03-02-2022 Work SessionMarch 2, 2022
A work session 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 6:32 p.m. The following were present:
Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Patti Ray and Mayor
Christine Maefsky. Staff present: City Administrator Ken Cammilleri, Public Works Director
Charles Fischer, and City Clerk Brenda Eklund.
INTERVIEW APPLICANTS FOR COMMITTEES
The City has been advertising for candidates to fill vacancies on various committees (Internet
Action, EDA, and PRC). Interviews were conducted with applicants Steve Collier, Michael
Lubke, and Thomas Hinz.
Ray, second by Benson to appoint Steve Collier to the Internet Action Committee. Motion
carried 5-0 by roll call vote.
Collier fills the vacancy created upon the resignation of Nick Santrach.
Benson, second by Ray, to appoint Tom Hinz to the Parks and Recreation Committee.
Motion carried 5-0 by roll call vote.
Hinz fills an open Committee position with a 5 -year term ending February 28, 2027.
Benson, second by Cusick, moved to appoint Mike Lubke to the Economic Development
Authority. Motion carried 5-0 by roll call vote.
Lubke fills a term vacated by the resignation of Mark Porubcansky, a term ending July 2022.
Lubke will Ell this vacancy with a 6 -year term ending July 2028.
CONSIDERATION AND POSSIBLE ACTION ON RECOMMENDATION FROM THE
PARKS COMMITTEE TO SELECT A CONSULTANT FOR THE PARKS AND OPEN
SPACE COMPREHENSIVE PLANNING PROJECT
The Parks Committee held a special meeting on February 22"d to discuss the presentations from
the Joint City Council and PRC meeting on February 15th by the three finalists for a Parks,
Recreation, and Open Space Master Plan. Eight proposals were submitted in response to the
Request for Proposals, with Ayres Associates, Bolton & Menk, and MSA as finalists.
PRC Chair Terry Gorham explained that the Committee ranked the finalists in the following
areas:
• Industry experience & similar past work with public sector entities
• Vendor Approach
• Cost
• Past Performance & References
March 2, 2022
Scandia City Council Work Session
Page 2 of 3
• Timelines
• 2/15/2022 Presentation
The Committee voted to recommend to the City Council to contract with Bolton & Menk as
consultants to develop a Parks, Recreation and Open Space Master Plan. Gorham stated that
Bolton & Menk has been serving the community well for years, has good knowledge of the 2040
Comprehensive Plan, and scored highest in ranking of criteria by the Committee. Gorham noted
that the proposal was $7,000 over the budgeted cost of $15,000, but the proposal has added
services outside the scope. Administrator Cammilleri stated that the Parks budget has the room to
cover the cost of the contract. Council member Ray stated that the Committee reasoned that
Bolton & Menk does good work and is familiar with the firm.
The Council discussed the three finalists' qualifications and proposed services as outlined in the
Request for Proposals. Benson noted that MSA's proposal came in at a $15,000 lump sum fee
based on the described scope of services and includes all costs, and they are open to negotiation
and refinement of scope and fees.
Cusick moved to accept Bolton & Menk's proposal. Motion failed for lack of a second.
Ray, second by Benson, moved to accept MSA's proposal. Motion carried 4-1 by roll call
vote, with Cusick opposed.
CONSIDERATION AND POSSIBLE ACTION TO AUTHORIZE HIRING PROCESS
FOR SUMMER SEASONAL WORKERS
Public Works Director Fischer explained that in 2021, two seasonal workers were approved and
hired for grounds care which promoted better maintenance practices and safety. Historically one
seasonal worker has been hired for a 13 -week period. Fischer asked for authorization to hire two
seasonal workers for grounds care, staggering hire dates so that staffing would cover May -
October. Having two workers last year made a significant difference in the amount of work
accomplished. Fischer said that landscaping and hanging flower baskets have been added over
the past few years which takes time to keep presentable. City Administrator Cammilleri stated
that last year there was budget capacity for the additional worker due to a gap in the PW Director
position. This year's budget is funded to provide two seasonal parks workers at approximately
$28,000. No medical or pension benefits are offered.
Council member Benson said the City has other issues which need funding and finds a second
seasonal worker as not necessary.
Benson, second by Kronmiller, moved to hire one seasonal worker for the season. Motion
carried 4-1 with Maefsky opposed.
CONSIDERATION AND POSSIBLE ACTION ON ADOPTING AN UPDATED DOT
COMPLIANCE DRUG TESTING POLICY
Administrator Cammilleri explained the consideration of DOT policy updates as required for all
full-time staff in the Public Works Department with a commercial driver's license. Federal law
requires regular drug testing, and in 2020 the federal regulations became more significant.
Cammilleri said he reviewed the League of MN Cities draft policy and finds it more current than
March 2, 2022
Scandia City Council Work Session
Page 3 of 3
the City's existing policy. An update will add procedures to make testing clearer based on
guidance from AMC drug testing services, the company which carries out the city's policy.
Cammilleri recommended approval of the updated DOT compliance drug testing policy based on
the League's document. Cammilleri said he consulted with City Attorney Nelson who agreed an
update to the policy is needed. Cammilleri said there is no financial obligations, just a procedural
change to operations.
Benson, second by Kronmiller, moved to repeal the City's current drug testing policy and
adopt the new drug testing policy draft as presented. Motion carried 5-0 by roll call vote.
ADJOURNMENT
Benson second by Ray, moved to adjourn the meeting. Motion carried 5-0 by roll call vote.
The meeting adjourned at 7:30 p.m.
Respectfully submitted,
Brenda Eklund
City Clerk