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HomeMy WebLinkAbout2011.09.06 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON SEPTEMBER 6, 2011 Mayor Fran Miron called the meeting to order at 7:05 p.m. PRESENT: Haas, Klein, Petryk, Weidt, Miron ABSENT: None ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, Water Resource Engineer Pete Willenbring, Finance Director Ron Otkin, Parks Planner Shayla Syverson, and City Clerk Michele Lindau Approval of Minutes for July 21, 20111-35 W/E Coalition Meeting Weidt made motion, Klein seconded, to approve the minutes for the July 21, 20111-35 W/E Coalition Meeting as presented. All Ayes. Motion carried. Approval of Minutes for August 1, 2011 City Council Meeting Weidt made motion, Petryk seconded, to approve the minutes for the August 1, 2011 City Council Meeting as presented. All Ayes. Motion carried. Approval of Minutes for August 2, 2011 National Night Out Meeting Weidt made motion, Klein seconded, to approve the minutes for the August 2, 2011 National Night Out as presented. All Ayes. Motion carried. Approval of Minutes for August 16, 2011 Mid -Year Budget Workshop Weidt made motion, Petryk seconded, to approve the minutes for the August 16, 2011 Mid -Year Budget Workshop as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approve the agenda as amended: Add to New Business: Discussion on Joint Application with RCWD for BWSR Clean Water Grant Program. All Ayes. Motion carried. Hugo City Council Meeting Minutes for September 6, 2011 Page 2 of 8 White Bear Lake Schools Lew Referendum City staff was recently contacted by White Bear Lake School officials regarding discussions related to the referendum for the fall election on the renewal of the local operating levy. Superintendent Dr. Michael Lovett, School Board Chair Lori Swanson, School Board Member Kim Chapman, and Executive Director of Business Affairs Pete Willcoxon addressed the Council in order to share information and answer questions Council had regarding the White Bear Lake Area School levy referendum for voter consideration this fall. A successful local operating levy renewal will help maintain current class sizes and programs. Information can be found on the District's website, and the district will be holding a number of public forums. The Council agreed it was important for the White Bear School District to have the voters support the renewal of the operating levy. Miron made motion, Weidt seconded, to direct staff to prepare a resolution with findings of fact to support the Levy Referendum and bring it back to the City Council for approval. Staff also directed staff to work with the School District to provide additional exposure such as appearing on the City's cable show "That's Hugo, Today" All Ayes. Motion carried. Approval of the Consent Agenda Haas made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Resolutions Declaring Costs to be Assessed for the South Ethan Avenue Street Project and Calling for a Public Hearing on the Proposed Assessment Approve Addendum to the Washington County 800 MHz Radio Communication System Subscriber Agreement Approve Pay Request No. 3 from Northdale Construction for South Ethan Avenue Street and Utility Project Approve Scheduling of City of Hugo Fall Cleanup Day for September 24, 2011 Approve Appointment of Bob Bieniek as Hugo Fire Department Safety Lieutenant Approve Grant Agreement with the RCWD for the South Ethan Avenue Project Approve Rhonda Peterson as Resident Representative on the Irish Avenue Park Subcommittee Approve Resolution Authorizing Sale of General Obligation Improvement Bonds Approve Resolution Approving Preliminary Tax Levy for 2012 Approve Change Order No. 8 and Final Pay Request from GenCon Construction for Hanifl Fields Park Shelter Approve the Resignation and Re-classification of Public Works Lead Worker Tom Smith Approve the Internal Advertisement for the Public Works Lead Worker Position Approve the Purchase of Ford F-550 Dump Body Truck to Replace the 2001 Dodge Ram 3500 Approve the Hiring of Jim Bever as a Part -Time Seasonal Parks Maintenance Worker All Ayes. Motion carried. Hugo City Council Meeting Minutes for September 6, 2011 Page 3 of 8 Approval of Claims City staff recommends Council approve the Claims Roster as presented. Approve Resolutions Declaring Costs to be Assessed for the South Ethan Avenue Street Proiect and