3. Memo -Bolton and Menk contract for on-call planning servicesPage 1 of 2
City of Scandia
14727 209th St. N., Scandia, Minnesota 55073
Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com
DATE: Wednesday, November 2, 2022
FROM: Ken Cammilleri, City Administrator
TO: Honorable Mayor and City Council Members
RE: Preliminary Contract with Bolton & Menk for On-Call Planning Services
Please find a draft service agreement to engage Bolton & Menk to assume On-Call Planning
Service.
Please note that staff have provided TKDA with formal notice of the City’s intention to transition
planning services as of January 1, 2023. TKDA is ready to assist with the transition which will
begin on December 1, 2022. During this period, Bolton & Menk will assume all major planning
reviews that are anticipated to have a review process that will go into next year. Both firms have
been exemplary in the cooperation in this transition. As a result, we anticipate a very smooth
transfer of responsibility.
The Contract contains a few key highlights:
• Regular Planning Commission meetings and regular City Council meetings where
zoning reviews are typically heard and considered will not have additional charges
for meeting attendance. However, special meetings and unscheduled meetings will
be billed. These costs will mostly apply to applicant escrow accounts as applicable
when processing and facilitating the review of permits, as has been our current
practice with TKDA.
• The contract establishes the possibility to implement weekly office hours, which was
a regular part of city operations prior to Covid 19 Restriction. The Bolton & Menk is
offering flexibility to reach a mutually agreeable regular time on a weekly
basis. Costs associated with this service are in the enclosed fee schedule. This cost
has been covered by the city directly. (Processing costs of permits will still remain
attributable to applicant escrow accounts.)
• Informal zoning site plan verification. As of recently, the City Administrator has
conducted periodic site plan verification for proposed construction site
locations. This contract establishes a rate by which the firm would carry out this
work. (Informal site verification has been a process of reviewing informal site plan
drawings for relative consistency to the plan. Visual observations are made on site to
determine if there are any notable significant variations in placement as compared to
the site plan submitted. Prior to the city administrator assuming this responsibility,
this activity was carried out by an in-house building official. However, this activity
is not included in the inspection service contract with the City of Hugo.)
Page 2 of 2
City of Scandia
14727 209th St. N., Scandia, Minnesota 55073
Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com
• Minor plan review is part of the current city administrator duties, and currently, do
not have fees associated with it. These types of reviews are generally for single-
family home review that meets ordinance conformity or for minor amendments to
major plans approved by the City Council. The Council may opt to engage Bolton
and Menk to review these applications during a transition.
• Staff will work with Bolton and Menk to prepare a recommended amendment to
zoning application escrow requirements. This and other fee related changes can be
anticipated to be brought forward at a future meeting.
• Administrative Permits currently only have a $50.00 fee and no escrow, changes to
the escrow for these types of permits should be adjusted if responsibility is transition
to Bolton and Menk.
Please let me know if you have any questions.