09.e City Administrator ReportStaff Report
Date of Meeting: February 17, 2023 for February 21, 2023 City Council Meeting
To: Mayor and City Council
From: Anne Hurlburt, Interim City Administrator
Re: City Administrator Report
LMCIT Loss Control Visit:
On January 19, Public Works Director Charles Fischer and I met with a loss control
representative from the League of Minnesota Cities Insurance Trust (LMCIT). The follow-up
letter from their visit is attached. We reviewed recent claims and discussed areas where the city
could improve its practices.
I have been in touch with our safety consultants (Safe Assure) to make sure our training, record
keeping and policies are up to date. They advised that when there are changes in management it
is often necessary to review these matters and they will be helpful in the transition.
Parks Plan Update:
After reviewing two additional drafts of the plan, MSA presented their latest draft to the Parks
Committee at their February 6 meeting. Chair Terry Gorham met with the consultants to pass
along comments, and it is hoped that a final draft may be approved at the April Committee
meeting. It will then be shared with the Council and can be considered by Capital Improvements
Committee and considered in the upcoming budget process.
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. I have been working with Zach and with the Fire
Department to gather data on police, fire and ambulance response. A report will be ready for
review by the Council at the March 1 work session meeting. After that we expect to
communicate with the owner to find out their plans to reduce the impact on city services.
City Administrator Recruitment
Applications closed on January 31. Our consultants (GovHRusa) have reviewed the applications
will be discussing the candidates with the Council at the special meeting scheduled for 5:45 p.m.
on February 21. After the meeting, applicants will be contacted to determine if they wish to
continue in the process and become "finalists", at which time their names will be public. Until
then, their information is not public data. The consultants have redacted the materials as much as
possible to maintain required confidentiality. Interviews are March 10. After we confirm the
number of interviewees we will develop a detailed schedule for the day, which will include
interviews with the Council, staff interaction, and a brief tour of the community for the finalists.
Trash and Recycling Services:
On Wednesday, February 21 at 11:00 a.m., Scandia's committee (myself, Council members
Lubke and Benson, Public Works Director Fischer, Attorney Larson and technical advisors from
Washington County and Foth Consulting) will meet to prepare for the negotiation with Waste
Management. An agenda for the meeting, along with meeting materials, have been posted.
Because this group is advisory to the Council it is subject to the Open Meeting Law.
On Tuesday, March 14 at 10:00 a.m., we will hold our first negotiation meeting with Waste
Management. This will likely be handled by a smaller group including staff and our attorney.
The negotiation period will end on April 9, 2023. If by then it appears we will not reach an
agreement with Waste Management, the city may move to the next steps of appointing a
committee to study options, preparatory to developing an RFP for waste and recycling services.
2023 Legislative Session —Lobbying Efforts:
Lobbyist Bill Strusinski has been keeping the mayor and staff informed in his efforts to keep the
city's priorities for this session (LCCMR Grant for the Gateway Trail, Bliss Wastewater System
Improvements, and the Scandia Watertower Barn Regional Art & Heritage Center projects) in
front of the legislature. The LCCMR grant is in the bill expected to pass. We are advocating for
additional funding for the PSIG program, which will increase the chance our sewer project will
be funded. Funding for the Watertower Barn project is also progressing.
Rustic Roots Winery Issues:
Staff has been working with the owners of Rustic Roots Winery to identify and come up with a
plan to resolve issues with their Conditional Use Permits and building permits, along with issues
concerning the watershed district and MnDOT/access to Highway 95. A letter is under review
and will be shared with the Council when it is ready.
Transition in City Attorney Services:
Eric Larson will be replacing Kevin Sandstrom as the primary attorney handling Scandia's
services at the Eckberg Lammers law firm. Eric will be in attendance and be formally introduced
at the February 21, 2023 Council meeting.
Attachments:
0 l/19/2023 Letter from League of Minnesota Cites Insurance Trust
LMCQ LEAGUE of
MINNESOTA
CITIES
1 /1912023
Anne Hurlburt
Administrator
City of Scandia
14727 209th St. North
Scandia, MN 55073
Re: Loss Control Survey Conducted on 1/18/2023
Anne,
On the above date I met with Charles and you to discuss loss control topics pertaining to the City
of Scandia. This was in conjunction with your participation in the League of Minnesota Cities
Insurance Trust (LMCIT) property, automobile, liability and/or workers' compensation program.
Purpose of Visit
The purpose of my visit was to review claims, discuss any safety concerns you or your staff may
have, and complete a loss control survey. We talked a little bit about your operations including your
staff, needs, safety culture and loss controls in place. By understanding this, I can determine how
to best meet you where you're at to offer services that match your needs.
Discussion Topics
• We discussed reporting of incidents and first reports of injury forms (FROI) and the
importance of accident investigation, and we reviewed the city's loss runs. You will see
attached a sample "accident report" to be used for accident investigations, and a simplified
accident investigation tool called "The 5 Whys". Recording and understanding accidents,
incidents, and near -misses in the workplace can help us identify unsafe trends and
potentially predict and prevent future serious accidents. This is something that can be
discussed in your safety committee as well.
• We talked about your success in using SafeAssure for your required OSHA training.
• We discussed mental health and PTSD in public safety. I attached a pocket wellness guide
for fire department. Along with that, here is the contact information for our Public Safety
Program Coordinator, Lora Setter 952-288-3119 LSetterCa7lmc.org . I also encourage you
to spend some time reviewing our comprehensive PTSD Toolkit and Mental Health Portal.
• We also discussed redeveloping an internal staff safety committee and hosting meeting 2-
4 times per year. Topics at that meeting could include development of safety programs and
policies, safety walkthrough inspections and reviewing of incidents. See the Safety
Committees for Cities Toolkit for guidance. I am attaching a brochure for Coastal Flix our
streaming safety video library, which is a free resource for Cities. You can also browse the
library here.
• 1 also mentioned LMCIT Loss Control Spring Workshops,
145 University Avenue West PH: (651) 281-1200 FX: (651) 281-1299
St. Paul, Minnesota 55103 TF: (800) 925-1122 www.Imc.org
• We discussed MemberLearn Online Courses, specifically the new Land Use Regulation
course.
• We talked a little bit about snow removal and preventing slip and fall injuries for all
employees. Currently the city provides Ice Cleats for employees to use. Consider having a
written sidewalk policy — see attached.
Safety Training Benefits
Due to the size of the city and the number of employees, we understand that workers will wear
many hats. In every case, OSHA requires that all workers be adequately trained in the hazards of
their work. Employee safety training that is consistent and effective benefits the city in many ways.
• Continuity of city services by helping to keep employee's injury free and at work.
• Reduced workers' compensation premium by maintaining a low experience mod factor.
• Improved community -wide safety by reducing hazards in public areas.
Your involvement with Safe Assure is helping meet these training requirements.
Recent Loss Review:
City of Scandia WC Loss Trends (2018-2022)
• Total Claims in this Period: 6
• Currently Open Claims: 0
• Total Cost of Loss: $22,271
Leading cause of loss: 11/7/19 left shoulder strain from switching out equipment on mower $19,405
City of Scandia Property/liability Loss Trends (2018-2022)
• Total Claims in this Period: 6
• Currently Open Claims: 1
• Total Cost of Loss: $228,110
Leading cause of loss: 2/11/20 — land use claim $130,000
You can access more details of claim activity through the member center.
Suggestions
I have included loss control suggestions for your consideration in the appendix.
Thanks again for the time and courtesy extended to me during my visit. Please reach out to me for
additional assistance with our discussion.
If you have safety or loss control related questions, please do not hesitate to contact me.
Sincerely,
Kate Connell I Loss Control Consultant
Cell: 651-289-0650
kconnell(d)lmc.org I www.lmc.org
Recommendations and comments are provided for loss control and risk exposure improvement purposes only. They
are not made far the purpose of complying with the requirements of any law, rule or regulation. We do not infer or
imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards
were noted. The final responsibilityfor conducting loss control and risk management programs rests with the member.
2
League of Minnesota Cities
145 University Ave. West I St. Paul, MN 55103
Attachments:
• Sidewalk maintenance policy
■ Accident Investigation Report
• Fire Pocket Wellness guide
• Simplified Accident Investigation "5 Why's"
• LMCIT CoastalFlix Flyer
• LMCIT Blogs
• Land Use Course
• OSHA Grant Flyer
Additional Resources available upon Request:
• WC Safety Resources Guide
• General Safety Inspection Checklist
■ LMCIT Drug & Alcohol Testing Toolkit
• Job Hazard Analysis Form
■
LMCIT Member Center
• Safety Committee Toolkit
■
LMCIT PATROL
• Safety Committee Guidelines
9
TSO Police
• Supervisor Responsibilities post Injury
■
TSO Fire
• Benefits of Accident Investigation
■
LMCIT Land Use
• Importance of Toolbox Safety Talks
•
LMCIT Collaboration Services
• Ebbinghouse Study
•
AWAIR Template
• OSHA Recordkeeping Resources
■
ERTK Template
• CoastalFlix Streaming Safety Videos
PTSD resource materials
• OSHA Safety Grant brochure
Slip/Trip/Fall Prevention
• WC Campus for Claims Reporting
Mental Illness in the Workplace
■ LMCIT Contract Review Services
PTSD Pocket wellness guide
• LMCIT eRisk Hub
Regional Safety Group (RSG)
• ADA Building & Park Walkthroughs
OSHA emergency shower and
• LMCIT Blogs
eyewash guidance
•
Office Ergonomics Train the Trainer
Recommendations and comments are provided for loss control and risk exposure improvement purposes only. They
are not made for the purpose of complying with the requirements of any law, rule or regulation. We do not infer or
imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards
were noted. The final responsibilityfor conducting loss control and risk management programs rests with the member.
3
L(2) LEAGUE of
MC MINNESOTA
CITIES
Suggestion Appendix
Below are areas involving safety items we discussed and/or viewed during my visit to the City of
Scandia. The city should take a closer look at these areas, using the tools referenced in this letter,
attached, and listed below, to identify deficiencies and to use as a guide for improvements.
Suggestions generated from visit:
01-01123 Establish Citywide Safety Committee
An internal safety committee should include all departments, and various levels of employees (i.e.
not all supervisors). Items for discussion at a scheduled safety committee meeting may include:
• Development of specific programs
• Facility self -inspections (see attached inspection forms)
• Accident and near miss review
• Safety suggestion/hazard reports discussion
• Audit city safety programs and activities
Many cities find it beneficial to hold meetings at varying locations. Perhaps meet at a park on a
nice day and use the time to review safety items in the park. Or meet at the water treatment plant.
Many employees never enter that building, and a fresh set of eyes may help identify complacency
hazards. Be creative and rotate meeting sites. See attached Safety Committee Memo.
02-01/23: Sidewalk maintenance policy. Having a sidewalk maintenance policy can make
maintaining sidewalks easier. Having a written program in place helps determine when sidewalks
need to be inspected and what criteria to consider when replacing/repairing sidewalks. See
attached model policy.
145 University Avenue West PH: (651) 281-1200 FX: (651) 281-1299
St. Paul, Minnesota 55103 T F: (800) 925-1122 www.Imc.org
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