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06.a2 Draft minutes 06-01-2022 Work Session June 1, 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 Jerry Cusick, Patti Ray, and Mayor Christine Maefsky. Absent: Council members Heather Benson and Steve Kronmiller. Staff present: City Administrator Ken Cammilleri, Public Works Director Charles Fischer, and City Clerk Brenda Eklund. APPROVAL OF THE AGENDA Mayor Maefsky announced two additions to the agenda: Agenda Item 3.a) Discussion of Farmers Market request to use the Community Center kitchen; Agenda Item 3.b) Discussion on the display of flags on the City’s streetlights. Ray, second by Cusick, moved to approve the agenda as amended. Motion carried 3-0. DISCUSSION AND POSSIBLE CONSIDERATION OF A REQUEST TO AMEND THE COMMUNITY CENTER RENTAL POLICY FOR GAMMELGARDEN MUSEUM EVENTS Administrator Cammilleri explained the Gammelgarden Museum’s request to waive the fees for use of the Community Center for their fundraising events. The organization has lost their opportunity to host events at Elim Church. The policy for Community Center rentals provides a special rate for community non-profit groups (such as churches, schools, scouts and other charitable and/or service organizations) serving Scandia: • Events for small groups (less than 150 guests): $150.00 • Events for large groups: $300.00 Linda Bolle’s written request asked if the City would consider waiving the fee schedule for the Museum’s Midsommar Dag, Lutfisk Dinner and Lucia Celebration. In addition, Bolle described a future proposal to use the licensed kitchen for food preparation for small meals served at the Museum, potentially once or twice a week. Mayor Maefsky proposed waiving the fee for small groups, which Council member Ray supported, saying the Museum brings in visitors and it’s a good use of the Community Center. Council member Cusick said the proposal appears to be asking for more frequent use of the kitchen. Maefsky, second by Cusick, moved to table discussion to a future meeting when a full Council is present. Motion carried 3-0. June 1, 2022 Scandia City Council Work Session Page 2 of 4 ADDITION: REQUEST FROM THE SCANDIA FARMERS MARKET The manager of the Scandia Farmers Market made a request for a one-time use of the the Community Center kitchen on August 10th to prepare sweet corn for the Market’s free corn feed, with no rental cost. Serving will be done outside. Maefsky, second by Ray, moved to waive the kitchen fee for the Scandia Farmers Market on August 10th. Motion carried 3-0. ADDITION: TIMING OF THE FLAG DISPLAYS The City Council was in consensus to display the flags on the City’s light poles from the week before Memorial Day to Veterans Day. DISCUSSION AND POSSIBLE CONSIDERATION TO INCREASE THE CITY’S CONTRIBUTIONS TO THE HEALTH SAVINGS ACCOUNT FOR EMPLOYEES WITH FAMILY HEALTH INSURANCE COVERAGE. RESOLUTION NO. 2022-18 Administrator Cammilleri described the City’s high-deductible insurance plan for non-union employees and requested to make adjustments to Health Savings Account contributions for non- union staff. A new insurance policy through MN Public Employees Insurance Plan was adopted last year for lowered premium costs without an increase to employee’s HSA accounts. Under the new policy, out of pocket expenses for families reaches $6,000 before the plan’s coverage applies. Cammilleri recommended the City increase monthly HSA contributions to $125/single and $500/family, from the current $120/single and $160/family. The 2022 IRS HSA minimum coverage is $1,500 for individual and $3,000 for family coverage. Cammilleri explained that an increase for family coverage affects two employees, and unused funds for a second grounds maintenance worker remain in the budget to cover the cost for the entire 2022. If approved, this change would cost $8,280 for increases to HSA accounts for four employees. Council member Ray said most all insured have deductibles. Cammilleri said when the deductible is reached, medical costs are not completely 100% covered. Cammilleri added that employee retention is critical these days, wages are not up to par, and benefits are important in retaining employees. Mayor Maefsky said that earlier research on the City’s benefits showed that Scandia is not up to par with health coverage and benefits as compared to other communities. Maefsky, second by Cusick, moved to adopt Resolution No. 2022-18, Approving and Establishing City Contributions to Employee Health Insurance Benefits for 2022. Motion carried 3-0. Maefsky, second by Ray, moved to approve the budget amendment to accommodate changes to HSA contributions as presented in the staff memo. Motion carried 3-0. DISCUSSION AND POSSIBLE CONSIDERATION OF ADDING JUNETEENTH AS AN OFFICIAL HOLIDAY TO THE LIST OF OBSERVED HOLIDAYS IN THE CITY’S PERSONNEL POLICY In June 2021, the Federal Government officially adopted Juneteenth National Independence Day (June 19) as a federal holiday commemorating the end of slavery in the United States. Although June 1, 2022 Scandia City Council Work Session Page 3 of 4 not adopted statutorily by the State of Minnesota, Governor Walz issued a Proclamation officially recognizing Juneteenth as a holiday closing public offices. Administrator Cammilleri explained that Washington County and some metro communities have adopted Juneteenth as an observed holiday. Scandia’s personnel policy currently lists twelve observed holidays in which full-time employees are compensated. Cammilleri explained that it is the Council’s discretion to swap an existing holiday, add it as an additional paid holiday, or make no changes. Cusick said there are 11 federal holidays, and Scandia currently has 12; Washington County has 10 holidays with 2 floaters. Cammilleri stated that floating holidays are impactful for a small staff and might not work well for us. Cusick said this is a generous holiday schedule already. Mayor Maefsky said Juneteenth is an important day that others are observing, and is not particularly opposed to adopting it as a holiday, possibly swapping it for a holiday on the list of those observed. Maefsky, second by Ray, moved to table discussion to a future meeting with the full Council and staff feedback. Motion carried 3-0. DISCUSSION ON SUMMER TRAFFIC ENFORCEMENT ALONG OAKHILL ROAD Last year, the City Council discussed enforcement strategies in response to complaints of reckless driving, speeding and noise along Oakhill Road in the Village Center, and budgeted $20,000 to address the issue. Despite several steps taken to help address these issues, Administrator Cammilleri reported that the activity continues to resurface and recommended implementation of special patrol detail this summer, with the goal of trying to catch the drivers in the act in order to discourage the activity from continuing. It was noted that the activity primarily occurs on the weekends during the lunch hour and in evening hours. Council member Ray said she was disappointed that the option to install closed-circuit cameras which was talked 6 months ago has not been pursued, as Council directed staff to research. Cammilleri noted the problems with this type of equipment: a power source on the light poles is needed, someone still needs to operate the camera and respond, visibility is not clear in low light conditions, prosecution would be a challenge without a clear identity. Cammilleri said trying to mitigate the activity with a deputy onsite may be more effective versus a camera that may not serve as a deterrent, saying the special patrol detail through the County Sheriff’s Department would not cost the entire $20,000 that was budgeted. Cammilleri explained this amount was set aside given the logistics for addressing the activity. Cammilleri said staff can come up with a time schedule for the weekends, arranging shifts that coincide with a regular shift for the contract deputy, with some possible overtime. Council member Cusick agreed that a full 8-hour shift would not be needed for this special patrol, and advised that the contract deputy be scheduled as much as possible. Maefsky, second by Cusick, moved to direct staff to schedule the contract deputy for patrolling the reckless driving activity on Oakhill Road this summer with some overtime shifts. Motion carried 3-0. June 1, 2022 Scandia City Council Work Session Page 4 of 4 DISCUSSION AND POSSIBLE CONSIDERATION OF CARPET REPLACEMENT IN THE BOARD CHAMBERS Public Works Director Fischer reported on upgrades to the Board Room for the eventual return of city meetings. The cost to replace the carpet that is original to the building ranges from $3,000-$5,000 depending upon carpet tile selection; wallpaper and painting ranges between $1,500-$3,500 depending on the selected contractor and potential damage to the sheet rock from the wallpaper removal. Fischer said the carpet installation and painting were not budgeted for this year but the Community Center General Fund Building Maintenance and Capital Improvements Fund have the capacity to support this project. HVAC replacement was budgeted at $30,000 this year, but the system is functioning at this time. If the unit were to fail, a replacement cost of $4,000-$12,000 would be a more appropriate budget for replacement, leaving room in the budget to transfer funds for other building upgrades Fischer recommended replacement of the carpet in the Council Chambers occur following painting and installation of the AV equipment. Future plans include making upgrades and improvements to all the rooms in the Community Center. Staff announced that no Council action was necessary. ADJOURNMENT Ray, second by Cusick, moved to adjourn the meeting. Motion carried 3-0. The meeting adjourned at 7:21p.m. Respectfully submitted, Brenda Eklund City Clerk