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09.e City Administrator Reportn � SCANDIA Staff Report Date of Meeting: January 13 for January 17, 2023 City Council Meeting To: Mayor and City Council From: Anne Hurlburt, Interim City Administrator Re: City Administrator Report Administrator Transition: Much of my time during the last week of November and for the month of December was spent meeting with staff, consultants and other agencies to get up to speed with their projects and activities. I have met with all staff members to learn about their work and how I can best support them through the transition (except the Fire Department, which due to a scheduling conflict will happen in January.) Meetings with others include (in December) GovHRusa, both the incoming (Bolton and Menk) and outgoing (TKDA) planning consultants, Washington County Environmental staff, Hugo Building Official and inspector, Bolton and Menk engineers, MSA (parks plan consultant), Carnelian Marine Watershed, and Forest Lake Cable Commission staff. In January (so far) I've met with City Prosecuting Attorney Mike Welch, Deputy Zach Boesel, and the incoming and outgoing City Attorney. In addition to Council and Planning Commission meetings, I have attended meetings of the Internet Action Committee and the Economic Development Authority (EDA.) As of December 30, I took over the office, computers and email accounts used by Ken Camilleri. I can still be reached on my personal cell phone (612 202-8325) but will be monitoring Ken's email account and former cell phone (651245-2654) so that no communications fall through the cracks. The Mayor and I have been meeting weekly to coordinate Council agendas and work priorities. Planning Staff Transition: As of December 31, Evan Monson of TKDA completed his work as Scandia City Planner, and TJ Hofer of Bolton and Menk has taken over. TJ has office hours at Scandia City Hall on Thursdays from 9:00 a.m. to Noon. He will be available to meet with staff, the public during those times by appointment. Parks Plan Update: Staff (Hurlburt, Fischer and Stignani) and Parks Committee Chair Terry Gorham met with the consultants (MSA) working on the Parks Plan Update on December 19, 2022 to discuss the draft plan document provided to the Parks Committee for its December 2022 meeting. We reviewed the requirements of the project contract, the need to integrated with the city's existing parks and trails plans, and the need for specific recommendations and priorities, MSA will be preparing another draft document for review by staff and then by the Parks Committee at its February 6, 2023 meeting. Group Home/ Public Safety Issues: At the December Council meeting, Deputy Boesel reported on large call volumes (police and fire) to a particular group home in Scandia. He suggested we convene a meeting with the owner. We are compiling statistics and identifying appropriate participants, and hope to schedule a meeting sometime soon. Mayor Maefsky will attend as City Council representative. 2023 Local Board of Appeal and Equalization Meetings: Washington County has set tentative dates for the 2023 meetings. (see attached letter dated December 23, 2022.) Scandia's meeting is set for Monday, April 27, 2032 from 5:00 to 6:00 p.m. The city must have at least one trained certified member present to be in compliance (Council Members Kronmiller, Benson and Cusick are certified. Training information was emailed to the Council on Wednesday January 4, 2023.) No change to the date can be made after February 15, 2023 so if there will not be a quorum present, we would need to propose a different date. City Administrator Recruitment After the Council approved the draft recruitment materials, salary range and job description at the December 20, 2023 meeting, GovHRusa began advertising for the position. The consultants finalized the materials and began advertisement by December 30. As of this writing, we have at least 10 applicants. There is an agenda item requesting that the Council set two special meetings to choose and interview finalists. Trash and Recycling Services: The trash and recycling issue has taken up a substantial amount of my time and of office staff who have been fielding many phone calls and office visits. We will continue updating the website as new information becomes available. I have prepared a separate staff report on the process as we know it so far to implement the Council's direction to pursue and organized collection system. Additional Items Attached for the Council's Information: • Report from Washington Conservation District on 2022 Countywide Watercraft Inspection Program • Bliss Wastewater System Improvements: one-page handout prepared for lobbying state legislature for PSIG funding ) a. h*nZm T: County MEMORANDUM DATE: December 23, 2022 TO: Washington County City and Township Clerks FROM: Lisa Young, Washington County Assessor SUBJECT: 2023 Local Board of Appeal and Equalization/Open Book Meetings PROPERTY RECORDS & TAXPAYER SERVICES Amy Stenftenagel, Director Joanne Helm, Deputy Director The tentative schedule for the 2023 Board of Appeal and Equalization/Open Book Meetings is attached. The time frame in establishing dates for your Local Boards and Open Book meetings will be similar to last year. 1. Establish and distribute tentative schedules by December 23, 2022. 2. Allow 30 days for feedback from local jurisdictions to confirm or to change tentative dates. Please call or email Michele Burg with any date or time changes. 3. Establish and distribute the Final Board of Appeal and Equalization/Open Book Meeting schedule by February 15, 2023. No changes will be made to the schedule after this date. For those communities that offer their property owners an Open Book Meeting format, please recall that those property owners can attend any of the four Regional Open Book Meetings held throughout the County. This year we will have meetings held in Cottage Grove, Oakdale, Woodbury, and Stillwater. If we do not hear from you, we will assume the meeting will be conducted on the date and time listed on the schedule; a quorum will be in attendance; and a meeting room will be made available. Please note that each board must have a trained certified member to be in compliance for the 2023 meeting. During the month of February, the Assessor's Office will again be developing the annual Assessment Report. The purpose of this report is to provide general information to the communities in Washington County regarding the appeals process and the 2023 assessment. The report will be made available on the Washington County Assessor web page (wash in ton. min nesotaassessors. ccm) under "Appraisal Reports" prior to April 1, 2023. If you have any questions, please call Michele Burg (651.430.6104). Thank you. cc: Amy Stenftenagel, Director Property Records and Taxpayer Services Robin Nelson, Deputy County Assessor - Commercial Rebecca Heili, Appraisal Supervisor -Residential Joyce Larson, Assessment Support Manager A great place to live, work and play... today and tomorrow Government Center 1 14949 62nd Street North I P. O. Box 6 1 Stillwater, MN 55082-0006 P:651-430-6175 1 TTY: 651-430-6246 www.co.washington.mn.us Washington County is an equal opportunity organization and employer County Board Govt Center Tuesday, June 13, 2023 Tuesday, June 20, 2023 "Appointment deadline for County Board 5:00pm **By Appointment 11:00am (times subject to change) Wednesday May 3, 2023 2023 Meeting Schedule _ Board of Appeal & Equalization and Open Book Meetings City/TownshipCity/Township Format Meeting Date Time Location Baytown Local Board Monday, April 10, 2023 4-5om Baytown Community Center 4020 McDonald Dr N Birchwood Local Board Tuesday,_April 11, 2023 6-6:30pm 5-5:30pm Birchwood Village City Hall 207 Birchwood Ave Dellwood City Hall 111 Wildwood Rd Dellwood l Local Board Monday. April 10, 2023 Denmark Local Board Tuesday, April 11, 2023 4:30-5:30pm Denmark Town Hall 14008 90th St S Forest Lake Local Board Monday. April 10, 2023 5:30-6:30pm Forest Lake City Hall 1408 Lake St S Grey Cloud Island Local Board Thursday, April 13, 2023 6-7pm Grey Cloud Island Town Hall 19910 Grey Cloud Island Dr S Hugo Local Board Thursday, April 6.2023 5:30-7pm Hugo City Hall 14669 Fitzgerald Ave N Lake Elmo Local Board Wednesday, April 19. 2023 5-7pm Lake Elmo City Hall 3800 Laverne Ave N Mahtomedi Local Board Wednesday, April 5, 2023 5-6pm Mahtomedi City Hall 600 Stillwater Rd Marine on St Croix Local Board Tuesday, April 4, 2023 9-10am Marine on St Croix City Hall 121 Judd St May Local Board Wednesday, April 19, 2023 9-10am May Town Hall 13939 Norell Ave N Scandia Local Board Monday, April 17, 2023 5-6pm Scandia Community Center 14727 209th St N Willernie Local Board Monday, April 24, 2023 5:30-6:30pm Willemie City Hall 111 Wildwood Rd Afton Oen Book May attend any one of four Regional Open Book meetings Regional Open Book -Cottage Grove Cottage Grove City Hall Thursday, April 6, 2023 5-7pm 12800 Ravine Pkwy S Rectional Open Book -Oakdale Oakdale City Hall Wednesday, April 12, 2023 5-7pm 1584 Hadley Ave N Regional Open MP0-Woodbury Woodbury City Hall April 20, 2023 5-7pm 8301 Valley Creek Rd Regional Open Book -Stillwater Washington Cty Govt Center Wednesday, April 26, 2023 2-7pm 14949 62nd St N Bayport Oen Book Cottage Grove Oen Book Grant Oen Book Hastings Oen Book Lake St Croix Beach Open Book Lakeland Oen Book Lakeland Shores Oen Book Landfall Oen Book Newport Open Book Oak Park Heights Oen Book Oakdale Oen Book ]Thursday, Pine S nn s Oen Book St Ma 's Point Oen Book St Paul Park Oen Book Stillwater City Oen Book Stillwater Township Oen Book 'West Lakeland Oen Book 'White Bear Lake Oen Book Woodbury Oen Book County Board Govt Center Tuesday, June 13, 2023 Tuesday, June 20, 2023 "Appointment deadline for County Board 5:00pm **By Appointment 11:00am (times subject to change) Wednesday May 3, 2023 PROJECT OVERVIEW The Bliss Wastewater System is an underground sewage treatment system that serves approximately 79 homes on the west side of Big Marine Lake in the City of Scandia. The system ensures that all wastewater from these homes is treated properly before being released back into the environment. This prevents pollutants from entering bodies of water, such as Big Marine Lake, which protects aquatic wildlife and habitats, as well as drinking water. WHY DOES THE SYSTEM NEED TO 6E IMPROVED? Minnesota wastewater systems must comply with permits set by the Minnesota Pollution Control Agency (MPCA) in order to satisfy national environmental regulations. The permit program that the Bliss Wastewater System is permitted through re -issued permits every five years, sometimes with alterations. When the Bliss Wastewater System was constructed, the permit did not require the system to remove nutrients such as nitrogen and phosphorous from the wastewater. Now, the upcoming permit cycle has a new requirement that puts a limit on the amount of nitrogen allowed. In order to meet this new requirement, additional treatment infrastructure must be added to the system. JANUARY 2023 WHY IS FUNDING IMPORTANT FOR THE SUCCESS OF THIS PROJECT? To comply with the new permit requirement, the Bliss Wastewater System will need significant improvements including additional tankage, pumps, and treatment upgrades. In total, these improvements are estimated to cost $1.6M. Without financial assistance, this would increase resident user rates by $32/month annually for five years. However, if these changes are not made, the City of Scandia will face fines for failing to meet the permit requirements.