Calling for a Public Hearing on the Proposed Assessment The South Ethan Avenue Street and Utility project is nearly complete. The next step in the process is to calculate the proposed special assessments, and schedule a public hearing to review them with the City Council and the benefiting property owners. Adoption of the Consent Agenda approved RESOLUTION NO. 2011-24 A RESOLUTION CALLING FOR THE PUBLIC HEARING ON THE PROPOSED ASSESSMENT FOR THE SOUTH ETHAN AVENUE ROADWAY, DRAINAGE, AND UTILITY IMPROVEMENTS and RESOLUTION NO. 2011-25 A RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS FOR THE SOUTH ETHAN AVENUE ROADWAY, DRAINAGE, AND UTILITY IMPROVEMENTS. Approve Addendum to the Washington County 800 MHz Radio Communication System Subscriber Agreement City staff was recently contacted by the Washington County Sheriff's Department regarding a proposed addendum to the County's 800 MHz Radio Communication System Subscriber Agreement. In short, the Addendum would requests an additional $1 per radio for standard maintenance. City staff has been in contact with the Washington County Sheriff's Department along with the Hugo Fire Department Officials who agree that this is a fair and equitable addendum to the agreement. Adoption of the Consent Agenda approved the Addendum to the Washington County 800 MHz Radio Communication System Subscriber Agreement as presented. Approve Pay Request No. 3 from Northdale Construction for South Ethan Avenue Street and Utility Proiect The City of Hugo has received Pay Request No. 3 from Northdale Construction for work completed to date on the South Ethan Avenue Street and Utility Project. 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. 3 from Northdale Construction in the amount of $354,551.60. Approve Scheduling of City of Hugo Fall Cleanup Day for September 24, 2011 Following the excellent success of the Spring Cleanup held in Hugo in April of this year, Public Works Director Scott Anderson has requested Council schedule the City of Hugo's Fall Cleanup Day for Saturday, September 24, 2011. Hundreds of Hugo residents take this opportunity to properly dispose of electronics and household hazardous waste by bringing them to the City of Hugo Public Works Department, who works jointly with the Washington County Health Department on the event. Adoption of the Consent Agenda approved scheduling Saturday, September 24, 2011 from 8 a.m. - noon as the City of Hugo Citywide Fall Cleanup Day. Hugo City Council Meeting Minutes for September 6, 2011 Page 4 of 8 Approve Appointment of Bob Bieniek as Hugo Fire Department Safety Lieutenant Fire Chief Jim Compton is pleased to recommend to the Hugo City Council the appointment of Bob Bieniek as the Department's new Safety Lieutenant. Previously, Firefighter Bryan Harris served as the Department's Safety Lieutenant until he recently retired. Adoption of the Consent Agenda approved the recommendation from Fire Chief Jim Compton for the appointment of Bob Bieniek as the Hugo Fire Department Safety Lieutenant. Approve Grant Agreement with the RCWD for the South Ethan Avenue Proiect As part of the South Ethan Avenue Street and Utility project, the City of Hugo applied for a grant through the Rice Creek Watershed District (RCWD). The RCWD approved the grant application, resulting in a $50,000 grant toward the project. The City needs to enter into an agreement with the RCWD in order to receive the funds; the proposed agreement is included with the City Council packet. Adoption of the Consent Agenda approved the grant agreement with the Rice Creek Watershed District. Approve Rhonda Peterson as Resident Representative on the Irish Avenue Park Subcommittee On Wednesday, August 24, 2011, Council Member Tom Weidt and Parks Planner Shayla Syverson interviewed several residents who are interested in serving as the resident representative on the Irish Avenue Park Subcommittee. Adoption of the Consent Agenda approved the appointment of Rhonda Peterson as the resident representative on the Irish Avenue Park Subcommittee. Approve Resolution Authorizing Sale of General Obligation Improvement Bonds State law authorizes the issuance of improvement bonds to finance public purpose expenditures, including street reconstruction and utility improvements. The Finance Department is seeking City Council approval to issue $1,325,000 General Obligation Improvement Bonds, the proceeds of which partially finance the South Ethan Avenue Street Reconstruction and Utility Project and the Lake Air Estates/Bald Eagle Estate Street Improvement Projects. The Finance Department has worked closely with the City's financial advisors and bond counsel to assemble the proposed issue. If approved, bids will be received until 11:00 p.m. on Monday, October 3, and will be considered by the City Council at their meeting on that evening. Adoption of the Consent Agenda approved RESOLUTION 2011-26 RESOLUTION PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $1,325,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2011A. Approve Resolution Approving Preliminary Tax Lew for 2012 At its August 16, 2011 budget workshop, the City Council listened to a presentation from Finance Director Ron Otkin highlighting revenues and expenditures to date as well as projections for the 2012 fiscal year. After discussion, it was the consensus of the City Council that the payable 2012 preliminary tax levy provide for no change in the urban tax rate, prior to the application of the state's change in the Market Value Homestead Credit program. The Finance Department has assembled a preliminary tax levy resolution that accomplishes this goal. The total proposed property tax levy is $4,959,583, an increase of 2.5% from the previous year. The Hugo City Council Meeting Minutes for September 6, 2011 Page 5 of 8 resolution will, based on estimated market values, keep the urban tax rate at 34.226% of tax capacity. However, state changes to the Market Value Homestead Credit program may push the tax rate higher. Adoption of the Consent Agenda approved RESOLUTION 2011-27 APPROVING PRELIMINARY TAX LEVY PAYABLE IN 2012. Approve Change Order No. 8 and Final Pay Request from GenCon Construction for Hanifl Fields Park Shelter For the past several months, City staff along with City Attorney Dave Snyder worked through the final construction and contract issues related to GenCon Construction, the general contractor for the construction of the Hanifl Fields Park Shelter. Staff recommended to Council approval of the Change Order No. 8 and approval of the final pay request from GenCon Construction for work completed on the Hanifl Fields Park Shelter. Adoption of the Consent Agenda approved Change Order No. 8 and Final Pay Request in the amount of $41,835.13. Approve the Resignation and Re-classification of Public Works Lead Worker Tom Smith Tom Smith has given notice of his resignation as Public Works Lead Worker and has requested to continue his employment with the City as a regular Public Works Maintenance Worker. Adoption of the Consent Agenda approved the resignation of Tom Smith as lead worker and categorizes him as a regular Public Works Worker. Approve the Internal Advertisement for the Public Works Lead Worker position Tom Smith has given notice of his resignation as Public Works Lead Worker and has requested to continue his employment with the City as a regular Public Works Maintenance Worker. With this resignation, staff is requesting Council approval to advertise for internal applicants to fill the vacant position. This position plays a key role in the supervision and administration of the Public Works Department. Adoption of the Consent Agenda approved the advertisement within the Public Works Department for applications to fill the position of Lead Public Works Worker. Approve the Purchase of Ford F-550 Dump Body Truck to Replace the 2001 Dodge Ram 3500 Included in the City's 2011 Budget is funding for the purchase of a 1 -ton dump truck to replace the Department's aging 2001 Dodge Ram 3500. The current 2001 Dodge Ram 3500 has served the City well over the past 10 years. Recently, the truck has had several major repairs including transmission work, ball joints, cooling system and 4 wheel drive component replacement. As the vehicle continues to age, these types of major repairs are expected to continue, which adds support to the City's 10 year replacement practice. Staff has worked diligently to research and specify the appropriate truck to meet the current needs of the Public Works Department. Staff recommends purchasing a 2011 Ford F-550 cab and chassis with dump body from Elk River Ford. This truck will be purchased off a state contract through the Cooperative Purchasing Venture (CPV) assuring the City of a fair and