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HomeMy WebLinkAbout2013.02.04 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, FEBRUARY 4, 2013 Mayor Weidt called the meeting to order at 7:01 p.m. PRESENT: Klein, Petryk, Weidt ABSENT: Bronk, Haas ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, and City Clerk Michele Lindau Approval of Minutes for January 7, 2013 Council Meeting Petryk made motion, Klein seconded, to approve the minutes for the January 7, 2013 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for the January 19, 2013 Warm Hearts for Charity Event Klein made motion, Petryk seconded, to approve the minutes for Warm Hearts for Charity Event on January 19, 2013 as presented. All Ayes. Motion carried. Approval of Minutes for the January 22, 2013 Goal Setting Workshop Petryk made motion, Klein seconded, to approve the minutes for the Goal Setting Workshop on January 22, 2013 as presented. All Ayes. Motion carried Approval of the Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. Presentation of Certificates of Appreciation to Historical Commissioners Marvella Gamboni and Lorraine Gadbois At its November 5, 2012 meeting, the City Council accepted the letters of resignation from Marvella Gamboni and Lorraine Gadbois from the Historical Commission. Marvella Gamboni has served as a member of the Historical Commission since January 3, 2006, and Lorraine Gadbois has served as an Associate Member on the Hugo Historical Commission since May 2, 2011. Marvella was in attendance as well as several Historical Commission Members. Mayor Tom Weidt presented a Certificate of Appreciation to Marvella and thanked her for her volunteer work on the Commission. A Certificate of Appreciation was also prepared for Lorraine Gadbois, who was not at the meeting; however, Historical Commission Chairperson Kitty Cheesbrow accepted the Certificate on her behalf. Hugo City Council Meeting Minutes for February 4, 2013 Page 2 of 7 Presentation of Certificate of Appreciation to Parks Commissioner Roger Clarke At its December 17, 2012 meeting, the Council accepted the resignation of Parks Commissioner Roger Clarke. Roger's term expired on December 31, 2012, and he decided to not seek reappointment. Roger has served on the Parks Commission for over nine years including three years serving as Chair. Roger was hands-on in many park projects including planning the trails at Irish Avenue Park and the trail at Clearwater Creek Preserve Park. None of these projects would be possible without Roger's leadership, personal involvement, and dedication. Mayor Weidt and the Council recognized Roger Clarke for his years of volunteer service to the City of Hugo. Roger was unable to attend the meeting. Donation from Bayport American Legion to the Hugo Yellow Ribbon Network The Yellow Ribbon Network and the Blue Star Moms have been working with the Bayport American Legion in conducting the meat raffles at Sal's Angus Grill. Assistant Gambling Manager Kelly Green and Bayport Legion member Wayne Peterson presented a $1,500 check to the Blue Star Moms, which was accepted Marilyn Stomberg and Liz Wegner. A check for the same amount was also presented to the Yellow Ribbon network and accepted by Barb Connolly and Council Member Phil Klein. Approval of the Consent Agenda Klein made motion, Petryk seconded, to approve the following Consent Agenda items: Approval of Claims Approve Pay Request No. 5 to Municipal Builders, Inc. for Well No. 6 Approve Reduction in Letter of Credit for Everton Investments Frenchman Place 2nd Addition Approve Advertisement of Bids for the 2013 Dust Control Project Approve Advertisement of Bids for the 2013 Seal Coating Project Approve Advertisement of Bids for the 2013 Gravel Road Re -Surfacing Project Approve 2013 City Goals Approve Change in EDA Regular Meeting Date to Second Tuesday of the Month at 5 p.m. Approve Lawful Gambling Exempt Permit for Heroff Benefit on Saturday, March 2, 2013 Approve Six -Month Extension for Community Development Intern Liz Hanson Approve Final Pay Request from Hardrives, Inc. for Irish Avenue Project All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Hugo City Council Meeting Minutes for February 4, 2013 Page 3 of 7 Approve Pay Request No. 5 to Municipal Builders, Inc. for Well No. 6 The City has received Pay Request No. 5 from Municipal Builders, Inc. for the construction of Well House No. 6. Public Works Director Scott Anderson and City Engineer Jay Kennedy have reviewed the Pay Request and found it satisfactory for work completed to date on the project. Adoption of the Consent Agenda approved Pay Request No. 5 to Municipal Builders in the amount of $14,150.25 for the work completed to date on Well House No. 6. Approve Reduction in Letter of Credit for Everton Investments Frenchman Place 2nd Addition Everton Investments, developer, had requested the City reduce the letter of credit being held for the Frenchman Place 2nd Addition. Senior Engineering Technician Steve Duff had inspected the work and recommended the reduction of the letter of credit being held for the constructed improvements in the Frenchman Place 2nd Addition be reduced to ten percent of the original letter of credit to $23,924.00 with the condition that the developer updates their escrow account in accordance with the developer's agreement. Adoption of the Consent Agenda approved the reduction in the Letter of Credit. Approve Advertisement of Bids for the 2013 Dust Control Proiect Staff requested authorization from the City Council to advertise for bids for the City's 2013 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. Staff requested to advertise and solicit bids through the City newspaper and hold a bid opening on Friday, March 22, 2013 at 11 am. 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 for bids for the City's 2013 gravel road dust control project. Approve Advertisement of Bids for the 2013 Seal Coating Proiect 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 Friday, March 22, 2013 at 11 am. Work would take place during the months of July and August. Adoption of the Consent Agenda approved advertisement of bids for the 2013 seal coating project. Approve Advertisement of Bids for the 2013 Gravel Road Resurfacing Proiect Staff requested authorization from the City Council to advertise for bids for the City's 2013 graveling project. The City of Hugo currently follows a 5 -year aggregate road re -surfacing plan. The City budgeted $89,000 for the aggregate road surfacing project in 2013. Staff requested to advertise and solicit bids through the City newspaper and hold a bid opening on Friday, March 22, 2013 at 11 am. 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, 2013 and August 1, 2013. Adoption of the Consent Agenda approved advertisement of bids for the 2013 Gravel Road Resurfacing Project. Hugo City Council Meeting Minutes for February 4, 2013 Page 4 of 7 Approve 2013 City Goals At its January 22, 2013 workshop, the Council reviewed the goals submitted by the Planning Commission, EDA Commission, Parks Commission, and the Hugo Fire Department. Council discussed the goals and ongoing priorities for 2013. Staff provided Council a list of the goals in the packet. Adoption of the Consent Agenda approved the 2013 City Goals and Ongoing Priorities. Approve Change in EDA Regular Meeting Date to Second Tuesday of the Month at 5 p.m. Regular meetings of the EDA were held on the second Monday of the month at 8:30 a.m. At their January 14, 2013 meeting, the EDA discussed whether this date and time still works for all commission members. EDA concluded the second Tuesday of the month at 5:00 p.m. would better fit the schedules of the EDA commission members. Adoption of the Consent Agenda approved the change of the EDA regular meeting date to the second Tuesday of the month at 5:00 p.m. Approve Lawful Gambling Exempt Permit for Heroff Benefit on Saturday, March 2, 2013 The Hugo American Legion Post 620 Auxiliary applied for a Lawful Gambling Exempt Permit for the Heroff Benefit to be held at the American Legion on Saturday, March 2, 2013. This permit will allow raffles to be conducted at this fund raising event. Adoption of the Consent Agenda approved the Lawful Gambling Permit for the Hugo Legion Post 620 Auxiliary for the Heroff Benefit. Approve Six -Month Extension for Community Development Intern Liz Hanson Liz Hanson was hired on May 21, 2013 to fill the Community Development Intern position. Liz has been working closely with Planner Rachel Juba on community development and with Building Official Chuck Preisler on code enforcement issues. Adoption of the Consent Agenda approved a six-month extension for Community Development Intern Liz Hanson. Approve Final Pay Request from Hardrives, Inc. for Irish Avenue Project On October 9, 2012, the City contracted with Hardrives Inc to grade and pave a portion of Irish Avenue North, north of County Road 8, at the original contract amount of $98,250.68. The final contract amount is $85,956.54. Senior Engineering Technician Steve Duff has reviewed the quantities. Adoption of the Consent Agenda approved the final payment to Hardrives, Inc. in the amount of $4,297.83 Discussion on Special Event Permits At its November 5, 2012 meeting, Council began discussion on Special Event Permits (SEP), specifically how SEPs are administered by City Staff, the involvement of City personnel in special events, and if/how the City should charge for staff and equipment time. Staff prepared and enclosed in the Council packet a policy on SEPs for Council review. City Administrator Bryan Bear explained there are typically three categories events fall in: privately organized (profit and non-profit), City supported/sponsored, and volunteer events. The Hugo City Council Meeting Minutes for February 4, 2013 Page 5 of 7 proposed ordinance specified how City services, equipment, and/or staff time would be paid dependent on what type of event it was. Under this policy, firefighters would be paid their hourly rate when their attendance was required, and events sponsored by the Fireman's Relief Association would be considered volunteer. Mayor Weidt inquired on the impacts to the budget. City Administrator Bryan Bear explained that money was designated in the 2013 budget for this in the event this policy was adopted. The Council also questioned specific events and what category they would fall in. Cindy Petty, 13679 Fiona Avenue North, talked about the Hugo Business Association Warm Hearts for Charity event, Hugo Good Neighbor Food Shelf events, and school run event. She acknowledged City staff has assisted in these events and she asked about the permitting process. City Administrator Bryan Bear informed her groups could apply for all events on one permit if they wished. He also noted that many event organizers are able to do the work the City does for them. Petryk made motion, Klein seconded, to table discussion to permit staff to compile a list of events. All Ayes. Motion carried. Discussion on Ordinance Review Committee (ORC) Staff has sited many ordinances in the Hugo City Code that are in need of review and amendment. Over the past years, the Ordinance Review Committee (ORC) had been established to review these ordinances. Currently on the Committee are Planning Commissioners Bob Rosenquist, Bronwen Kleissler, and Rick Gwynn. Petryk made motion, Klein seconded, to appoint Council Members Tony Bronk and Phil Klein to serve on the ORC with Council Member Petryk to serve as an alternate. All Ayes. Motion carried. Discussion on Resolution and Proposed Legislation Requesting Funding for a Joint Water System Feasibility Study City Administrator Bryan Bear discussed with the Council the meetings with staff from Lino Lakes, Centerville, Circle Pines, Lexington and Columbus on shared services. Mayor Tom Weidt and Council member Phil Klein had attended one of the meetings. City Administrator Bryan Bear explained that the Cities have collaborated in joint purchasing of materials for snow and ice control, formation of a Building Inspector Pool, and the sharing of equipment. One discussion has centered on the possibility of a joint municipal water supply system. Staff provided the Council with a draft resolution and possible legislation to study the feasibility of this idea. City Engineer Jay Kennedy explained that emergency interconnections with the City of Lino Lakes currently exist. The benefit of sharing services with other cities would be the increase in purchasing power for chemicals used in the wells, greater efficiency in maintenance, potential to Hugo City Council Meeting Minutes for February 4, 2013 Page 6 of 7 reduce staff, and less capital investment with fewer wells and water storage required. Projected community growth could be served without adding additional wells. A preliminary review of the water system has been completed, and the next step would be a feasibility study and cost/benefit analysis for creating a joint system. Staff would be seeking grand funds or legislative appropriations to fund the cost of the study. Klein made motion, Petryk seconded, to adopt RESOLUTION NO. 2013-3 REQUESTING FUNDING TO INVESTIGATE THE FEASIBILITY OF COLLABORATION VENTURE. All Ayes. Motion carried. Update on the Yellow Ribbon Network Council Member Phil Klein reported to Council on the Yellow Ribbon Network (YRN) activities held recently. Council Member Klein appreciated the Bayport Legion working with the Blue Star Mom's and the YRN on the meat raffles at Sal's Angus Grill. The YRN is looking for volunteers for their packaging event, and Girl Scout Cookies are needed. Klein thanked the Centennial Hockey Association for their recent donation of $1,000, and he provided a reminder of Hamburger Night on February 27, 2012 from 5-8 p.m. at the Hugo American Legion, which will be sponsored by the Bald Eagle Sportsman Association. Schedule I-35 W/E Coalition Meeting At the Council Goal Setting Workshop on January 22, 2012, the Council discussed the I-35 W/E Coalition. The last meeting of the I-35 W/E Coalition was held on Thursday, July 12, 2012 at Hugo City Hall. Klein made motion, Petryk seconded, to schedule the next I-35 W/E Coalition meeting for Thursday, March 7, 2013 at 7:00 p.m. at Hugo City. All Ayes. Motion carried. Council Meeting and Parks Commission Interviews on Monday, February 25, 2013 At its January 7, 2013 meeting, the Council rescheduled their second meeting in February from February 18 to February 25, 2013 at 7:00 p.m. due to the President's Day Holiday. Council also scheduled interviews for the Parks Commission vacancy immediately following the meeting on February 25th. City Administrator provided Council a reminder of this meeting. Sledding Party on Saturday, February 9, 2013 The Hugo Parks Department will be hosting its fifth annual Sledding Party on Saturday, February 9, 2013 from 2-4 p.m. at Oak Shore Park, 12790 Exhall Avenue North. There will be free hot chocolate, cookies and a bonfire. Hugo City Council Meeting Minutes for February 4, 2013 Page 7 of 7 Petryk made motion, Klein seconded, to schedule February 9, 2013 as a meeting to allow Council attendance at the Sledding Party at Oakshore Park. Motion carried. Hugo Fire Annual Banquet on Saturday, February 16, 2013 The Hugo Fire Department will hold their Annual Banquet on Saturday, February 16, 2013 at PINZ, 7520 32nd Street North, Oakdale, with social hour beginning at 6 p.m. and dinner at 7 p.m. The cost is $20 per person. Klein made motion, Petryk seconded, to schedule Saturday, February 16, 2013 as a meeting to allow Council attendance at the Hugo Fire Annual Banquet at PINZ in Oakdale. All Ayes. Motion carried. Municipal Engineering Resource Guide — WSB Engineering WSB and Associates, Inc. have prepared the Municipal Engineering Resource Guide. City Engineer Jay Kennedy explained that this guide was created as a resource for Councils, and includes information regarding engineering issues the Council faces on a regular basis. Adjournment Klein made motion, Petryk seconded, to adjourn at 8:22 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk