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HomeMy WebLinkAbout2011.02.22 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON FEBRUARY 22, 2011 Mayor Miron called the meeting to order at 7:00 p.m. PRESENT: Haas Klein, Petryk, Weidt, Miron ABSENT: None ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, City Engineer Jay Kennedy, City Attorney Dave Snyder, Parks Planner Shayla Syverson, Public Works Director Scott Anderson and City Clerk Michele Lindau Approval of the Minutes for the City Council Meeting on February 7, 2011 Weidt made motion, Petryk seconded, to approve the minutes for the February 7, 2011 City Council meeting as presented. All Ayes. Motion carried. Approval of the Minutes for the February 7, 2011 EDA Commissioner Interviews Klein made motion, Weidt seconded, to approve the minutes for the February 7, 2011 meeting for EDA Commissioner Interviews as presented. All Ayes. Motion carried. Approval of the Minutes for the February 15, 2011 Business Networking Breakfast Petryk made motion, Klein seconded, to approve the minutes for the February 15, 2011 Business Networking Breakfast meeting held at Hugo City Hall as presented. All Ayes. Motion carried. Approval of the Minutes for the February 15, 2011 Goal Setting Session Weidt made motion, Petryk seconded, to approve the minutes for the February 15, 2011 Goal Setting Session as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Weidt seconded, to approve the Agenda as amended: Add under Council Presentation: Update on Yellow Ribbon Network All Ayes. Motion carried. Hugo City Council Meeting Minutes for February 22, 2011 Page 2 of 7 Approval of the Consent Agenda Weidt made motion, Klein seconded, to approve the following Consent Agenda: Approval of Claims Approve Purchase of Used Caterpillar 938H Wheel Loader Approve Leave of Absence for Mike Granger as a Commissioner on the EDA Approve Appointment of Mike Graff as a Commissioner on the EDA Approve Interim Appointment of Frank Puleo as a Commissioner on the EDA Approve Lawful Gambling Permit for the Centerville Lions Annual Cadillac Dinner on Saturday, April 9, 2011 at the Hugo American Legion Approve Advertisement for Five Summer Seasonal Public Works Workers Approve Advertisement of Bids for the 2011 Dust Control Project Approve Advertisement of Bids for the 2011 Gravel Road Re -surfacing Project All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Purchase of Used Caterpillar 938H Wheel Loader At the City Council's August 11, 2010 budget review meeting, Public Works Director, Scott Anderson discussed the Public Works Department's needs relating to a wheeled loader. During the budget review meeting, Council supported the purchase of this type of equipment and suggested staff consider new and used equipment. The Public Works Department had the opportunity to demo several different makes and models of wheeled loaders. Staff has located a quality used Caterpillar 938H loader at Ziegler Cat, which would meet the needs of the Public Works Department. This loader is a 2011 model; however, it was built in 2010 and has been in Ziegler's rental fleet since last fall. Ziegler has prepared a purchase agreement for the loader with a purchase price of $146,514.93. Staff feels that the price quoted is very competitive based on used equipment searches of comparable loaders. This price is well under the budgeted amount of $180,000. Adoption of the Consent Agenda approved the purchase agreement for the Caterpillar 938H loader from Ziegler Cat for $146,514.93. Anbrove Leave of Absence for Mike Granter as a Commissioner on the EDA City staff has received a request from EDA Commissioner Mike Granger for a leave of absence for his position on the Economic Development Authority. Commissioner Granger cited his business responsibilities as a need to step back for some time on the EDA. Adoption of the Consent Agenda approved a one-year leave of absence for Commissioner Mike Granger for his position on the Economic Development Authority. Hugo City Council Meeting Minutes for February 22, 2011 Page 3 of 7 Approve Appointment of Mike Graff as a Commissioner on the EDA On February 7, 2011, the Hugo City Council conducted interviews for a vacancy on the Economic Development Authority. There were a total of three candidates who interviewed for the vacancy which was created by the retirement of Brian Thistle. After discussion, Council agreed to approve the appointment of resident Mike Graff as the replacement for Brian Thistle. Adoption of the Consent Agenda approved the appointment of Mike Graff as the new commissioner on the EDA for a term set to expire on December 31, 2016. Approve Interim Appointment of Frank Puleo as a Commissioner on the EDA With the approval of the leave of absence for Mike Granger as a commissioner on the Economic Development Authority, the Hugo City Council must appoint a resident to replace him on an interim basis. Resident Frank Puleo was one of the applicants who interviewed for the vacancy on the EDA on Monday, February 7, 2011. Adoption of the Consent Agenda approved the appointment of Frank Puleo as the interim commissioner on the EDA. Approve Lawful Gambling Permit for the Centerville Lions Annual Cadillac Dinner on Saturday, April 9, 2011 at the Hugo American Legion The Centerville Lions Club has applied for an exempt permit for lawful gambling to conduct raffles at their Cadillac Dinner on Saturday, April 9, 2011 at the Hugo American Legion. Adoption of the Consent Agenda approved the exempt permit for lawful gambling for the Centerville Lions Club's Cadillac Dinner on April 9, 2011 at the Hugo American Legion. Approve Advertisement for Five Summer Seasonal Public Works Workers Staff recommended council approve of the advertising and hiring of five seasonal Public Works positions. These positions are limited to 40 hours per week. Seasonal employees help maintain the City's park system and building grounds as well as assist in road patching crews and other work as needed. These positions were included in the City's 2011 General Fund Budget. Adoption of the Consent Agenda approved the advertising and hiring of five seasonal Public Works Department positions. Approve Advertisement of Bids for the 2011 Dust Control Proiect Staff requested authorization from the City Council to advertise for bids for the City's 2011 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 2011. Following City Council approval, staff will advertise and solicit bids through our City newspaper and will hold a bid opening on Friday, April 8, 2011 at 1:OOpm. 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 authorization to advertise for bids for the City's 2011 gravel road dust control project. Hugo City Council Meeting Minutes for February 22, 2011 Page 4 of 7 Approve Advertisement of Bids for the 2011 Gravel Road Re -surfacing Proiect Staff is requesting authorization from the City Council to advertise the acceptance of bids for the City's 2011 graveling project. The City of Hugo currently follows a 5 -year aggregate road surfacing plan. The City has budgeted $89,000 for the aggregate road surfacing project in 2011. Following City Council approval, staff will advertise and solicit bids through our City newspaper and will hold a bid opening on Friday, April 8, 2011 at 1:OOpm. This will be followed by the City Council's consideration of the bids at a following City Council meeting. This work will take place between July 1, 2011 and August 1, 2011. Adoption of the Consent Agenda approved the authorization to advertize for the 2011 Gravel Road Re -surfacing Project. Approve Commitment of Funds for FEMA Grant for Tornado Warning Sirens Council Member Haas removed this from the Consent Agenda. In early 2009, the City of Hugo submitted a grant application for adding tornado warning sirens in the City. The Hazard Mitigation Assistance (HMA) grant is a Federal Emergency Management Agency (FEMA) program administered in the State of Minnesota by Homeland Security and Emergency Management (HSEM). In the grant application, the City asked for funds to relocate one siren and add an additional eight sirens that would adequately cover the majority of the City. Federal funding for HMA projects is up to 75% of the project's total eligible cost. There is a 25% local match which can be cash or in-kind contributions. On February 9, 2011, staff was informed that we had passed the environmental review and would be awarded the grant as soon as the City could supply a Commitment of Funds Letter for the City's share. The total cost of the project is $157,218.25, and the City's share would be 25% of that amount which is $39,304.56. On December 9, 2009, the City committed to spend $36,429.56; however, the total cost of the project at that time was not correct so a new commitment of funds letter is needed for the difference of $2,875. The City of Hugo was awarded this grant among many other applications that were considered by FEMA and HSEM. Haas questioned where the funds were coming from. City Administrator Mike Ericson informed the Council he will be checking with the Finance Director, who is on vacation, and will provide the information to the Council when the formal grant award is presented for approval. Haas made motion, Weidt seconded, to approve the Commitment of Funds to homeland Security and Emergency Management for the relocation, purchase, and installation of nine tornado sirens. All Ayes. Motion carried. Approve Contract with Washington County for SHIP Grant At the October 18, 2010 meeting, the Hugo City Council approved an application to Washington County for a SHIP Community Partner Project Grant. The City of Hugo was awarded funding in the amount of $4,000 to promote existing physical activity policies and opportunities in Hugo. Parks Planner Shayla Syverson provided background on the Health Subcommittee, which was formed in May, 2010, and consists of Noel Schmidt representing the Parks Commission and serving as Chair as well as the owners/representatives from several health businesses in Hugo. The Health Sub -Committee developed a funding plan which consists of printing and distributing trail brochures and flyers for the kickoff event scheduled for April 30, 2011. Also being planned Hugo City Council Meeting Minutes for February 22, 2011 Page 5 of 7 by the Heath Subcommittee is a family bike ride. Shayla also informed the Council of the Living Health Workshop on Community Supported Agriculture (CSA) scheduled for March 8, 2011 from 7-8:30 p.m. at Hugo City Hall. Haas made motion, Petryk seconded to approve the service contract with Washington County for SHIP funding and support of the budget proposed by the Health Sub -Committee and Parks, Recreation and Open Space