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HomeMy WebLinkAbout2021.08.02 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL 14969 Fitzgerald Avenue North • Hugo. MN SS039 MONDAY. AUGUST 2. 2021 — 7 P.M. Call to Order Acting Mayor Petryk called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub COUNCIL ABSENT: Weidt OTHERS PRESENT: City Administrator Bryan Bear, City Engineer Mark Erichson, City Attorney Dave Snyder, Community Development Assistant Emily Weber, Interim Finance Director Anna Wobse, City Clerk Michele Lindau Approval of Minutes for the July 19, 2021, City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on July 19, 2021, as presented. All Ayes. Motion carried. Approval of Agenda Miron made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. MN House Resolution to Chuck Haas for Service to Hugo — State Representative Bob Dettmer Minnesota House Representative Bob Dettmer presented a House Resolution to former Council Member Chuck Haas for his years of service as a Hugo City Council Member. Dettmer read the resolution and commended him for his dedication and service to the City of Hugo saying he was a "leader with a service heart". Haas thanked him for the recognition. Hugo Yellow Ribbon Network Update — Chair Chuck Haas Chairman of the Hugo Yellow Ribbon Network Chuck Haas provided an update on Hugo YRN activities. He shared photos of Burger night sponsors saying June's sponsor, Federal Highway Credit Union, served 316 burgers. Ice cream was donated by Leos Malt Shop. August's sponsor will be Lakeside Family Dentistry. Haas talked about the Burger Night remote site in Guantanamo Bay and about the Hall Foundation that holds fundraisers in memory of MN National Guard Soldier Sam Leedom who died in an accident. Last year they donated $20,000 to the YRN. Haas shared pictures of care package recipients and thank you letters. There was also a photo of volunteers who assisted in parking cars during the Tough Mudder event in July. Hugo City Council Meeting Minutes for August 2, 2021 Page 2 of 6 Approval of Consent Agenda Miron made motion, Strub seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Mechanic Dave Greeder 3. Approve Annual Performance Review for Public Works Director Scott Anderson 4. Approve Annual Performance Review for Public Works Lead Worker Mike Loeffler 5. Approve Revised Job Descriptions for the Hugo Fire Department 6. Approve Authorization for Zoning Ordinance Text Amendments to be Reviewed by the Ordinance Review Committee 7. Approve Pay Request No. 8 to Ebert Construction for the Public Works Facility Project 8. Approve Pay Request No.2 to Ebert Construction for Public Works Salt and Materials Storage Project All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claim Roster as presented. Approve Annual Performance Review for Public Works Mechanic Dave Greeder Dave Greeder was hired by the City of Hugo as the mechanic in the Public Works Department on August 8, 2005. Adoption of the Consent Agenda approved the annual performance review for Public Works Mechanic Dave Greeder. Approve Annual Performance Review for Public Works Director Scott Anderson Scott Anderson was hired by the City of Hugo on August 11, 2003 as a Senior Engineering Technician, and on August 5, 2008, Scott was promoted as the City's Public Works Director. Adoption of the Consent Agenda approved the annual performance review for Public Works Director Scott Anderson. Approve Annual Performance Review for Public Works Lead Worker Mike Loeffler Mike Loeffler was hired as a Maintenance Worker for the City of Hugo's Public Works Department on August 5, 2002. On October 17, 2011, Mike was promoted to be the Public Works Lead Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Lead Worker Mike Loeffler Approve Revised Job Descriptions for the Hugo Fire Department The Hugo Fire Department had updated the job descriptions for all positions with the exception of the Fire Chief, which was recently updated. Adoption of the Consent Agenda approved the revised job descriptions for the Fire Department. Hugo City Council Meeting Minutes for August 2, 2021 Page 3 of 6 Approve Authorization for Zoning Ordinance Text Amendments to be Reviewed by the Ordinance Review Committee The Ordinance Review Committee (ORC) had reviewed several ordinance text amendments since 2004. Over the next year, the ORC would be reviewing and making recommendations on zoning ordinance text amendments including the Shoreland Overlay District regulations, Adequate Public Facilities ordinance, and Zoning District regulations. A work plan for the ORC on these revisions would be prepared by staff. There were also areas of the zoning code with inconsistencies or minor revisions that needed fixed. Adoption of the Consent Agenda approved zoning ordinance text amendment to be reviewed by the ORC. Approve Pay Request No. 10 to Ebert Construction for the Public Works Facility Project Ebert Construction had submitted pay request No. 10 for payment for the City of Hugo Public Works Facility project in the amount of $601,187.02. The quantities completed to date had been reviewed and agreed upon by the architect, contractor and City staff. The amount indicated above reflected the work certified through July of 2021, with a 5% retainage applied. Total retainage being held for the project to date was $255,444.96. Adoption of the Consent Agenda approved payment request No. 10 in the amount of $601,187.02 to Ebert Construction. Approve Pay Request No.2 to Ebert Construction for Public Works Salt and Materials Storage Proiect Ebert Construction had submitted pay request No. 2 for payment for the City of Hugo Public Works Salt and Materials Storage project in the amount of $152,861.17. The quantities completed to date had been reviewed and agreed upon by the architect, contractor and City staff. The amount indicated above reflected the work certified through July of 2021, with a 5% retainage applied. Total retainage being held for the project to date was $10,990.79. Adoption of the Consent Agenda approved payment request No. 2 in the amount of $152,861.17 to Ebert Construction. Approve Resolution Providing for the Sale of $8,380,000 General Obligation Tax Abatement Bonds and Authorize Staff to Accept the Amount of Reoffering Premium Necessary to Fully Fund the Construction Fund Interim Finance Director Anna Wobse provided background to Council on the financing of the Lions Park improvement project. At the June 21 and July 19, 2021 City Council meetings, Council accepted bids and proposals for the Lions Park pavilion, site improvements, phase one and phase two playgrounds and related improvements. At the June 21 meeting, Council called for a public hearing on tax abatement to be held on July 19, 2021, in preparation for considering the sale of tax abatement bonds to pay for the improvements. The tax abatement public hearing was held on July 19 at the regularly scheduled City Council meeting and no public comments were received. Council approved the tax abatement district and the resolution approving the property tax abatements thus allowing the City to issue tax abatement bonds to finance the Lions Park project and related public improvements. Staff expected the cost of the improvements to total $8,650,000. Staff had been working with Paul Steinman from Baker Tilly on a preliminary debt service schedule and staff was recommending the issuance of tax abatement bonds in the principal amount of $8,380,000. The remainder of the project construction funds would come Hugo City Council Meeting Minutes for August 2, 2021 Page 4 of 6 from the reoffering premium that is generated when the bonds are sold. If the offering premium comes in under or over the projected amount, the principal amount of the bond would need to be adjusted on the day of the sale, and the decision on how to handle the offering premium would need to be made within an hour of the sale actual. Wobse stated that staff was seeking Council authorization for staff to accept the amount of a reoffering premium that resulted in fully funding the project construction fund at $8,650,000 on the morning of the bond sale. She explained the bond sale process began this evening with Council adopting a set -sale resolution. Bids would be received at 1 Ia.m. on Tuesday, September 7, 2021, and Council would consider awarding the sale later that evening at their regular Council meeting. Bonds proceeds would be received on October 7, 2012. Mikaela Huot from Baker Tilly summarized the actions items for this evening. Council was asked to set the sale date and time for September 7, and the purpose of the bond issuance was to finance up to $8.65 million in improvements with the combination of the bond sale proceeds and the reoffering premium. All the estimates were based on the current market conditions. Petryk made motion, Klein seconded, to approve RESOLUTION NO.2021-53 PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $8,380,000 GENERAL OBLIGATION TAX ABATEMENT BONDS, SERIES 2021A and authorize staff to accept the amount of reoffering premium that results in fully funding the project construction fund at $8,650,000 on the morning of the bond sale. All Ayes. Motion carried. Discussion on Drought Conditions and Restrictions for Outdoor Water Use At the June 21, 2021 meeting, staff provided an update to the City Council on drought conditions and reviewed existing watering restrictions within the City. The City Council directed staff to revise the watering restrictions outlined in Resolution 2001-10 and 2001-11 and work on educational outreach initiatives to residents. Since the meeting, staff had sent letters to the top 50 residential water users in the City and included a flyer with residential irrigation tips in the last set of utility bills. Community Development Assistant Emily Weber presented a draft resolution that continued the odd/even watering restrictions for lawns but allowed watering of flowers, landscaping beds and vegetable gardens with a hand-held hose or watering can. A condition was added to prohibit watering using the municipal water supply between the hours of 6-9 p.m. and from augmenting wetlands and other water resources with City water or individual wells. Weber explained that irrigation systems that use stormwater were not included because the systems were set up to operate on zones, and ponds were monitored on an individual basis. Miron asked for clarification on the changes in the resolution and talked about the stormwater ponds which he understood switched over to the municipal water supply if they reduced to certain levels. He questioned whether the ordinance would apply them. Weber replied they would be subject to the resolution when switched to the municipal water supply, and education should be done through the homeowner associations. Hugo City Council Meeting Minutes for August 2, 2021 Page 5 of 6 City Administrator Bryan Bear and City Engineer Mark Ericson clarified there were several different ways to connect. Some systems have a valve that can be turned to connect them to the municipal water supply. If ponds dry up, residents resort to dragging hoses. Strub has questions about the zones and switching over. Bear explained the systems would be filled with water and the residents would need to follow the odd/even restrictions. The reason the systems are zoned the way they are is to allocate water from ponds through the pump system, and they only have so much capacity. If the City runs into problems, there may be more changes forthcoming. It was acknowledged the City does not have that much experience with these systems. Klein spoke on the importance of conserving water and how everyone needed to be responsible for the way they use water. Miron asked about water pressure and if adequate amounts were being maintained in the City's system. Erichson replied that it is monitored through the City's SCADA system, and fluctuations have not been seen. Petryk suggested changing the prohibited water time from 7 a.m. to 7 p.m. Council discussed this and generally agreed. Petryk made motion, Klein seconded, to approve RESOLUTION 2021-54 APPROVING WATERING RESTRICTIONS AND REGULATIONS PERTAINING TO THE CONSERVATION OF WATER FOR PROPERTIES WITHIN THE CITY OF HUGO, with a modification to the hours as discussed. All Ayes. Motion carried. National Night Out Tuesday, August 3, 2021 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend National Night Out events on Tuesday, August 3, 2021. Council planned to meet at Hugo City Hall at 4:30 p.m. A list of National Night Out events would be provided by staff. Retirement Gathering for Former Fire Chief Kevin Colvard Saturday, August 28, 2021 City Administrator Bryan Bear informed Council they had been invited to attend a retirement gathering for former Fire Chief Kevin Colvard on Saturday, August 28, 2021 from 5-8 p.m. at the Hanifl Fields Athletic Park. The Colvard family would be hosting this event. Staff recommended Council schedule as a meeting if they chose to attend. Miron made motion, Strub seconded, to schedule a meeting to attend the retirement gathering for former Fire Chief Kevin Colvard on Saturday, August 28, 2021. All Ayes. Motion carried. Hugo City Council Meeting Minutes for August 2, 2021 Page 6 of 6 Adjournment Klein made motion, Petryk seconded, to adjourn at 7:52 p.m. All Ayes. Motion carried. Respectfully Submitted, �—A . Lvx"C� Michele Lindau, City Clerk