Loading...
06.a2 Draft 04-06-2022 Work Session April 6, 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 6:30 p.m. The following were present: Council members Heather Benson, Jerry Cusick, Patti Ray and Mayor Christine Maefsky. Absent: Council member Steve Kronmiller. Staff present: City Administrator Ken Cammilleri, Fire Chief Mike Hinz (remote), and City Clerk Brenda Eklund. APPROVAL OF THE AGENDA Ray, second by Benson moved to approve the agenda as presented. Motion carried 4-0 by roll call vote. DISCUSSION AND POSSIBLE CONSIDERATION OF SPONSORING A COMMUNITY WIDE GARAGE SALE Sue Dickens, Tourism Committee Chair, explained the Committee’s proposal to promote a community wide garage sale on June 2-4, 2022. The garage sale would be open to residents and local businesses who would register ahead of time and be included on a digital map advertised on the City’s website. A one-day bring-your-own table and garage sale items to the Community Center parking lot option would be available to those who don’t want to participate at their personal property. Dickens presented 2 different proposals: a free event, or a $10 fee to be used towards a Scandia yard sign with any remaining proceeds donated to the Scandia Elementary Enrichment Fund. Dickens said she is looking for Council support for either of these options. Council member Benson recommended this be a free event for the first year; if successful, charge a fee next year. Mayor Maefsky said she prefers the small $10 fee which allows for a customized sign with additional funds going to SEEF. If there is not a lot of participation, make the event free next year. Dickens agreed that a fee makes for more of a commitment to ensure they will host a sale once placed onto the map. Council member Benson reasoned that there is less time and energy for this to be free event, and it’s unknown how many will participate. Council member Ray agreed with no fee, saying there is a short amount of time to advertise for this first ever community wide sale. Benson, second by Ray, moved to approve sponsoring the Tourism Committee’s community wide garage sale as a free event in 2022. Motion carried 4-0 by roll call vote. April 6, 2022 Scandia City Council Work Session Page 2 of 6 APPROVE CONTRACT WITH MSA FOR THE PARKS AND OPEN SPACE COMPREHENSIVE PLAN Administrator Cammilleri reported that a contract with MSA had not been finalized in time for the meeting, and recommended tabling action until the next Council meeting. CONSIDER ADOPTION OF RESOLUTION NO. 2022-15, DECLARING SUFFICIENCY OF PETITION AND SETTING A PUBLIC HEARING ON THE PROPOSED VACATION OF A PEDESTRIAN EASEMENT TO GOOSE LAKE A petition was received on March 30, 2022 requesting the City vacate part of a trail easement that terminates at the north end of Goose Lake. Property owners Jim and Peggy Simpson are the sole property owners who abut the trail easement. The petition explained that the Simpsons will be putting the land to use as a large caliper tree farm but are currently prevented from doing so by the existence of the easement because the easement prevents installation of DNR approved fencing, irrigation, and general operations needed for the planned tree farm. Cusick, second by Benson, moved to adopt Resolution No. 2022-15, declaring sufficiency of the petition and setting a public hearing on the proposed vacation of a pedestrian easement to Goose Lake. Motion carried 4-0 by roll call vote. The hearing will be scheduled at the regular City Council meeting on June 21, 2022 at 7 pm. This hearing date meets the statutory 60-day notice to the DNR for any vacations of public easements that terminate at a public water body. Council member Benson asked petitioner Jim Simpson if there is any type of contingency remaining on the sale of this property. Mr. Simpson said the sale has been completed but contingency funds are being withheld depending on the outcome of the petition. Staff confirmed that Simpsons hold title to the land as the listed owners and the petition meets statute requirements for sufficiency. Mr. Simpson invited the Council to view the wetland in-person, saying the trail is extremely wet and under water now, as opposed to last year when the trail was dry due to the drought conditions and the petition to vacate was denied. DISCUSSION AND POSSIBLE CONSIDERATION OF ADOPTING ORDINANCE NO. 2022-01, AN INTERIM ORDINANCE PLACING A TEMPORARY MORATORIUM ON NEW DEVELOPMENT OF DISTRIBUTION SCALE SOLAR ENERGY SYSTEM FACILITIES (SOLAR FARMS) IN THE CITY AND DIRECTING A STUDY TO BE CONDUCTED. At their meeting on April 5, 2022 the Planning Commission voted to recommend denial at the conclusion of the public hearing to adopt an interim ordinance placing a temporary moratorium on new development of commercial scale solar farms. Administrator Cammilleri reported that one speaker addressed the commission, who asked the city take a practical approach to the study of the ordinance and to consider this a property rights issue. The Commissioners expressed that they have done a great deal of work researching the solar ordinance already, some