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HomeMy WebLinkAbout2014.02.03 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON FEBRUARY 3, 2014 Mayor Weidt called the meeting to order at 7:00 p.m. PRESENT: Bronk, Haas (was present via Skype) Klein, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, Assistant City Attorney Josh Brekken, City Engineer Jay Kennedy, Planner Rachel Juba, and City Clerk Michele Lindau Approval of Minutes for the January 14, 2014 City Council Meeting Klein made motion, Bronk seconded, to approve the minutes for the January 14, 2014 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for the January 14, 2014 Executive Session Bronk made motion, Klein seconded, to approve the minutes for the January 14, 2014 Executive Session as presented. All Ayes. Motion carried. Approval of Minutes for the January 18, 2014 Warm Hearts for Charity Event Petryk made motion, Klein seconded, to approve the minutes for the January 18, 2014 Warm Hearts for Charity Event with the correction to add Council Member Bronk as in attendance. All Ayes. Motion carried. Approval of Minutes for the January 21, 2014 City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the January 21, 2014 City Council meeting as presented. All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Bronk seconded, to approve the agenda as amended: Add to Council Presentations: Fire Department Banquet on Saturday, February 15, 2014 Update on Sledding Party held on Saturday, February 1, 2014 Add to Consent Agenda: Approve Resolution Not to Waive Statutory Tort Liability Limits Approve Final Pay Request to C.W. Houle, Inc. for Rosemary Way Street and Utility Improvements Hugo City Council Meeting Minutes for February 3, 2014 Page 2 of 10 Add to Administrative Presentations: Waters Edge Board Meeting on Wednesday, February 5, 2014 All Ayes. Motion carried Approval of the Consent Agenda Petryk made motion, Klein seconded, to approve the following Consent Agenda item: 1. Approval of Claims 2. Approve Appointment of Doug Millard and Matt Richardson as Engineers on the Hugo Fire Department 3. Approve Appointment of Bob Bieniek as Hugo Fire Department Safety Captain. 4. Approve Application for Lawful Gambling Exempt Permit for Raffle at St. Johns Church on April 11, 2014 5. Approve March 3, 2014 for Public Hearing on the Storm Water Pollution Prevention Program (SWPPP) 6. Approve Donation from Don Gamboni to the Hugo Fire Department for Trailer 7. Approve Advertisement of Bids for the 2014 Dust Control Project 8. Approve Advertisement of Bids for the 2014 Seal Coating Project 9. Approve Advertisement of Bids for the 2014 Gravel Road Re -Surfacing Project 10. Approve Resolution Not to Waive Statutory Tort Liability Limits 11. Approve Final Pay Request to C.W. Houle, Inc. for Rosemary Way Street and Utility Improvements All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claim Roster as presented. Approve Appointment of Doug Millard and Matt Richardson as Engineers on the Hugo Fire Department Adoption of the Consent Agenda approved the appointment of Doug Millard and Matt Richardson as Engineers on the Hugo Fire Department Appointment of Bob Bieniek as Hugo Fire Department Safety Captain. Adoption of the Consent Agenda approved the appointment of Bob Bieniek as Safety Captain on the Hugo Fire Department. Hugo City Council Meeting Minutes for February 3, 2014 Page 3 of 10 Approve Application for Lawful Gambling Exempt Permit for Raffle at St. Johns Church on April 11, 2014 St. Genevieve's Church in Centerville has applied for a Lawful Gambling Exempt Permit to hold a raffle as part of their annual Fish Fry. The Fish Fry will be on Friday, April 11 th at St. John's Church. Adoption of the Consent Agenda approved the application for the Lawful Gambling Exempt Permit for St. Genevieve's Church for the Fish Fry on April 11, 2014. Approve March 3,2014 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 program. 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 Monday, March 3, 2014. Approve Donation from Don Gamboni to the Hugo Fire Department for Trailer Don Gamboni has generously donated $2,500 to the Hugo Fire Department to go towards the purchase of a trailer for the Department. Don's father had served on the Hugo Fire Department for 25 years. Adoption of the Consent Agenda approved the donation from Don Gamboni in the amount of $2,500. Approve Advertisement of Bids for the 2014 Dust Control Proiect Staff requested authorization from the City Council to advertise for bids for the City's 2014 gravel road dust control project. The City of Hugo currently applies dust control to approximately 23 miles of gravel roads located within its municipal boundaries. Following City Council approval, staff will advertise and solicit bids through the City newspaper and hold the bid opening on Thursday, March 27th at 1 p.m. 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 the advertisement for bids for the City's 2014 gravel road dust control project. Approve Advertisement of Bids for the 2014 Seal Coating Project Each year, the City of Hugo seal coats a portion of its bituminous roads. Staff requested authorization from the City Council to advertise and solicit bids through the City newspaper and hold the bid opening on Thursday, March 27th at 1 p.m. Work would take place during the months of July and August. Adoption of the Consent Agenda approved the advertisement for bids for the 2014 seal coating project Approve Advertisement of Bids for the 2014 Gravel Road Re -Surfacing Proiect Staff requested authorization from the City Council to advertise the acceptance of bids for the City's 2014 graveling project. The City of Hugo currently follows a 5 -year aggregate road re- surfacing plan. The City has budgeted $89,000 for the aggregate road surfacing project in 2014. Hugo City Council Meeting Minutes for February 3, 2014 Page 4 of 10 Following City Council approval, staff will advertise and solicit bids through the City newspaper and hold a bid opening on Thursday, March 27 at 1 p.m. This will be followed by the City Council's consideration of the bids at a following City Council meeting. This work will take place between July 1, 2014 and August 1, 2014. Adoption of the Consent Agenda approved the advertisement for bids for the 2014 Gravel Road Re -Surfacing Project. Approve Resolution Not to Waive 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. Adoption of the Consent Agenda approved RESOLUTION -2014-2 NOT TO WAIVE STATUTORY TORT LIABILITY LIMITS. Approve Final Pay Request to C.W. Houle, Inc. for Rosemary Way Street and Utility Improvements C.W. Houle, Inc. submitted the second and final pay request for work done on the Rosemary Way Street and Utility Improvement Project. Staff reviewed the request and found it to be satisfactory for work done to date. Adoption of the Consent Agenda approved the Pay Request to C.W. Houle in the amount of $8,822.81. Public Hearing on 165th Street Public Improvement Prosect A neighborhood meeting was held on November 14, 2013 to talk about a road project on 165th Street North and a portion of Ingersoll Avenue. At its December 16, 2014 meeting, Council scheduled this public hearing to consider the project. City Engineer Jay Kennedy explained that the project would include mill and overlay, culvert replacement at Ingersoll Avenue, and minor drainage improvements at a total cost of $1,200,000. Cost would be assessed according to the Assessment Policy with the remainder coming out of the City's state -aid road fund. Additional options and associated costs to be considered by Council involved the widening of 165th Street for non -motorized users and improvements to the intersection of 165th Street and Ingersoll Avenue. Jay talked about options for the 165th/Ingersoll intersection stating that it was not a safety concern but realignment would reduce maintenance on the two existing gravel legs, though there may be wetland impacts. The additional cost of realignment would be $35,000, and construction of the realignment could be done at a later date without impacting the cost. He also talked about options for widening the road to accommodate non -motorized uses. He presented a map from the Comprehensive Plan that showed a future County regional trail along CSAH 4 extending to Highway 95. The options would not have an impact on the costs being assessed but would be paid for through the City's state aid funding, which will have an effect on other projects. Jay stated that the assessment hearing would be sometime in September if the project is adopted and moves forward. A neighborhood open house would be held in March, the project would be bid sometime in April, and construction would take place in May -August. Mayor Weidt opened the public hearing for public comments. Hugo City Council Meeting Minutes for February 3, 2014 Page 5 of 10 Mary Armstrong, 4625 165th Street North, asked if there was anything planned for the west side of TH61. She was informed that this project was only on the east side of TH61. Will Riopel, 8089 165th Street North, said he thought the realignment of the intersection would be good for safety reasons because no one stops there. He also spoke about the drainage and wetlands and stated that it needed to be addressed if culverts were install, and the bridge needed to be considered if the road was widened. He agreed that Ingersoll needed to done, and said he would like to see the speed limit at 45 MPH. Tom Jesinski, 7039 165th Street North, stated that he was in favor of widening the road for safety reasons. Dan Riopel, 7260 165th, talked about the construction of the driveways and shoulders, and the soils beneath the road saying that they are not good, and the road will continue to break up. Dan stated that maintenance of the road was a bigger issue. Bruce Discher, 6302 165th Street North, presented the Council with a petition opposing the project. The petition was signed by 15 residents at the west end of the project area. Bruce said that widening the road would increase speeds. The portion of 165th Street near TH61 does not need to be redone, just fixed. Michelle Bakke, 16905 Ingersoll Avenue, wants to see the speed limit set at 45 MPH from 165th along Ingersoll to CSAH 4. She talked about the wetlands on both sides of the road and the road crumbling apart on the sides. If the road is widened, it needs to be done right. She asked about assessments against property near the proposed realignment of the intersection. City Engineer Jay Kennedy explained it would be a gravel road and it would not benefit the property owner she was referring to. Katie Riopel, 8089 165th Street, asked if it was feasible to just patch and sealcoat the existing road. Jay explained that there is not a lot of value to patch and seal coat the road at this point, and it was better was to do a mill and overlay and fill cracks and sealcoat in 3-5 year. Katie also said widening the road was not warranted for the minimal non -motorized traffic. Will Riopel talked about certain sections on Ingersoll he felt needed more than an overlay; they need soil corrections, and a base is needed with culvert replacement. Jay acknowledged the challenges of the culvert. Susan Olson, 6564 165th Street, said she felt the road should be patched and seal coated instead. The speed limit needed to be looked at, and the road doesn't need to be widened to accommodate horses who are better off on a gravel surface. Gary Johnson, resident on west side of TH61, and asked about the volume of traffic. Kennedy estimated it was about a thousand cars a day. Steve Woolstencroft, 5050 165th Street, said he lives on the west side of TH61 but does travel 165th Street on the east side. The road is narrow and bumpy but does not need this project. Money should be allocated to the west side of 165th Street where there are 27 homes and residents that have to deal with the dirt and chemicals on the road. Hugo City Council Meeting Minutes for February 3, 2014 Page 6 of 10 Jim Veiman, 16585 Ingersoll Avenue North, said the road drops off into steep ditches and is eroding away; maintenance should be considered instead of the overlay. John Lutz, property owner at corner, said there is water every year across Ingersoll, and an overlay will not last more than five years. The road was too low in that spot. There were no other comments, and Mayor Weidt closed the public hearing. Council Member Klein said the corner was the worst section of the road, but it would be a huge cost to fix the subsurface. He also felt there was no point in widening the road to accommodate a trail since there would be one on CSAH 4. He said he wanted to see the road made safer but felt that if a majority of the property owners are not happy with it, the City should move on to another project, but he noted that it would cost more to fix 165th in the future. Council Member Bronk asked what it would take to correct the subsurface. Kennedy stated that the cost would be substantially more and assessments would go up. The road is not heavily traveled, and what was being proposed was a reasonable cost alternative to extend the life of the pavement. Bronk talked about the realignment of the intersection and the elimination of two gravel road segments for one. He said he understands the safety factor but thinks the money spent to widen the road may be setting a precedent of the next project. Council Member Haas talked about the Assessment Policy and how it had been changed to a cost per unit instead of a linear foot charge. He also noted that the policy does not consider road widening for the addition of a trail, and the City should not consider it without a policy to address it. He said he was surprised at the number of people opposing the project. Haas acknowledged the subsurface problem, and he questioned whether this project is the best use of money. Council member Petryk agreed that the widening was not appropriate at this time. She asked what it would cost to continue to seal coat and patch it. Jay did not have exact cost, but he said he felt the benefit would be limited considering the condition of the road. Mayor Weidt stated that the City does not want to force a project if the neighborhood does not want it, though he felt it would be a good project to be done. He pointed out that the road will continue to decay. The cost to fix it in the future would be higher, but if the neighborhood didn't want it, the money should be put into another project. Council Member Petryk said she was unclear on how many landowners wanted to do this project, and she didn't want to move forward with it if the vast majority were opposed. Kennedy noted that there were approximately 67 affected property owners. Klein made motion, Petryk seconded, to table to allow time to hold another informal neighborhood meeting and bring the issue back to the Council at the March meeting. Ayes: Klein, Bronk, Haas, Petryk, Weidt Nays: None Motion carried. Council took a short break. Mayor Weidt called the meeting back to order at 8:45 p.m. Hugo City Council Meeting Minutes for February 3, 2014 Page 7 of 10 Preliminary Plat and Planned Unit Development for LaValle Fields At is January 21, 2014 meeting, Council considered an application for a Preliminary Plat and a Planned Unit Development for senior housing and a multi -family residential development to be constructed on approximately 40 acres of property owned by Marvin LaValle, west of Lions Park. At that time, Council tabled discussion to allow the applicant to work out specific details regarding the development. Planner Rachel Juba updated the Council on recent developments saying that staff added conditions to the resolutions regarding storm water reuse and construction of the apartment buildings. Staff had also met with the applicant to discuss the extension of Finale Avenue south to CSAH 8. A condition was added to the PUD requiring dedication of the right-of-way for Finale prior to the issuance of a building permit. Bill Lentsch indicated he agreed with these conditions, and it was noted that other details would be discussed further along in the process. Weidt made motion, Klein seconded, to approve RESOLUTION 2014-3 APPROVING PUD GENERAL PLAN FOR LAVALLE FIELDS LLC FOR PROPERTY LOCATED WEST OF FINALE AVENUE NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8). Ayes: Klein, Bronk, Haas, Petryk, Weidt Nays: None Motion carried. Weidt made motion, Klein seconded, to approve RESOLUTION 2014- 4 APPROVING FINDINGS OF FACT FOR REZONING FOR LAVALLE FIELDS LLC FOR A SENIOR HOUSING AND MULTI -FAMILY RESIDENTIAL DEVELOPMENT ON 29.17 ACRES LOCATED WEST OF FINALE AVENUE NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8) which includes approval of ORDINANCE 2014-468 AMENDING CHAPTER 90 (ZONING ORDINANCE) OF THE CITY CODE TO CLASSIFY CERTAIN LAND LOCATED WEST OF FINALE AVENUE NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8). Ayes: Bronk, Haas, Petryk, Klein, Weidt Nays: None Motion carried Bronk made motion, Petryk seconded, to approve RESOLUTION 2014-5 APPROVING PRELIMINARY PLAT FOR LAVALLE FIELDS ON PROPERTY LOCATED WEST OF FINALE AVENUE NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8) Ayes: Haas, Petryk, Klein, Bronk, Weidt Nays: None Motion carried Discussion on Sketch Plan for O'Reilly's Auto Parts Mark Wold, O'Reilly Auto Parts representative, requested informal comments on a sketch plan Hugo City Council Meeting Minutes for February 3, 2014 Page 8 of 10 for commercial development on a 0.64 acre parcel for a 7,385 square foot auto parts store. The property is located on the northeast corner of 147th Street and Highway 61 (former Ricci's saloon property). The property is zoned Central Business (C-1) and is located in the area of the City where development is guided by the Downtown Plan and Design Guidelines. Planner Rachel Juba presented the plan to the Council and updated them on the comments made by the EDA and Planning Commission during their review of the plan. Comments were generally about the building size and placement on the lot, the requested variances from the parking and building setback requirements, and compliance with the Downtown Design Guidelines. Mark Wold, representing O'Reilly Auto Parts, said the store was needed in the Hugo area. He acknowledged that O'Reilly's could not meet the Downtown Guidelines. He talked about the orientation of the building and said they could not use a building oriented in any other way. Mark said he thought the parking was adequate, and O'Reilly would not invest that much if they weren't comfortable with it. He said they could possibly reduce the building to 6,500 square feet, eliminating a setback variance, and possibly add 1-2 parking spots. Mark stated that he would understand if this was not a plan the City found acceptable. The Council made comments indicating they were not comfortable granting the variances that would be needed to make the project work. They were also concerned that this would be setting precedence for other plans to ignore the Downtown Guidelines. They talked to the applicant about other options. Wold said they have looked at other properties, but they wanted to be at a signalized intersection. No formal action was taken Update on Yellow Ribbon Network Council Members Haas and Klein provided an update on recent activities of the Yellow Ribbon Network. Klein stated that there was a nice turnout at the Warm Hearts for Charity Event. The YRN received donations from the event and a check from Mark Schwope from Keller Williams Realty to help support the men and women in the military. Burger night is February 26, 2014, the 4ffi Wednesday of this month, from 5-8 p.m. at the Hugo American Legion. Haas added that the February sponsor is the Bald Eagle Sportsman Club. Also, the charitable gambling networks have been very supportive. The Bayport American Legion donated $1,500 to the Blue Star Mothers of America and YRN, and Centennial Hockey also donated $1,500 to the YRN. Schedule Fire Department Banquet on Saturday, February 15, 2014 Council Member Petryk added this to the agenda to schedule a meeting for the Fire Department Annual Banquet on Saturday, February 15, 2014 at 5:00 p.m. Petryk made motion, Klein seconded, to schedule a meeting for the Hugo Fire Department Annual Banquet on Saturday, February 15, 2014 at 5:00 p.m. at the Hugo American Legion. All Ayes. Motion carried. Hugo City Council Meeting Minutes for February 3, 2014 Page 9 of 10 Update on Sledding Party on Saturday, February 1, 2014 Petryk added this to the agenda to provide an update on the sledding parry held on Saturday, February 1, 2014 at Oakshore Park. Petryk stated that it was a "balmy" 20 degrees, and kids and parents had good time. Council Member Klein commented that it was nice to see the kids in the community come out and participate. Mayor Weidt had also attended the event along with his two daughters. (Council Member Haas signed off Skype at 9:42 p.m.) Report on Metropolitan C o u n c i l Water Supply Advisory Committee City Administrator Bryan Bear informed the Council he and City Engineer Jay Kennedy attended the Metropolitan Council Water Supply Advisory Committee meeting. At the meeting, they presented information on the City's water conservation practices and water reuse projects. Report on Metro Cities Water Forum Metro Cities held a forum on water on Thursday, January 30, 2014. Council Member Phil Klein and City Administrator Bryan Bear attended this forum. Bryan reported that presentations were given by individuals from several state agencies and engineering firms outlining examples of project and studies being done in various cities in the metro area. Cancel Regular Council Meeting and Schedule Goal Setting Session for Tuesday, February 18,2014 At the January 14, 2014 meeting, Council rescheduled the regular meeting of the Council from February 17th to February 18th due to the Presidents' Day Holiday. Staff has no agenda items for the second meeting in February and recommends Council cancel the regular meeting and hold its annual Goal Setting Session on that day. Weidt made motion, Petryk seconded, to cancel the regular meeting on February 18 and hold the annual Goal Setting Session at 7:00 p.m. All Ayes. Motion carried. Schedule Hugo Business Association Networking Breakfast for Wednesday, February 26, 2014 The Hugo Business Association has scheduled the next Business Networking Breakfast for Wednesday, February 26, 2014 at 7:30 a.m. at the Blue Heron Grill. Mayor Weidt will be giving the State of the City Address and Mike Weitekamp, Waste Wise Program Coordinator for the Minnesota Chamber of Commerce, will talk about recycling. Klein made motion, Petryk seconded, to schedule the Hugo Business Association Networking Breakfast as a meeting of the Council on Wednesday, February 26, 2012 at the Blue Heron Grill. All Ayes. Motion carried. Hugo City Council Meeting Minutes for February 3, 2014 Page 10 of 10 Wednesday, February 5, 2014 Waters Edge Board Meeting City Administrator Bryan Bear reminded the Council of the meeting scheduled for Wednesday, February 5, 2014 at 6:00 p.m. at the Waters Edge Community Center to talk about a water reuse project. Adjournment Klein made motion, Bronk seconded, to adjourn at 9:51 p.m. Respectfully Submitted, Michele Lindau City Clerk