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HomeMy WebLinkAbout2013.04.01 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, APRIL 1, 2013 Mayor Weidt called the meeting to order at 7:00 p.m. PRESENT: Bronk, Haas, Klein, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, Community Development Intern Liz Hanson, Parks Planner Shayla Syverson, and City Clerk Michele Lindau Approval of Minutes for City Council Meeting on March 18, 2013 Klein made motion, Petryk seconded, to approve the minutes for the March 18, 2013 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for March 23, 2013 Food Shelf Pasta Dinner Petryk made motion, Klein seconded, to approve the minutes for the March 23, 2013 Food Shelf Pasta Dinner as presented All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Haas seconded, to approve the agenda as amended. Add to Administrative Presentations: Water Resource Forum Council Portraits All Ayes. Motion carried. Recognition of Deputy Chief Jake Christiansen At its March 18, 2013 meeting, the Council accepted the resignation of Deputy Fire Chief Jake Christiansen from the Hugo Fire Department. Chief Kevin Colvard said Jake quickly ascended the ranks at the Hugo Fire Department to Deputy Chief, and he will be greatly missed. The Council presented Jake with a Certificate of Appreciation of his seven years on the Department. Presentation of GFOA Award for Excellence in Financial Reporting — and Finance Director Ron Otkin and Accounting Clerk Anna Wobse Finance Director Ron Otkin has received notification from the Government Finance Officers Association of the United States and Canada that the Hugo Finance Department has received the 19th Certificate of Achievement for excellence in financial reporting. City Administrator Hugo City Council Meeting Minutes for April 1, 2013 Page 2 of 8 explained that the certificate is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. Mayor Tom Weidt presented the award to Finance Director Ron Otkin and Accounting Clerk Anna Wobse for their excellence in financial reporting. Annroval of the Consent Agenda Haas made motion, Bronk seconded, to approve the following Consent Agenda items: Approval of Claims Approve Easement for the Oneka Ridge Golf Course Re -Use Irrigation Project Approve Special Event Permit for LoziLu Women's Mud Run on June 22, 2013 Approve Special Event Permit for Mud Games on August 24, 2013 Approve Special Event Permit for Blacksmith Lounge 2013 Events Approve Resolution Amending the Tax Abatement Joint Powers Agreement with White Bear Lake School District Approve 2 a.m. Closing Time for Sal's Angus Grill Approve Board of Trustees Request for Increase in Lump -Sum Pension All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Easement for the Oneka Ridge Golf Course Re -Use Irrigation Proiect The City staff has received a draft easement document from the Rice Creek Watershed District for the water re -use project at the Oneka Ridge Golf Course. The City, the Rice Creek Watershed District, and the Oneka Ridge Golf Course have been collaborating on this project, which is scheduled for construction during the winter of 2013. The Easement agreement allows for construction of the project, operation of the improvements for 25 years, and access to the improvements. Adoption of the Consent Agenda approved the easement agreement. Approve Special Event Permit for LoziLu Women's Mud Run on June 22, 2013 The City has received an application for a Special Event Permit from Wheelhouse Events, LLC, for a LoziLu Women's Mud Run to be held on June 22, 2013 at Wild Wings Game Farm. The event requires a special event permit because there will be approximately 1000 participants, amplified music, and alcohol sold and served on the site. This event was successfully held at Wild Wings in 2012. Adoption of the Consent Agenda approved the Special Event Permit for the LoziLu Women's Mud Run on Saturday, June 22, 2013 at Wild Wings Game Farm. Hugo City Council Meeting Minutes for April 1, 2013 Page 3 of 8 Approve Special Event Permit for Mud Games on August 24, 2013 Busy Body Promotions, LLC has submitted an application for a special event permit to hold the Mud Games on Saturday, August 24, 2013 on the Wild Wing Game Farm property at 9491 152nd Street North. This event requires a Special Event Permit because the event is expected to draw approximately 4,000-6,000 people, alcohol will also be sold and served at this event, and there will be an amplified sound system. Staff has worked closely with Busy Body Promotions and Wild Wings staff to ensure this event runs smoothly. Adoption of the Consent Agenda approved the Special Event Permit for the Mud Games on August 24, 2013. Approve Special Event Permit for Blacksmith Lounge 2013 Events The Blacksmith Lounge Restaurant has submitted a special event permit application and is requesting approval of 13 events that will be hosted on their property between April and October of 2013. Staff believes that the Blacksmith Lounge has done a good job organizing the events in past years. Adoption of the Consent Agenda approved the Special Event Permit for the Blacksmith Lounge for events held in 2013. Approve Resolution Amending the Tag Abatement Joint Powers Agreement with White Bear Lake School District In the fall of 2005, the City Council issued General Obligation Tax Abatement Bonds and used the proceeds to acquire right-of-way for CSAH 8 and to build Oneka Parkway. The White Bear Lake School District also used a portion of the bond proceeds to construct Oneka Elementary School. Thus, the school district opted to participate in the tax abatement process and agreed, through a Joint Powers Agreement, to annually contribute to the debt service on the bonds. Earlier this year the City refinanced the original bond issue and achieved significant savings, a portion of which is being passed on to the School District via an amendment to the Joint Powers Agreement. The attached resolution decreases the payments due to the City between 07/15/15 through 01/15/20 by the aggregate amount of $155,731. Upon adoption the amendment will be forwarded to the School District for consideration by their board at its April 24th meeting. Adoption of the Consent Agenda approved RESOLUTION 2013-8 AMENDING THE JOINT POWERS AGREEMENT DATED APRIL 18, 2005, BY AND AMONG THE CITY OF HUGO, MINNESOTA AND INDEPENDENT SCHOOL DISTRICT NUMBER 624. Approve of 2 A.M. Liquor License for Sal's Angus Grill Sal's Angus Grill, 12010 Keystone Avenue North, has applied for renewal of its 2:00 a.m. closing time license. City staff has reviewed the application and found it to be satisfactorily complete. Adoption of the Consent Agenda approved the renewal of the 2:00 a.m. closing time for Sal's Angus Grill. Approve Board of Trustees Request for Increase in Lump -Sum Pension The Board of Trustees for the Hugo Firefighter's Relief Association has formally requested City Council ratification of an increase of $100 per year of service in their lump -sum pension benefit. The Finance Department has reviewed this request and finds it to be financially feasible and Hugo City Council Meeting Minutes for April 1, 2013 Page 4 of 8 consistent with the Pension Fiscal Policy adopted in April, 2012. Adoption of the Consent Agenda approved to ratify the Board of Trustees request for a $100 increase in the lump -sum pension benefit, effective immediately. Council Member Bronk abstained from the vote on this item due to his status as a firefighter. Discussion on Special Event Permit Policy At its November 5, 2012 and February 4, 2013 meeting, the Hugo City Council discussed the Special Event Permit ordinance and the involvement of City participation in special events. The City Council discussed if, and when, the City should charge for staff and equipment time, and under what circumstances staff should be paid for their time. As directed by Council, staff drafted a policy to address these items and categorized the past years' events as an example of how they could be considered under this policy. Community Development Intern Liz Hanson presented this policy to the Council for discussion, and the Council agreed the policy addressed the issues of staff's participation in special events. Haas made motion, Klein seconded, to approve the Policy for City Participation in Special Events. Ayes: Petryk, Haas, Klein, Weidt Abstain: Bronk Motion carried. Update on Hardwood Creek Trail Master Planning Washington County has provided the City of Hugo with a draft of a Master Plan for the Hardwood Creek Regional Trail for review. The Master Plan includes the existing trail and proposed trail extensions following the railroad corridor along Highway 61 from the southern border of Hugo and Washington County to the northern border of Forest Lake and Washington County. The Parks, Recreation and Open Space Commission discussed an earlier draft of the master plan at their meeting of March 13, 2013. Because portions of the rail corridor are active and will continue to be in the foreseeable future, local trails in Hugo are important in providing regional trail connections. Washington County held an open house to gather public input on the plan at Hugo City Hall on Wednesday, March 6. Staff has been participating on the Technical Advisory Team and Washington County is seeking input. Parks Planner Shayla Syverson presented the draft master plan of the Hardwood Creek Regional Trail and explained the County was still gathering feedback on the draft plan, and the Washington County Board will be reviewing the draft at the end of April or early May. No formal action was taken. 2013 Annual Park, Recreation, and Open Space Commission Report Each year, Parks Planner Shayla Syverson prepares the Annual Park, Recreation, and Open Space Commission report outlining the activities of the Parks Commission. Shayla presented this report to the Council and explained the continued events and new events introduced in 2012. No formal action was taken. Hugo City Council Meeting Minutes for April 1, 2013 Page 5 of 8 Discussion on Formation of Broadband Committee Council Member Phil Klein and staff have been meeting with residents in the rural areas of Hugo who feel they are underserved in high-speed internet connection, and the residents seemed receptive of the idea of working together on a solution. Council Member Klein said that local focus was needed to put real effort into it. Council Member Haas would like to see what opportunities are out there and acknowledged that, through his own experiences, residents don't always get the correct answers from the providing companies. Haas made motion, Petryk seconded, to appoint Council Member Phil Klein as chair of the Broadband Committee to consist of 5-7 people, and direct staff to advertise for committee members. All Ayes. Motion carried. Discussion on Rosemary Way Petition for Public Improvements The City received a petition from property owner Len Pratt to construct Rosemary Way between its existing end within Victor Garden's North Village and Everton Avenue. The improvements would include roadway, sidewalks, public and private utilities, and storm water management. The petition includes a request to assess the cost of the improvements to the adjacent properties owned by the petitioner. City Engineer Jay Kennedy provided an overview of this issue for the City Council. Kennedy explained the project was not included in the five-year CIP, and the Assessment Policy states that the project cost would be assessed. The City would fund it through the City CIP and Utility Fund, and all cost would be covered by assessments from the two vacant lots in the development, except the over sizing of the water main. The City would accrue interest until the assessment was due, which would be when the property is sold, subdivided, or development takes place. City Attorney Dave Snyder talked about the Preliminary Fee Escrow Agreement, where Everton Investments, LLP would deposit $6,500 into escrow for the feasibility study. The Council would have further discussions on it prior to the construction of the road. Council Member Haas indicated he was not comfortable with this arrangement; development should support itself as always in the past. There is no provision for it in the Assessment Policy, and Haas felt the City should not be financing it. Petryk made motion, Klein seconded, to approve the Preliminary Fee Escrow Agreement for the Feasibility Study. Everton Investments Developer Len Pratt said he was willing to pay the $6,500 for the study, and the road would also benefit surrounding area. Haas made motion to table the discussion. Motion died for lack of second. Hugo City Council Meeting Minutes for April 1, 2013 Page 6 of 8 Vote on original motion - Ayes: Petryk, Klein, Bronk, Weidt Nays: Haas Motion carried. Petryk made motion, Klein seconded, to schedule a workshop on April 9, 2013 to discuss the Assessment Policy. All Ayes. Motion carried. Update on the Yellow Ribbon Network Council Members Chuck Haas and Phil Klein updated the Council on the activities of the Yellow Ribbon Network to date. The last hamburger night was sponsored by the Oneka Ridge Golf Course and a total of 328 hamburgers were sold, beating the old record of 147 set by DeVine Plumbing. Haas thanked the Wolf's Den for the $1,000 donation from money raised at the North Metro Whitetail Conservation Banquet. A care packaging event will take place on Saturday, April 6, 2013 in the Oneka Room. Donations are welcome Vacancies on the Carnelian Marine -St. Croix Watershed District City Administrator Bryan Bear informed Council that the City has received notice the Washington County Board is seeking nominees to serve on the Carnelian Marine -St. Croix Watershed District Board. The County Board will select watershed district managers from lists of nominees submitted by the municipalities that are wholly or partially in the watershed district. Those interested in serving should complete the County's Advisory Board application. Council Member Haas encouraged participation from residents in the district, and suggested contacting past commission/board applicants who reside in the district to inquire on their interest to serve. Xcel Energy Training Center Ribbon Cutting/Open House on April 9, 2013 City Administrator Bryan Bear informed council that Xcel Energy has scheduled a Ribbon Cutting/Open House for April 9, 2013 at 8:00 a.m. for their new training center facility located on Fenway Boulevard in the Bald Eagle Industrial park. The Hugo City Council and staff have been invited to attend this event. Haas made motion, Petryk seconded, to schedule April 9, 2013 as a meeting of the Council. All Ayes. Motion carried. HBA Business Breakfast on Wednesday, April 10, 2013 at 7:30 a.m. at the Blue Heron City Administrator Bryan Bear reminded Council they scheduled a meeting for April 10, 2013 at the Blue Heron for the HBA Business Networking Breakfast at 7:30 a.m. Mayor Tom Weidt will give the State of the City address at 8:00 a.m. Hugo City Council Meeting Minutes for April 1, 2013 Page 7 of 8 MN 2013 Severe Weather Awareness Week April 15-19 and Tornado Drill on April 18, 2013 For more than 25 years, the state of Minnesota has conducted a Severe Weather Awareness Week in partnership with the National Weather Service and local governments. Everyone is encouraged to make a plan, build an emergency kit and practice their emergency plans. This year, Severe Weather Awareness Week for 2013 is scheduled for April 15-19 with Tornado Drill Day scheduled for Thursday, April 18. These drills are scheduled at 1:45 p.m. and 6:55 p.m. At those times, sirens and NOAA Weather Radios will sound in a simulated tornado warning. The first drill is intended for institutions and businesses, while the evening drill is intended for second shift workers and families. Board of Equalization Meeting on Thursday, April 18, 2013 City Administrator Bryan Bear reminded the Council that they are scheduled to meet as the Board of Appeal and Equalization on Thursday, April 18, 2013 from 5:30 p.m. — 7:00 p.m. The meeting will take place in the Oneka Room at Hugo City Hall. City Council Portrait Session April 15, 2013 at 6:30 p.m. - Cancel The Council had scheduled to have their portrait taken on April 15, 2013 at 6:30 p.m., just prior to the regular scheduled meeting at 7:00 p.m. Mayor Tom Weidt has a conflict with this time and will work with staff to select another date. Spring Cleanup on Saturday, April 20, 2013 City Administrator Bryan Bear reminded the Council that the City, along with Washington County, will hold the annual Spring Cleanup on Saturday, April 20, 2013 at the Hugo Public Works Department from 8 a.m. to noon. Kidz -n -Biz on Saturday, April 20, 2013 City Administrator Bryan Bear reminded the Council of the Annual Kidz -n -Biz Fest on Saturday, April 20, 2013 at the Oneka Elementary School from 11:00 a.m. to 2:00 p.m. White Bear Lake School Board Meeting on Wednesday, April 24, 2013 City Administrator Bryan Bear informed the Council that the White Bear Lake School District Board will hold a meeting on Wednesday, April 24, 2013 at the District Office at 6:30 p.m. to share the results of the Athletic Facility Needs Study. Haas made motion, Petryk seconded, to schedule Wednesday, April 24, 2013 at 6:30 p.m. as a meeting of the Council to attend the White Bear Lake School District Board meeting. All Ayes. Motion carried. Hugo City Council Meeting Minutes for April 1, 2013 Page 8 of 8 LMC 2013 Annual Conference and Marketplace in St. Paul on June 19-21, 2013 City Administrator Bryan Bear informed Council that the League of Minnesota Cities will hold its annual conference in St. Paul on June 19-21, 2013. He asked that Council contact City Clerk Michele Lindau should they want to attend the LMC Annual Conference. MYSA (MN Youth Soccer Association) State Tournament on July 20-26, 2013 City Administrator Bryan Bear informed Council that the White Bear Soccer Club has been selected, along with two other metro clubs, to host the Minnesota Youth Soccer Association State Tournament July 20 -26th. It is likely that older girls' teams will play at Hanifl Fields Athletic Park. In 2010, 2011, and 2012, White Bear Soccer Club has hosted the East District Girls Playoffs at Hanifl Fields. Water Resource Fourm on Thursday, April 04, 2013 Staff added this to the agenda to inform Council a forum will be held on Thursday, April 4, 2013 from 6-:30 — 8:30 p.m. at Century College, White Bear Lake, as part of a series on preserving water resources. Petryk made motion, Klein seconded, to schedule a meeting on Thursday, April 4, 2013 to attend the forum at Century College on preserving water resources. All Ayes. Motion carried. Adiournment Haas made motion, Klein seconded, to adjourn at 9:20 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk