5.a.3 April 6, 2016 work session minutes
April 6, 2016
The City Council held a Work Session on the above date. The following were present: Mayor
Randall Simonson, Council members Dan Lee, Bob Hegland, Chris Ness, and Jim Schneider.
Staff present: City Administrator Neil Soltis, Public Works Director Dave Williams, Fire Chief
Mike Hinz and Deputy Clerk Brenda Eklund.
Mayor Simonson called the meeting to order at 6:30 p.m.
APPROVAL OF THE AGENDA
Council member Ness added Agenda Item #12, Solar Garden update. Schneider, seconded by
Lee, moved to approve the agenda as amended. The motion carried 5-0.
UPDATE OF FIRE DEPARTMENT RECRUITING
Fire Chief Hinz provided an update on the recruiting process for volunteer firefighters. Seven
applications have been received so far; an increase from previous years due to direct contacts
with residents and an open house held at the station in February. Interviews will be scheduled
the week of April 20th with the physical testing occurring on April 30th. It’s anticipated that at
least six new hires will be recommended at the May 17th Council meeting. With the anticipated
retirements this year, Hinz proposed that recruiting will need to occur each spring to keep the
department adequately staffed.
UPDATE OF STREET PATCHING PROGRAM
Public Works Director Williams explained that certain streets have been especially hard hit this
spring with pavement break-up. Old Marine Trail is recommended for a bituminous overlay of
2,550 feet in length instead of patching to prolong the life of the road until its scheduled
reconstruction in 2018. Williams estimated all patching projects, including Meadowbrook,
Oakhill, Peabody and 220th would cost approximately $98,000, with Old Marine Trail’s overlay
portion being $58,000.
Council member Schneider stated that he was opposed to spending the funds for an overlay on
Old Marine Trail since it will be reconstructed in 2018 anyway. Council member Lee agreed
that as long as the worst segments can be patched for now, an overlay is not necessary, especially
since it’s a low traffic road. He said that it should be communicated to the residents that they
will be getting a new road in a few years. Council member Ness said that he was not in favor of
spending close to $60,000 for work that will be replaced in two years.
Administrator Soltis stated that staff will pursue a regular patching project this season, with a bid
review in April for work to begin in May or June. Williams stated that the Public Works crew
will be able to complete some of the work with a paver that will be on loan from Hugo.
DISCUSSION ON SEASONAL WEIGHT RESTRICTIONS
As discussed at the March Work Session, the City must follow the state statute on seasonal
weight restrictions when there is no city ordinance in place. This is currently 10 tons per axle on
paved streets and a 5 ton limit on unpaved streets. Scandia has traditionally communicated a 5
ton limit on all city roads when the county and state limits go into effect, but cannot legally
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provide this restriction without an ordinance in place. Soltis presented a draft ordinance that
provides for a 5-ton weight limit on all roads unless posted otherwise. Exemptions for school
busses, refuse and utility trucks, and a process for emergency exemptions were included.
Consensus was to prepare the ordinance for adoption at the April 19th Council meeting.
DISCUSSION ON PURCHASE OF COUNCIL CHAMBERS AUDIO SYSTEM
Mayor Simonson explained that $8,000 was earmarked in the 2016 budget for the purchase of an
audio system for the Council chambers. Several quotes were submitted, with Alpha Video
providing the lowest quote of $8,750. The quote includes the installation of four ceiling
mounted speakers, eleven microphones, and audio input. Simonson explained that Midco Cable
provided a point of origination capability to the building through fiber optics at no cost as part of
the franchise agreement, and the installation of audio would fulfill the City’s obligation.
Simonson stated that it is a disservice to the community when the audience cannot hear what is
being said at public meetings.
Council member Lee said that he does not see the value in this project; the audience can ask
speakers to talk louder if they cannot hear. Council members Ness and Schneider also stated
their opposition, with Schneider stating that it is a waste of money for a small room to be wired
for audio.
FOREST LAKE CABLE COMMISSION VACANCY
Administrator Soltis reported that no applications for the Cable Commission vacancy were
received by the April 4 deadline. Mayor Simonson recommended discussion of the vacancy be
addressed during Agenda Item #10, Update on Forest Lake Cable Commission.
DISCUSSION ON FILLING VACANCY ON THE ECONOMIC DEVELOPMENT
AUTHORITY
EDA member Sally Swanson has relocated from the City and will soon be ending her term which
expires on July 31, 2016. Administrator Soltis recommended that an appointment be made that
would fulfill Swanson’s term and a full term with an expiration of July 31, 2019. Council stated
their agreement to advertise for applications through the City’s website and Facebook page.
DISCUSSION ON LEAGUE OF MN CITIES DATA SECURITY SURVEY
RECOMMENDATIONS
Administrator Soltis reported that representatives from the League recently met with staff to
review loss control topics related to data security. Their assessment included recommendations
for improved data security, and requested a response from the City within 60 days regarding
actions on the recommendations. Some of these include adoption of a computer use policy and a
social media policy, although the League noted that the City is acting responsibly to date.
Soltis explained that he will work with department heads on the topics that address use of mobile
devices to ensure measures are in place to prevent any data breaches or hacking. The
recommendation included relocating the City Hall router and phone switches from the utility
room to a secure location that is not accessible to the public. Soltis said that consideration for
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funding relocation of the equipment to a closet in the Board Room could be addressed in 2017
budget planning.
UPDATE ON FOREST LAKE CABLE COMMISSION
Mayor Simonson reported that the Administrative Assistant at LATV and the Executive Director
of the Forest Lake Cable Commission have submitted their resignations. Simonson stated that it
is a serious concern to have the cable station without administrative staff. Simonson explained
that Scandia, as one of the three cities in the joint powers agreement, is legally and financially
responsible for the station. With no staff director, Simonson stated that there are strong concerns
that the station could be vulnerable to many issues, particularly since the station’s lease
agreement is expiring later this year. Simonson questioned the viability of the Commission, and
asked if the Council sees any positive measures to continue the joint powers agreement with
Columbus and Forest Lake.
The Council discussed the history of the Commission and concluded that now would be the time
to consider dissolving the joint powers agreement. The City would continue to collect franchise
fees from Midco and the cable subscribers would not be affected. Cable access channel LATV
10 and Ranger 20 would no longer be provided for, and all station inventory would be liquidated
among the three cities. Administrator Soltis noted that Scandia used over $10,000 in franchise
fees to support the station last year; keeping these fees could go towards a web streaming service
that would transmit all city meetings to the public.
Council was in consensus to direct Administrator Soltis to communicate with Columbus and
Forest Lake on their interest to dissolve the joint powers agreement. It was also agreed that the
City would suspend any solicitation for applications to fill the vacancy on the Cable
Commission.
UPDATE ON SOLAR FARMS
Council member Ness stated that he attended the April 5, 2016 Planning Commission meeting
where two applications for solar farms were presented, along with a recommendation to place a
moratorium on solar farms for the next three months. Ness said that site locations and screening
are big concerns, and recommended the Council attend a site visit conducted by the Planning
Commission on April 12th at 5:00pm at the proposed solar garden site at Oldfield Avenue and
237th Street.
ADJOURNMENT
Hegland, seconded by Schneider, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 8:16 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk
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