Commission. All Ayes. Motion carried. Discussion on Scheduled Date for Fire Department Workshop At its February 7, 2011 meeting, the Hugo City Council scheduled a workshop with the Hugo Fire Department for Tuesday, February 22, 2011; however, it was later observed that this date conflicted with an earlier established employee appreciation dinner. After the completion of the February 15th Goal Setting Session with Council, City staff recommended Council cancel the scheduled workshop with the Hugo Fire Department and recess the February 22, 2011 Hugo City Council meeting in order to allow attendance of the Council at the Hugo Fire Department employee appreciation dinner at the Hugo Fire Hall. Petryk made motion, Haas seconded, to cancel the workshop scheduled for this evening, recess this evening's meeting, and reconvene at the Hugo Fire Hall. All Ayes. Motion carried. It was noted that the public was welcome to attend this event. Request for Funding of Washington County Extension Service 4-H Program Two years ago, the City of Hugo was contacted by representatives from the Washington County 4-H program soliciting funding for the program which was being cut from the Washington County budget. The City of Hugo declined the request citing a provision within MN State Statute which did not allow the City of Hugo to donate funds to the program. Since that time, State Statute has been revised, and municipalities are now allowed to make contributions to 4-H programs throughout the state of Minnesota. The City received a request from the Washington County Extension Services 4-H program requesting contribution from the City of Hugo for the program. Staff noted that the City of Hugo has members in the Big Lakers and Hugo Horseshoes 4-H Clubs, and Washington County Extension Services is requesting a grant in the range of $500 to $10,000. The Council generally agreed that 4-H is a excellent youth organization. Council Member Haas suggested the City find some way to support 4-H other than using general fund dollars such as the North Metro Mayor's Trail Ride or seek charitable gambling funds. Mayor Miron suggested the City match any funds generated for 4-H. Klein pointed out that Boy Scout Troops conduct their own fund raising events. 4-H has traditionally been funded by the County, and state legislation has been changed to authorize cities to help fund 4-H. Hugo City Council Meeting Minutes for February 22, 2011 Page 6 of 7 Haas made motion, Miron seconded, to direct staff to find a creative idea for funding 4-H and contact local charitable gambling organizations, and include a possible match with City general funds. All Ayes. Motion carried. Update on the Yellow Ribbon Network (YRN) Council Member Haas added this item to the agenda to provide an update on activities of the YRN. The YRN is collecting Girl Scout cookies for troops overseas. Cookies can be dropped off at Hugo City Hall. Haas also reminded everyone of Hamburger Night at the Hugo American Legion, which takes place on the last Wednesday of every month from 5-7:30 p.m. Update on February 12, 2011 Hugo Sledding Party at Oakshore Park On Saturday, February 12, 2011, the Hugo Parks and Recreation Commission hosted the City of Hugo's third annual sledding party at the sledding hill in the Oakshore Park neighborhood. Public Works Director Scott Anderson, Parks Planner Shayla Syverson, and City Administrator Mike Ericson were in attendance with their families as well as a large number of Hugo residents. The Council thanked area businesses that help with parks activities including John Udstuen and the Hugo Fire Flies who provided snacks at the sledding party, and the Postal Credit Union who sponsor Movie Night. Parks Planner Shayla Syverson informed Council the playground equipment at Hanifl Fields will be installed by June, 2011 and will be requesting Council schedule a date for the grand opening. Mayor Miron directed staff to invite all the various commission members and Mike Granger, who is on a leave of absence from the EDA. Update on February 15, 2011 Business Networking Breakfast at Hugo City Hall On Tuesday, February 15, 2011, the City of Hugo hosted the second annual HBA, BNI and EDA Business Networking Breakfast at Hugo City Hall in the Oneka Room. Century College Professor of Marking Stephen Kelly provided a presentation on Social Networking which was well received by the 58 attendees. Mayor Fran Miron and Hugo City Council members reported that the event was a success. South Ethan Avenue Neighborhood Workshop on February 24, 2011 Council Member Petryk and City Engineer Jay Kennedy provided a reminder of the workshop to be held on the South Ethan Avenue Neighborhood on Thursday, February 24, 2011 from 6:30-8 p.m. Construction plans for the neighborhood improvement project will be available for public inspection and staff will be available to answer questions. Recess Haas made motion, Weidt seconded, to recess the meeting at 7:44 p.m. and reconvene at the Hugo Fire Hall. Hugo City Council Meeting Minutes for February 22, 2011 Page 7 of 7 Reconvene The City Council reconvened the Council meeting at the Hugo Fire Hall where they joined Fire Department staff for their officer's employee appreciation dinner. Adjournment 8:58 p.m. Weidt made motion, Klein seconded, to adjourn at 8:58 p.m. All Ayes. Motion carreid. Sincerely, Michele Lindau City Clerk