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06.a2 Draft minutes 11-15-2022 Meeting November 15, 2022 A regular 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 7:02 p.m. Roll call was taken. The following were in attendance: Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Patti Ray, and Mayor Christine Maefsky. Staff present: City Administrator Ken Cammilleri (remote), City Attorney Chris Nelson, City Planner Evan Monson (remote), Deputy Zach Boesel (remote), Fire Chief Mike Hinz, Public Works Director Charles Fischer, Treasurer Colleen Firkus, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Ray, second by Benson, moved to approve the agenda as presented. Motion carried 5-0. LAW ENFORCEMENT REPORT Deputy Boesel reported on police activity. A listening session with the Bliss neighborhood in late October was a success in building relationships and addressing problems. Winter weather parking reminders will be posted on social media to help eliminate issues. Boesel explained that a DARE program for 2nd graders will be starting, a unique program for this age level. Boesel said this will double his time at Scandia Elementary, as he is also working with the 6th grade DARE curriculum. PUBLIC FORUM No public comments were made. CONSENT AGENDA a) Minutes 1) October 18, 2022 Regular Meeting 2) November 2, 2022 Work Session b) Treasurer’s Report c) Payment of Vouchers d) Approve 2023 Tobacco License Renewals: Federated Co-ops, Inc. dba Scandia Country Store & Cenex, Scandia Olde Towne Liquor e) Approve 2023 Liquor License Renewal: Bluhm Liquors, LLC dba Scandia Olde Towne Liquor (Off-Sale); Meisters Bar & Grill (On-Sale/Sunday On-Sale) f) Rink Attendant Hiring g) Memorial Bench Donation Benson, second by Ray, moved to approve the Consent Agenda as presented. Motion carried 5-0. November 15, 2022 Scandia City Council Page 2 of 7 PUBLIC HEARING: CERTIFICATION OF UNPAID CHARGES FOR THE 201 SEWER SYSTEM FOR COLLECTION WITH PROPERTY TAXES – RESOLUTION NO. 2022- 38 Treasurer Firkus prepared a resolution listing the property owners with unpaid sewer charges that will be certified to the users’ property taxes with added interest of 12%. No persons spoke at the public hearing. Ray, second by Benson, moved to adopt Resolution No. 2022-38, Certifying Unpaid Charges for Big Marine Community Sewage Treatment for Collection with Property Taxes. Motion carried 5-0 PARK AND RECREATION COMMITTEE Council member Ray reported on the November 7th Parks Committee meeting. The Committee received a playground equipment update - a $3,500 donation was received from Midco. A grand opening of the Community Center playground with ribbon cutting is planned for next spring. MSA provided information on the master park plan project, and Lilleskogen Park winter fundraising and the February 4th Vinterfest events were discussed, PLANNING COMMISSION Variances to construct a single-family dwelling on a nonconforming lot, with portions of the house, driveway and septic tanks located within wetland setbacks at 18558 Langly Avenue North. Richard Paulsen, Applicant. CC Resolution No. 2022-39 Planner Monson presented the recommendation from the Planning Commission to approve variances to construct a single-family residence on a currently vacant lot located at 18558 Langly Avenue. Monson explained that the property has a small pond on the northeast corner, designated as a Manage 2 wetland with a required setback of 50-feet for structures and 75-feet for septic tanks. Portions of the house, deck, driveway and septic tanks would be located within the setbacks. Monson said the Planning Commission discussed the challenges of the site and concluded that the request for variances met the variance criteria of the development code. A resolution with findings and conditions of approval was presented, including that the contiguous lots under the same ownership be combined, Watershed permits are obtained, Public Works requirements for the driveway are followed, and a tree replacement plan is submitted. Council member Ray said she has concerns about the septic tanks being 26’ from the wetland; this proposal is asking for lots of variances, wetlands are needed for water management, and adding another large roof in the shoreland will cause problems. Council member Kronmiller said given the proximity to Big Marine Lake, and the wetland taking in other runoff, this proposal doesn’t make sense. Planner Monson said the Commission discussed the presence of the wetland and the setback, and questioned shifting the house south but issues with slope and utilities installed along the property line would create problematic issues. The Commission concluded that this appeared the optimal location for the house and infrastructure. November 15, 2022 Scandia City Council Page 3 of 7 Administrator Cammilleri explained that strict adherence to the code is the practical difficulty and triggers the need for a variance. A cabin was located on this property previously. Council member Benson asked if there were already septic tanks on the lot. Administrator Cammilleri said yes, further to the south and west, but this new dwelling requires new septic tanks be installed. Council member Kronmiller asked if findings to deny the variance can be listed. Attorney Nelson explained that the Council can vote with a statement of reasons for denial, and come back next month with a formal resolution. Planner Monson explained that the City can extend the review period out another 60 days after the initial 60-day review ends on November 29, 2022. Council member Benson said due to concerns with the septic tanks, can the applicant rework the site plan and request a lesser variance. Attorney Nelson explained that the Council can table a decision and grant an extension of the review period to give the applicant time to address the concerns. Kronmiller, second by Benson, moved to table the variance request and extend the review period up to 120 days. Motion carried 5-0. SCANDIA INTERNET ACTION COMMITTEE There was no October meeting of the Internet Action Committee. Administrator Cammilleri stated the Committee will meet on November 17th. TOURISM COMMITTEE The Tourism Committee did not meet in October. ECONOMIC DEVELOPMENT AUTHORITY Council member Benson announced that the quarterly EDA Business Breakfast will be held on November 16th. WASTEWATER COMMITTEE The Wastewater Committee met on November 3, 2022. Minutes were in the meeting packet. SISTER CITY COMMITTEE Council member Ray reported on the October 26th virtual meeting with Mellerud’ sister city committee. Connections with special interest groups is ongoing, with the latest being btween beekeepers; new highway signs are up with Mellerud planning to do the same; the groups are working on a home hosting program; and a Swedish delegation plans to visit Scandia next July. The next meeting of the Committee will be on November 30th. BUILDING OFFICIAL The October building activity report was not received. November 15, 2022 Scandia City Council Page 4 of 7 FIRE DEPARTMENT Fire Chief Hinz reported on the fire department’s October activity. Last month the department responded to 20 calls; 4 fire, and 16 medicals. The department hosted the community open house and October 31st Safe Halloween event with assistance from the Lions Club. Both events were well attended. Proposal for firefighter wage increase – Consider Resolution No. 2022-40 Fire Chief Hinz introduced a proposal to increase wages for members of the fire department. The last adjustment occurred in 2017 which set the range from $10.30 to $14.00 per hour. Hinz provided a comparison of wages to neighboring communities and found Scandia well under comparable wages. Hinz noted that the city pays part-time parks and public works employees $12-$16 per hour. For wage equality, the city should be compensating firefighters at minimum a similar wage as these other part-time employees even though firefighting is a higher-level job with higher risks. Hinz proposed the following wage increase and explained the fiscal effect beginning in 2023 would total approximately $30,000 based on typical call volume. Hinz said he made adjustments to his budget to compensate for the increased wages. Hourly Pay Rate: Probationary Firefighter / Base Pay: $16.00/hr. (currently $10.30/hr.) Non-Probationary Firefighter $17.00/hr. (currently $11.00/hr.) Emergency Medical Technician Certification: Plus $1.00/hr. Firefighter II Certifications: Plus $1.00/hr. Officer: Plus $1.00/hr. Other Compensation: Assistant Chief: $350.00 / mo. (currently $200/mo.) Fire Captain: $250.00 / mo. (currently $100/mo.) Fire Engineer: $150.00 / mo. (currently $100/mo.) Completion & Certification as Emergency Medical Technician: $150.00 (currently $100) Completion & Certification as Firefighter II: $150.00 (currently $100) Attendance at Minnesota State Sectional Fire School: $75.00/ Training (currently $60) Council member Cusick said the increase to officer pay from $200 to $350 is excessive and a drastic increase. Fire Chief Hinz explained that the officers do not record their time for the increased responsibilities and time commitment for this position. Administrator Cammilleri said a stipend is common for administrative work. Council member Ray asked if Hinz could implement a pay increase over a couple of years for less impact to the budget. Fire Chief Hinz said he has calculated this increase into his budget figures by cutting back in other areas. It could be done in steps, but Scandia is already behind compared to other cities. Administrator Cammilleri said wages have fallen behind, and the 2017 increase was already under comparable wages at the time. Mayor Maefsky said she favors some increase to the officers, but asked if it could be smaller. November 15, 2022 Scandia City Council Page 5 of 7 Benson, second by Ray, moved to adopt Resolution No. 2022-40, Establishing Fire Department Compensation, with amendments to Officer Pay for Assistant Chief to $300/month and Fire Captain to $200/month. Motion carried 5-0. CITY ENGINEER Engineering Updates City Engineer Goodman provided a report on engineering updates. Written comments to be considered in the development of Washington County’s 2023-2027 Capital Improvement Plan were submitted to the County on November 3rd, including a Gateway Trail funding request. Progress continues on the Bliss Stormwater Project with the Watershed, with plans for construction in 2023. DIRECTOR OF PUBLIC WORKS Public Works Director Charles Fischer reported on the department activities. Last month the city received notice that it had been awarded a $3,500 grant from the Midco Foundation to support the playground project. The department is preparing equipment for the winter season, staff is advertising for ice rink workers, and a sewer connection on Norell Avenue is being corrected. Melanie Trail’s road condition will be assessed next year before closing out the project with the contractor. Due to costly repairs to the Kubota mower, Fischer explained that he is proposing its replacement in 2023, and will represent this purchase in the 2023 budget’s equipment fund. CITY ADMINISTRATOR Administrator Cammilleri reported on general updates, including election results and the inspection process for the gravel mine. Discuss contract for household collection of recycling materials Scandia has had a household recycling contract with SRC since 2000. The City pays $27,846 for this service as part of a flat rate fee, with $13,188 of the cost being covered by the Washington County Municipal Recycling Grant. Recently the company was acquired by Waste Management, which notified the City it would honor the existing contract to year-end, but it could no longer support the same rate for collection of household recycling materials. Waste Management proposed rates based on number of households at a dramatic price shift, estimated at $280,109 in 2023. City Administrator Cammilleri said the city is now in a position to figure out the next steps, and recommended an ordinance to regulate garbage hauling rates and a plan to have residential recycling collection resolved by the end of the year. Staff is reaching out to other haulers and Washington County in preparation for more discussion at the December 7th Work Session. CONSIDERATION AND SELECTION OF A FIRM FOR PROSECUTION SERVICES The Council issued an RFP for Prosecution Services in August 2022. Three firms were interviewed at the November 2nd Work Session: • GDO Law – Heather Monnens and Robb Olson • Mike Welch November 15, 2022 Scandia City Council Page 6 of 7 • Eckberg Lammers – Joe van Thomme and Tom Weidner Council member Ray said that Welch’s rate is incredible at $110/hour. Council member Benson agreed that there are benefits to Welch’s services as he is already in court as Forest Lake’s prosecutor. Cusick, second by Benson, moved to retain Mike Welch for prosecution services for a 3- year term. Motion carried 5-0. BLISS NEIGHBORHOOD LISTENING SESSION RECAP Mayor Maefsky summarized the listening session held on October 26th with the Bliss neighborhood residents, saying it was a well-attended meeting. Maefsky said she received positive feedback on hearing their concerns related to speeding and parking and how to address them, providing a good model on how to listen to neighborhood concerns. The residents propose to appoint a neighborhood representative to stay in contact with the City Council. Council member Kronmiller added that it was a respectful meeting which showed how the neighborhood and council can work together. DISCUSSION AND POSSIBLE CONSIDERATION OF EXECUTIVE SEARCH RECRUITMENT PROPOSALS Mayor Maefsky reported that inquiries were sent to five executive search firms with four responses for proposals to engage in a contract for replacement of the city administrator. Maefsky asked for the Council’s feedback on how to proceed. Maefsky noted that the League provides a hiring toolkit, and summarized their recommendations. Proposals included: • BakerTilly -- $26,950 • DDA Human Resources, Inc. -- $22,000 • GovHR USA -- $23,500 • Strategic Government Resources (SGR) -- $24,900 Council member Benson said it’s a lot of money but there are limited other options, saying that performing the hiring in-house is not feasible. The Council was in consensus to hire a search firm, and discussed the proposals. The Council narrowed it down to GovHR and SGR. Mayor Maefsky said she will contact these two firms with questions that need clarification, and report back at the next Council meeting Benson, second by Ray, moved to pursue proposals from GovHR and SGR and discuss a selection at the next meeting. Motion carried 5-0. Mayor Maefsky asked Attorney Nelson to summarize the results of the closed meetings held on October 18th and November 2nd. Nelson stated that the Council and City Administrator Cammilleri agreed to a mutual separation effective December 31, 2022. The separation November 15, 2022 Scandia City Council Page 7 of 7 agreement was approved by the Council to include a 3-month salary payout and a lump-sum payment for benefits. DISCUSSION AND POSSIBLE CONSIDERATION OF INTERIM CITY ADMINISTRATION SERVICES Mayor Maefsky said the League maintains a list of interim administrators, two of whom she contacted. Maefsky said she also reached out to former Scandia City Administrator Anne Hurlburt who lives in Scandia. Hurlburt retired from the position in 2012. Ms. Hurlburt was present at the meeting and proposed to fill in on a part-time basis at $70/hour until a new administrator is hired. Hurlburt noted that she is familiar with the functions of the city, and estimated her time at 20 hours a week in addition to meeting attendance. Administrator Cammilleri agreed that Ms. Hurlburt would be a good fit in the interim. Cusick, second by Kronmiller, moved to direct staff to work on a contract with Anne Hurlburt for interim city administrator services. Motion carried 5-0. The Council agreed to meet for a Special Budget Meeting on November 22, 2022 at 11:00 am. The agenda will include further discussion on the 2 selected search firms and a contract with Anne Hurlburt. ADJOURNMENT Benson, second by Ray, moved to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 8:49 p.m. Respectfully submitted, Brenda Eklund, City Clerk