5.a.2. June 1, 2016 Work Session minutes
June 1, 2016
The City Council held a Work Session on the above date. The following were present: Mayor
Randall Simonson, Council members Dan Lee, Chris Ness, and Jim Schneider. Absent: Council
member Bob Hegland. Staff present: City Administrator Neil Soltis, Public Works Director
Dave Williams and Deputy Clerk Brenda Eklund.
Mayor Simonson called the meeting to order at 6:30 p.m.
APPROVAL OF THE AGENDA
Ness, seconded by Lee, moved to approve the agenda as presented. The motion carried 4-0.
DISCUSSION OF LOG HOUSE LANDING RAMP PROJECT WITH CARNELIAN-
MARINE-ST. CROIX WATERSHED BOARD
Members of the Carnelian-Marine-St. Croix Watershed Board were in attendance to review
revised plans for the Log House Landing Boar Ramp project, based on suggested revisions made
to the concept plan at the May 4th joint meeting. Members of the Watershed Board included
Dave DeVault, Eric Lindberg, Tom Polasik, Kristin Tuenge and Administrator Jim Shaver.
Administrator Soltis explained that the ramp width was increased at the curve towards the river
where it meets the concrete planks to accommodate a wider swing for vehicles with trailers.
More detail was provided on the plans to show the size of rock aggregate above and below the
outlet and that the concrete ramp surface will be tooled and grooved. The stone stairs will be
constructed before the ramp and anchored with gabion baskets filled with stones. The stone
stairs will be bid out separately as an alternate to better provide funding details for the National
Parks Service grant.
Discussion on installing the stairs concluded that they are a necessary access to the river for the
public. Shaver stated that if not there, a foot path would continue to be used, adding to erosion.
Soltis noted that the NPS grant could fund the stairs, erosion control matting and revegetation
materials.
The Board and Council commented that the revised plans have addressed the issues discussed
with the concept plan last month.
The Watershed Board made the following motion:
DeVault, seconded by Polasik, moved to approve the plans for the Log House Landing Boat
Ramp Project as presented. The motion carried unanimously by those Board members
present.
The City Council made the following motion:
Simonson, seconded by Ness, moved to approve the plans for the Log House Landing Boat
Ramp Project as presented. The motion carried 4-0.
June 1, 2016
Scandia City Council
Page 2 of 4
Soltis explained that the next steps will be to apply for the Army Corps of Engineers’ permit.
Bid specifications will be drafted and sent to contractors proficient in concrete work. The
Council and Watershed Board will meet again jointly to review bids. It’s proposed that the
project can be awarded in August with work to begin in late September.
ST. CROIX RIVER ASSOCIATION -- NATALIE WARREN PRESENTATION
Natalie Warren introduced herself as an education outreach employee of the St. Croix River
Association. Warren will develop resources and work with landowners, real estate developers
and local government officials to increase awareness about riverway regulations. She plans to
conduct training workshops and build online resources as part of her education outreach. Warren
encouraged the Council to participate in the “Workshop on the Water” scheduled for September
14th.
DISCUSSION ON DRIVEWAY PERMITS AND CULVERT REPLACEMENT POLICY
Upon recommendation from City Engineer Goodman, Administrator Soltis explained several
options for revisions to the current driveway and culvert installation policy. Adopted in 1999,
the policy states that the homeowner is responsible for culvert installation and establishment of
vegetation along the driveway. Once final approval is given, the City will then maintain the
culvert. Goodman noted that this could have a significant increase to budget dollars and labor to
maintain the culvert after deterioration or with having the culvert plugged with sediment or
leaves. Goodman’s report stated that some communities are moving away from policies like this
because of cost and the thought that the culvert was only put in place to serve the property that
needed access. Public Works Director Williams said that they have worked on two culverts in
the past year, and many are deteriorating from the bottom up.
The Council discussed a cost share approach for culvert replacement in which the property
owner pays for the cost of the culvert, and the City cost shares on labor and maintenance when
related to drainage flow. Soltis stated that he will work on a revised policy with this approach
for further discussion at a future meeting, and also survey what other communities are doing.
DISCUSSION ON POLICY FOR VOLUNTEER ACTIVITIES
Administrator Soltis explained that at the last Parks and Recreation Committee meeting, there
was a discussion of projects that could be undertaken by volunteers and a process for recruiting
the volunteers. With no set process to identify projects and inform the public about volunteer
opportunities, Soltis recommended a policy be established that would solicit, train and follow the
guidelines for the insurance coverage that is provided through the League’s liability and workers
compensation programs. The Council was in consensus to direct staff to prepare a simple policy
for discussion at a future meeting.
DISCUSSION ON STATE PERFORMANCE MEASUREMENT PROGRAM
Administrator Soltis explained a voluntary performance measurement program offered through
the Office of the State Auditor that reimburses counties/cities that elect to participate $0.14 per
capita in local government aid (approximately $700 for Scandia). In order to receive the
June 1, 2016
Scandia City Council
Page 3 of 4
reimbursement, the city must officially adopt and implement ten performance measures and then
report the results of the measures at least annually to the public.
Soltis noted that from the list of 29 standard measures to select from, the City has or could easily
obtain the information on at least 10 of them, such as bond rating, emergency services response
times and number of calls. Results could be reported in the fall newsletter, and Soltis said there
could be a value in tracking the measurements over time and identifying any trends. Soltis stated
that if the program can be put together with minimal staff time, it may be on the next Council
agenda, as the deadline to participate is July 1, 2016.
DISCUSSION ON REALLOCATION OF FUNDS BUDGETED FOR CITY COUNCIL
AUDIO SYSTEMS
At the April Work Session, the Council elected not to proceed with the installation of an audio
system in the Council Chambers. Administrator Soltis asked the Council to consider if the
$8,000 in budgeted funds for the audio system should be reallocated for the relocation of the City
Hall router and equipment to a more secure location, as recommended by the League’s insurance
trust to address data security concerns. Soltis provided a cost estimate from Computer
Integration Technologies in the amount of $5,995 to install a rack and move the voice and data
connections from the mechanical room to a storage room adjacent to the Chambers.
The Council discussed taking up the project this year or budgeting for 2017, and concluded that
the equipment needs to be secured in a timely manner to avoid increased insurance rates, but
other bids should be considered. Soltis will contact additional service providers for estimates.
DISCUSSION ON FILLING THE VACANT POSITION ON THE ECONOMIC
DEVELOPMENT AUTHORITY BOARD
No applications were received from qualified persons by the May 27th deadline to fill the vacant
position on the EDA. Council directed staff to continue to advertise the vacancy with no
deadline. It was suggested that a time commitment to the Board may be limiting applicants, and
could quarterly meetings be considered. Soltis said that the EDA could discuss their meeting
schedule and make a change in their bylaws if desired.
DISCUSSION OF FOREST LAKE CABLE COMMISSION JOINT POWERS
AGREEMENT
Mayor Simonson reported that at the May 18th Forest Lake Cable Commission meeting he
resigned as the Chair of the Commission. He stated that there is a possibility for dissolution of
the Commission and the meeting on June 9th with representatives from Forest Lake, Columbus
and Scandia will discuss the future of the Joint Powers Agreement. Simonson said that a
resolution will come before the Council this month to either withdraw from the JPA or dissolve
the Commission, depending on the outcome of the meeting.
Council member Lee stated that he is a proponent for public access as it gives people a media
outlet for those who want to use it. Simonson countered that technology has changed; with the
June 1, 2016
Scandia City Council
Page 4 of 4
station issues going on, he sees withdrawal from the Commission as a step to financially protect
the City.
ITEMS FOR DISCUSSION AT FUTURE WORK SESSIONS
Council member Lee asked for further discussion on alternative paving materials for road
improvements. Soltis noted further discussion of the Log House Landing project in the scope of
the Capital Improvement Program could be part of budget talks. Ness recommended the July 6th
Work Session be cancelled in lieu of upcoming budget meetings later in the summer.
PUBLIC WORKS DIRECTOR EVALUATION
The Scandia City Council went into a Closed Session under MN Stat. 13D.05, subd. 3(a) for the
purpose of conducting an evaluation of Public Works Director Williams.
ADJOURNMENT
Ness, seconded by Schneider, moved to adjourn the meeting.
The meeting adjourned at 9:00 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk