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HomeMy WebLinkAbout2013.12.02 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, DECEMBER 2, 2013 Mayor Weidt called the meeting to order at 7: 08 p.m. PRESENT: Bronk, Haas, Klein, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, Water Resource Engineer Pete Willenbring, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, Community Development Intern Eric Maass, and City Clerk Michele Lindau Approval of Minutes for November 12, 2013 Council/EDA Joint Meeting Klein made motion, Petryk seconded, to approve the minutes for the November 12, 2013 joint City Council and EDA meeting as presented. All Ayes. Motion carried. Approval of Minutes for November 14, 2013 165th Street Neighborhood Meeting Bronk made motion, Klein seconded, to approve the minutes for the November 14, 2013 neighborhood meeting for the 165th Street project as presented. All Ayes. Motion carried. Approval of Minutes for November 18, 2013 Council Meeting Klein made motion, Bronk seconded, to approve the minutes for the November 18, 2013 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for November 20, 2013 White Bear Lake Water Level Meeting Klein made motion, Bronk seconded, to approve the minutes for the November 20, 2013 White Bear Lake Water Level meeting as presented. All Ayes. Motion carried. Approval of Minutes for November 26, 2013 Legislative Reception Petryk made motion, Klein seconded, to approve the minutes for the November 26, 2013 Legislative Reception, as presented. All Ayes. Motion carried. Hugo City Council Meeting Minutes for December 2, 2013 Page 2 of 7 Approval of the Agenda Weidt made motion, Haas seconded, to approve the agenda as amended. Add to Council Presentations: MnDOT Transportation Meeting on Thursday, December 12, 2013 All Ayes. Motion carried. Approval of the Consent Agenda Haas made motion, Klein seconded, to approve the following Consent Agenda items: Approval of Claims Approve Five -Year CIP Approve Brian Kindelberger, Deborah Casemore, Tyler Scott, Rick Gregoire as Probationary Firefighters Approve Jim Fordham as the Assistant Fire Chief Effective Jan. 1, 2014 Approve Ordinance Revising Chapter 2, Parks, Recreation and Open Space Commission and Summary Ordinance for Publication All Ayes. Motion carried. Approve Resolution Approving 2014 Salary and Reimbursement Levels All Ayes with the exception of Bronk who abstained citing his employment on the Fire Department as a reason. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Five -Year CIP At the 2013 mid -year budget workshop, the Finance Department presented a Capital Improvement Program for the years 2013 through 2017. Based on City Council direction, staff assembled a final document that identified each project and corresponding revenue sources. The document is in grid format that summarizes the details contained in the working documents presented to the City Council. Staff recommends Council approve the Five -Year CIP as presented. Approve Brian Kindelberger, Deborah Casemore, Tyler Scott, Rick Gregoire as Probationary Firefighters Fire Chief Kevin Colvard had requested Council approve the hiring of four individuals as probationary firefighters. Adoption of the Consent Agenda approved the hiring of Brian Hugo City Council Meeting Minutes for December 2, 2013 Page 3 of 7 Kindelberger, Deborah Casemore, Tyler Scott, Rick Gregoire as probationary firefighters. Approve Jim Fordham as the Assistant Fire Chief Effective January 1, 2014 At its November 4, 2013 meeting, Council approved the retirement of Assistant Fire Chief Marty Schwartz effective January 1, 2014. Fire Chief Kevin Colvard requested Council approve the appointment of Fire Fighter Jim Fordham as his replacement. Staff recommends Council approve the appointment of Jim Fordham as the Assistant Fire Chief effective January 1, 2014. Approve Ordinance Revising Chapter 2, Parks, Recreation and Open Space Commission and Summary Ordinance for Publication At its November 13, 2013 meeting, the Parks, Recreation and Open Space Commission discussed changes in the bylaws outlined in the City Code. These changes remove the requirement that one member be appointed from the City Planning Commission, establish monthly meetings instead of bimonthly, and reduce the membership from nine to seven members. Adoption of the Consent Agenda approved the revisions to the Parks, Recreation and Open Space Commission ordinance and the summary ordinance for publication. Approve Resolution Approving 2014 Salary and Reimbursement Levels During the 2014 budget process, the City Council indicated its desire to leave the City's salary matrix at the present level, with no cost of living increase, and grant step increases to employees who have not yet reached their pay grade maximums. Additionally, staff included a $.50 per hour increase for fire fighters who have completed five or more years of service. These adjustments will continue to allow the City to be in compliance with Pay Equity Statutes. Adoption of the Consent Agenda approved RESOLUTION 2013 — 35 RESOLUTION SETTING 2014 SALARIES FOR CITY EMPLOYEES AND ESTABLISHING EMPLOYEE REIMBURSEMENT LEVELS. Approve New Route for the Hugo Snowmobile Club At its November 18, 2013 meeting, the Council approved the annual snowmobile trail application for the Hugo Snowmobile Club. The Club has since found that one of the key property owners on the east side of Egg Lake will no longer grant the club permission to place the trail over their property. The Club has been contacting property owners along 130th Street and Goodview Avenue to realign the trail in that area. The Club was at the meeting to request Council approve the new route. There were approximately 25 members of the Club in attendance. Club President John Udstuen thanked the Lindens for the use of their property over the past years. John explained that the purpose of that portion of the route is to get riders to TH61 to patronize the businesses, and the club felt that 1301h and Goodview was the least intrusive route. The Club has tried to contact the property owners but was unable reach them all. Trails open on December 1St so they have already been staked. This new route is safer than the route crossing Egg Lake, and it is easier for the groomer. Washington County Star Trail Association President Chris Hause stated that the Club tries to Hugo City Council Meeting Minutes for December 2, 2013 Page 4 of 7 provide safe trails that are well marked in maintained corridors. John Udstuen stated that this will be a low usage trail, primarily for residents. John stated he is very reachable and welcomes phone calls. He said the Club understands that snowmobiling is not a right; it is a privilege. City Administrator Bryan Bear stated that the Hugo Public Works Department was working closely with the Club on the new proposed route and are comfortable with it, though it is still uncertain if there will be issues until it is used. Kevin Peltier, 13094 Goodview Avenue North, stated he will not allow anyone on his property, and he feels that 130th is a lousy route because of the ditch angle. He said that more preparation and due diligence needed to be done; there were better routes. John stated that people have been riding along Goodview Avenue for years, and now it will be controlled and safer. James Manke, 13514 Goodview Avenue North, said it was not the best route, all residents should be notified. Dennis Schreifels, 13125 Goodview Avenue North, was concerned about late night noise and what the snowmobiles do to his ditch. John Udstuen wanted it stated on the record that he would fix the ditch himself in the spring. A gentleman stated he has lived off TH61for 14 years and only saw one incident involving a snowmobile. He said there are lots of snowmobilers in Hugo, and snowmobiling will die off without the use of the ditches to ride. Klein asked Kevin Peltier about using the power line easement that went through his property and Kevin answered no because of his cow pasture being there. Petryk made motion, Bronk seconded, to approve the trail as proposed by the Hugo Snowmobile Club. All Ayes. Motion carried. Presentation of 2014 City Budget and Tax Lew - Finance Director Ron Otkin On September 3, 2013, the City Council adopted a preliminary 2014 tax levy of $4,940,809. Washington County has determined that the urban tax rate will actually decrease by 0.38%. The Finance Department has prepared resolutions based on this tax levy. Finance Director presented the budget to the Council and recommended they adopt the resolutions approving the General Fund Budget and Tax Levy for 2014 as presented. Finance Director Ron Otkin provided comparisons of the 2013 tax rate which showed the city tax on a median -valued homestead in Hugo is considerably lower than the average state-wide and metro -wide tax on that same homestead. The Hugo tax rate is also considerably less when compared to other cities in Washington County. Hugo City Council Meeting Minutes for December 2, 2013 Page 5 of 7 Ron provided details on the proposed 2014 tax levy. After subtracting fiscal disparities the amount to be paid by local taxpayers will increase by 4.64%; however, increasing property values will reduce the urban tax rate by .38%. He further explained that the city accounts for only 36% of the total tax bill. Ron explained the concept of contingency budgeting for expenditures and reviewed the general fund budget categorized by function. He also explained that beginning January 1, 2014, the city would become exempt from state sales tax and that the realized savings will be applied to unanticipated increases in street lighting. Ron concluded by saying the budget is balanced, and although the tax on a median valued homestead will increase by $13.65, twenty five percent of residential homes will receive a reduction in City tax. Mayor Weidt opened the public hearing. There were no comments, and the Mayor closed the public hearing. The Council thanked the Finance Department. Haas made motion, Klein seconded, to approve RESOLUTION 2013 — 36 RESOLUTION APPROVING THE GENERAL FUND BUDGET FOR THE 2014 FISCAL YEAR. Ayes: Bronk, Klein, Haas, Petryk, Weidt Abstain: Bronk abstained from all portions of the budget relating to the Fire Department expenditures. Motion carried. Haas made motion, Klein seconded to approve RESOLUTION 2013 — 37 RESOLUTION APPROVING FINAL TAX LEVY PAYABLE IN 2014. All Ayes. Klein, Haas, Petryk, Bronk, Weidt Motion carried. Water Conservation Update At its September 3, 2013 meeting, the Council approved the goal statements for the conservation of water resources. At its October 21, 2013 meeting, Council discussed the draft plan for implementation of these goals. Discussed in the plan was a water conservation rebate program that would include rebates for implementing water conservation improvements. This would be similar to the programs in Eden Prairie and Victoria, MN. Council had asked for information regarding the water savings of these programs. Planning Intern Eric Maass gathered numbers from those cities and presented them to the Council. Eden Prairie residents were offered rebates on irrigation controllers, toilets, washers, dishwashers, showerheads and faucets. Victoria residents received rebates only on toilets, washers, and dishwashers. Using the Environmental Protection Agency's water discharge numbers to determine gallons saved and the number of rebates provided, Eric determined that Eden Prairie saved 4,342,359 gallons per year with a cost of $3.44 per 1,000 gallons. Victoria saved 476,237 gallons per year with an estimated cost of $1.80 per 1,000 gallons. Eric explained Hugo City Council Meeting Minutes for December 2, 2013 Page 6 of 7 that this difference is likely due to the different types of rebates offered and number of years the program has been in place. Haas pointed out that the loss in water billing revenue needed to be considered as well. The rate payers will be paying into the utility fund to make up the loss. Other than the public relations image, he questioned whether it was an advantage or disadvantage. City Engineer Jay Kennedy explained that using less water would free up capacity to connect new users and prolong the life of the current systems. WSB Water Resource Engineer Pete Willenbring presented three specific projects in the City to reuse storm water from existing collection ponds for irrigation purposes. Those projects were located in the areas of Water's Edge, Beaver Ponds, and CSAH 8. Modeling assumptions were made to determine if the system could get enough water and store enough water to irrigate, and it was determined that up to 1 inch could be applied if irrigation occurred every other day. Willenbring talked about Rice Creek Watershed District's new rules that give credits for infiltration, which would save on the cost of building infiltration systems with new development and road projects at the cost of $25,000 per acre of impervious surface. The City is working with RCWD to allow for the reuse of storm water instead of building infiltration systems. Haas said the City needed to keep the water and get the credits. Pete provided his analysis of the three different projects and explained the next step would be to design a system taking into consideration that it would need to be in compliance with the Department of Health. It would also need to be determined who owns, operates, and maintains systems. Haas stated that it was financially possible and would reduce reliance on ground water. The Council discussed the cost of water reuse, how it would affect the utility fund, and the long term financial gain. Weidt pointed out that there would be changes in the mechanics of the system since they would be going from potable water to storm water, and Willenbring provided details of items that would need to be considered when designing the system. Klein said the project along CSAH8 would be a City project and should be looked at first to determine how well it would work out. The Council talked about the selling of credits to developers to pay for the system. Petryk asked if these credits would ever expire, and Willenbring said it is likely both projects would occur at the same time, but he would look into it. The Council talked about the rebate program and felt the water reuse project would provide more "bang for the buck" but the water rebate program would be easy to get started. Willenbring suggested developing a written document outlining a draft program that highlighted how all these issues would be resolved and have it reviewed by all involved with components in the plan. Weidt made motion, Petryk seconded, to direct staff to come back to the Council in two weeks with a committee plan outlining who should be involved to work on issues relating to the rebate program and details on how to move forward with the legislature and a bonding bill. All Ayes. Motion carried. Hugo City Council Meeting Minutes for December 2, 2013 Page 7 of 7 Update on Yellow Ribbon Network Council Member Chuck Haas and Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. There will be no Hamburger Night in December due to the holiday. The 850th Horizontal Engineer Company will be returning from Afghanistan and the YRN will be hosting them for the Welcome Home Pheasant Hunt in March. Mike Devine is now putting YRN logos on his trucks, as is the Sheriff's Department. Haas asked if it could be done for the City vehicles, and the Council agreed. The YRN was looking for volunteers for Secret Santas. The County has individuals from the Sentence to Serve program cutting firewood for military families. MnDOT Transportation Meeting on Thursday, December 12, 2013 Council Member Petryk added this to the agenda. She will be attending the town hall meeting hosted by the MnDOT Commissioner Charlie Zelle and Metropolitan Council Chair Susan Haigh to discuss transportation. The meeting will take place from 4-6 p.m. at Century College in White Bear Lake. It was noted that this was the same evening as the Hugo Holiday Party. Petryk made motion, Haas seconded, to schedule a meeting on Thursday, December 12, 2013 at Century College to discuss transportation. All Ayes. Motion carried. Hugo Fire Department Toy Drive on Saturday, Saturday, December 7, 2013 City Administrator Bryan Bear announced that the Hugo Fire Department will visit neighborhoods on Saturday, December 7, 2013 from 11:00 a.m. to 3:00 p.m. to collect new unwrapped toys for children in need. Residents are encouraged to donate toys or non-perishable foods. There is a box located in the City Hall Lobby for collecting these items as well. Annual Holiday Party Thursday, December 12, 2013 City Administrator Bryan Bear reminded Council of the 2013 Annual Holiday party to be held on Thursday, December 12, 2013 at the Hugo American Legion beginning with Social Hour at 5:30 p.m. and dinner at 6:30 p.m. This party is held for Hugo's Commissions and Boards in appreciation for the volunteer work. Adjournment Klein made motion, Bronk seconded, to adjourn at 9:41 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk