for 2022. Fischer has been working with local vendors to acquire quotes reflecting 2021 prices. There is an opportunity to order in 2021 and utilize an `Intent to Purchase' on or after January 1, 2022 at the lower 2021 prices. By deciding to order in 2021 the city can assume an estimated $61,494.32 to $73,654.09 in savings. Fischer explained the options for replacement of the existing tractor and mowing attachments. • Minnesota Equipment: John Deere 613OM: 130HP, Diamond boom flail, rear flail, Front 1000 Rpm PTO and 3 -Point Hitch. Tractor Cost $118,895.68 Est. Auction -$15,000/-$6,000 Value/Trade Value Attachment Cost $85,610.00 Total $189,505.68/$198,505.68 • Baribeau Equipment: Case Maxxum 115: 115HP, Alamo boom flail and rear flail. Tractor Cost $147,962.00 Trade Value -$75,162.00 Attachment Cost $115,200.00 Total $188,000.00 • Frontier Ag and Turf. John Deere 6110M: 11OHP, with Alamo boom flail and rear flail Tractor Cost $94,783.16 Trade Value -$14,300.00 Attachment Cost $105,862.75 Total $186,345.91 Option 1 provided the highest horse power and the only tractor to provide future all season year- round use capability, with available delivery between January and April 2022. Fischer recommended Option 1 due to meeting all the required needs in the tractor and attachments, parts and service availability, and long-term customer service through Minnesota Equipment. Future attachments can be purchased, including a sweeper for clearing debris from road maintenance or tree clearing, gravel road grooming attachments, large snowblower for roads/parking lots and the ice rink, and plow blades. Council member Ray asked if any payments need to be made in 2021. Fischer clarified that one payment would be made on delivery of the tractor next spring. Because MN Equipment is offering a trade-in value of $6,000, Fischer recommended that the tractor be listed for auction at a reserve price of $6,500, but could bring a value up to $15,000. October 19, 2021 Scandia City Council Page 6 of 7 Cusick, second by Ray, moved to approve Option 1, purchase tractor and attachments from Minnesota Equipment and Diamond Mowers Inc. with a total cost of $198,505.68 (including trade) with the option to auction tractor and attachments starting with a reserve price of $6,500 to further reduce overall cost. Motion carried 4-0 by roll call vote. Discuss use of the Ford F250 as a summer maintenance and auxiliary vehicle The 2011 Ford F250 was replaced this year with a 2021 Dodge Ram 2500. In January 2021, the Council approved the purchase of the new Ram with direction to sell at auction the Ford F250 with plow attachment. The F250 remained in the fleet and was utilized this summer season on a daily basis in the care and maintenance to Park and Building grounds. Fischer recommended the truck be retained as a summer maintenance and auxiliary vehicle until the replacement of the next Public Works light/medium duty truck. The condition of the vehicle as a reliable plow truck was of main concern for use but when utilized as a tool and material hauler it serves this main purpose very well. Fischer estimated costs of $300.00/year based on current pricing of insurance, registration, and preventative maintenance. Council member Benson asked if there would be a need for a summer auxiliary vehicle if a second seasonal position was not hired next year. Fischer said there would still be a potential need for all the pickup trucks to be used in the field at any given time, versus using a larger vehicle that is more costly to operate. Council member Ray asked if future repairs to the F250 would be an issue. Fischer explained that front end work was done on the truck due to its previous use as a plow truck; this repair will allow for longer term use of the truck and should hold up. Mayor Maefsky stated that this makes for a stronger case to retain the F250 as an auxiliary truck. Cusick, second by Maefsky, moved to continue to utilize the Ford F250 as a summer maintenance and auxiliary vehicle. Ray —no; Benson —no; Cusick —yes; Maefsky —yes. Motion failed with a 2-2 vote. CITY ADMINISTRATOR City Administrator Cammilleri reported a recent increase in shoreland and wetland related construction violations. The direct funded Quality Trail Buildout Project has completed conduit installation just south of 202"d Street on St. Croix Trail. Public Works Director Fischer has been working with third party inspection verification firm Connected Nation to arrange project inspection. The company is used by the State of Minnesota for broadband internet buildout grants. The drafting process for nuisance regulations has discovered that regulations adopted in 1970 for garbage collection are not being enforced or applied. Recent damages to roads and noise concerns have raised cause to re-evaluate these regulations. If the Council agrees to the continuation of this ordinance, staff will proceed with preparations for the permitting process and will send notice to area haulers; or the Council could consider repealing the ordinance. October 19, 2021 Scandia City Council Page 7 of 7 Introduction to draft nuisance ordinance and draft sewer ordinance City Attorney Nelson introduced a draft nuisance ordinance to address the concerns of code enforcement, as a complete re -draft of Sections 91.01-91.21 and Section 91.99 of Chapter 91 of the Scandia City Code. The ordinance would establish civil abatement actions and criminal penalties. Nuisances affecting public health and safety, noise, and parking were some of the actions cited. Staff explained that the Council will review the draft ordinance more thoroughly at the next Work Session. Administrator Cammilleri introduced a draft ordinance amending Chapter 51 of the Code of Ordinances, pertaining to the Big Marine and Uptown Sewer Systems. A key element adopts Big Marine Sewer Service Areas to require connections or to maintain existing connections. A purpose statement, definitions and terminology, clarification of the permitting process and service capacity are some of the proposed additions. The Council will review the draft ordinance more thoroughly at the next Work Session. CONSIDER SPECIAL EVENT PERMIT FOR MINNESOTAN CUP HOCKEY TOURNAMENT -- COREY ROBERTS, APPLICANT Corey Roberts has applied for a Special Event Permit to host an adult hockey tournament on the City's rink on January 28-29, 2022 to coincide with the Vinterfest community event. Staff recommended approval with conditions, including approval of a separate fireworks permit and permit from Meisters for the proposed sale of alcohol in the hospitality tent. Ray, second by Cusick, moved to approve a Special Event Permit to Corey Roberts for the Minnesotan Cup hockey tournament scheduled for January 28-29, 2022 with conditions as recommended by staff. Motion carried 4-0 by roll call vote. CLOSED SESSION Mayor Maefsky announced that the City Council will go into Closed Session pursuant to Minnesota Statutes § 13D.05, subdivision 3 (a), to evaluate the performance of the City Administrator. Benson, second by Ray, moved to return to an open meeting. Motion carried 4-0 by roll call vote. The Council returned to Open Meeting at 9:35 p.m. ADJOURNMENT Benson, second by Ray, moved to adjourn the meeting. Motion carried 4-0 by roll call vote. The meeting adjourned at 9:35 p.m. Respectfully submitted, Brenda Eklund City Clerk