HomeMy WebLinkAbout2016.02.01 CC Minutes MINUTES FOR HUGO CITY COUNCIL MEETING ON FEBRUARY 1, 2016
Call to Order
Mayor Weidt called the meeting to order at 7:00 p.m.
PRESENT: Haas (via Skype), Klein, Miron, Petryk, Weidt
ABSENT: None
ALSO PRESENT: City Administrator Bryan Bear, City Engineer Jay Kennedy, Assistant City
Attorney Josh Brekken, Parks Planner Shayla Syverson, Administrative Intern Taylor Richter,
and City Clerk Michele Lindau
Approval of Minutes for the January 4, 2016 City Council Meeting
Klein made motion, Petryk seconded, to approve the minutes for the January 4, 2016 City
Council meeting as presented.
All Ayes. Motion carried.
Approval of Minutes for the January 23, 2016 Warm Hearts for Charity Event
Petryk made motion, Miron seconded, to approve the minutes for the January 23, 2016 Warm
Hearts for Charity event as presented.
All Ayes. Motion carried.
Approval of Minutes for the January 25,2016 1801h St./Foxhill Ave. Neighborhood Meeting
Miron made motion, Klein seconded, to approve the minutes for the January 25, 2016 meeting
held with residents on 180th Street and Foxhill Avenue as presented.
All Ayes. Motion carried.
Approval of the Agenda
Weidt made motion, Klein seconded, to approve the agenda as amended by removing the
discussion on the concept plan for LaValle Fields, LLC Apartment Project at the request of the
applicant.
All Ayes. Motion carried.
Northeast Youth & Family Services-Jerry Hromatka, President& CEO
The Northeast Youth & Family Services (NYFS)President and CEO Jerry Hromatka presented
information to the Council on the NYFS, which includes 15 communities in the northeast
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metropolitan area. The organization works to improve the lives of over 4,000 youth, families
and adults each year. For several years, the City of Hugo has provided $6,000 in financial
support to provide services to Hugo residents. NYFS serves all ages with a 3.2 million annual
budget. Jerry talked about the three program areas: mental health, youth development and day
treatment. He explained where the revenue comes from and provided comparison of the past
two years showing cost have been reduced. He reviewed current community trends and thanked
Council for the cities partnership.
Introduction of New Washington County Deputy Scott Zitzloff
As of the beginning of 2016, there are three new deputies patrolling in Hugo. Deputy Scott Zitzloff
was in attendance at the meeting, and Sergeant Wayne Johnson introduced him to the Council.
Scott began working with Washington County in December of 2014 and had previously worked in
North Dakota. He is now on an afternoon shift in Hugo. The Mayor welcomed him to Hugo.
Sergeant Wayne Johnson also introduced Sergeant Joel Legut, who started at the age of 14 as a
volunteer at the Sheriff's Office and been employed there 12 years. Was promoted to sergeant last
year and working with Sergeant Wayne Johnson. Council congratulated him on his promotion.
Approval of the Consent Agenda
Petryk made motion, Klein seconded, to approve the following Consent Agenda:
1. Approval of Claims
2. Approve 2016 Spring and Fall Cleanup Dates for April 30 and October 8, 2016
3. Approve March 7, 2016 for Public Hearing on the Storm Water Pollution Prevention
Program (SWPPP)
4. Approve Resolution Calling for the Public Hearing on Proposed 147a' St./Oneka Lake
Blvd N. for March 7, 2016
5. Approve Solar Energy Summary Ordinance for Publication
6. Approve Advertisement of Bids for the 2016 Dust Control Project
7. Approve Advertisement of Bids for the 2016 Seal Coating Project
8. Approve Advertisement for Public Works Seasonal Employees
9. Approve Resolution on Statutory Tort Liability Limits
10. Approve Appointment of Lynn Patzner as the Planning Commission Representative on
the Board of Zoning Appeals and Adjustments
11. Approve Hiring of Sarah Hodges as AudioNisual Technician
12. Authorize the Advertisement for sale of 2003 Chevrolet 1500 Engineering Dept. Pickup
13. Authorize the Advertisement for sale of 2000 Chevrolet 2500 Fire Dept. Pickup
All Ayes. Motion carried.
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Approval of Claims
Adoption of the Consent Agenda approved the Claims Roster as presented.
Approve 2016 Spring and Fall Cleanup Dates for April 30 and October 8, 2016
Public Works Director Scott Anderson has worked with Washington County to secure Saturday,
April 30 and October 8 for the spring and fall cleanup dates. As in the past, the event will take
place at the Public Works Building from 8 a.m. to noon. Adoption of the Consent Agenda
approved April 30 and October 8 as the spring and fall Citywide Cleanup Dates for 2016.
Approve March 7, 2016 for Public Hearing on the Storm Water Pollution Prevention
Program (SWPPP)
As part of the requirements for the City's Municipal Storm Water Permit, the City is required to
hold a public informational meeting to receive public comment on the City's SWPPP. Public
notice needs to be published in the official City newspaper, and staff will post it on the City's
website. Adoption of the Consent Agenda approved the SWPPP public hearing to be held on
March 7, 2016.
Approve Resolution Calling for the Public Hearing on Proposed 147`h St./Oneka Lake Blvd
N. for March 7, 2016
At its December 21, 2015 meeting, Council directed the City Engineer to prepare a feasibility
report on a potential improvement project for 147th Street/Oneka Lake Boulevard. The report
provides information on whether the proposed improvement is necessary, cost-effective, and
feasible. Adoption of the Consent Agenda approved RESOLUTION 2016-1 CALLING FOR
THE PUBLIC HEARING ON THE PROPOSED 147th STREET/ONEKA LAKE BLVD
IMPROVEMENT PROJECT.
Approve Solar Energy Summary Ordinance for Publication
At its January 4, 2016 meeting, Council approved an ordinance relating to and regulating
accessory solar energy systems and solar farms. For lengthy ordinances, State Statute § 412.191
allows for the publication of a summary ordinance that clearly informs the public of the intent
and effect of the approved ordinance for publication. Adoption of the Consent Agenda
approved the solar energy summary ordinance for publication.
Approve Advertisement of Bids for the 2016 Dust Control Proiect
Staff is requesting authorization from the City Council to advertise for bids for the City's 2016
gravel road dust control project. The City of Hugo currently applies dust control to
approximately 28 miles of gravel roads located within its municipal boundaries. Following
City Council approval, staff will advertise and solicit bids through the City newspaper and will
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hold a bid opening on March 30, 2016. This will be followed by the Council considering bids
in April. The dust control/stabilization would be applied in two separate applications, once in
mid-May and again in early to mid-August. Adoption of the Consent Agenda approved
advertisement of bids for the City's 2016 gravel road dust control project.
Approve Advertisement of Bids for the 2016 Seal Coating Project
Each year, the City of Hugo seal coats a portion of its bituminous roads. Staff seeks
authorization from the City Council to advertise and solicit bids through the City
newspaper and will hold the bid opening on March 30, 2016. Work would take place
during the months of July and August. Adoption of the Consent Agenda approved
advertisement of bid for the 2016 seal coating project.
Approve Advertisement for Public Works Seasonal Employees
Staff is requesting authorization to advertise and hire a total of five seasonal employees for the
public works department. In the 2016 General Fund Budget, Council approved the five seasonal
positions. Seasonal Public Works Employees assist with mowing, garbage/litter removal, park
maintenance,boulevard and general Public Works maintenance. A starting hourly wage of
$12.00/hour was approved in the 2016 General Fund Budget for these positions. These positions
will not exceed 40 hours per week. Adoption of the Consent Agenda approved advertisement for
Public Works Seasonal Employees.
Approve Resolution on Statutory Tort Liability Limits
In the late 1990's, the League of Minnesota Insurance Trust required each city that obtained
liability coverage from them to decide whether or not to waive the statutory tort liability limits
to the extent of the coverage purchased. At that time, the City Council opted not to waive the
statutory limits. LMCIT is requiring each member city to reaffirm their position regarding these
limits. Currently these limits are $ 500,000 per claimant and $ 1, 500,000 per occurrence. Staff
recommends Council approve the resolution on statutory tort liability limits. Adoption of the
Consent Agenda approved RESOLUTION 2016-2 NOT TO WAIVE STATUTORY TORT
LIABILITY LIMITS
Approve Appointment of Lynn Patzner as the Planning Commission Representative on the
Board of Zoning Appeals and Adiustments
The Board of Zoning Appeals and Adjustments consists of one Planning Commission Member,
one City Council Member, and one other resident of the City appointed annually by the Council.
Tom Weidt serves as the Council representative, Christian Boland as the resident representative.
The Planning Commission Member position has been vacant since the Council accepted the
resignation of Rick Gwynn at their meeting on July 20, 2015. At the Planning Commission
meeting on January 14, 2016, the Commission selected Lynn Patzner to serve on the Board.
Adoption of the Consent Agenda approved appointment of Lynn Patzner as the Planning
Commission representative for the year 2016.
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Approve Hiring of Sarah Hodges as Audio/Visual Technician
Sarah Hodges has submitted her application for employment for the part time position as an
audio/video technician to film and record City Council and Planning Commission meetings as
needed. Adoption of the Consent Agenda approved the hiring of Sarah Hodges at the rate of
$12/hour beginning on February 1, 2016.
Authorize the Advertisement for sale of 2003 Chevrolet 1500 Engineering Dept. Pickup
Staff is seeking approval to advertise the sale of the existing 2003 Chevrolet 1500 pickup truck
(#109-03) that was previously used by the Engineering Department. This truck would be
advertised and sealed bids solicited. Once bids are opened, staff will make a recommendation for
council consideration at a future City Council meeting. Adoption of the Consent Agenda
approved advertisement for sealed bids for the 2003 Chevrolet 1500.
Authorize the Advertisement for sale of 2000 Chevrolet 2500 Fire Dept. Pickup
In 2015, the City Council authorized the transfer of an existing Public Works Department pickup
truck to the Fire Department to replace a 15 year old pickup truck being used by the Department
as a fire utility vehicle. Staff is seeking approval to advertise the sale of the existing 2000
Chevrolet 2500 Fire Department pickup through a sealed bid process. Once bids are opened,
staff will make a recommendation for council consideration at a future City Council meeting.
Adoption of the Consent Agenda approved advertisement for sealed bids for the 2000 Chevrolet
2500.
Approve Resolution on Withrow School Closing
At the January 4, 2016 meeting, Stillwater School District Superintendent Denise Pontrelli
presented to Council her proposal to close three of the District's elementary schools: Oak Park
Heights, Marine on St. Croix, and Withrow Elementary in Hugo. Council generally
acknowledged they didn't have a clear understanding of the rationale for the decision and
questioned whether all possibilities have been considered. Staff was directed to draft a
resolution, not providing a formal recommendation, but on the process, value, and impact this
decision may have on the community. Mayor Weidt removed this from the Consent Agenda and
read the resolution to the audience.
Haas made motion, Klein seconded, to approve RESOLUTION 2016-3 APPROVING A
POSITION REGARDING THE CLOSURE OF THE WITHROW ELEMENTARY SCHOOL
AS PROPOSED BY THE STILLWATER PUBLIC SCHOOL DISTRICT.
Ayes: Miron, Haas, Petryk, Klein, Weidt
Nays: None
Motion carried.
Haas talked about the state statute that allows residents to change school districts with a petition
approved by county boards. Since it is the statutory responsibility of the county, they should be
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involved.
Haas made motion, Weidt seconded, to direct staff to send letter to the Washington County
Board of Commissioners encouraging them to get involved.
All Ayes. Motion carried.
Update on 180th Street/Foxhill Avenue Neighborhood Meeting held January 25, 2016
At the December 7, 2015 meeting, Council adopted a resolution respectfully declining the
petition for improvements to 180a' Street/Foxhill Avenue and directing staff to schedule a
neighborhood meeting to solicit input from the property owners about potential repairs and/or
improvements. The meeting was held on Monday, January 25, 2016 at 7 p.m. at Hugo City Hall.
City Engineer Jay Kennedy explained the project area and the concerns regarding the condition
of the gravel roadway. He updated Council on the neighborhood meeting stating that topics for
discussion were a potential paving project, assessments, and other options for improving the
roadway. A paving project would cost $25,000-$28,000 per resident and had minimal support.
Kennedy provided steps that included removing some of the surface material, combining it with
coarse gravel, and applying dust control chemicals. This would be done in a test section. If it
didn't work, they would look at reclaiming it, mixing it with new coarse gravel, and applying
dust control. Future gravel contract would not include using the fine gravel. Next steps would
be testing when conditions allow in May/June and communicating the process with the residents.
The goal is to get the road in a condition that is maintainable as a reasonable road surface.
The Mayor thanked a resident who sent an email with history of the street, which he appreciated.
He stated he believed the City can rectified the road issue, and he asked for their patience.
Update on 125th Speed Study
At its September 21, 2015 meeting, Council approved a resolution authorizing MnDOT to
complete a speed study between Goodview Avenue and CSAH 7 in response to a resident
complaint on speeding on the road.
City Engineer Jay Kennedy provided an update to Council on this study, stating that a portion of
125th Street is currently unposted, which is not uncommon for that type of roadway; therefore, the
speed limit is 55 mph. The study completed by MNDOT evaluated the road and collected speed
data. Results showed that the 85 percentile speed, as measured by MnDOT, was 52 mph. Council
could post it at 55 but it could encourage people to drive that speed. MnDOT recommended to
leave it as an unposted road, determining that 55 mph is a reasonable.
Council agreed to leave the road as is.
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Update on Parks and Recreational Programs
Parks Planner Shayla Denaway provided an update on the winter and spring recreational
programs for 2016. Movie nights will be in January, February, and March. The sledding party
will be on Saturday, February 27 from 1-3 p.m. at Oakshore Park. She explained the Consortium
of Lake Area Senior Services and Hugo will be hosting a workshop seminar. The Kidz `n Biz
event will be on April 30'b and Tour de Hugo on September 20.
Petryk made motion, Klein seconded, to schedule a meeting to attend the Sledding Party on
Saturday, February 27, 2016 from 1-3.
All Ayes. Motion carried.
Discussion on Concept Plan for LaValle Fields, LLC Apartment Proiect
At its meeting on January 14, 2016, the Planning Commission reviewed and provided comments
on a concept plan submittal for apartments on a parcel north of Keystone at LaValle Fields and
west of Lions Park. The applicant decided to remove it from the Council agenda for this
evening. There was no discussion or action taken.
Discussion on Automatic Mutual Aid Agreements
The Hugo Fire Department has been approached by the Lino Lakes Fire Department and the
Centennial Fire Department to participate in Automatic Aid Agreements.
Administrative Intern Taylor Richter explained the difference in the mutual aid agreements, that
the Hugo Fire Department already participates in, and automatic aid, which would happen
automatically when a certain type of call was made to dispatch such as a structure fire with
confirmed flames seen. All of the fire departments participating in the automatic aid agreement
would be notified at the same time from dispatch, and all would respond immediately, rather than
Hugo having to take the time to request additional assistance in such instances.
Taylor explained how the agreements could be personalized to fit each department. She provided
many advantages, but a disadvantages was found that Automatic Aid Agreements would not
likely affect ISO rating, which depend on several factors particular to each individual home.
Taylor stated she had spoken with other departments who have automatic aid agreements and
received positive comments. Agreement can be very specific or general, and staff would work
closely with the fire department and dispatch.
Fire Chief Kevin Colvard and Deputy Chief Compton were in the audience. Weidt asked if the
tornado emergency in 2008 had to be called out. Colvard stated he had called them through
dispatch. With auto mutual aid, all departments would have been alerted at the same time as
Hugo, getting them to the scene sooner. Almost every structure fire results in mutual aid, and the
computer aided dispatch system allows it to be done quickly.
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Council generally agreed it made sense to enter into automatic aid agreements, and it was an
opportunity to help neighboring communities.
Weidt made motion, Petryk seconded, to direct staff to prepare automatic mutual aid agreements
for Council approval.
All Ayes. Motion carried.
Update on Yellow Ribbon Network
Council Member Chuck Haas and Phil Klein reported to Council on the Yellow Ribbon Network
activities held recently. The last Burger Night was sponsored by Lake Area Bank. February Burger
Night will be sponsored by the Bald Eagle Sportsman Association. Haas thanked Caribou Coffee for
their donations. The YRN helped a Gold Star Family. The next packing event will include Girl
Scout cookies, and they asked for donations. The Blue Star Moms have donated $1,000 for the
postage.
Cancel Second Meeting in February Due to President's Day Holiday
Annually, the President's Day Holiday falls on the same day as the second Council meeting in
February and would need to be rescheduled. Staff does not anticipate any items for the agenda
and recommends Council cancel their meeting on February 15, 2016.
Klein made motion, Miron seconded, to cancel the regular meeting of the Council on February
15, 2016 due to the Presidents' Day Holiday.
All Ayes. Motion carried.
Goal Setting Workshop on Monday, February 8, 2016
City Administrator Bryan Bear reminded Council of the annual Goal Setting Workshop for
Monday, February 8, 2016 at 7 p.m. Staff has received the goals from the various commissions
and will present them to the Council as well as other items for discussion.
2016 State of the Region Event on Thursday, February 11,2016
City Administrator Bryan Bear informed Council they have been invited to join Metropolitan
Council Chair Adam Duininck for the 2016 State of the Region event February 11, 2016
beginning at 10:30 a.m. The event will be held at the Ames Center,12600 Nicollet Avenue, in
Burnsville, MN. Council members stated there would not be a quorum at the event.
Town Hall Meeting on Wednesday, February 17,2016
City Administrator Bryan Bear informed Council that Representative Linda Runbeck has
scheduled a Town Hall meeting on Wednesday, February 17, 2016 from 4:30—6 p.m. in the
Oneka Room. Staff recommends Council discuss scheduling this as a meeting.
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Petryk made motion, Miron seconded, to schedule a meeting to attend the Town Hall meeting on
Wednesday, February 17, 2016 in the Oneka Room at City Hall from 4:30 —6 p.m.
All Ayes. Motion carried.
Northeast Metro Water Summit Thursday, February 18, 2016
City Administrator Bryan Bear reminded Council that the Northeast Metro Water Summit will be
held on Thursday, February 18, 2016 at 7 p.m. at Hugo City Hall.
Hugo Fire Department Annual Banquet on Saturday, February 20, 2016
City Administrator Bryan Bear informed Council that the Hugo Fire Department has invited
them Council to attend their annual banquet to be held on Saturday, February 20th, 2016 at the
Tria restaurant in North Oaks. Social Hour will be from 5-6 p.m. and dinner at 6 p.m.
Weidt made motion, Petryk seconded, to schedule a meeting to attend the Hugo Fire Department
Annual Banquet on Saturday, February 20, 2016 at the Tria Restaurant in North Oaks at 5 p.m.
All Ayes. Motion carried.
HBA Business Breakfast/Mayor State of the City Address on Wednesday, February 24,
2016
City Administrator Bryan Bear informed Council that the Hugo Area Business Association will
hold a Business Networking Breakfast at the Blue Heron Grill on Wednesday, February 24, 2016
from 7:30-9:00 a.m. Mayor Weidt will deliver the State of the City Address.
Klein made motion, Petryk seconded, to schedule a meeting to attend the HBA Breakfast on
Wednesday, February 24, 2016 at the Blue Heron from 7:30 -9 a.m.
All Ayes. Motion carried.
Governor Dayton's Water Summit on Saturday, February 27,2016
City Administrator Bryan Bear informed Council that Governor Dayton will hold a Water
Summit on Saturday, February 27, 2016 from 9 am-3pm at the Intercontinental Hotel in St. Paul.
Interested City officials and staff were encouraged to attend this discussion; however, the event
was sold out.
Washington County League of Local Governments Meeting on Mondav, February 29,2016
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City Administrator Bryan Bear informed Council that the Washington County Board of
Commissioners will be sponsoring the Washington County League of Local Governments
meeting on February 29, 2016 to be held at the Prom Center in Oakdale from 5-7:30 p.m.
Miron made motion, Petryk seconded, to schedule a meeting to attend the Local Governments
meeting on Monday, February 29, 2016 at the Prom Center from 5-7:30 p.m.
All Ayes. Motion carried.
Adiournment
Klein made motion, Miron seconded, to adjourn at 8:58 p.m.
All Ayes. Motion carried.
Respectfully Submitted,
Michele Lindau
City Clerk