improvements may be needed, but a moratorium is not necessary. Council member Cusick asked who does the study. Cammilleri explained that the Planning Commission, staff, City Planner, City Attorney (costs to these elements), and Council input will prepare the study. April 6, 2022 Scandia City Council Work Session Page 3 of 6 Council member Ray asked if a tour can be arranged to educate them on how a solar farm operates. Cammilleri said yes, this can be arranged. Mayor Maefsky said she had gotten an email from a new Scandia resident identified as the CFO of Xcel Energy, saying their company is in favor of a moratorium but for different reasons than appearance. The energy utility is opposed to solar farms due to significantly higher costs being charged to customers for their energy. The clean energy policy was established by legislators, with the Public Utilities Commission setting the rates. The utility representative wrote that it’s the solar developers making money on solar farms, and he offered to talk to city officials on this topic. Maefsky also noted that a statement made by Commissioner Hogle appears true, that there is no additional capacity on Xcel’s distribution lines through Scandia to take on any more solar farm connections at this time. Staff was asked to invite the Xcel executive to a future work session. Ray, second by Benson, moved to adopt Interim Ordinance No. 2022-01, placing a temporary moratorium on new development of commercial scale solar farms and directing a study be conducted. Motion carried 4-0 by roll call vote. CONSIDER ADOPTING RESOLUTION NO. 2022-16, SUMMARY PUBLICATION OF INTERIM ORDINANCE NO. 2022-01. Benson, second by Ray, moved to adopt Resolution No. 2022-16, summary publication of Interim Ordinance No. 2022-01. Motion carried 4-0 by roll call vote. DISCUSSION AND POSSIBLE CONSIDERATION OF A/V EQUIPMENT PURCHASE FOR BOARD ROOM Administrator Cammilleri described the proposal to purchase new audio/visual equipment from EMI Audio to upgrade the Board Room for interactive meetings at a cost of $38,680.18. The purchase would be expensed from the Cable TV Fund, which is funded by PEG (Public, Educational, Government) fees collected from cable subscribers for the purpose of public access to PEG programming channels. Cammilleri noted that PEG funds have limited uses and are allowed to be used for equipment purchases. EMI Audio, the same supplier and installer of the original system in the large hall, ensures a complete match of new equipment to the originally installed system. The new system components will match the existing system and will be able to run together or independently between each room. The Hall or Heritage Rooms will be available for overflow if the Council Chamber Room is unable to support a high volume of spectators or presenting parties. Council member Ray asked if other quotes were received. Administrator Cammilleri said staff tried another business, but didn’t get a complete quote. Ray said she would like to see at least 2 or 3 quotes for this equipment. Benson, second by Cusick, moved to table any decision on the purchase of AV equipment until multiple quotes are received. Motion carried 4-0 by roll call vote. DISCUSSION AND POSSIBLE CONSIDERATION OF SERVER REPLACEMENT Administrator Cammilleri requested Council approval to proceed with a purchase of hardware and labor to replace the existing city server, a critical part of the city’s workflow, at a cost of approximately $10,100. The existing server hardware is no longer being supported by the April 6, 2022 Scandia City Council Work Session Page 4 of 6 manufacturer after five years. Cammilleri said this server has had issues in the past. A repair was done last year to get the system back up and running after having errors and failures due to its initial setup. Cammilleri said he has looked at cloud-based options, but this is considerably more expensive at $12,000 a year for online hosting, which does not include the continuation of server maintenance services of approximately $5,900 per year. Cammilleri recommended to continue with physical hardware for the server at this time. Cammilleri explained that the city’s IT consultant is preparing the server specs and staff will seek out the lowest cost. Given the variability of the market and supply chain issues, this estimated cost is varying week to week. Cammilleri explained that replacement of the server is in this year’s budget, but at an amount of $4,000. Council member Ray stated that server replacement definitely needs to be done. Ray, second by Benson, moved to approve up to $10,100 for server replacement. Motion carried 4-0 by roll call vote. UPDATE ON BLISS NITRATE REDUCTION PROJECT Administrator Cammilleri reported that recent efforts at the legislature have been moving forward, but is unsure if the project will make it into this year’s bonding bill; if not, the project will be placed on the 2023 project priority list. MPCA staff estimates a two-year turnaround for funding this project up to 80%, with 20% funding by the city. Cammilleri said that the city will need to order the plans and specs for the project this fall and is hopeful the funding will line up appropriately. Council member Benson noted that the staff memo referenced a cost overrun. Administrator Cammilleri explained that there are adequate sewer funds to cover lobbying costs. The memo was meant to explain that a line-item adjustment to support the lobbying expense will be needed as a formal amendment to the budget to maintain budget compliance. Cammilleri reported that a test well that was in the project will not be needed after all, providing a costs savings. DISCUSSION AND POSSIBLE CONSIDERATION OF A FUNDING REQUEST FOR THE SISTER CITY CHARTER SIGNING EVENT ON APRIL 20, 2022 Council member Ray reported on the Sister City charter signing with Mellerud, Sweden, hosted by the Sister City Committee on April 20, 2022. Ray said the Committee is asking for funds to go towards the food expense for the Fika luncheon following the official signing at 11:00 am. Ray said she raised the request an additional $50 from the Committee’s $200 written request. This will cover the cost of a Swedish flag, napkins and food. Administrator Cammilleri noted that there are funds in the recreation department to cover this expense. Benson, second by Ray, moved to approve the $200 expense request for the Sister City Charter Signing Event. Motion carried 4-0 by roll call vote. April 6, 2022 Scandia City Council Work Session Page 5 of 6 CONSIDER NOMINATIONS TO CARNELIAN-MARINE-ST. CROIX WATERSHED DISTRICT BOARD OF MANAGERS Washington County provided notice of two expiring terms on the Carnelian-Marine-St. Croix Watershed District Board of Managers. Board Manager and Scandia resident Kirsten Tuenge would like to be reappointed. Staff was directed to advertise the opening on the city’s website and Facebook page for any other interested residents who would like to be nominated, for consideration at the next Council meeting and a reply to the County by April 22nd. DISCUSSION AND POSSIBLE CONSIDERATION OF MIDCO PROPOSAL FOR 2022 INTERNET BUILDOUT AND AUTHORIZATION FOR STAFF TO NEGOTIATE CONTRACT. ADDITIONAL UPDATES AND DISCUSSION RELATED TO FUTURE BUILDOUTS, AND STATE INTERNET EXPANSION EFFORTS. Scandia Internet Action Committee Chair Robert Wilmers explained Midco’s proposal for 2022 buildout. Several areas are proposed for fiber to the home broadband in 2022, totaling expansion to service 161 homes. The RDOF area on the north includes 52 homes at Midco’s expense. The City is involved with funding 3 areas – 48 homes along Oakhill Road, 28 homes along the Hwy 97 corridor, and 33 homes around an expansion area adjacent to the RDOF area to the northwest, estimated at a total cost of $578,736, split out as: MidCo $259,736 45% Scandia $319,000 55% Wilmers said there is strong potential for Midco to be awarded a County grant for the project along Oakhill Road. If awarded, this could reduce the City’s cost of the project by $100,000. Wilmers requested Council action to adopt a letter of support as provided in the meeting packet for Midco to submit to the County for their broadband grant request. Wilmers explained that as the fiber to the home project moves forward on the goal to connect every residence in Scandia, the costs per home are raised due to the properties being more spread out and costly to connect. Wilmers said the funding gap will need to be bridged with county, state and federal grants. Staff explained that a contract will be negotiated with Midco for direct aid between the City and Midco for this year’s buildout. As was done last year, third party verification of the speeds will be included in the contract. This year’s budget includes internet funding in the amount of $319,000. Ray, second by Benson, moved to approve the letter of support being submitted by Midco to Washington County for a 2022 broadband expansion grant. Motion carried 4-0 by roll call vote. Ray, second by Benson, moved to adopt Midco’s plan for 2022 internet expansion and commit to the budgeted funds of $319,000 if the County grant is not awarded. Motion carried 4-0 by roll call vote. April 6, 2022 Scandia City Council Work Session Page 6 of 6 DISCUSSION ON 2023 BUDGET PRIORITIES Administrator Cammilleri spoke to the Council on opportunities to start thinking about next year’s budget, and to plan for more discussion on key priorities at the next work session on projects and programming the Council would like to see covered. A plan to address nuisance issues have not yet been decided for this year, i.e., motorcycle disturbances and the extra patrols for the summer. ADDITION – PROCLAMATION ACKNOWLEDGING FAIR HOUSING MONTH Mayor Maefsky recommended approval of a proclamation declaring April 2022 as fair housing month, to demonstrate the city’s commitment to equal housing opportunities for all residents. Maefsky, second by Ray, moved to approve the Fair Housing Month Proclamation. Motion carried 4-0 by roll call vote. ADJOURNMENT Benson second by Ray, moved to adjourn the meeting. Motion carried 4-0 by roll call vote. The meeting adjourned at 7:45 p.m. Respectfully submitted, Brenda Eklund City Clerk