Loading...
HomeMy WebLinkAbout2012.08.06 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON AUGUST 6, 2012 Mayor Miron called the meeting to order at 7:04 p.m. PRESENT: Haas, Klein, Petryk, Weidt, Miron ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, and City Clerk Michele Lindau Approval of Minutes for the July 12, 2012 I-35 W/E Coalition Meeting Weidt made motion, Klein seconded, to approve the minutes the for I-35 W/E Coalition meeting held on July 12, 2012 as presented. All Ayes. Motion carried. Approval of Minutes for the July 16, 2012 City Council Meeting Weidt made motion, Petryk seconded, to approve the minutes for the City Council meeting on July 16, 2012 as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approve the agenda as amended. Remove from Consent Agenda the resignation of City Hall Custodian Ruth Hodgson. All Ayes. Motion carried. Certificates of Appreciation for Yellow Ribbon Network Volunteers In 2009, the City of Hugo joined with the Minnesota National Guard to support military families in Washington County through the creation of the Yellow Ribbon Network. The Yellow Ribbon Network helps connect military families to services and support they need. In the past years, many local businesses and individuals have contributed to the Yellow Ribbon's success by volunteering. Mayor Miron asked the veterans in the audience to stand, and they received applause from the Council and all present at the meeting. The Mayor read the names of those receiving certificates, and Council Members Haas and Klein handed them out to those who were in attendance. Certificates were awarded to the Hugo Lions, WSB, Hugo Business Association, Kris Birch -Birch Lawn Maintenance, Kirsten Quigley Family, Lake Area Bank, Bald Eagle Sportsman's Club, Gretchen Boyd -Boyds Promotions, Lori Tapani and Family -Wyoming Machine, Dave Snyder, JayKennedy, North Country Auto Body, Mike Walmar, Main Street Liquor Barrel, Mike DeVine-DeVine Plumbing, Hugo Equipment Company, Hugo Legion, Mel Schaunessey-Dunn Brothers, Chad Wagner—Blue Heron Grill. Hugo City Council Meeting Minutes for August 6, 2012 Page 2 of 9 Hugo Hoedown on September 22, 2012 — Hugo Lions The Hugo Lions Club requested to hold the second annual Hugo Hoedown Festival on Saturday, September 22, 2012. Lions Club Members Denny Route, Dan Balthazor, and Mike Gallivan were at the meeting to answer any questions Council had on the event. The Hoedown will include business promos and a flea market/craft show to begin at 10 a.m. There will be many activities for families including pony/hay rides, bean bag toss tournament, inflatables, food and beverages as well as shows put on by the Cannon West Society. There will be a D.J. between the hours of noon and 4 p.m. and a country band from 5-9 p.m. Also, free beverage, brat, and wrist band will be given to any veterans attending the event. Denny asked the Council, on behalf of the Hugo Lions Club, if the City would provide the cost of the Sheriff's Deputies, who will be staffing the event from 5-11 p.m. Weidt made motion, Petryk seconded, to approve the Hugo Hoedown Community Event and sponsor the event by providing police protection on Saturday, September 22, 2012 from 5-11 p.m. at $100/hour. All Ayes. Motion carried. Presentation of 2011 Audit Report - Jason Miller and Jill Schultz, Smith Schafer & Associates Jason Miller and Jill Schultz from the independent accounting firm of Smith Schafer & Associates presented the Council with a recap of the audit of City's finances for the 2011 fiscal year. Jason explained there were seven areas required to be tested by the State of Minnesota: contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, claims and disbursements, miscellaneous provisions and tax increment financing. Jason reviewed the governmental and enterprise fund types, and described the Finance Department as smooth and well conducted. The Comprehensive Annual Financial Report (CAFR) has been posted on the City's website and is available for public inspection by contacting the City's Finance Department. A summary of the financial information has also been published in the City's official newspaper, The Citizen. Haas made motion, Klein seconded, to accept the 2011 Audit Report from Smith Schafer & Associates as presented. 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 Public Works Mechanic Dave Greeder Approve Annual Performance Review for Public Works Director Scott Anderson Approve Annual Performance Review for Public Works Lead Worker Mike Loeffler Hugo City Council Meeting Minutes for August 6, 2012 Page 3 of 9 Approve 5K Hugo and Oneka Family Fun Run and Walk on August 25, 2012 Approve Temporary Liquor License for the Hugo Lions for September 22, 2012 Hugo Hoe Down. Approve Rescheduling of September 3, 2012 Council Meeting to Tuesday, September 4, 2012 Due to Labor Day Holiday Approve Appointment of Jimmy Roettger as the Quality Assurance Lieutenant on the Hugo Fire Department Approve Matt Klein as new Public Works Worker Approve Contract with WSB for GIS Mapping Services Approve Extension for Sunset Shores Final Plat Approve Pay Request No. 1 from Brochman Blacktopping, Inc. for Goodview Paving Project Approve Pay Request No. 4 to Dresel Contracting, Inc. for Lake Air Estates/Bald Eagle Estates/CSAH8 Projects Approve Change Order No. 1 for the Lake Air /Bald Eagle Estates/CSAR 8 Improvement Project All Ayes. Motion carried. Approval of Claims Staff recommends Council approve the Claims Roster as presented. Approve Annual Performance Review for Public Works Mechanic Dave Greeder Dave Greeder was hired by the City of Hugo as the new mechanic in the Public Works Department on August 8, 2005. Adoption of the Consent Agenda approved the annual performance review for Public Works Mechanic Dave Greeder. Approve Annual Performance Review for Public Works Director Scott Anderson Scott Anderson was hired by the City of Hugo on August 11, 2003 as the City's new Senior Engineering Technician, and on August 5, 2008, Scott was promoted as the City's Public Works Director. Adoption of the Consent Agenda approved the annual performance review for Public Works Director Scott Anderson. Approve Annual Performance Review for Public Works Lead Worker Mike Loeffler Mike Loeffler was hired as a maintenance worker for the City of Hugo's Public Works Department on August 5, 2002. On October 17, 2011, Mike was promoted to be the Public Works Lead Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Lead Worker Mike Loeffler. Hugo City Council Meeting Minutes for August 6, 2012 Page 4 of 9 Approve SEP for 5K Hugo and Oneka Family Fun Run and Walk on August 25, 2012 City staff was recently contacted by officials from Oneka Elementary School who have organized the school's first ever 5K Run/Walk Event. The school officials would like to hold the event Saturday on August 25, 2012 in and around Oneka Elementary School with a course that follows Oneka Parkway. City staff has reviewed the application and found it to be satisfactorily complete. Adoption of the Consent Agenda approved the Special Event Permit for Oneka Elementary School for the 5K Run/Walk Event Scheduled for August 25, 2012. Approve Temporary Liquor License for the Hugo Lions for September 22, 2012 Hugo Hoedown. The Hugo Lions Club has applied for a temporary liquor license to serve alcohol during the second annual Hugo Hoedown to be held at Lions Park on September 22, 2012. This license, when approved by the state, would permit The Lions to serve beer and Bloody Marys during the festival, as they did during Hugo Good Neighbor Days. Adoption of the Consent Agenda approved the Temporary On -Sale Liquor License for the Hugo Hoedown on Saturday, September 22, 2012. Approve Rescheduling of September 3, 2012 Council Meeting to Tuesday, September 4, 2012 Due to Labor Day Holiday Each year, the Hugo City Council has to reschedule its first meeting in September to the following Tuesday due to the Labor Day Federal Holiday. Adoption of the Consent Agenda approved the rescheduling of the September 3, 2012 City Council meeting to Tuesday, September 4, 2012. Approve Appointment of Jimmy Roettger as the Ouality Assurance Lieutenant on the Hugo Fire Department Fire Chief Kevin Colvard has selected Jimmy Roettger to perform the duties of the Quality Assurance Lieutenant. Adoption of the Consent Agenda approved the appointment of Jimmy Roettger as the Quality Assurance Lieutenant on the Hugo Fire Department. Approve Matt Klein as new Public Works Worker Staff received 170 applications for the vacant Public Works Position. Fourteen people were selected for interviews. After two rounds of interviews, staff recommends Council offer the position to Matthew Klein starting at Pay Grade 5, Step 2. Adoption of the Consent Agenda approved the hiring of Matt Klein as the new Public Works Worker. Approve Contract with WSB for GIS Mapping Services City staff performs many duties that require mapping and accessing GIS data. The City has limited staff and software to create and maintain a GIS system. Staff has looked at a solution from WSB and Associates to implement CityLink, a web based GIS solution, which would be available for all City staff to complete day-to-day mapping duties. Adoption of the Consent Agenda approved the work plan to implement CityLink at a cost to not exceed $10,166 and maintenance and support at an estimated annual cost of $4,200 to be billed hourly. Hugo City Council Meeting Minutes for August 6, 2012 Page 5 of 9 Approve Extension for Sunset Shores Final Plat Staff has received a letter of request from property owner Dave Wlaschin, representative for the Wlaschin Family Limited Partnership, for an extension of approval for the Sunset Shores Final Plat, which consists of 37 new family home lots generally located at the southwest corner of Sunset Lake. This plat was first approved on December 18, 2006, and there have been other extension requests previously approved by the City Council for this project, with current approval to expire on August 17, 2012. The property owners have requested an extension of approval for 24 months, until August 17, 2014, because of the conditions of the real estate market. Dave Wlaschin has indicated that this will be the final request for an extension before abandoning the plan. Adoption of the Consent Agenda approved an extension for 24 months, to expire August 17, 2014, for the Sunset Shores Final Plat approval. Approve Pay Request No. 1 from Brochman Blacktopping, Inc. for Goodview Paving Project The City of Hugo has received Pay Request No. 1 from Brochman Blacktopping for work completed to date on the paving of Goodview Avenue. Brochman has completed the first lift of asphalt and is requesting payment. Senior Engineering Technician Steve Duff has 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. 1 from Brochman Blacktopping, Inc, in the amount of $33,273.99 Approve Pay Request No. 4 to Dresel Contracting, Inc. for Lake Air Estates/Bald Eagle Estates/CSAH 8 Proiects The City of Hugo received Pay Request No. 4 from Dresel Contracting, Inc. for the Lake Air Estates/Bald Eagle Estates roadway and drainage improvement project, and the CSAH 8 mill and overlay project. Senior Engineering Technician Steve Duff and City Engineer Jay Kennedy have reviewed the Pay Request and found it satisfactory for work completed to date on the projects. Adoption of the Consent Agenda approved Pay Request No. 4 to Dresel Contracting, Inc. in the amount of $28,078.42 for the work completed to date on the Lake Air/Bald Eagle Estates and CSAH 8 projects. Approve Change Order No. 1 for the Lake Air/Bald Eagle Estates/CSAH 8 Improvement Project The increase in contract amount as part of Change Order No. 1 is to be paid by the County as part of the Joint Powers Agreement. Change Order No. 1 does not impact the cost of the City's portion of the project. The Change Order incorporates work items on the County portion of the project for the repair of cracked gate valve risers, storm sewer manhole and catch basin structure repairs and the addition of shouldering of CSAH 8 east of Goodview Avenue. Adoption of the Consent Agenda approved Change Order No. 1 for the Lake Air Estates/Bald Eagle Estates/CSAH8 project. Hugo City Council Meeting Minutes for August 6, 2012 Page 6 of 9 Approve Resignation of City Hall Custodian Ruth Hodgson Staff removed this item from the agenda. Ruth Hodgson has been the Custodian for City Hall since June, 1999. On July 31, 2012, Ruth Hodgson submitted her letter of resignation citing health reasons. After discussion with staff, Ruth Hodgson has decided to remain as Custodian for City Hall. Discussion on 14511h Street Sidewalk At its June 4, 2012 meeting, Council discussed options for the deteriorated sidewalk along 145th Street, west of TH61, and directed staff to schedule a neighborhood meeting. This meeting was held on Monday, July 23, 2012. City Engineer Jay Kennedy showed the existing trails and sidewalks, and the options that were presented to the residents at the meeting. One option was to remove the sidewalk on both sides of 145th Street, reconstruct the north sidewalk at five -feet wide and extend it to the Hardwood Creek Trail. Another option was to remove both sidewalks, except the portion in front of the businesses, and extend it to the Hardwood creek trail. He explained that at the July 23, 2012 meeting, residents indicated support for replacing the sidewalk on the north side and removing the sidewalk on the south side and installing sod. He further explained potential funding sources could be the roadway CIP fund, and the project would be completed in 2012. Another option would be to consider it as a budget item and complete the project in 2013. Council discussed the zoning of the property and generally agreed future planning of the area was to be pedestrian friendly, and the trail connections were important. Klein made motion, Petryk seconded, to reconstruct the north portion of the sidewalk, extending it to the Hardwood Creek Trail, using CIP funding. All Ayes. Motion carried. Update on National Recycling, Inc. The City has been working with National Recycling Inc. (NRI), 15717 Forest Boulevard North, on their transition plan which includes the removal of scrap from their site and improvements to the property for a residential recycling facility. At their July 20, 2012 meeting, Council supported allowing NRI to expand the hours to 8 p.m. until Labor Day and on Saturdays in order to expedite the removal of scrap. The City has received an application for a building permit, and staff was reviewing the site plan. NRI owner Rick Mark was at the meeting and stated he had moved three times more scrap this month than past months due to the addition of equipment. He did not add a second shift. He indicated he was having difficulties with dirt mixing with scrap at the bottom of the pile, and was working on a solution. Council seemed pleased with the progress. No formal action was taken. Discussion on Lawful Gambling Proceeds At its December 19, 2011 meeting, the Hugo City Council adopted a Gambling Policy in lieu of a Gambling Ordinance to encourage organizations to spend profits in the City of Hugo. This policy encouraged organizations to spend at least 15% of their profits from Hugo sties in a way that directly benefited the citizens of Hugo. Gambling organizations were to report to the City Hugo City Council Meeting Minutes for August 6, 2012 Page 7 of 9 every six months on profits generated by lawful gambling in establishments located within the City and the expenditures for the same period. At its July 16, 2012 meeting, Council directed staff to consolidate these reports and provide them to the Council. City Clerk Michele Lindau provided this information to the Council which showed the Hugo Legion donated 75%, Dead Broke Saddle Club donated 43%, Bayport Legion donated 20%, and the Centennial Youth Hockey Association (CYHA) donated I%. Michele further explained there was also money spent by Dead Broke, and the Hugo and Bayport Legion that may indirectly benefit Hugo residents. The CYHA conducts gambling at the Blue Heron Grill. Owner of the Blue Heron Grill Chad Wagner addressed the Council along with CYHA Gambling Manager John Olmschenk and Vice President Scott Little who explained the numbers were askew; they were actually in the hole in December, 2011, and the numbers shown reflected a refund from returned pull tab tickets in January. After the policy was adopted last December, they began donating $100 a month to the Good Neighbors Food Shelf, and at their board meeting last month they decided to continue that monthly donation as well as donate $500 a month to the Yellow Ribbon Network. Council Member Haas said he hoped CYHA lives up to this commitment. Bayport American Legion conducts gambling at Sal's Angus Grill. Marion Zimney, Gambling Manager, stated they did not receive any request for donations even though they were doing their best to educate the public that they are a charity. Marion explained that the state heavily regulates how funds were dispersed. The Yellow Ribbon Network will soon be conducting the meat raffles at Sal's and keeping those profits for the YRN. Hugo American Legion Gambling Manager Phil Kamman and Member John Thommes talked about the uncertainty of what effect the new gambling tax and electronic gambling will have on their profits. John stated the Hugo Legion is disappointed they do not have enough money to help all who request it. Lions Member Denny Route stated the Lions were receiving good support from the Dead Broke Saddle Club and the Bayport Legion. The Mayor stated that the City did not want to burden these organizations with an ordinance. The Council agreed to review the effectiveness of the policy again at the end of the year. No formal action was taken. Approve Agreement for Building Inspector Pool City staff has drafted an agreement for use between the City of Hugo and other cities to allow for the sharing of building inspection services. City Administrator Bryan Bear explained that the agreement allows participating cities to use building inspectors from other cities to perform inspections in their own city. Many cities have reduced their building department staff and the workload is dependent on permits and economic factors, which has caused difficulty in keeping stable staffing levels. The agreement may allow a participating city to become more efficient in providing the service without becoming overstaffed to accommodate inevitable peaks in building activity. An agreed to hourly rate and mileage rate is provided in the agreement for this service, and it is anticipated that a city that is capable of temporarily providing an inspector can do so on Hugo City Council Meeting Minutes for August 6, 2012 Page 8 of 9 short notice without the need to negotiate a rate or prepare a joint powers agreement. Bryan stated that staff has had good feedback on this from other cities who are anticipated will join. Weidt made motion, Klein seconded, to approve the joint powers agreement allowing for the sharing of inspection services between cities. All Ayes. Motion carried. Yellow Ribbon Network Report Council Member Chuck Haas and Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. Hamburger Night this month will include a special "welcome home" for returning military members, and it will be sponsored by Mike Devine of Devine Plumbing. Notice of Vacancy on the Brown's Creek Watershed District Board City Administrator Bryan Bear informed Council the City has received notice that the Brown's Creek Watershed District is accepting nominees for consideration to fill two terms of office that will be expiring on October 21, 2012. Anyone interested in serving on the Brown's Creek Watershed District should contact the City for an application. National Night Out Tuesday, August 7, 2012 City of Hugo will be participating in the annual National Night Out, which is scheduled for Tuesday, August 7, 2012. A number of neighborhood events will be held with attendance by the Hugo Fire Department and City officials. The Hugo Business Association and the Hugo Lions Club will also be hosting a Community Night Out event at Lions Park from 5-8 p.m. City Administrator Bryan Bear reminded the Council they are invited to meet at the Hugo Fire Department at 6 p.m. to ride along with the firefighters to these events. Movie Night in the Park on Friday, September 14, 2012 The Hugo Parks Department will be holding a Movie Night at the Hanifl Fields Athletic Park on Friday, September 14, 2012. The movie will be "How to Eat Fried Worms" and will begin at sunset (approximately 7:30 pm). Games will begin at 7:00 pm. This family event is free for all. Tour de Hugo Bike Ride on Saturday, September 15, 2012 The first Tour de Hugo Bike Ride event was held September, 2011 and was a huge success with over 60 riders participating. This year's event is scheduled for Saturday, September 15, 2012 at Hanifl Fields Athletic Park. Several local businesses are supporting the community bike ride which features 5, 18, and 23 mile routes suitable for all ages and abilities. Lunch, activities and entertainment is included in the cost of registration. Registration will be available at City Hall and online. Hugo City Council Meeting Minutes for August 6, 2012 Page 9 of 9 Miscellaneous Discussion — Future Agenda Items Council provided staff with future agenda items: Maintenance schedule for trails, including County trails; recognition of PAWS Pet Hospital for service to the Washington County K-9 Unit; and new regulations on ground water appropriations. Adjournment Haas made motion, Weidt seconded, to adjourn at 9:46. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk