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HomeMy WebLinkAbout2012.03.05 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MARCH 5, 2012 Acting Mayor Becky Petryk called the meeting to order at 7:01 p.m. PRESENT: Haas, Klein, Petryk, Weidt, Miron (arrived at 7:26 p.m.) ABSENT: ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, Planner Rachel Juba, and City Clerk Michele Lindau Approval of Minutes for the City Council Meeting on February 6, 2012 Weidt made motion, Klein seconded, to approve the minutes for the February 6, 2012 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for the Business Networking Breakfast on February 7, 2012 Weidt made motion, Klein seconded, to approve the minutes for the February 7, 2012 Business Networking Breakfast meeting as presented. All Ayes. Motion carried. Approval of Minutes for the Lake Air/Bald Eagle Estates Neighborhood Meeting on February 8, 2012 Weidt made motion, Klein seconded, to approve the minutes for the February 8, 2012 Lake Air/Bald Eagle Estates Neighborhood meeting as presented All Ayes. Motion carried. Approval of the Minutes for the Hugo Firefighters Annual Banquet on February 25, 2012 Klein made motion, Weidt seconded, to approve the minutes for the February 25, 2012 Hugo Firefighters Annual Banquet meeting as presented. All Ayes. Motion carried. Approval of the Agenda Haas made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried Hugo City Council Meeting Minutes for March 5, 2012 Page 2 of 10 Presentation of GFOA Award for Excellence in Financial Reporting — Accounting Clerk Anna Wobse Finance Director Ron Otkin received notification from the Government Finance Officers Association of the United States and Canada that the Hugo Finance Department has received the 18th Certificate of Achievement for excellence in financial reporting. This 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. Acting Mayor Becky Petryk and the Council presented Finance Director Ron Otkin and Accounting Clerk Anna Wobse with this certificate. Heart Healthy Community -Firefighters Bob Bieniek and Bryan Hamilton The Hugo Fire Department has been partnering with the White Bear Lake Fire Department in pursuing the designation of a Heart Safe Community. The Heart Safe Community Program is offered by the Allina Hospitals & Clinics Heart Safe Communities, with the support of the American Heart Association, and its aim is to help cities improve the chances that anyone suffering a sudden cardiac arrest will have the best possible chance for survival. Communities receive the Heart Safe Community designation by developing and implementing a community action plan. Firefighters Bob Bieniek presented the Heart Safe Community Program to the Council. He explained that the program provides educational resources and benefits the City by publicly recognizing it as being a Heart Safe Community, and encourages automated external defibrillators (AED) in more locations. Cindy Petty, resident and employee of Allina Hospital, stated Allina can provide prescriptions and discounts for the AEDs. Petryk made motion, Weidt seconded, to support an application for the Heart Safe Community designation in partnership with the White Bear Lake Fire Department All Ayes. Motion carried. Approval of the Consent Agenda Weidt made motion, Klein seconded, to approve the following Consent Agenda items: Approval of Claims Approve Revisions to the Tobacco Ordinance and Summary Ordinance for Publication Approve Annual Performance Review for Building Department Secretary Debi Close Approve the Use of Public Streets for Two Run Events Hosted by Tri -Fitness and Final Stretch Inc. Approve LCDA Grant Agreements for the Development of Stock Lumber Site Approve Resignation of Community Development Assistant Dennis Fields Approve Community Development Intern Job Description and Authorize Advertisement of Hugo City Council Meeting Minutes for March 5, 2012 Page 3 of 10 Position Approve Advertisement of Bids for the 2012 Dust Control Project Approve Advertisement of Bids for the 2012 Seal Coating Project Approve Cooperative Agreement with Washington County for CSAH 8 Pavement Overlay Proj ect Approve Resolution Approving Plans and Specs for Bald Eagle/Lake Air Estates Street Improvement Project Approve Pay Request No. 10 for Municipal Production Well No. 6 All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Revisions to the Tobacco Ordinance and Summary Ordinance for Publication. Washington County recently revised their Youth Access to Tobacco Ordinance in accordance with the Minnesota Tobacco Modernization and Compliance Act of 2010. This new act requires all tobacco and tobacco related devices to be placed behind the counter, and has expanded the definitions to include other nicotine delivery devices such as electronic cigarettes. Staff has revised Hugo City Code Tobacco Ordinance to comply with the Tobacco Modernization and Compliance Act. Adoption of the Consent Agenda approved ORDINANCE 2012-463 AMENDING HUGO CITY CODE, CHAPTER 38, HEALTH AND HUMAN SERVICES, ARTICLE III - TOBACCO, TO INCLUDE NICOTINE OR LOBELIA DELIVERY DEVICES AND REQUIRE BEHIND COUNTER STORAGE OF PRODUCTS and approved the summary ordinance for publication. Approve Annual Performance Review for Building Department Secretary Debi Close Debi Close was hired as the City's Building Department Receptionist on March 20, 2006. For the past six years, Debi has performed duties which involve an extensive amount of customer service duties both at the front counter and on the telephone scheduling inspections with contractors. Debi also works as the secretary to the Parks and Recreation Commission. Adoption of the Consent Agenda approved the annual performance review for Building Department Receptionist Debi Close. Approve the Use of Public Streets for Two Run Events Hosted by Final Stretch Inc. For several years, White Bear Lake running officials have held running events around the Bald Eagle Lake area. Races are held at the Ramsey County Beach on Bald Eagle Lake and follow a secured route which includes a short portion in the City of Hugo. Final Stretch Inc. has contacted the City staff about the run events. Final Stretch Inc. will hold their Northern Lakes event on May 12, 2012, and their Get Ready To Rock event on September 8, 2012. The events do not require a Special Event Permit because the starting line, finish line, parking, registration, and facilities will Hugo City Council Meeting Minutes for March 5, 2012 Page 4 of 10 be located outside of City limits. Final Stretch, Inc. has been in contact with Washington, Anoka, and Ramsey County law enforcement to notify them of the event. Adoption of the Consent Agenda approved the use of the City's public roadways for these events. Approve LCDA Grant Agreements for the Development of Stock Lumber Site On December 14, 2012, the Metropolitan Council awarded the City of Hugo a Livable Communities Demonstration Account grant totaling $73,000. The grant is for the planning of a mixed-use redevelopment for the properties located on the northwest corner of TH61 and CSAH 8 for a total of 20 acres. The Metropolitan Council had drafted a grant agreement between the City and the Metropolitan Council outlining items for example grant funded activities, eligible uses, and payment request process. City Attorney Dave Snyder put together a grant agreement between the City and Mr. Sampair outlining the information similar to the Metropolitan Council grant agreement. Once the agreements are signed and processed, the payment requests for grant funded activities can be disbursed. Adoption of the Consent Agenda approved both grant agreements between the City and the Metropolitan Council and the City and Mr. Sampair. Approve Resignation of Community Development Assistant Dennis Fields On February 6, 2012, Community Development Assistant Dennis Fields submitted his letter of resignation from his position at the City of Hugo. Dennis has accepted a position as a Planner for the City of Bloomington. Adoption of the Consent Agenda approved the letter of resignation for Community Development Assistant Dennis Fields effective February 24, 2012. Approve Community Development Intern Job Description and Authorize Advertisement of Position With the departure of Community Development Assistant Dennis Fields, a vacancy has been created in the Community Development Department. Staff had drafted a job description for a Community Development Intern. Adoption of the Consent Agenda approved the Community Development Intern job description and authorized advertisement for this position. Approve Advertisement of Bids for the 2012 Dust Control Proiect Staff is requesting authorization from the City Council to advertise for bids for the City's 2012 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. The City has budgeted $117,000 for the dust control project in 2012. The City of Grant has requested to combine the contracts with the City of Hugo for dust control, and the supplier of the dust control chemical indicated there would be no negative impact to the price. Following City Council approval, staff will advertise and solicit bids through our City newspaper and will hold a bid opening on Wednesday, April 4, 2012 at 1:00 pm. This will be followed by the Council awarding bids at its second meeting 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 2012 gravel road dust control project. Hugo City Council Meeting Minutes for March 5, 2012 Page 5 of 10 Approve Advertisement of Bids for the 2012 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 our City newspaper and will hold the bid opening on Wednesday, April 4, 2012 1:00 pm. Work would take place during the months of July and August. Adoption of the Consent Agenda approved advertisement of bid for the 2012 seal coating project. Approve Cooperative Agreement with Washington County for CSAH 8 Pavement Overlay Project As Council is aware, Washington County is planning to complete a mill and overlay project on County Road 8 between Highway 61 and Goodview Avenue during 2012. County staff approached City staff and requested that the City include the project with the Lake Air Estates/Bald Eagle Estates project for design and bidding purposes. The combined bidding will allow the County Road 8 project to be completed prior to the start of the Highway 61 overlay project scheduled to begin in July. The Council was provided a draft of the Cooperative Agreement with Washington County to allow for the combined bidding to take place. The County will fund all costs associated with the design and construction of the improvement. Adoption of the Consent Agenda approved the cooperative agreement with Washington County for the CSAH 8 Pavement Overlay Project. Approve Resolution Approving Plans and Specs for Bald Eagle/Lake Air Estates Street Improvement Proiect At its November 7, 2011 meeting, the Council held a public hearing on a street improvement project in the Bald Eagle Estates and Lake Air Estates neighborhood, and approved a resolution ordering the improvement and preparation of plans and specifications for the proposed project. On February 8, 2012, an informal neighborhood meeting was held at Hugo City Hall to discuss with residents the proposed plans. Adoption of the Consent Agenda approved RESOLUTION 2012 — 02 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE LAKE AIR ESTATES/BALD EAGLE ESTATES ROADWAY AND DRAINAGE IMPROVEMENTS INCLUDING 124TH STREET N., 124TH STREET COURT N., 124TH STREET CIRCLE N., EUROPA AVENUE, FALCON AVENUE, FALCON COURT N., GALLIVAN COURT N., AND 126TH STREET N. Approve Pay Request No. 10 for Municipal Production Well No.6 City staff has received Pay Request No. 10 from E. H. Renner & Sons, Inc. for work done to date on the construction of Well No. 6. Senior Engineering Technician Steve Duff and City Engineer Jay Kennedy have reviewed the pay request and found it to be satisfactory for work completed to date on the project. Adoption of the Consent Agenda approved Pay Request No. 10 from E. H. Renner & Sons, Inc. in the amount of $32,739.50 for work completed on Well No. 6 Hugo City Council Meeting Minutes for March 5, 2012 Page 6 of 10 Approve Resolution Approving Sanitary Sewer Rates for 2012 Council Member Haas removed this item from the Consent Agenda and Finance Director Ron Otkin provided an explanation of the reduction in the sanitary sewer rate. Over the last two years the City of Hugo has raised sanitary sewer service rates to restore profitability to the sewer operating fund due to the increasing cost of sewage treatment charges paid to the MCES. These charges have more than tripled since 2004 and now account for 58% of total operating expenses. In March of last year the City Engineer began to question the method MCES was using to measure the sewage flow attributable to the city. After several months of negotiations MCES agreed to alter their flow methodology, resulting in a decrease of over 21 million gallons of flow. This translates to a decrease of just over $93,000 in sewage treatment expense for 2012. Staff recommended that this savings be returned to the ratepayer. The Council considered a resolution that lowers sanitary sewer service charges for 2012. Residential rates will decrease 7.41 % while commercial/industrial rates will decrease 11.11 %. Mayor Miron arrived at 7:26 p.m., and Acting Mayor Petryk turned to gavel over to him. Haas made motion, Petryk seconded, to approve RESOLUTION 2012 — 03 ESTABLISHING SANITARY SEWER SERVICE RATES. All Ayes. Motion carried. Storm Water Pollution Prevention Program (SWPPP) Each year, the City of Hugo is required to hold a public hearing in order to take public comment on the City's Stormwater Pollution Prevention Plan (SWPPP) as part of the City's MS4 National Pollution Discharge Detection and Elimination program (NPDES) permit with the Minnesota Pollution Control Agency. The City scheduled a public hearing for this evening at Hugo City Hall, to present and discuss the Storm Water Pollution Prevention Plan (SWPPP). Senior Engineer Technician Steve Duff presented the SWPPP to the Council outlining City activities as a result of implementing the SWPPP. Steve explained the six minimum control measures that the City's SWPPP is required to address. Mayor Miron opened the public hearing to take any and all public comment on the City's SWPPP. There were no comments, and the Mayor closed the public hearing. Haas made motion, Petryk seconded, to accept the City's Stormwater Pollution Prevention Plan as presented by Senior Engineering Technician Steve Duff. All Ayes. Motion carried. Update on Meeting on Goodview Avenue Road Improvements into City of Grant Mayor Miron, Council member Weidt, and City staff met with staff and elected officials of the City of Grant and White Bear Township on February 15, 2012 to discuss Goodview Avenue between CSAH 7 and the southern Hugo City limit. Topics of discussion included opportunities to collaborate on the maintenance of the road, as well as the potential of paving this section of roadway. City Engineer Jay Kennedy provided the Council with background on previous Hugo City Council Meeting Minutes for March 5, 2012 Page 7 of 10 discussion dating back to when a joint project had been proposed in 2008 that involved Hugo, White Bear Township, Washington County, and the City of Grant, which was never approved. This issue has resurfaced due to the high level of traffic anticipated during the summer resurfacing project on TH61 that will cause single lane traffic and short term closures; traffic will be diverted to local streets. Grant City Council Member Steve Bohnen talked about cooperative bidding of dust control for Grant in the Hugo contract and stated it resulted in a $5,400 savings to the City of Grant. Considering the maintenance costs of annual grading and graveling of this portion of Goodview, there would be a cost savings by paving the roadway. Bohnen stated he would ask the Grant City Council for support to continue discussions, and suggested a neighborhood meeting be held to discuss options. It was generally agreed to encourage Washington County to expand its level of contributions towards the project. Miron made motion, Haas seconded, to direct staff to prepare a cooperative agreement between the City of Hugo, the City of Grant, Washington County, and White Bear Township to improve the section of Goodview Avenue from the south Hugo border to CSAH 7. All Ayes. Motion carried. Discussion on Stormwater CIP - Pete Willenbring, WSB Engineering The City of Hugo and the Rice Creek Watershed, working cooperatively, have recently finished work on a stormwater Capital Improvement Plan (CIP) for areas within the City of Hugo. Using Hydrologic and Water Quality information developed by the Rice Creek Watershed District (RCWD), lake restoration Total Maximum Daily Load (TMDL) reports prepared through Minnesota Pollution Control Agency (MPCA), and existing and proposed future land use information developed by the City of Hugo, this plan has quantified the need for and identified over 20 potential regional projects that if constructed will significantly improve water quality using innovative and cost effective techniques. Water Resource Engineer Pete Willenbring from WSB and Associates provided a review of the projects that were identified, explaining some of the irrigation/infiltration projects and water reuse projects that are part of the plan. Pete also explained that the challenge with implementing the plan was the RCWD's sequencing requirement and rules that generally encourage smaller projects be done instead of larger, regional projects that would be more feasible, practical, and cost effective. Council also discussed what effect potential projects would have on the amount of water drawn from the aquifer. Miron made motion, Haas seconded, to direct WSB to put an estimate together on the reduction in the amount of water that would be drawn from the aquifer on these projects, and schedule a joint meeting with Rice Creek Watershed District. All Ayes. Motion carried. Discussion on Grant Agreement for Oneka Ridge Golf Course Stormwater Reuse Proiect The City of Hugo and Rice Creek Watershed District (RCWD) were recently awarded a Grant of $500,000.00 to implement a stormwater re -use project on the Oneka Ridge Golf Course property. To facilitate the project and receive the funds, an agreement will need to be executed between the Board of Water and Soil Resources (BWSR) and the parties involved with the project implementation that Hugo City Council Meeting Minutes for March 5, 2012 Page 8 of 10 defines each party's roles and responsibilities to the long term operation and maintenance of the project. RCWD, City of Hugo, and the Oneka Ridge Golf Course need to be parties to the agreement. Water Resource Engineer Pete Willenbring from WSB and Associates explained the major components of the agreement and potential issues related to the agreement citing the biggest issue was the requirement that there be a guarantee that the system be operational for 25 years. Jan Arcand, from the Oneka Ridge Golf Course, was at the meeting and stated the Golf Course was willing to go along with the agreement but was not comfortable with the 25 year requirement. Mayor Fran Miron talked out the educational component, and pointed out that part of Legacy Funding was for education. It was also questioned whether part of the project could be considered as Best Management Practices (BMP), and not a Capital Improvement Project (CIP). It was the opinion of Pete Willenbring that BWSR would not compromise. Miron made motion, Petryk seconded, to direct staff to make contact with the Board of Water and Soil Resources and WSB to provide this report to their district. All Ayes. Motion carried. Discussion on the Bald Eagle Lake Outlet The City of Hugo has been working on a project to replace the outlet from Bald Eagle Lake, which is in a deteriorated condition. Water Resource Engineer Pete Willenbring explained the bridge was located under 129th Street North, and it was unclear who owns the structure. Replacement cost of the structure is estimated at $480,000. The City had made formal requests to MnDot and the RCWD to partially fund the replacement. Based on these requests, approximately 1/3 of the funding for the project has now been secured from MnDot Bridge funds, but the RCWD staff has indicated they do not have a funding source for the project. Council agreed this was not the City of Hugo's sole responsibility since it was a control structure that benefited regional water management. The Council recommended that this be placed on the agenda for the joint meeting that will be scheduled with the Rice Creek Watershed District. Discussion on Recommendation From Parks Commission and EDA Regarding Railroad Grade The City of Hugo and Washington County have shown in their comprehensive plan an extension of the Hardwood Creek Regional Trail south along the existing rail corridor along TH61. Progress has been made on an extension of the trail from 145th Street south to 140th Street. Washington County Regional Railroad Authority has purchased the property necessary for the trail extension from Burlington Northern Sante Fe and is preserving the corridor for transit service in the foreseeable future. Staff has met with Washington County to discuss the trail extension design and construction. Planner Rachel Juba explained that both the EDA and Parks Commission discussed this item at their February meetings, specifically the grade of the trail that extends south to CSAH8. Haas made motion, Klein seconded, to accept the recommendation from the Parks Commission and the EDA to direct staff to work with Washington County in planning the Hardwood Creek Regional Trail extension from 145th Street to 140th Street and ensure that it has the proper grade to be accessible and that the grade and tree line to remain south of CSAH 8 to continue to provide a buffer for the residential neighborhood. Hugo City Council Meeting Minutes for March 5, 2012 Page 9 of 10 All Ayes. Motion carried. Discussion on Recommendation from EDA on Roundabout Design at TH61/CSAH4 MnDOT and Washington County are planning improvements to the Highway 61/County Road 4 intersection to be completed in 2013. City Engineer Jay Kennedy explained that the preferred option recommended by MnDOT and the County is to construct a roundabout at the intersection. As part of the project, there will be an opportunity to customize the landscape of the center island of the roundabout, which is consistent with the City's goal of developing a northern gateway. The City's EDA discussed this issue, and recommended that the Council authorize preparation of concepts/associated costs for consideration. WSB Engineers and Associates are prepared to develop a few different concept plans for consideration at a cost between $3,000 and $4,000. Haas made motion, Weidt seconded, to direct staff and WSB to develop options for the roundabout for consideration by the EDA and City Council. All Ayes. Motion carried. Update on the Yellow Ribbon Network(YRN) Council Members Chuck Haas and Phil Klein updated the Council on the activities of the Yellow Ribbon Network to date. The Sea of Goodwill Award will be presented to the Stillwater and Hugo YRNs on March 22, 2012 at the Historical Stillwater Courthouse. Cub Foods will be providing refreshments. The YRN is collecting Girl Scout cookies to send to troops overseas. Burger night is March 28, 2012 and will be sponsored by Boyd Promotions this month; last month's Burger Night was sponsored by the Bald Eagle Sportsman Club. Care packages will be shipped to the troops; the biggest cost in sending these packages is the postage. Council Member Haas shared his experience in Kuwait recently where he served steak dinners to the troops. Petryk made motion, Weidt seconded, to schedule March 22, 2012 as a meeting of the Council to allow Council attendance at the Sea of Goodwill Award Presentation at the Historic Stillwater Courthouse at 4:30 p.m. All Ayes. Motion carried. Reminder of Redistricting Workshop on Tuesday, March 6, 2012 Staff provided a friendly reminder to Council of the workshop scheduled for Tuesday, March 6, 2012 at 8 a.m. to consider the redistricting of the City's wards and precincts. Staff has been working on a redistricting plan which will be presented to the Council at the workshop for discussion. After preliminary approval of a plan, staff will publish the plan on the City's website for public comment, and request formal approval of a redistricting plan at the April 2, 2012 City Council meeting. Hugo City Council Meeting Minutes for March 5, 2012 Page 10 of 10 Pasta Dinner Fundraiser on March 10, 2012 at the Hugo American Legion The Hugo Good Neighbors Food Shelf will hold a Pasta Dinner Fundraiser on Saturday, March 10, 2012 from 6-9 p.m. at the Hugo American Legion. Tickets are $15 per person and are available at Lake Area Bank and the Guys and Dolls Salon. The Food Shelf is accepting event sponsorships and donations for the silent auction. All proceeds go to the Hugo Good Neighbors Food Shelf building fund. Adiournment Weidt made motion, Haas seconded, to adjourn at 9:59 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk