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06.a3 Draft minutes 03-01-2023 Work Session March 1, 2023 A work session meeting of the Scandia City Council was held on the above date with modifications. The meeting was conducted in the Council Chambers 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 6:30 p.m. The following were present: Council members Heather Benson, Jerry Cusick, Steve Kronmiller and Mayor Christine Maefsky. Council member Mike Lubke participated on Zoom. Absent: Council member Heather Benson. Staff present: Interim City Administrator Anne Hurlburt, City Attorney Eric Larson (virtual), Fire Chief Mike Hinz (virtual), Deputy Zach Boesel, Public Works Director Charles Fischer and City Clerk Brenda Eklund. APPROVAL OF THE AGENDA Kronmiller, second by Cusick, moved to approve the agenda as presented. Motion carried 3-0. REPORT ON GROUP HOME ISSUES At a previous Council meeting, Deputy Boesel brought attention to the high number of public safety calls that have been made over the past year to a group home in Scandia owned by Community Living Options. This for-profit company runs group homes throughout the metro area. Interim Administrator Hurlburt provided statistics showing that 103 calls were made to this address in 2022 for police, fire/rescue and ambulance services. Hurlburt explained that the number of calls may be even higher because of the way the calls are reported in the data. Costs associated with these calls represent more than 4% of the police and fire budget to this one address. Hurlburt said this is greatly impacting public safety resources. Deputy Boesel reported increased calls since January 2023 to another home in Scandia owned by this company. Responders have met with staff and are recommending that proper staffing and appropriate services to residents who are in the group home could reduce demand for calls to public safety. Hurlburt drafted a letter for the Council to consider to send to the company owner with these concerns and a request for a response to reduce these excessive demands. This outreach would be the first step to the owner to make sure the residents are getting the correct services. Deputy Boesel added an update that eleven calls were made to this group home since January 1st, with a recent violent assault to public safety personnel. Boesel said the home is not properly staffed and safety protocols appear not in place. When a response is made to the group home, police coverage is taken from other areas. Boesel said that he is aware that County social services are involved with the situation. Council Kronmiller said if the group home is regulated by the county and state, these licensing agencies should be alerted. Mayor Maefsky agreed that a letter should also be sent to the licensing departments, sharing this staff report and concerns that they need to enforce the operating conditions of the license. Scandia City Council Work Session March 1, 2023 Page 2 of 3 Fire Chief Hinz reiterated that there has been an increase in the severity of the calls, and agreed that county and state licensing authorities need to be contacted. Hinz speculated that the licensing board may not be doing site surveys at these smaller facilities. Maefsky, second by Kronmiller, directed staff to send the prepared letter to the company owner and to draft a letter to the licensing authorities reporting these concerns. Motion carried 3-0. Interim Administrator Hurlburt said she would have the letter to the licensing authorities ready for the Mayor’s signature on Friday. DRAFT POLICY AMENDMENTS RE: TAKE-HOME VEHICLES Interim Administrator Hurlburt introduced a draft policy regarding take-home vehicles, as worked on with the Public Works Director, Fire Chief and City Attorney. Hurlburt explained the instances where the policy could benefit the city to allow employees to respond to emergencies or urgent city business directly from their homes, and that it would be appropriate for the PW Director and Fire Chief. Hurlburt said that if approved, an amendment to language in the current personnel policy would be necessary to allow take-home vehicles. Existing language prohibits personal use of city vehicles. Hurlburt reviewed the policy and explained the League recommendations on what to include, such as a public purpose statement and definition of “clearly incidental use.” Council member Cusick asked if there will be language to address the distance a vehicle may be driven to an employee’s home. Hurlburt advised that a limit could be added, but there would need to be reasoning as to what is too far from the city limit; it would be easier to make a judgement on an individual basis rather than an arbitrary basis. Public Works Director Fischer said he brought this up with staff last year. When he responds to calls, he needs to drive to work then respond in a city vehicle. If the call is in the north part of town, he could be there sooner; this would be a timesaver for afterwork calls and a benefit to the city for the response time to alarms in the Big Marine Sewer drainfields. Fischer said he inspects roads in the winter in his personal vehicle before calling in the crew to snowplow. The intention is to have a vehicle at all times because he is on-call 24/7. For planned trips out of town, the take-home vehicle would go the staff person assigned to be on-call. The assigned take-home vehicle would be the most fuel efficient one. Fire Chief Hinz said it also makes sense for responding to fire calls. He can be first to arrive to assess the scene. Hinz said he would be the primary one authorized a take-home vehicle, then assigned to assistant chiefs in his absence. Hinz said there should be exemptions for public safety to use the vehicle within the response area because of the benefit of an immediate response. Scandia City Council Work Session March 1, 2023 Page 3 of 3 Hurlburt explained that staff is not asking the Council to take action at this meeting, but to give clear direction for any changes or amendments. Hurlburt clarified that the policy would not result in the purchase of extra vehicles, only that department heads could take a city vehicle home to respond to after-hour calls. The policy has language for de minimis use. Mayor Maefsky said language should be added that the policy is intended only for the Public Works Director and Fire Department. Kronmiller agreed the intent should be stated in the policy and not be so broad. Deputy Boesel noted that Scandia provides fire coverage outside the city limits. Hurlburt agreed that should be made clear as well in the policy. Staff will refine the policy and bring it back to a future work session. UPDATE, WASTE AND RECYCLING Interim Administrator Hurlburt reported that the Waste and Recycling Negotiating Committee met on February 22nd and reviewed other communities’ solid waste contracts, and identified a list of topics that should be included in negotiations with Waste Management. A sub-committee will meet with Waste Management on March 14th; the 60-day negotiating period ends on April 9th. If no agreement is offered that meets the city’s needs, the process to start an RFP for trash services will commence. ADJOURNMENT Kronmiller, seconded by Cusick, moved to adjourn the meeting. Motion carried 3-0. The meeting adjourned at 7:23 p.m. Respectfully submitted, Brenda Eklund City Clerk