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HomeMy WebLinkAbout2014.10.06 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING ON MONDAY, OCTOBER 6, 2014 Mayor Weidt called the meeting to order at 7:03 p.m. PRESENT: Bronk, Haas, Klein, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan, City Attorney Dave Snyder, City Engineer Jay Kennedy, Senior Engineering Technician Steve Duff, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, and City Clerk Michele Lindau Approval of Minutes for the September 15, 2014 City Council Meeting Klein made motion, Bronk seconded, to approve the minutes for the City Council meeting on September 15, 2014 as presented. All Ayes. Motion carried. Approval of Minutes for the September 20, 2014 Citywide Bus Tour Klein made motion, Petryk seconded, to approve the minutes for the Citywide Bus Tour on Saturday, September 20, 2014. All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Haas seconded, to approve the agenda as presented. All Ayes. Motion carried Hugo Good Neighbor Food Shelf Capital Campaign On August 19, 2014 the Hugo Good Neighbor Food Shelf closed on the property they purchased at 15106 Francesca Avenue North in the Peloquin Industrial Park. The Food Shelf's plan is to construct a 1,500 square foot building on this property. President Kris Emerson thanked the Council and staff for the work they had done to help purchase the property. Kris introduced two new members of the Food Shelf, Darin Carlson and Neil Fagerhaugh. Darin talked about the Capital Funding Campaign to raise money for the building saying that the needs of the community are larger than the current building. Darin stated that the goal is to raise $200,000 to build a new facility without interrupting the normal operating budget. He explained the plan to secure $50,000 as quickly as possible and up to $100,000 the first year. He said the goal was realistic, and would cut their building expenses in half by the time they end their first year in the new building. The campaign officially kicks off next week, and the Food Shelf will provide Council updates on the plan in the coming months. More information on the campaign can be found on their website is www.hugogoodneighorsfoodshelf.org. Hugo City Council Meeting Minutes for October 6, 2014 Page 2 of 8 Approval of the Consent Agenda Haas made motion, Klein seconded, to approve the following Consent Agenda items: 1. Approval of Claims 2. Approve Annual Performance Review for Public Works Worker Adam Greeder 3. Approve Pay Request No. 1 to Arnt Contracting for Rosemary Way Street and Utility Improvements 4. Approve Purchase of 2015 Mack Tandem Axle Plow Truck 5. Approve Authorization to Advertise the Sale of 2005 Sterling Tandem Axle Plow Truck 6. Approve Letter of Support for Veterans Diversion Program 7. Approve Revisions to the City's Personnel Policy 8. Approve Proclamation Proclaiming October as Toastmaster's Month All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Public Works Worker Adam Greeder In 2007, Adam Greeder was hired by the City of Hugo as one of its summer seasonal maintenance workers in the Hugo Public Works Department. On October 6, 2008, Adam became part of the department as a full-time employee as an apprentice for the Public Works Maintenance Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Adam Greeder. Approve Pay Request No. 1 to Arnt Contracting for Rosemary Way Street and Utility Improvements Staff received pay request No. 1 to Arnt Construction for the Rosemary Way street and utility improvement project. Staff finds the pay request to be satisfactory for work done to date on the project. Adoption of the Consent Agenda approved the request in the amount of $299,070.18. Approve Purchase of 2015 Mack Tandem Axle Plow Truck Included in the City's Equipment Purchasing Fund is $185,000 for the purchase of a new tandem axle plow truck. This amount was included in the fund to replace an existing Tandem axle plow truck following the City's 10 year equipment replacement schedule. Along with plowing snow, this truck is utilized to meet other department needs such as gravel road maintenance, roadside ditching, paving and shouldering projects. Adoption of the Consent Agenda approved purchase of a 2015 Mack GU713 SFA chassis and equip it with the snowplow options listed above at a total cost of $176,506.00. Hugo City Council Meeting Minutes for October 6, 2014 Page 3 of 8 Approve Authorization to Advertise the Sale of 2005 Sterling Tandem Axle Plow Truck Staff has received a trade-in appraisal of $40,000 for the existing 2005 Sterling plow truck currently in operation. Staff feels this is an acceptable trade-in value, however, staff would like the opportunity to sell the truck outright through a sealed bid format. In the past, this has proven to increase the resale value of used equipment for the City. As in the past, the sealed bid process would include a minimum bid amount that is equal to the $40,000 trade in appraisal. If the sealed bid process were to fail and not produce a bid greater than the minimum bid required, the City would then trade in the Sterling at the trade-in value of $40,000. Adoption of the Consent Agenda approved the request to advertise the sale of the 2005 Sterling plow truck and equipment through a sealed bid process. Approve Letter of Support for Veterans Diversion Program At its August 2, 2010 meeting, the Hugo City Council was presented information on the Veteran's Court initiative by Washington County Attorney Pete Orput. This program, now known as the Veterans Diversion Program, assists veterans who have landed in the court system due to actions related to mental health problems and substance abuse issues, symptoms of post- traumatic stress syndrome. This program provides an alternate path to the typical criminal legal process and has shown to be effective. Council Member and YRN Member Chuck Haas requested staff prepare a letter supporting the Veterans Diversion Program for Council approval and Mayor's signature. Adoption of the Consent Agenda approved the letter to Washington County Attorney Pete Orput. Approve Revisions to the City's Personnel Policy Staff has reviewed the City's most recent Personnel Policy in comparison to the League's model personnel policy and is recommending revisions. Many changes are due to the recently passed Women's Economic Security Act. The law expands employees' leave rights and other workplace protections, particularly for female employees. Also revised was the section on the Family and Medical Leave Act (FMLA) to provide a separate detailed policy on FMLA. Adoption of the Consent Agenda approved the City's Personnel Policy as amended and the Family and Medical Leave Policy as presented. Approve Proclamation Proclaiminu October as Toastmasters Month The City of Hugo has been contacted by a member of a Toastmasters group in White Bear Lake requesting the City of Hugo proclaim the month of October as Toastmasters month. Adoption of the Consent Agenda approved the Proclamation proclaiming October as Toastmasters Month. Public Hearin on 165th Street Proiect Assessment At its September 2, 2014 meeting, the Council adopted the resolution declaring costs to be assessed for the 165a' Street/Ingersoll Avenue mill and overlay project, and scheduled the hearing on the proposed assessments for this evening. City Engineer Jay Kennedy provided details of the project and explained the total project cost would be $815,000. The total to be assessed is $99,000, and according to the City's assessment policy, each unit would pay $1,800. Hugo City Council Meeting Minutes for October 6, 2014 Page 4 of 8 The remaining costs of $716,000 would come from City state -aid and capital improvement funds. The Mayor opened the public hearing to take comments on the assessments. There were no comments, and the Mayor closed the public hearing. Klein made motion, Haas seconded, to approve RESOLUTION NO. 2014 — 32 ADOPTING ASSESSMENTS FOR THE 165TH STREET IMPROVEMENT PROJECT. All Ayes. Motion carried. Discussion on National Recycling, Inc. Staff has been working with representatives of NRI and residents in the neighborhoods on issues related to the recycling business on both NRI sites. City Administrator Bryan Bear explained that staff has been having discussions with the neighborhoods regarding the noise made from the movement of scrap on the property and the amount of scrap on the north site. Staff has met with representatives from NRI to change loading methods to reduce noise. Bryan stated that a number of improvements have been made on north site including the reduction of the scrap pile, paving on north and south side, relocating the scale to help with traffic flow, construction of fence, and landscaping to be installed shortly along the perimeter of the site. Though progress has been made over the summer, NRI is still not in compliance, and nothing has happened according to the established time line. Mayor and Council Member Petryk have been working with neighborhood representatives to understand the practices for loading cars and come up with a compliance site plan. Bryan stated he felt there have been good discussions, but there is no detailed action plan. Bryan said he had talked with NRI Compliance Officer Ross Ohman who assured him NRI is doing everything in their power to get it done, and he recognized they are having difficulties meeting timelines. Bryan explained the options are to continue working cooperatively with NRI owners for a solution, or have Council provide staff direction to take some enforcement actions. Weidt made motion, Petryk to schedule an executive session at the City Council meeting on October 20, 2014. All Ayes. Motion carried. City Attorney Dave Snyder explained that the Executive session will only relate to litigation aspects, not details relating to how NRI operates. Discussion on City's Role as LGU/Water Resource Management Permitting Authority At its September 2, 2014 meeting, the City Council listened to remarks from Rice Creek Watershed District Board Manager John Waller concerning overlapping taxation between the City of Hugo and the RCWD. Manager Waller explained that in 2004, the City of Hugo assumed responsibilities as the Local Governing Unit (LGU) pertaining to permitting for the portion of the City that lies within the RCWD, saving the RCWD the expense of doing them. He questioned what the residents were receiving for the $286,000 in taxes paid to the RCWD. Hugo City Council Meeting Minutes for October 6, 2014 Page 5 of 8 Council had directed staff to come back with an estimate for being the LGU. Bryan provide background starting in 2004 when the Memorandum of Understanding was adopted. The MOA gave the City authority to approve applications relating to stormwater management, erosion control, floodplains, wetlands, and shorelands. Prior to this, review on applications was being done by the City and the Rice Creek Watershed District. This duplication caused conflicting comments, which added to time delays and cost. When the City took over as the sole permitting authority, there was not a lot of additional cost involved since the City was already doing their own review. City adopted the RCWD policies and performed both reviews simultaneously. The City also permits its own street reconstruction projects, and the RCWD performs audits and has found the City does a good job. In 2004, staff had projected the costs to be near zero because the City receives escrow and permit fees on projects. Net expenses actually run about $3,500 mostly due to violations of the Wetland Conservation Act. Bryan talked about how the RCWD does retain some activities such as maintaining bridges, culverts, ditches, and public waters as well as watershed planning, public education, and management of the drainage system. Recent projects where the RCWD spent money are the Oneka Ridge Golf Course, individual rain gardens, sediment removal project in Victor Gardens, sanitary sewer in Oakshore Park, JD2 maintenance, and there are current discussion on the Bald Eagle Lake Dam project. He summarized by saying the program is working well. The City does not incur significant expense though there is less cost to RCWD. Staff was not recommending any changes with the existing program. Council Member Petryk stated that she felt the City being the LGU served the citizens well, but the agreement was lopsided and should be revisited. Haas said there needs to be serious discussions about the district's roles and responsibilities. He questioned whether Hugo was paying to subsidize other communities. Haas also talked about government created unfunded mandates, i.e. code enforcement. If we are enforcing the RCWD Act, it is an unfunded mandate. He also said the dam is their responsibility and they are multijurisdictional designed to serve this need. He agreed Hugo should partner with them but should not take the responsibility off their shoulders. Haas said that money needs to come back into Hugo to do some projects. RCWD should be providing funds and leadership to get things done. Klein questioned what percent of the RCWD population is Hugo compared to the entire district. He stated disappointed in RCWD for not stepping up and taking a lead role in fixing the Bald Eagle Dam. He also suggested the City take initiative in getting the RCWD to help fund some of the water conservation projects. Weidt said that a role of the RCWD was to help other jurisdictions work together to fund water control. Hugo needs to see how much it is paying compared to the the amount of land we have. Hugo needs to look at options to assess the amount of funding compared to other cities to ensure Hugo is paying their equal share. John Waller, 14010 Homestead Avenue, said he agrees with what Council is saying. He stated that he will be talking to other cities about the accountability of watershed money. Hugo City Council Meeting Minutes for October 6, 2014 Page 6 of 8 Haas made motion, Klein seconded, to schedule a joint meeting with the RCWD. All Ayes. Motion carried. Discussion on Roadway Capital Improvement Proiects One of the City Council's ongoing priorities is to consider roadway capital improvement projects in an effort to maintain City infrastructure. The current CIP includes a number of potential roadway projects, prioritized by need based on bi-annual roadway ratings. City Engineer Jay Kennedy outlined the current CIP priorities for the Council, explaining the top project were the Rice Lake Meadows neighborhood, 147th and Oneka Lake Boulevard, and Upper and Lower Homestead Avenue. Jay also talked about the intersection at 145th Street and Goodview Avenue and how that would affect the cost of the Rice Lake Meadows project dependent on what was done there. Jay asked Council for direction to proceed with a neighborhood meeting for one of the priority projects presented Haas made motion, Klein seconded, to schedule a neighborhood meeting with the Rice Lake Meadows residents to discuss a street reconstruction project in that neighborhood. All Ayes. Motion carried. Approve Proclamation Proclaiming October 19-25, 2014 as Manufacturing Week The Minnesota Department of Employment and Economic Development, the Minnesota Precision Manufacturing Association, and the Minnesota Chamber of Commerce are partners in promoting Minnesota Manufacturers Week October 19-25, 2014. Staff has prepared a proclamation proclaiming October 19-25, 2014 Manufacturing Week and recommended Council approve this proclamation. City Administrator Bryan Bear stated that staff, in the past, has sent a note of "Thanks" to all Hugo manufacturing companies. Hass made motion, Klein seconded to approve the Proclamation proclaiming October 19-25 as Manufacturing Week, continuing sending "Thank You" notes, and include a copy of the proclamation with the note. All Ayes. Motion carried. Victor Gardens Groundwater Improvement Project — Tony Schwab In 2010 a project was completed in the Victor Gardens neighborhood to address groundwater that was affecting a number of residents following the construction of their homes. Groundwater had been causing flooded basements for several residents, algae and slime on the private alleyways, and constant pumping of water through sump pumps. The project involving a series of pipes to divert the water to the storm system was completed successfully at a cost of approximately $95,800, with funds from the Rice Creek Watershed District Storm water remediation project of approximately $50,000, and the City of Hugo paid the balance. Hugo City Council Meeting Minutes for October 6, 2014 Page 7 of 8 Tony has since been working with neighbors on the Val Jean/Cossette Ave Carriage Way for a similar project involving eight parcels to implement a system that will address the same ground water issues. Tony Schwab explained he has been working with Carlson Engineering on a plan to lay pipes along the carriageway and connect to the homes sump pumps to bring the water directly to the catch basin. The total cost of the project would be $4,260, and he asked the Council to consider funding it. Haas asked John Waller if he would take the request to the RCWD Board for $4,200. Waller spoke of the success of the previous project and stated that he would. Haas made motion, Petryk seconded, to authorize the city to pay the $4,200 and direct staff to make application to the stormwater remediation program followed by a letter to Waller to present to the RCWD. All Ayes. Motion carried. Yellow Ribbon Network Report Council Member Chuck Haas and Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. Hamburger night this month is sponsored by the Hugo Business Association. Haas thanked business and residents who are supporting the Welcome Home Pheasant Hunt. A packing event is scheduled for November 15, 2014. Candidates Forum Monday, October 13, 2014 City Administrator informed the Council that the League of Women Voters is conducting a Candidates forum for House District 38A and 38B seats on Monday, October 13, 2013 at White Bear Lake City Hall. The forum will be held from 7-8:15 p.m. HBA Business Networking Breakfast on Wednesday, October 22, 2014 The Hugo Area Business Association is hosting a Business Networking Breakfast on Wednesday, October 22, 2014 at the Blue Heron Grill from 7:30 -9:00 a.m. Speakers will be Mike Goehner from Edward Jones and James Barrett from Tax Associates to talk about tax and investment strategies. Petryk made motion, Klein seconded, to schedule a meeting to attend the HBA breakfast on Wednesday, October 22, 2014 at 7:30 a.m. All Ayes. Motion carried. Schedule Date for Board of Canvass Meeting On Tuesday, November 4, 2014, the City of Hugo will participate in the General Election including City Mayor, Council Member Ward 1 and Council Member Ward 3 races. As Council is aware, the results of the voting at the General Election need to be certified by the City of Hugo Hugo City Council Meeting Minutes for October 6, 2014 Page 8 of 8 acting as the Board of Canvass. State Statute requires canvassing to be done between the 3'd and 10th day following the General Election. Weidt made motion, Bronk seconded, to schedule the meeting of the Board of Canvass for Monday, November 10, 2014 at 6 p.m. All Ayes. Motion carried. Schedule City Holiday Party for Thursday, December 11, 2014 Annually, the City of Hugo selects a date on which to hold the City of Hugo's annual holiday party for Council, Commission, and City staff. The Hugo American Legion banquet room is available on Thursday, December 11, 2014. Weidt made motion, Petryk seconded, to schedule the Holiday Party for Thursday, December 11, 2014 at the Hugo American Legion beginning at 5:30 p.m. All Ayes. Motion carried. Adjournment Haas made motion, Klein seconded to adjourn to 9:05 p.m. Respectfully Submitted, Michele Lindau City Clerk