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06.a1 Draft minutes 05-16-2023 Meeting May 16, 2023 A regular meeting of the Scandia City Council was held on the above date in the Council Chambers. The meeting was conducted in-person and over an electronic platform. All participants who joined the meeting remotely could hear each other and contribute to discussions. Acting Mayor Steve Kronmiller called the meeting to order at 7:02 p.m. Following the Pledge of Allegiance, roll call was taken. The following were in attendance: Council members Heather Benson, Jerry Cusick, Steve Kronmiller, and Mike Lubke. Absent: Mayor Christine Maefsky. Staff present: City Administrator Kyle Morell, City Attorney Eric Larson, City Engineer Ryan Goodman, Fire Chief Mike Hinz, Public Works Director Charles Fischer, and City Clerk Brenda Eklund. APPROVAL OF AGENDA Benson, second by Cusick, moved to approve the agenda as presented. Motion carried 4-0. LAW ENFORCEMENT REPORT A summary of calls for the month of April was in the meeting packet. PUBLIC FORUM Dave Bercham, Paris Avenue, said his gravel road is being dumped with chunks of asphalt that needs to be cleaned up, saying it is terrible to drive and walk on. Bercham said this happened last fall; he complained and it was cleaned up but now he is disappointed to have it happen again. Bercham said action needs to be taken to clean this up as it has really messed up the road. Public Works Director Fischer said this is product from last year’s reclamation project, brought here to add material and build up the road; road grading brings it to the surface. Council directed staff to remedy this. Scandia Good Neighbor Proclamation – Peter Nora Volunteer Firefighter Peter Nora was presented with a Scandia Good Neighbor Proclamation in recognition of his 40 years of service on the Scandia Fire and Rescue Department. CONSENT AGENDA The following Consent Agenda was presented: a) Minutes 1) April 17, 2023, Board of Appeal 2) April 18, 2023, Special Meeting 3) April 18, 2023, Regular Meeting 4) May 3, 2023 Work Session b) Treasurer’s Report c) Payment of Vouchers d) Authorization for Meister’s Bar & Grill to sell beer at the Scandia Fastpitch Tournament, June 23-25, 2023 e) Approve Cost Sharing Agreement with Midco for 2023 Internet Expansion Project May 16, 2023 Scandia City Council Page 2 of 5 f) Approve waiver of Community Center reservation fees for Rabbit & Cavy Breeders Anonymous Club for rabbit shows on November 18, 2023, January 6, 2024, and March 16, 2024 Benson, second by Lubke, moved to approve the Consent Agenda as presented. Motion carried 4-0. PARK AND RECREATION COMMITTEE Park and Recreation Committee Chair Terry Gorham reported that the MSA Comprehensive Parks Plan is back with the consultants for minor changes, and on track for review at the Council’s July 5th work session. The Earth Day event at Hay Lake Park had low turnout due to the chilly weather. The Star Watch party has been postponed to Taco Daze. The Tai Chi class is going great with full enrollment for the six-week course. Future events include dedication ceremonies for the new playground and for the Lilleskogen Park little library, and Midco Day in August. PLANNING COMMISSION The draft minutes of the May 3, 2023 Planning Commission were in the meeting packet. No Council action was needed. SCANDIA INTERNET ACTION COMMITTEE The Internet Action Committee did not meet in April. TOURISM COMMITTEE Tourism Committee minutes from April 25th were in the meeting packet. WASTEWATER COMMITTEE The Wastewater Committee did not meet in April. BUILDING OFFICIAL The April building activity report was not available. FIRE DEPARTMENT Fire Chief Hinz reported on the fire department’s April activity. Last month the department responded to 30 calls; 9 fire, 20 medicals, 1 cancelled call. A letter from the County Sheriff’s office reported that radio user fees will not increase this year. Hinz reported that the back-up generator is now installed and operating as of yesterday. Upgrade Truck Bay Exhaust Fans at Fire/Public Works Building Fire Chief Hinz reported that this year’s annual mock OSHA inspection determined that both truck bays are required to have carbon monoxide monitoring equipment and automatic fan activation, due to the parking of greater than five vehicles in the bays. Hinz presented a proposal from Pfiffner Heating & Air to install a CO monitor and connect to the existing exhaust fan systems on both the Fire & Public Works truck bays at a cost of $6,264.00. The cost would be split between the two department budgets. May 16, 2023 Scandia City Council Page 3 of 5 Benson, second by Cusick, moved to approve a CO monitoring upgrade to the Fire/Public Works building at a cost of $6,264.00. Motion carried 4-0. CITY ENGINEER Engineering Updates City Engineer Goodman provided a report on engineering activities. The 2023 street project is getting ready for paving. Bliss Wastewater Treatment Facility Nitrogen Removal Project – Authorize Plans and Specifications A memo prepared by Bolton & Menk explained that as part of the most recent SDS permit issued by the MPCA for the Bliss Wastewater Treatment Facility in 2021, improvements to the facility are required for the purpose of removing nitrogen from the wastewater stream in order to regain compliance with the permit. As the next step to meet these requirements, Bolton & Menk Engineer Jacob Humburg requested the City Council authorize preparation of plans and specifications for the Bliss Wastewater Treatment Facility Nitrogen Removal Project. The memo further explained that in anticipation of making the required upgrades to the system, an application for a major permit modification was submitted to the MPCA in February of this year. In March a formal facility plan for the system was submitted by Bolton & Menk to the MPCA on behalf of the City. This was required as part of Track 2, but was also done to place the project on the Project Priority List (PPL) as the first step in trying to obtain funding for construction from the Clean Water Revolving Fund (CWRF). Of the options evaluated during the Facility Plan phase, the recommended option for treatment comprises the addition of a Nitrification/Denitrification process to the Bliss System ahead of the sand filters and drainfields. The memo provided an anticipated schedule of major milestones for the design and construction of the project: • Authorize plans & specifications: May 2023 • Apply for PSIG Funding (2023 cycle): July 2023 • Complete plans & specifications: September 2023 • Submit plans & specifications for review: October 2023 • Apply for PSIG Funding (2024 cycle): July 2024 • Advertise and bid project: Fall 2024 • Begin construction of improvements: Spring 2025 • Complete construction: Fall 2025 The estimated engineering costs for the work are $172,900, which will include work over several years as outlined in the anticipated schedule. Council member Benson asked if the project completion is outside the deadline for the ARPA funds. City Administrator Morell said the ARPA funds must be designated by the end of 2024 and spent by the end of 2026, so the timing is okay. Benson, second by Cusick, moved to authorize preparation of plans and specifications for the Bliss Wastewater Treatment Facility Nitrogen Removal Project. Motion carried-4-0. May 16, 2023 Scandia City Council Page 4 of 5 2023 Crack Filling and Seal Coat Project – Change Order No. 1 Engineer Goodman reported that the City received favorable quotes for the 2023 Crack Filling and Seal Coat Project which allowed Public Works to add Parkview Avenue and Parkview Lane to the project. A change order was prepared for $28,800.00 with a revised project cost of $168,376.50, still within the budget for this project. Cusick, second by Benson, moved to approve Change Order No. 1 adding crack filling and seal coating to Parkview Avenue and Parkview Lane. Motion carried 4-0. DIRECTOR OF PUBLIC WORKS Public Works Director Fischer reported on department activities. Multiple roads are in poor condition due to this year’s harsh winter conditions. Fischer provided a list of ten roadways for patching and repairs, estimating between $3,000 and $10,000 per location. A 50% cost share for the repairs to 240th Street will be split between Scandia and Franconia Township. The job posting for one more seasonal staff is still open for mostly turf and ballfield maintenance duties. Sewer infiltration due to snowmelt was more this year, but subsided by the end of April. Fischer is looking for the source of infiltration, which could be in the connections to the risers at the tank lids. Accept Michael Egelkraut Notice of Retirement Public Works Director Fischer announced the notice of retirement from Maintenance Worker Michael Egelkraut effective June 30, 2023. Egelkraut has worked for the City for 16 years. Fischer recommended the Council honor Egelkraut’s retirement in good standing. Kronmiller, second by Cusick, moved to accept Michael Egelkraut’s resignation in good standing effective June 30, 2023. Motion carried 4-0. Authorize Hiring Process for Full-Time Maintenance Worker Benson, second by Lubke, moved to authorize the hiring process for a Full-Time Public Works Maintenance Position. Motion carried 4-0. CITY ATTORNEY Attorney Larson had no report. CITY ADMINISTRATOR City Administrator Morell provided a summary of recent items of interest. The LCCMR bill goes to the legislative floor tomorrow. This bill includes funding for the Gateway Trail and the Scandia Heritage Arts Center. A contract for trash and recycling services has been received from Waste Management, anticipated for a conditional review with the Council at the June 7th Work Session. May 16, 2023 Scandia City Council Page 5 of 5 ADJOURNMENT Benson, second by Cusick, moved to adjourn the meeting. Motion carried 4-0. The meeting adjourned at 7:32 p.m. Respectfully submitted, Brenda Eklund City Clerk