discounted price of $41,318 plus tax and licensing. At a later date, a plow attachment will be purchased and mounted on this truck. Staff has budgeted $65,000 for the purchase of this truck and would be well below this amount at time of delivery. Adoption of the Consent Agenda approved the purchase of the Ford F-550 cab and chassis with dump body from Elk River Ford through the State of Minnesota Cooperative Purchasing Venture for a price of $41,318 plus tax and licensing. Hugo City Council Meeting Minutes for September 6, 2011 Page 6 of 8 Approve the Hiring of Jim Bever as a Part-time Seasonal Parks Maintenance Worker Staff requested authorization to hire Jim Bever as a seasonal employee for the Public Works Department. Each fall, with the start of the school year, several seasonal employees leave employment with the City to attend college. This year is no exception. Staff was recently contacted by Jim Bever, who is seeking employment with the City as a seasonal parks employee. The addition of Jim Bever as a seasonal employee would assist the Public Works Department in continuing the maintenance of park property and other City owned property into the fall until such time that park grounds maintenance has stopped for the season. Pay for this position would be $11.00 per hour, which is consistent with the rate paid to all seasonal employees. Adoption of the Consent Agenda approved the hiring of Jim Beaver as a Part-time Seasonal Park Maintenance Worker Schedule Annual City -Wide Bus Tour Last year, the City Wide Bus Tour was held on a Saturday morning, and was the most attended bus tours in years. City staff recommended Council select a Saturday in the month of October on which to hold the City's annual City -Wide Bus Tour. Weidt made motion, Haas seconded, to schedule the Annual City -Wide Bus Tour for Saturday, October 15, 2011. All Ayes. Motion carried. First Annual Tour de Hugo Bike Ride on September 17, 2011 As a conclusion to the 2011 Health Up and Go Wellness Challenge, the Tour de Hugo will be held on Saturday, September 17, 2011 departing from Hanifl Fields Athletic Park. Parks Planner Shayla Syverson provided information to the Council on this family friendly bike ride, which features 5 1/2, 18 and 23 mile bike ride options through scenic eastern Hugo. Before the ride, a Bike Safety Rodeo will be held in partnership with Washington County. After the ride there will be a picnic lunch, bike decorating, and other fun activities at Hanifl Fields Athletic Park. Participants can pre -register or register the day of the event through the City of Hugo. No formal action was taken. Discussion on Charitable Gambling Premise Permit Proposed Legislation Prior to the 2009 changes to the lawful gambling statutes, gambling associations were required to get city approval of the renewal of their state issued premise permits. Legislation in 2009 made these permits perpetual and only required city approval on the initial premise permit. Council Member Chuck Haas has been working with Metro Cities and the League of Minnesota Cities on legislation to eliminate the perpetual license and once again require a gambling organization to get approval annually from the city for the premise permit. Council discussed the proposed gambling ordinance that the Council considered in April, 2010, which would require 10 percent of gambling proceeds be donated to a City fund for the City to spend on Lawful Expenditures, and to require that 70 percent of lawful expenditures be spent in the trade area. This ordinance did not pass at that time, and the Council discussed adopting a similar ordinance that did not require the 10 percent donation to a City fund. Council was also supportive of Council Member Hugo City Council Meeting Minutes for September 6, 2011 Page 7 of 8 Haas and the League of Minnesota City working with legislatures to change state statute to require Cities to review and approve premise permits annually. Klein made motion, Haas seconded, to direct staff to prepare a draft lawful gambling ordinance for council consideration. All Ayes. Motion carried. Discussion on I-35 W/E Coalition Action Items and Schedule next meeting date for November 10, 2011. At the July 21, 2011 I-35W/E Coalition meeting, the Coalition approved two items requiring future action by the City Council, including items on transit funding and transportation improvements. Community Development Director Bryan Bear informed Council the support for funding to keep transportation routes open in Washington County was no longer necessary; the Metropolitan Council adopted their budget and will continue to provide funding for the next two years. Also, the letter of support for the Highway 61/97 intersection improvements was no longer necessary according to MnDOT. Weidt made motion, Petryk seconded, to schedule the next I-35 W/E Coalition meeting for November 10, 2011 at 7 p.m. All Ayes. Motion carried. Discussion on Join Application with RCWD for the BWSR Clean Water Grant Program Staff added this to the agenda to allow Water Resource Engineer Pete Willenbring, along with Rice Creek Watershed District (RCWD) Board Secretary Harley Ogata, to discuss with Council their interest in submitting an application to the BWSR Clean Water Fund Grant Program, which is due by September 20, 2011, for a water project to benefit Hugo. The specific project recently requested by (RCWD) is a water reuse project on the Oneka Ridge Golf Course on 120th Street North. Discussed at length was the need for reduction in the total phosphorous (TP) in the Total Maximum Daily Load (TMDL) into waters that drain into Bald Eagle Lake, Centerville Lake, and Peltier Lake. Pete stressed that this could be achieved by treating runoff water as a resource, not as a waste product. He proposed reusing storm water for irrigation on the Oneka Lake Golf Course property. The owners of the property (Arcand Family) are interesting in developing this partnership and have agreed to own, operate, and maintain the system for ten years. The grant would fund 75% of the project, with RCWD and Hugo splitting the remaining 25%. The City would also be required to contribute $5,000 towards the application. The estimated project cost is $400,000 - $600,000; Hugo's share would be $50,000 - $70,000. Oneka Ridge is suggesting they provide in-kind services. The Council did have concerns about eventually having too much phosphorous for the watering of the golf course grass. Haas made motion, Miron seconded, to authorize City expenditure of up to $5,000 for the grant application, and up to $75,000 in funds for local match if the grant is received. All Ayes. Motion carried. Hugo City Council Meeting Minutes for September 6, 2011 Page 8 of 8 Yellow Ribbon Network Report Council Member Chuck Haas reported to Council on the Yellow Ribbon Network activities held recently. Blue Star Mom Marilyn Stomberg received a Gold Star Coin as a gift of gratitude from a four-star general stationed in Afghanistan. The Hugo Lions sponsored the August Hamburger Night and sold approximately 120 meals. The next Hamburger Night on September 28, 2011 will be sponsored by Eckberg Lammers Law Firm. Council Member Haas directed anyone wishing to provide a meal to a Military family to go to the Caring Meals website to volunteer. He also thanked The Citizen for assisting in getting lawn mowing volunteers. Also, care packages are being assembled and will be sent soon. Schedule Council Workshop with the Hugo Fire Department Over the past several months, Fire Department Officers along with City staff have been discussing and evaluating the existing operations and administrative structure of the Hugo Fire Department. Staff requested Council schedule a workshop for staff to summarize its findings and allow for Council discussion. Haas made motion, Petryk seconded, to schedule September 29, 2011 at 7 p.m. to meet with the Fire Department Officers at the Fire Hall. All Ayes. Motion carried. BNI/HBA/EDA Business Networking Breakfast on September 20, 2011 City staff announced that the Hugo Economic Development Authority, BNI, and the Hugo Business Association will hold its Business Networking Breakfast on Tuesday, September 20, 2011 at 7:30 a.m. in the Oneka Room at Hugo City Hall. The Breakfast will feature Bobby and Steve's Auto World President and CEO Bobby Williams who will talk about his team members at Bobby and Steve's Auto World, of which there are seven located in the Twin City Metro Area. Petryk made motion, Weidt seconded, to schedule September 20, 2011 as a meeting of the Council to attend the Business Networking Breakfast. All Ayes. Motion carried. Adiournment Klein made motion, Haas seconded, to adjourn at 9:37 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk