06.a2 Draft minutes 01-04-2023 Work Session
January 4, 2023
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 6:38 p.m. The following were present:
Council members Heather Benson, Jerry Cusick, Steve Kronmiller, Mike Lubke, and Mayor
Christine Maefsky. Staff present: Interim City Administrator Anne Hurlburt, Treasurer Colleen
Firkus, Public Works Director Charles Fischer and City Planner T.J. Hofer. Joining remotely
were Fire Chief Mike Hinz, City Attorneys Chris Nelson and Kevin Sandstrom, City Engineer
Seth Peterson, and Max Dalton, an advisor with Washington County.
APPROVAL OF THE AGENDA
Councilmember Benson, second by Councilmember Kronmiller, moved to approve the
agenda as presented. Motion carried 5-0.
DISCUSS TRASH & RECYCLING SERVICES
Interim City Administrator Hurlburt presented the history and issues regarding the city’s trash
and recycling services. The City Ordinances require residents to have a licensed trash hauler.
Options for the Council to consider are Organized Collection, Open Collection or a Hybrid
system with one contract for recycling and another for trash for different haulers. Pros and cons
were outlined. There have been a lot of citizen concerns conveyed to city staff and on social
media. New haulers are hesitant to sign up new customers until they understand what approach
the city will be taking. Staff needs direction as to what is the Council’s preferred approach of
Organized or Open Collection, what level of communication for citizen and business
involvement, and does the city want to allow other haulers that are licensed in Washington
County to serve residents while the city ordinance is updated and licensing requirements are
developed.
In response to a question from the Mayor, Dalton indicated that the two biggest haulers in the
area are Republic and Waste Management (WM). Councilmember Benson asked if WM will
continue recycling for $10/mo. Administrator Hurlburt was told by a Waste Management
representative that they would continue while the city works out their process. Mayor Maefsky
asked if other haulers are interested in coming in now during the interim with the risk of maybe
not being allowed to continue service. Attorney Nelson indicated residents would be required to
use whatever hauler the city licenses.
Councilmember Kronmiller said WM will continue until Aug. 2024 which will preserve service
in the city in the interim while the city develops an ordinance and licensure for trash and
recycling. Councilmember Lubke prefers Organized due to cost and impact on the roads.
Councilmember Kronmiller prefers Open collection to prevent a monopoly, but Organized for
the efficiencies and less impact on roads. Councilmember Benson likes Organized Collection but
not the billing portion as the city has limited staff. Councilmember Cusick said both had merits,
but with Open you would have competition.
Scandia City Council Work Session
January 4, 2023
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Comments from online viewers. Would the city have penalties or fines for the hauler if service
was lacking? Attorney Nelson indicated that if the city has a contract there would not be fines
only remedies under state contract law. Councilmember Kronmiller suggested the city could
incentivize the hauler with extra pay for good service. Attorney Nelson has never seen anything
like that but there are things that could be offered; having an organized contract in itself is an
incentive. Councilmember Kronmiller asked if the city can bring in a hauler for occasional
community cleanup days. Dalton said this should be discussed during the RFP process and could
include services for an annual large city event as well. Attorney Nelson indicated that if the city
is proceeding to Organized collection that there is a pretty defined process. A committee will be
needed to answer a lot of questions and to report to the Council.
Councilmember Kronmiller, seconded by Councilmember Benson, made a motion to direct
staff to proceed with the process for an Organized collection approach. Motion carried 5-0.
Administrator Hurlburt noted that the city’s businesses should be involved as they will be
affected by whatever the city does. She will bring it up at the next EDA meeting.
BIG MARINE SEWER UTILITY, BLISS SYSTEM: AUTHORIZE COMPLETION OF
FACILITY PLAN AND NPDES PERMIT MODIFICATION
Engineer Peterson reviewed his memo recapping the nitrate issue with the Bliss System as
required to be in compliance as part of the MPCA permit. A facility plan, estimated to cost
$20,000, is a formal engineering report submitted to the MPCA with formal requirements
outlining how the city will remedy the situation. This will allow the city access to funding
through low interest loans and grants of which up to 80% of eligible costs could be covered if the
state legislature funds the PSIG program. Key dates were outlined to move forward with the first
deadline to submit to MPCS by March 3rd. Approved plans and specs are needed in March as
part of the waiting list requirements. Permit modification process also required if adding further
treatments system. Long process and MPCA encourages city to start that process. Grant funds
would most likely be bumped from the 2023 cycle and be moved to 2024. Peterson explained it
is a very competitive program and depends on how much money gets put in there by the state.
There are already other cities’ projects on the waiting list, some that have been bumped to the
next funding year. Peterson said the timing works for the compliance schedule in the permitting
process if funding is received in 2023 or 2024.
Councilmember Benson, seconded by Councilmember Kronmiller, moved to authorize
completion of the Facility Plan for the Bliss system for the expected fee of $20,000, and to
start the NPDES permit modification process with the expected fee to be $7,500. The
motion carried 5-0.
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January 4, 2023
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PLANNING COMMISSION RECOMMENDATION FOR SOLAR FARM
MORATORIUM AND STUDY
Administrator Hurlburt said the city’s moratorium will expire in April and it can be extended 9
months. The Planning Commission, with assistance from TKDA, studied this issue and provided
a report to the Council. There is currently no capacity in Xcel’s local substations for new
connections, so the city is not expecting any new solar farm applications. Councilmember Lubke
said the intention was that an ordinance should not be made based on current lack of capacity as
capacity may open up later. Mayor Maefsky indicated there did not appear to be specific
recommendations in the report for the Council to consider. Councilmember Lubke said general
screening requirements were recommended to improve current screening and new solar
installations would require immediate screening to protect the scenic canvas, as well
requirements on equipment boxes and poles, and to protect scenic views of certain minor
arterials by creating overlay zones like city of Wyoming. The Council directed staff to bring
forward recommended ordinance amendments. Planner Hofer said staff could map out overlay
districts, standards for screening, equipment placement in a draft for discussion. Ordinance
amendments would need a public hearing at the Planning Commission level. Hofer indicated he
would also like to review solar potential in the city’s Unified Development Code.
APPROVE AMENDMENT TO CONSTRUCTION COST SHARING AGREEMENT
WITH MIDCONTINENT COMMUNICATIONS (MIDCO)
The cost sharing agreement with Midco expired 12/31/2022. This amendment is to change the
completion date to 7/01/2023 as recommended by IAC. Kronmiller, seconded by Benson,
moved to approve amending the completion date from 12/31/2022 to 07/01/2023 for the
city’s cost sharing agreement with Midcontinent Communications. Motion approved 5-0.
ADOPT ORDINANCE 2023-01: 2023 FEES, RATES AND CHARGES; AND
RESOLUTION NO. 2023-01 FOR SUMMARY PUBLICATION OF ORDINANCE NO.
2023-01
Benson, seconded by Cusick, moved to adopt Ordinance 2023-01: 2023 Fees, Rates and
Charges Schedule, and approve Resolution No. 2023-01 for summary publication of
Ordinance 2023-01. Motion approved 5-0.
APPROVE 2023 CITY COUNCIL MEETING SCHEDULE
Benson, seconded by Councilmember Lubke, moved to approve the 2023 City Council
Meeting Schedule. Motion carried 5 – 0.
Councilmember Cusick asked if a policy could be written that no Council meeting to go beyond
10:00 p.m. to review at the next meeting.
INTERVIEW APPLICANTS FOR CITY COMMITTEES
Council will interview the one applicant for the Planning Commission on January 17th at 6:30
p.m. Council asked to extend the deadline on all 3 committees. Administrator Hurlburt said they
could extend the deadline for all committees to January 16, the day before the council meeting,
and post it on the city’s website.
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January 4, 2023
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APPOINT COUNCIL MEMBER REPRESENTATIVES TO CITY COMMITTEES
Councilmember Benson is happy to take Park & Rec Committee. Councilmember Lubke will be
the representative to the EDA. Councilmember Kronmiller will continue on the Capital
Investment and IAC committees, and be the council representative on the Planning Commission.
Councilmember Cusick will be the liaison for the Wastewater Committee. Mayor Maefsky will
continue with the Sister City & Tourism Committees, and the Scandia Heritage Alliance. The
city will need a new EDA member to replace Councilmember Lubke.
ADJOURNMENT
Benson, seconded by Cusick, moved to adjourn. Motion carried 5-0.
The meeting adjourned at 8:27 p.m.
Respectfully submitted,
Colleen Firkus
Treasurer