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6.a4 Draft minutes 05-03-2023 Work Session May 3, 2023 A work session meeting of the Scandia City Council was held on the above date. 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, Mike Lubke and Mayor Christine Maefsky. Staff present: City Administrator Kyle Morell, Deputy Zach Boesel, Fire Chief Mike Hinz, and City Clerk Brenda Eklund. APPROVAL OF THE AGENDA Benson, second by Kronmiller, moved to approve the agenda as presented. Motion carried 5-0. DISCUSS A GRAVEL BED TREE AND SHRUB NURSERY IN SCANDIA - TOM FUREY Tom Furey was present to describe the gravel bed tree and shrub nursery he constructed this spring behind the Scandia Public Works/Fire Station building using grant funds he was awarded. The funds provided the start-up costs for the nursery, which each year will establish 50-100 native trees and shrubs that he is selling at-cost to local residents. Furey has plans to reload the nursery each year with new trees and shrubs. The nursery bed is a framed 10’x20’ area filled with pea gravel to grow bare root trees and shrubs. Furey explained that growing trees in gravel increases development of a healthy root structure. The beds are heavily irrigated throughout the summer, serving as an incubator for trees ready for fall planting. Furey said he modeled the gravel bed on Marine on St. Croix’s gravel bed that has a 100% success rate for transplanting. Furey proposed the formation of a volunteer Forestry Committee to help manage all aspects of the nursery, including selecting trees and determining the best way to distribute these trees over the long term. Volunteer jobs will include checking the water supply and irrigation system, and to ready the trees in the fall for distribution. The on-going costs will be to purchase trees and shrubs annually. Furey said he is looking for funding sources. Mayor Maefsky offered that the city can post a notice for volunteers to work with Furey, and recommended he talk to the Friends of Scandia Parks and Trails for possible assistance. Council member Kronmiller asked if Furey will be able to support the gravel bed nursery without city staff involvement. Furey responded yes, that is the plan. DISCUSS PETITION TO VACATE AND RELOCATE A PEDESTRIAN EASEMENT TO GOOSE LAKE. JIM SIMPSON, PETITIONER. RESOLUTION NO. 05-03-23-01 On April 17, 2023 the City was presented with a petition from Mr. and Mrs. Simpson to vacate the existing public easement on their property and to grant the City a new easement to maintain pedestrian access to Goose Lake. A public hearing is required to vacate an easement. Scandia City Council Work Session May 3, 2023 Page 2 of 5 Administrator Morell explained that a minimum 60-day notice to the DNR is required, allowing for the public hearing to be scheduled for the July 18, 2023 City Council meeting. Kronmiller, second by Cusick, moved to adopt Resolution No. 05-03-23-01, Declaring Sufficiency of the Petition and Setting a Public Hearing on the Proposed Vacation of a Pedestrian Trail Easement in the City of Scandia. Motion carried 5-0. DISCUSS EXTERIOR CAULKING REPLACEMENT AND JOINT SEALANT PROJECT PROPOSAL FOR THE FIRE STATION / PUBLIC WORKS BUILDING Fire Chief Hinz explained that when the roof was replaced on the Fire Station/Public Works building in 2021, it was discovered that the expansion joints were failing and in need of sealant and caulking replacement. This project was put in the Capital Improvement Plan last year with an estimated cost of $65,000. Hinz provided quotes from three contractors. • Structural Restoration Inc = $66,790 plus time & material for repairs found on brick face of building during detailed inspection with lift onsite. • Right Way Caulking Inc = $16,249. Project would include panel joints, brick joints, window bead, louver bead, door frame bead, overhead door bead & bay apron joint. • Carciofini = $14,800. Project would include panel joints, brick joints, window bead, louver bead, door frame bead & overhead door bead. Hinz recommended the project be awarded to Right-Way Caulking Inc. to replace all panel joints, brick joints, window bead, louver bead, door frame bead, overhead door bead & bay apron joints on the building. Hinz said this is the best price for the most work covered, as the project will include all alternates. Benson, second by Cusick, moved to approve awarding the Exterior Caulking Replacement and Joint Sealant Project to Right Way Caulking Inc. at a cost of $16,249. Motion carried 5-0. DISCUSS FIRE DEPARTMENT HIRING PROPOSAL The Scandia Fire Department currently has a roster of 26 employees, with a goal number of 30 members on staff. Fire Chief Hinz reported that ten applicants were interviewed last month for positions on the fire department. Upon review of the applications and the interview process, three of the applicants withdrew and two applicants did not qualify. Hinz recommended four finali sts for hiring, and one eligible applicant be called upon if there is an opening before the next hiring cycle. Kronmiller, second by Lubke, moved to approve the conditional hiring of Patrick Lee, Michael Rosenthal, Paul Foss and Kevin Gonzales, and approve placing Wesley Giddings on the eligibility list for one year. Motion carried 5-0. Scandia City Council Work Session May 3, 2023 Page 3 of 5 WASTE AND RECYCLING: STATUS REPORT ON NEGOTIATIONS WITH WASTE MANAGEMENT Administrator Morell updated the Council on the negotiations with Waste Management (WM) and recommended the next steps as the city determines how best to provide waste and recycling services to Scandia residents. Four members of the Waste and Recycling Negotiating Committee held a second negotiation meeting with Waste Management on April 18th. The terms of the proposed contract were generally well received by all involved. However, there are still items in the contract that need to be discussed further. Staff is waiting for their response; currently, there is no follow-up meeting scheduled. The exclusive negotiation period ends on May 9, 2023, after being extended for 30 days at the April work session. Morell said it does not appear that an agreement will be reached before the exclusive negotiation window expires, and recommended that a 30-day extension be approved, with the option of additional extensions. Cusick, second by Kronmiller, moved to approve a 30-day extension of the negotiation period with Waste Management, with the option of additional extensions. Motion carried 5- 0. UPDATE, ISSUES WITH GROUP HOMES OWNED BY COMMUNITY LIVING OPTIONS Mayor Maefsky reported on a meeting that was recently held with the group home director of Community Living Options, three Washington County social workers, and city staff. Maefsky said the lengthy discussion was somewhat frustrating, as the CLO director tried to deflect the issue from one problematic group home in Scandia to the operations of other group homes run by CLO. CLO shared their crisis response plan, and noted that there is a need to implement the plan in a way that is safe for the group home residents and neighbors. Maefsky said that staffing the home with only one CLO employee during the day is a problem. CLO agreed to look at other services for positive behavior support for their residents, and will try to reinstitute day programming for the residents in their care. Staff’s suggestion to install a fence is being explored. Maefsky said she called the state agency that licenses the home; she was told the state will investigate the concerns regarding licensing and maltreatment, and to offer the residents more support. Maefsky said a case worker has been assigned but it could be 60-90 days before an investigation begins. Maefsky concluded that she is somewhat encouraged that some action is being undertaken. APPROVE BANK SIGNATORIES – RESOLUTION NO. 05-03-23-02 Benson, second by Cusick, moved to adopt Resolution No. 05-03-23-02 Approving Bank Signatories. Motion carried 5-0. Scandia City Council Work Session May 3, 2023 Page 4 of 5 DISCUSS 2024 BUDGET PREPARATION SCHEDULE Administrator Morell presented a calendar of meeting dates for preparation of the city’s 2024 budget. The Capital Improvement Committee will hold a meeting on May 24th, with recommendations made to the City Council in July as initial steps in developing next year’s budget. Benson, second by Maefsky, moved to approve the budget schedule proposed by staff. Motion carried 5-0. ADOPT PROCLAMATION TO DECLARE THE MONTH OF MAY 2023 TO BE GAMMELGÅRDEN MUSEUM MONTH Gammelgarden Museum Director Lynne Moratzka introduced Jim Thorson, Jim Norman, and Anne Rinkenberger from the Museum. Moratzka announced that the Gammelgarden Museum is celebrating its 51st year of operations, and will have their seasonal grand opening this weekend. Maefsky, second by Lubke, moved to adopt the Proclamation Declaring the Month of May 2023 to be Gammelgarden Museum Month. Motion carried 5-0. STREET SWEEPING AGREEMENT Public Works Director Fischer provided a written report describing the Washington Conservation District’s streets analysis for percentage of tree canopy cover in order to prioritize street sweeping zones for enhanced sweeping practices. Street sweeping is a cost-effective way to reduce nutrient and sediment loads entering lakes, streams, and wetlands from runoff. Currently, the City utilizes Washington County Public Works for street sweeping of select roadways; which include sections of road with curb and gutter or within proximity to water bodies. The Lower St. Croix Watershed Partnership (LSCWP) has allocated funds to enhance street sweeping operations for interested communities, including increased sweeping in areas with medium to high tree canopy that directly connect and flow to priority water bodies. Administrator Morell reported that Scandia may apply for funding of up to $5,000.00/year with a three-year commitment to the program. The grant funds can be applied to more curb miles or increased frequency to Scandia’s current program. Costs for all sweeping will be paid by the City with reimbursement coming from the grant funds. Fischer wrote that using the grant funds could potentially double the amount of street sweeping per year, dependent on the County’s availability. Kronmiller, second by Benson, moved to approve Public Works applying for grant funds of $5,000/year for three years for Enhanced Street Sweeping. Motion carried 5-0. APPROVE HIRING PROPOSAL FOR SEASONAL GROUNDS MAINTENANCE WORKER Public Works Director Charles Fischer provided a report to the Council requesting approval to hire an applicant for the position of Seasonal Grounds Maintenance Worker. Scandia City Council Work Session May 3, 2023 Page 5 of 5 Benson, second by Kronmiller, moved to approve the hiring of Christina Mazzucco for one of two open positions at $17.50/hour for the Seasonal Park Grounds Maintenance Position. Motion carried 5-0. The remaining open position will continue to be advertised. APPROVE TEMPORARY ON-SALE LIQUOR LICENSE PERMIT FOR SCANDIA FIRE RELIEF ASSOCIATION FOR JUNE 3, 2023 Fire Chief Hinz reported that the annual meeting of the Fire Relief Association will be held at Camp Lakamaga on June 3, 2023. Kronmiller, second by Cusick, moved to approve the Temporary On-Sale Liquor License for the Scandia Fire and Rescue Relief Association for June 3, 2023 at the Lakamaga Girl Scout Camp, pending proof of liquor liability insurance coverage. Motion carried 5-0. ADJOURNMENT Benson, seconded by Kronmiller, moved to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 7:17 p.m. Respectfully submitted, Brenda Eklund City Clerk