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HomeMy WebLinkAbout2012.04.02 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON APRIL 2, 2012 Mayor Miron called the meeting to order at 7:06 p.m. PRESENT: Haas, Klein, Petryk, Weidt, Miron ABSENT: None 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 the Minutes for the City Council Meeting on March 19, 2012 Petryk made motion, Weidt seconded, to approve the minutes for the City Council meeting held on March 19, 2012 as presented. All Ayes. Motion carried. Approval of the Minutes for the Sea of Goodwill Award Presentation on March 22, 2012 Klein made motion, Petryk seconded, to approve the minutes for the Sea of Goodwill Award presentation, held at the Washington County Historical Courthouse, as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approve the agenda as amended. Add to Administrative Presentations: RCWD Joint Meeting on April 25, 2012 Goodview Avenue Residents Meeting on April 9, 2012 All Ayes. Motion carried. Special Event Permit for Minnesota Outdoor Youth Expo Scheduled for May 19-20, 2012 at Wild Wings — Nikki Walters and Jeff Hughes Wild Wings of Oneka applied for a Special Event Permit for the 3 n Annual MN Outdoor Youth Expo, which will be held at Wild Wings on May 19-20, 2012. The facility is the home to a hunting and game farm along with trap shooting, which brings in members from the Twin Cities Metropolitan area to the City of Hugo. Jeff Hughes from Wild Wings and Expo Event Organizer Nikki Walters presented information on this year's Expo to the Hugo City Council and the public. As many as 5,000 participants are expected to attend the expo where there will be approximately 60 exhibitors. Jeff Hughes explained the dual mission of the event is to support non-profit exhibitors in addition to getting kids outdoors to encourage respect for natural resources and become stewards of the land. Nikki's daughter Matilynn Walters and friend Mica DuBois, both 11 years old, spoke to Council explaining what they like about the Expo. Hugo City Council Meeting Minutes for April 2, 2012 Page 2 of 10 Haas made motion, Klein seconded, to approve the Special Event Permit for the Minnesota Outdoor Youth Expo on May 19-20, 2012 at Wild Wings of Oneka. All Ayes. Motion carried. Approval of the Consent Agenda Weidt made motion, Petryk seconded, to approve the following Consent Agenda items: Approval of Claims Approve Annual Performance Review for Finance Director Ron Otkin Approve Temporary On -Sale Liquor License for Good Neighbor Days June 7-10, 2012 Approval of the Special Event Permit and Temporary Liquor License for the Lozilu Women's Mud Run on June 2, 2012 at Wild Wings Approve Resolution Reestablishing Wards, Precincts, and Polling Locations Approve Pay Request from Thein Well for Observation Well for Well No. 6 Approve Hiring of Five Public Works Seasonal Employees Approve Resolution Approving Site Plan for Excel Energy at 13620 Fenway Boulevard North Approve Grant Agreement with Department of Health for Monitoring Equipment for Well No. 6 Approve Quote for Electrical Work for Traffic Signal at 140th St. / TH61 Approve Grant Agreement with MN DNR for $5,000 for Trees in Arbre Park Approve Consent to the Declaration of Restrictions and Covenants for Wetland Replacement on Outlot A, Fable Hills All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Finance Director Ron Otkin Ron Otkin was hired as the City's Finance Director on April 3, 1989. For the past 23 years, Ron has conducted duties related to the City's Finance Department which includes the annual preparation of the City's budget as well as financing of public improvement projects and accounts payable and accounts receivable. Adoption of the Consent Agenda approved the annual performance review for Finance Director Ron Otkin. Hugo City Council Meeting Minutes for April 2, 2012 Page 3 of 10 Approve Temporary On -Sale Liquor License for Good Neighbor Days June 7-10, 2012 The Hugo Lions Club applied for a temporary on -sale liquor license to serve strong beer during the Good Neighbor Days Festival and for a Bloody Mary bar on Saturday and Sunday mornings of the festival. The Lions submitted a completed application and proof of liquor liability insurance. Adoption of the Consent Agenda approved the Temporary On -Sale Liquor License for the Hugo Lions Club for the Good Neighbor Days Festival June 7-10, 2012. Approval of the Special Event Permit and Temporary Liquor License for the Lozilu Women's Mud Run on June 2, 2012 at Wild Wings The City received an application for a Special Event Permit from Wheelhouse Events, LLC, for a Lozilu Women's Mud Run to be held on June 2, 2012 at Wild Wings Game Farm. Wheelhouse Events holds 12 Lozilu events nationwide which draw approximately 1000 women who arrive at the site in waves between 9 am and 3 pm. Food will be available through area food truck vendors, and Wheelhouse Events will have EMS available onsite. Information on food vendor and EMS will be provided to the City prior to the event. Wild Wings has applied for the temporary on -sale liquor license to permit them to serve alcohol at the event. Adoption of the Consent Agenda approved the Special Event Permit and Temporary Liquor License for the Lozilu Women's Mud Run on June 2, 2012 at Wild Wings of Oneka Game Farm. Approve Resolution Reestablishing Wards, Precincts, and Polling Locations On March 6, 2012, the Council held a redistricting workshop to redraw ward and precinct boundaries as required by state statute. Following the decennial census, municipalities are required to redraw or reestablish district boundaries to ensure population among wards are as equal as possible. Council agreed on a plan, which was available on the website and published in the City's newsletter for public comment. Staff has received no comments regarding the draft redistricting plan. Adoption of the Consent Agenda approved the redistricting plan reestablishing municipal wards and precinct boundaries subject to any staff revisions needed on the boundary descriptions. Adoption of the Consent Agenda approved RESOLUTION 2012-5 APPROVING REDISTRICTING PLAN REESTABLISHING MUNICIPAL WARD AND PRECINCT BOUNDARIES. Approve Pay Request from Thein Well for Observation Well for Well No. 6 At its January 23, 2012 meeting, the Council approved the quote from Thein Well to construct a shallow observation well in the vicinity of Well #6 to monitor well levels. This was required as part of the City's water appropriations permit approved by the DNR in 2011. City Engineer Jay Kennedy reviewed the pay request found it to be satisfactory for work completed. Adoption of the Consent Agenda approved the pay request to Thein Well for the construction of the monitoring well near Well #6 in the amount of $4,691. Approve Hiring of Four Full -Time and Two Part -Time Public Works Seasonal Employees Each year, the Public Works Department hires staff to fill five seasonal positions to perform grounds maintenance duties at all City owned properties. Additionally this year, the department Hugo City Council Meeting Minutes for April 2, 2012 Page 4 of 10 will be maintaining the rain gardens at City Hall. These duties have been performed by contractors in the past and will now be done under the leadership of seasonal employee Jim Bever, who has many years of experience in landscaping and property maintenance. Adoption of the Consent Agenda approved the hiring of four full-time employees and two part time employees to fill five seasonal positions within the Public Works Department. Approve Resolution Approving Site Plan for Excel Energy at 13620 Fenway Boulevard North Excel Energy is requesting approval of a site plan for a 20,000 square foot Xcel Energy training center with associated outdoor electric and gas training area on a 12.5 acre parcel. At its March 22, 2012 meeting, the Planning Commission considered the request and agreed the design of the building met the Commercial and Industrial Design Guidelines. The Planning Commission unanimously recommended approval of the resolution approving the site plan to the City Council. Adoption of the Consent Agenda approved RESOLUTION 2012-6 APPROVING A SITE PLAN FOR XCEL ENERGY INC. FOR A TRAINING CENTER WITH ASSOCIATED OUTDOOR GAS AND ELECTRIC TRAINING AREAS ON THE PROPERTY LOCATED AT 13620 FENWAY BOULEVARD NORTH. Approve Grant Agreement with Department of Health for Monitoring Equipment for Well No. 6 The City is required to construct groundwater monitoring wells and associated monitoring equipment related to its DNR appropriations permit for Well No. 6. The monitoring wells have been developed and funded through the City's water utility, with the next step being the installation of the monitoring equipment. The City Engineer became aware of grant funding available through the Minnesota Department of Health that could be used to purchase and install groundwater monitoring equipment, and submitted a grant application earlier this year. City staff was informed that the City was awarded a $7,800 grant that will be used to purchase and install the groundwater monitoring equipment. In order to receive the funds, the City must enter into an agreement with the Department of Health. Adoption of the Consent Agenda approved the Grant Agreement with the Department of Health for monitoring equipment for Well No. 6. Approve Quote for Electrical Work for Traffic Signal at 1401h St./TH61 On December 19, 2011, the City Council directed staff to work with MnDOT and Washington County in an effort to convert the existing traffic signal at TH 61/140th Street from protective left turns only to a protected/permissive system. The cooperative effort includes contributions from MnDOT and Washington County in the form of donated equipment and in-kind staff time. The City's responsibility includes completion of the required electrical work and installation of the signal heads/signage. City staff has obtained a permit from MnDOT to install a flashing yellow arrow system rather than the protected/permissive system originally proposed. City staff has also obtained quotes to complete the City's share of the project. The lowest responsible quote was submitted by Design Electric, Inc. in the amount of $5,878.00. Adoption of the Consent Agenda approved the award of quote to Design Electric, Inc. in the amount of $5,878.00. Hugo City Council Meeting Minutes for April 2, 2012 Page 5 of 10 Approve Grant Agreement with MN DNR for $5,000 for Trees in Arbre Park At its February 6, 2012 meeting, the Hugo City Council approved an application to the MN DNR Community Forest Bonding Grant to plant trees in Arbor Park. The application has been approved by the MN DNR in the amount of $5,000. Eagle Scout candidate Michael Marier has received donations totaling $348 from residents that live near the park. Marier is also assisting with planting the trees and site cleanup which will be completed by the end of April. The DNR has proposed a grant agreement where Hugo will be reimbursed up to $5,000 after the tree planting project is complete and a match is made with local funding. Also, a declaration must be recorded stating there have been state bonded funds used to make improvements to the property. Staff is working with the DNR to make minor changes including adding a remedy which will allow the City of Hugo, if it chooses, to transfer ownership of the property to some other entity if the DNR is reimbursed for the grant funding. Adoption of the Consent Agenda approved the grant agreement for tree removal and replanting with the MN DNR, awarding Hugo $5,000, be approved with minor changes to be made by staff. Approve Consent to the Declaration of Restrictions and Covenants for Wetland Replacement on Outlot A, Fable Hills During the development of Fable Hills 1St Addition the developer, Everton Investments (Pratt), mitigated wetlands with approval of a permit from the Rice Creek Watershed District (RCWD). The City of Hugo was not the Local Governing Unit (LGU) at that time. The RCWD approval of the mitigation required a Declaration of Restrictions and Covenants (DRC) for the mitigated areas to be recorded, which is basically an easement to protect these areas. With approval the Fable Hills development, the City acquired Outlot A as part of the park dedication requirement. Since we are now the owners, the developer is now asking the City to consent to having the DRC placed on the mitigated areas on Outlot A. Adoption of the Consent Agenda approved the consent of the Declaration of Restrictions and Covenants (DRC) for wetland replacement on Outlot A, Fable Hills. Public Hearing on Vacation of Drainage and Utility Easement — Heritage Ponds Outlot J Pratt Development is requesting a vacation of the existing drainage and utility easement located over Outlot J, Heritage Ponds. The property is generally located north of Enfield Avenue North off of 158th Street. Outlot J was used for a portion of the Prairie Village residential development that has been approved and recorded. New drainage and utility easements have been recorded over the new residential lots. The vacation normally occurs during the development approval, but was not completed at that time. Planner Rachel Juba stated that staff was comfortable with the applicant's requests to vacate the drainage and utility easements. The new easements over the residential lots will remain. Mayor Miron opened the public hearing. There were no comments, and Mayor Miron closed the public hearing. Haas made motion, Weidt seconded, approved the vacation of the drainage and utility easement located over Outlot J, Heritage Ponds. All Ayes. Motion carried. Hugo City Council Meeting Minutes for April 2, 2012 Page 6 of 10 Discussion on Pavement Manal4ement Program City staff completed an evaluation of all paved streets within the City during the fall of 2011/winter 2012. City Engineer Jay Kennedy explained the results of the evaluations, which were completed by the Public Works Department and City Engineering Technician Steve Duff. The results were compiled and used to develop condition ratings for all paved City roadways. The results will be used to develop roadway maintenance/reconstruction priorities for the coming years. City Engineer Jay Kennedy explained the next steps in the process are to identify specific projects for inclusion in the CIP, prioritize and select the 2013 projects, and then begin the process of working with neighborhoods on the projects. Council Member Haas talked specifically on the condition of the paved portion of Irish Avenue, north of CSAH8, and whether a paved road could be made gravel. Council discussed the Gravel Tax, which could help pay for the reconstruction and maintenance on this street. This is a tax that was collected by Washington County from aggregate mining operators. Haas make motion, Weidt seconded, to direct staff to bring a recommendation back to the Council on options to improve Irish Avenue, and information on the use of the Gravel Tax. All Ayes. Motion carried. Report on the EQB Meeting of March 21, 2012 City Administrator Bryan Bear informed Council that staff has been in contact with Bob Patton, Executive Director of the Environmental Quality Board, concerning their March 21, 2012 meeting where there was discussion on the five-year review cycle of Alternative Urban Areawide Reviews. City staff has learned that the EQB approved a notice for review of the issue through their normal rulemaking process, which is likely to begin in the fall of 2012. Staff will keep the Council updated on this item. Discussion on Resolution Adiustint! 2012 Salaries for Fire Department Officers The City Council held a workshop at the Fire Hall on September 29, 2011, to discuss a number of items related to the Hugo Fire Department including officer salaries. Staff has evaluated all officer job descriptions, reviewed expectations for each position, and has determined the anticipated workload and expected amount of time to be spent for each officer on the department. City Administrator Bryan Bear explained that based on this analysis, staff is recommending salary increases for the officers' positions. These salaries are paid in a lump sum at the final pay period of the year. Miron made motion, Haas seconded, to approve RESOLUTION 2012-7 ADJUSTING 2012 SALARIES FOR FIRE DEPARTMENT OFFICERS. Ayes: Haas, Klein, Petryk, Weidt, Miron Nay: None Motion carried. Hugo City Council Meeting Minutes for April 2, 2012 Page 7 of 10 Discussion on Resolution Concerning Hugo Firefighters Relief Association Pensions On October 19, 2011, the City Council attended a meeting of the Hugo Firefighter's Relief Association Board of Trustees. At this meeting, the Council discussed possible increase(s) in the pension payout amount as well as possible voluntary contributions to the pension fund. It was the consensus of the City Council that the Finance Department should research these issues and report back to the Council. Finance Director Ron Otkin explained the formula for establishing the optimum pension benefit level needed to be tied to the state fire aid received by lump -sum associations. In comparing nine other cites who have lump -sum relief associations that received state fire aid in 2011 within 10% of the amount received by Hugo, Ron found the average lump - sum benefit paid was $3,217. Hugo's current lump -sum benefit is $2,700 per year of service, $517 below the average of the nine cities. He explained a financing plan to achieve the optimum pension benefit level with the assumption that state fire aid will maintain the current level through 2015, and the pension assets annual rate of return will not fall below 5 percent. He proposed raising the lump -sum pension benefit by $200 for the year 2012 and $100 each year thereafter. Assistant Fire Chief Kevin Colvard further explained that if a firefighter should return after leaving the department, the Relief Association Bylaws require he serve the time away from the department before accruing time needed to qualify for the pension. Weidt made motion, Haas seconded, to approve RESOLUTION 2012 — 8 ADOPTING FIREFIGHTER RELIEF PENSION FISCAL POLICY. Ayes: Klein, Petryk, Weidt, Haas, Miron Nays: None Motion carried. Miron made motion, Weidt seconded, to ratify an immediate increase in the Hugo Firefighters Relief Association lump -sum pension benefit form $2,700 to $2,900 per year of service. All Ayes. Motion carried. Discussion on Basic Life Support (BLS) with White Bear Lake For the past several months, City staff has been in discussions with staff from the City of White Bear Lake concerning Basic Life Support (BLS) ambulance costs. The two cities share BLS service as outlined in a Joint Powers Agreement (JPA), which began in 2008 to provide service at different times during the day. Administrator Bryan Bear explained that the BLS is provided by (Emergency Medical Technicians) EMT, and all Hugo Firefighters are trained EMT; however two-thirds of the calls require a paramedic for Advance Life Support (ALS), which is provided by White Bear Lake paramedics. Variances have been obtained that permit the EMT to provide for some advance care needs. Hugo Fire Department has one trained paramedic, though there are others interested. He explained that Hugo's direct costs are reimbursed by the City of White Bear Lake as outlined by the JPA, however there are a number of additional costs associated with training, administration and overhead that are incurred by Hugo, but are not contemplated for reimbursement under the agreement. The City's Finance Department has calculated these costs, and the two cities have determined how these costs can be collected through the existing ambulance billing system. City Administrator Bryan Bear explained that ambulance rates could Hugo City Council Meeting Minutes for April 2, 2012 Page 8 of 10 be adjusted to recoup the direct and indirect costs, and the Council generally agreed. Haas made motion, Petryk seconded, to revise the JPA with White Bear Lake to adjust the fees for ambulance reimbursement costs and include paramedic training, and bring the draft JPA back to Council for approval. 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 (YRN) to date. The YRN recently held a packaging event at Hugo City Hall to package and mail goods, supplies, and donations collected by volunteers to be distributed amongst those serving overseas. The YRN volunteers assisted in the cleanup of a yard for a military family. Chad Wagner, owner of the Blue Heron Grill, is continuing to provide a free meal each month to a military family. The next Burger Night is April 25, 2012 and will be sponsored by Lori and Traci Tapani of Wyoming Machine. May's Burger Night will be sponsored by the Johnson & Turner Law Firm and WSB Engineering. Councilmember Haas Resignation as Chair of the Met Council Parks Commission Council member Chuck Haas announced his resignation as Chair of the Met Council's Parks Commission. Haas stated he enjoyed his time serving on the Commission, but wants to dedicate more time to the Yellow Ribbon Network. Schedule Interviews for the Hugo Fire Chief At its March 19, 2012 meeting, the Council discussed the succession plan for the new Fire Chief to replace retiring Fire Chief Jim Compton. The Council agreed to post this notice internally at the Hugo Fire Hall. This notice will be posted on Tuesday, April 3, 2012, with a closing date of April 20, 2012. Staff requested Council schedule a date after April 20, 2012 on which to conduct interviews for the Hugo Fire Chief position. Weidt made motion, Klein seconded, to schedule a meeting for Monday, April 30, 2012 at 7:00 p.m. at Hugo City Hall to conduct interviews for the Hugo Fire Chief position. All Ayes. Motion carried. LMC 2012 Annual Conference and Marketplace in Duluth June 20-22, 2012 The City of Hugo has been notified by the League of Minnesota Cities that it will hold its annual conference in Duluth on June 20-22, 2012. Staff recommended Council contact City Clerk Michele Lindau should they want to attend the LMC Annual Conference. Hugo City Council Meeting Minutes for April 2, 2012 Page 9 of 10 MN 2012 Severe Weather Awareness Week April 16-20 and Tornado Drill on April 19, 2012 Annually, the MN Department of Public Safety, Division of Homeland Security and Emergency Management holds its Severe Weather Awareness Week campaign. This year, Severe Weather Awareness Week for 2012 is scheduled for April 16-20 with Tornado Drill Day scheduled for Thursday, April 19. This campaign helps teach Minnesotans about weather hazards and provides resources to minimize the risks associated with severe weather. Springy Cleanup Day on April 21, 2012 City of Hugo and Washington County will host its annual Cleanup Day on Saturday, April 21, 2012 from 8 am — noon at the Hugo Public Works Building. Hugo residents are encouraged to take advantage of this opportunity to do their spring cleaning by bringing in their old household items as well as hazardous household products for disposal. A complete list of accepted items can be found on the City website or by contacting Hugo City Hall. It was noted that the City is not intending to hold this same cleanup event in the fall, as in past years, but will hold a hazardous waste collection event on September 29, 2012. Kidz -Biz Fest April 21, 2012 On Saturday, April 21, 2012, the City of Hugo in conjunction with the Citizen, Hugo Business Association, and several local businesses will cosponsor the 8th Annual Kidz -n -Biz Fest at the Oneka Elementary School. This is an opportunity for Hugo business to connect with families in the area. The event takes place from 11 a.m. — 2 p.m. and is free to the public. Board of Equalization on April 19, 2012 The Council will meet as the Board of Appeal and Equalization on Thursday, April 19, 2012 from 5:30 p.m. — 7:00 p.m. for the purpose of reviewing and correcting the assessment of said real estate for the year 2012. The meeting will take place in the Oneka Room at Hugo City Hall. Open House on Highway 61 Proiect on May 21, 2012 MnDOT has scheduled an open house for Monday, May 21, 2012 from 4:30 — 7 p.m. at Hugo City Hall to present the resurfacing and signal replacement project for Highway 61. Kevin Walker from MnDOT will be available to answer questions. Petryk made motion, Weidt seconded, to schedule Monday, May 21, 2012 at 4:30 p.m. as a City Council meeting to allow Council attendance at the TH61 Project Open House. All Ayes. Motion carried. RCWD Joint Meeting on April 25, 2012 At its March 19, 2012 meeting, Council scheduled a meeting with the Rice Creek Watershed District (RCWD) Board of Managers for the purpose of discussing Hugo's Stormwater CIP, Hugo City Council Meeting Minutes for April 2, 2012 Page 10 of 10 Oneka Ridge Golf Course Project, Bald Eagle Lake Outlet, and the annual JD2 minor ditch maintenance program. City Administrator Bryan Bear informed Council the meeting will take place in the Shoreview City Council Chambers, 4600 North Victoria Street in Shoreview. Goodview Avenue Residents Meeting on April 9, 2012 A meeting has been scheduled by White Bear Township with residents to discuss improvements to Goodview Avenue from the south border of Hugo to CSAH 7. This meeting will take place on Monday, April 9, 2012 at 7 p.m. at Heritage Hall, 4200 Otter Lake Road. Mayor Miron and Council Member Weidt stated they will be attending this meeting. Adiournment Haas made motion, Weidt seconded, to adjourn at 9:22 p.m. Respectfully Submitted, Michele Lindau, City Clerk