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HomeMy WebLinkAbout2011.10.03 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, OCTOBER 3, 2011 Mayor Fran Miron called the meeting to order at 7:00 p.m. PRESENT: Haas, Klein, Weidt, Miron ABSENT: Petryk ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, City Attorney Dave Snyder, Senior Engineering Technician Steve Duff, Finance Director Ron Otkin, Planner Rachel Juba, Community Development Assistant Dennis Fields, and City Clerk Michele Lindau Approval of Minutes for September 19, 2011 City Council Meeting Weidt made motion, Klein seconded, to approve minutes for the September 19, 2011 City Council meeting as presented. All Ayes. Motion carried. Approval of Minutes for September 20, 2011 Business Networking Breakfast Weidt made motion, Klein seconded, to approve the minutes for the September 20, 2011 Business Networking Breakfast held at City Hall as presented. All Ayes. Motion carried. September 27, 2011 Lions Park Planning Workshop Weidt made motion, Klein seconded, to approve the minutes for the September 27, 2011 Lions Park Planning Workshop as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approve the Agenda as amended. Add to Unfinished Business: City Wide Bus Tour on October 15, 2011 All Ayes. Motion carried. Hugo City Council Meeting Minutes for October 3, 2011 Page 2 of 10 Recognition of Retirement of Planning Commission Chair Dave Schumann Longtime Hugo Planning Commission Chair Dave Schumann decided to retire from his volunteer public service to the City of Hugo. Dave's service began in 1993 when he was appointed by the Hugo City Council to the Planning Commission and Chair since 2001. Dave also served on Hugo Board of Zoning Appeals and Adjustments since 2001. Under Dave's leadership, the Hugo Planning Commission considered hundreds of applications for developments and variances. Mayor Fran Miron presented Dave with a plaque and resolution, recognizing him for his many years of public service, as a small token of the City's appreciation for all he's done for the City. Miron made motion, Haas seconded, to approve RESOLUTION 2011— 30 RECOGNIZING DAVID SCHUMANN FOR HIS 18 YEARS OF PUBLIC SERVICE ON THE PLANNING COMMISSION. All Ayes. Motion carried. The Mayor called for a 15 -minute recess for the public to enjoy refreshments in honor of Dave Schuman. Award Sale of Bond for Public Improvement Proiect At its September 6, 2011 meeting, the Council authorized staff to prepare for the sale of $1,325,000 G.O. Public Improvement Bonds to partially finance the South Ethan Avenue Street and Utility Project. On Monday, October 3, 2011 at 10:00 a.m., the City's financial advisor, Springsted, opened bids for the sale of bonds for the project. Springsted Vice President Paul Steinman presented the results of the sale. There were five bidders ranging from 2.27%-2.85% rate with Northland Securities being the low bidder. Finance Director Ron Otkin stated the approval of the bond sale is taking place this evening prior to the assessment hearing on the Ethan Avenue project to ensure appropriate interest rate on the assessment. The assessment rate on the project will be at the rate of 4.27% instead of the estimated 6%. Weidt made motion, Haas seconded, to approve RESOLUTION NO. 2011-31 ACCEPTING PROPOSAL ON THE COMPETITIVE NEGOTIATED SALE OF $1,325,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 201 IA, PROVIDING FOR THEIR ISSUANCE AND PLEDGING SPECIAL ASSESSMENTS FOR THE SECURITY THEREOF AND LEVYING A TAX FOR THE PAYMENT THEREOF. Ayes: Haas, Klein, Weidt, Miron. Nays: None Motion carried. Hugo City Council Meeting Minutes for October 3, 2011 Page 3 of 10 Approval of the Consent Agenda Weidt made motion, Klein seconded, to approve the following Consent Agenda: Approval of Claims Approve Authorization to Advertise for Vacancy on the Planning Commission Approve Annual Performance Review for Public Works Worker Adam Greeder Approve Revisions to the City of Hugo Personnel Policy and Fire Department SOG Approve Text Amendment to the Variance Ordinance Approve Accessory Dwelling Unit Definition and Ordinance All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Authorization to Advertise for Vacancy on the Planniniz Commission Earlier this evening, the Hugo City Council accepted the letter of resignation of longtime Planning Commission Chair Dave Schumann who will be retiring from the Planning Commission. Adoption of the Consent Agenda approved the authorization for staff to advertize for the newly created vacancy on the Planning Commission. Approve Annual Performance Review for Public Works Worker Adam Greeder In 2007, Adam Greeder was hired by the City of Hugo as one of its summer seasonal maintenance workers in the Hugo Public Works Department. On October 6, 2008, Adam became part of the department as a full-time employee as an apprentice for the Public Works Maintenance Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Adam Greeder. Approve Revisions to the City of Huio Personnel Policy and Fire Department SOG City staff has been reviewing the City of Hugo's Personnel Policy for the past year and worked closely with the City attorney's office in order to provide necessary revisions. Included in the revisions is the incorporation of the Hugo Fire Department personnel policy requirements into the City's personnel policy. Also included in the revised personnel policy are portions of the Fire Department's Standard Operating Guidelines (SOG) that apply. The Personnel Policy would now cover all City employees including the City of Hugo's paid on-call Hugo Fire Department. Several sections have been added to the policy including sections on Drug and Alcohol Free Workplace; Electronic Communications and Social Media; and Motor Vehicle Safety Policy. Adoption of the Consent Agenda approved the revisions to the City's Personnel Policy and Fire Department SOG as presented. Hugo City Council Meeting Minutes for October 3, 2011 Page 4 of 10 Approve Text Amendment to the Variance Ordinance Recently, there have been revisions to MN State Statutes regarding the approval criteria for variance requests. In order to be consistent with the statute, there are proposed revisions to be made to the City's variance ordinance. At its July 5, 2011 meeting, the City Council authorized staff to prepare the revisions to the variance ordinance to be considered by the Planning Commission. At its September 22, 2011 meeting, the Planning Commission considered the amendments during a public hearing. There was no one that spoke during the public hearing. The Planning Commission made recommendation to the City Council to approve the amendment to the variance ordinance on a vote of 5-0-1. Adoption of the Consent Agenda approved ORDINANCE 2011-458 AMENDING CHAPTER 90, ARTICLE II, SECTION 90-38 VARIANCES. Approve Accessory Dwelling Unit Definition and Ordinance Accessory dwelling units are proposed to be allowed as an accessory use in the Agricultural, Long Term Agricultural, Rural Residential, and Future Urban Service zoning districts. They are intended to provide separate living space with separate cooking facilities for an individual that is receiving care from, or providing care or service to, residents living in the primary residence. At its September 22, 2011 meeting, the Planning Commission considered the definition and ordinance during a public hearing. There was no one that spoke during the public hearing. The Planning Commission unanimously made a recommendation to the City Council to approve the definition and ordinance. Adoption of the Consent Agenda approved ORDINANCE 2011-459 AMENDING CHAPTER 90, ARTICLE II, TO ADD SECTION 90-277 ACCESSORY DWELLING UNIT AND TO ADD A TO SECTION 90-1 DEFINITIONS. Assessment Hearing on South Ethan Avenue Street Improvement Project At its September 6, 2011 meeting, the Hugo City Council scheduled a public hearing on the assessment for the South Ethan Avenue Street Improvement Project. The project includes an improved street as well as municipal sewer and water service. City Engineer Jay Kennedy explained the project was substantially complete. The total cost of the project is $1,247,889 with $471,843 to be assessed. Fifty thousand was received in grant funding for the project, and the remaining $726,046 will be funded through the City CIP/Utility Fund. The total cost per unit for road, sewer, and watermain improvements is $17,817.38 per unit, which will be assessed over a 15 -year term at 4.27% interest. This will be certified to Washington County this fall for taxes payable in 2012. Jay also explained the loan can be prepaid without interest within 30 days, and a senior citizen deferral is available those 65 -years or older. Miron made motion, Klein seconded to introduce the letter from David and Denise Hurry, 12357 Ethan Avenue North, stating they are appealing the proposed assessment. All Ayes. Motion carried. Mayor Miron opened the public hearing. Hugo City Council Meeting Minutes for October 3, 2011 Page 5 of 10 Paul Kurzweg, 4720 122nd Street North, said the project went really smooth thanks to Senior Engineering Technician Steve Duff, which received applause from the audience. Sharon Schoeller, 12329 Ethan Avenue North, agreed with Paul stating Steve's salary should be doubled. Howard Spizman, 12301 Ethan Avenue North, questioned why the City was charging 2% over the bond rate for the project and why it is more than the assessment for the Oakshore Park project. City Engineer Jay Kennedy explained the assessments for Oakshore Parks project exceeded that of the Ethan Avenue project. Also discussed was how the City received ownership of the park in Oakshore Park as part of the project. Mayor Miron pointed out that many community events are held in the park such as National Night Out and the annual sledding parry. Park Finance Director Ron Otkin explained that the 2% was part the City's Assessment Policy; the recommended standard throughout the state is a 2% differential. The reason for this is the incurring cost for borrowing the money and issuing the bonds. Weidt made motion, Klein seconded, to adopt RESOLUTION NO. 2011— 32 RESOLUTION ADOPTING ASSESSMENTS FOR THE SOUTH ETHAN AVENUE ROADWAY, DRAINAGE, AND UTILITY IMPROVEMENTS. Ayes: Klein, Weidt, Haas, Miron. Nays: None Motion carried. It was discussed earlier the request for deferral by Dee Davis for a parcel the staff determined may not be buildable due to the size of the parcel and the slope and wetlands on the property. Deferral of the assessment is by a resolution that will be recorded at Washington County against the property. The assessment would then be deferred until there are improvements on the property. Weidt made motion, Haas seconded, to approve RESOLUTION NO. 2011— 33 APPROVING DEFERRAL OF A SPECIAL ASSESSMENT, PIN 31.031.21.34.0009. Ayes: Weidt, Haas, Klein, Miron Nays: None Motion carried. Discussion on Heritage Ponds Home Owner Association Request for Individual Water Meters At its September 19, 2011 meeting, the Hugo City Council listened to resident Steve Anderson as he presented a request on behalf of the Heritage Ponds Home Owner Association (HOA), asking the City of Hugo research the possibility of providing individual water meters to the home owners in the Heritage Ponds neighborhood. Currently, the residents are served by water meters that are provided to each building, and the homeowners provide monthly dues which cover the cost of sewer and water, lawn maintenance, and snow removal. Issues related to the payment or Hugo City Council Meeting Minutes for October 3, 2011 Page 6 of 10 nonpayment of sewer and water bills has raised a concern with homeowners. Early last week, City staff met with HOA Representative Steve Anderson to provide him information regarding the request. Community Development Director Bryan Bear said it was typical in most cities to have one meter per building, but it was physically possible to meter each unit; however there was a cost involved. Mr. Anderson will be presenting this information to the HOA at their next meeting. Steve also said the City should change development policy to require individual meters be installed at the time of construction. Miron made motion, Weidt seconded, to direct staff to review the policy on water meters with consideration to having individual meters for each unit. All Ayes. Motion carried. City Administrator Mike Ericson stated some cities were facing the same issue due to the high number of foreclosures. Approve Resolution Scheduling the Public Hearing on Lake Air/Bald Eagle Estates Street Improvement Prolect In the spring of 2011, the City of Hugo held neighborhood meetings with residents living in the Lake Air/Bald Eagle Estates neighborhoods who are seeking support from Council for a street improvement project. At their July 18, 2011 meeting, after several meetings and support from the residents, the City Council ordered the preparation of a Feasibility Study for roadway and drainage improvements. City Engineer Jay Kennedy informed the Council the Feasibility Study has been completed, and the project includes reconstruction of the roadways, minimal drainage improvements, and minor sanitary sewer repairs. The estimated cost of the project is $879,800 and will be funded through assessments, the City CIP/Utility Fund, and potential grants. The next step in the process is to schedule a Public Hearing. Weidt made motion, Haas seconded, to approve RESOLUTION NO. 2011— 34 RECEIVING FEASIBILITY REPORT AND CALLING FOR THE PUBLIC HEARING ON THE PROPOSED 124' STREET NORTH, 124TH STREET COURT NORTH, 124TH STREET CIRCLE NORTH, EUROPA AVENUE, FALCON AVENUE, FALCON COURT NORTH, GALLIVAN COURT NORTH, AND 126TH STREET NORTH (LAKE AIR ESTATES/BALD EAGLE ESTATES) ROADWAY AND DRAINAGE IMPROVEMENTS. Ayes: Haas, Klein, Weidt, Miron Nays: None Motion carried. Council discussed the importance of reviewing the CIP and road priorities. Senior Engineering Technician Steve Duff is currently evaluating and re -rating all streets. This will be discussed again at the goal setting session. Hugo City Council Meeting Minutes for October 3, 2011 Page 7 of 10 Update on the Hugo Fire Department Workshop The Hugo City Council held a meeting on Thursday, September 29, 2011 with Hugo Fire Department officials. Community Development Director Bryan Bear provided an update on the meeting which covered a variety of topics of concern to the Department including scheduling, compensation, and the BSL service with White Bear Lake. Several recommendations were made at the meeting and Bryan Bear summarized those recommendations for the Council. Weidt made motion, Klein seconded, to approve the recommendations brought forth in the workshop meeting including the scheduling of a public meeting at the Hugo Fire Department Open House scheduled for Saturday, October 8, 2011 from 11 a.m. — 3 p.m. All Ayes. Motion carried. City Wide Bus Tour on October 15, 2011 Council Member Haas added this item to the agenda to provide a reminder of the City Wide Bus Tour scheduled for Saturday, October 15, 2011 at 10 a.m. The tour will begin at the Hanifl Fields Park Shelter and will conclude at the Rice Lake Centre for box lunch. Staff will provide a tour of the Hanifl Shelter for anyone wishing to arrive at 9:30 a.m. Anyone interested in attending the tour is asked to contact City Clerk Michele Lindau at 651-762-6315 for more information. Discussion on Violation of Conditional Use Permit for Gusset Design City staff has been working with Rick Burr, the owner of Gusset Design at 15587 Forest Boulevard North, concerning sandblasting that is occurring outside of the building. City staff has received numerous complaints about the dust and noise associated with the sandblasting. The outdoor sandblasting is prohibited according the Conditional Use Permit (CUP) that is in place on the property. Community Development Director Bryan Bear provided background on the approval of the CUP, which specifically prohibits outside storage and outside sandblasting. Also approved in 2007 were two variances granted to Gusset Design to allow the addition to the building, which is an expansion of the non -conforming use. Rick Burr stated the business was facing some tough times since the tornado in 2008, a building fire, and the downward economy. Rick asked that he be given more time to comply and said he would attend the Council meeting on October 17, 2011 with a plan. Weidt made motion, Klein seconded, to table this item to allow Rick Burr to work with staff and develop a plan to mitigate this issue. All Ayes. Motion carried. Hugo City Council Meeting Minutes for October 3, 2011 Page 8 of 10 Approve Scheduling of I-35E/CSAH 14 Interchange Ribbon Cutting Ceremony for October 31, 2011 The City of Hugo has been invited to attend the ribbon cutting ceremony for the I-35 E/CSAH 14 interchange project that is scheduled for Monday, October 31, 2011 at or after 3:30 p.m. Anoka County Transportation Planner Kate Garwood has requested the attendance of the City of Hugo and the I-35 W/E Coalition along with the stake holders who were involved with the original concept and design for the interchange project. Haas made motion, Weidt seconded to direct staff to schedule a Council Meeting for Monday, October 31, 2011 for the Ribbon Cutting Ceremony for the completion of the I-35 E/CSAH 14 Interchange Project. All Ayes. Motion carried. Discussion on Vacancy on Parks and Recreation Commission Discussion on Appointment of Planning Commission Chair Discussion on Vacancies on the Board of Zoning Appeals and Adjustments The Council discussed the vacancies on the Parks and Recreation Commission, Board of Zoning Adjustments, and most recently the Planning Commission with the resignation of Chairperson Dave Schumann. To date, staff has received one application for the Parks Commission and one for the Board of Zoning Adjustments. Dave also served on the Board of Zoning Adjustments as Liaison to the Planning Commission. Former Board of Zoning Adjustment Member Frank Puleo had volunteered to be a temporary member of the Commission should the need arise. Community Development Director Bryan Bear informed the Council there was a variance pending for the Board of Zoning Adjustments' meeting on October 13, 2011. Weidt made motion, Klein seconded to appoint Frank Puleo at a temporary member of the Board of Zoning Adjustments to review current applications going before the Board. All Ayes. Motion carried. Haas made motion, Weidt seconded, to direct staff to advertise for the vacancies on the Board of Zoning Adjustments, Planning Commission, and Parks and Recreation Commission; and to contact the current applicants and inform them they are being considered for these vacancies. All Ayes. Motion carried. At its September 22, 2011 meeting, the Hugo Planning Commission discussed the retirement of Dave Schumann from the Planning Commission and his role as Chair of the Commission. After discussion, the Planning Commission took a vote recommending the appointment of Bronwen Kleissler to the position. Community Development Director Bryan Bear informed the Planning Commission that the Hugo City Council officially appoints the Chair of the Planning Commission and that any interested parties should contact him regarding their interest in the position. Two members of the Planning Commission have indicated interest in the Chair position. Hugo City Council Meeting Minutes for October 3, 2011 Page 9 of 10 Miron made motion, Haas seconded, to direct staff to schedule interviews for October 17, 2011, after the regular Council meeting, with the two Commission members who have indicated interest in the Chair position. 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. The Yellow Ribbon Network set a new record for hamburgers sold on their last Hamburger Night on Wednesday, September 28 with 131 burgers sold. The sponsors were Eckberg Lammers Law Firm. The next Hamburger Night on October 26, 2011 will be sponsored by the Hugo HBA, and the Dairy Queen has donated Dilly Bars for the event. Also, on Saturday, October 22, 2011, the Yellow Ribbon Network will be assembling care packages in the Oneka Room at Hugo City Hall. Volunteers are needed. Boot Camp for Entrepreneurs on October 18, 2011 at Wild Wings of Oneka Hunt Club The EDA, BNI, and HBA have partnered on hosting the event Boot Camp for Entrepreneurs, which is an event that is geared towards helping people get specific information on how to start or grow a business. There are several speakers that will talk on topics that include business plans, financing, and marketing. The event is on Tuesday, October 18, 2011 at Wild Wings of Oneka Hunt Club (9491 152nd St. N., Hugo, MN 55038) from 8 am to 3 pm. The cost of the event is $15 at the door. Anyone interested in attending is asked to contact Planner Rachel Juba. WSB is also donating the fee for any veteran interested in attending. Report on Tour de Hugo held on September 17, 2011 The Tour de Hugo was held on Saturday, September 17 at Hanifl Fields Athletic Park. Staff reported there were 50 participants in the family-oriented bike ride, with the majority of the people riding the 18 mile course. There was a check point at Withrow Elementary sponsored by Postal Credit Union. After returning to Hanifl Fields Athletic Park, riders were provided lunch by Bobbie and Steve's Cadillac Diner. Kinder Gardens sponsored bike decorating crafts and an award was given for the best decorations. Other major sponsors included SNAP Fitness, Oneka Chiropractic, and Boyd's Promos. The sponsors and organizers would like to hold the Tour de Hugo again in 2012. Report on Movie Night held on September 23, 2011 Over 100 people attended a Family Movie Night held at Hanifl Fields Athletic Park on Friday, September 23. After dusk, the Disney movie Tangled was shown on a screen crafted by the Public Works Department, which was held up on the Department's front end loader. Snacks were provided by the John Udsteun family of Twin Cities Distributing. Families also enjoyed the bouncy house and bonfire. Hugo City Council Meeting Minutes for October 3, 2011 Page 10 of 10 Report on Fall Cleanup Day held on September 24, 2011 The City of Hugo and Washington County held a Citywide Fall Cleanup on September 24, 2011, at the Hugo Public Works Department. Approximately 135 Hugo/Washington County residents took advantage of this cleanup day to dispose of electronics, household hazardous waste, and miscellaneous debris. Report on Lions Park Planning Workshop held on September 27, 2011 A public workshop was held on Tuesday, September 27 at Hugo City Hall to create a master plan and long term vision of Lions Park. Stakeholders from the Lions Club and Hugo Good Neighbors Food Shelf participated in the workshop along with City Council members and residents. A visual preference survey that included images of an assortment of park uses and features was conducted and discussed. Next steps were discussed, and the date for a second meeting was set for Tuesday, October 18 at 7:00 pm at Hugo City Hall. Irish Avenue Park Open House The Irish Avenue Park Committee will be meeting on Wednesday, October 5, 2011 at 7:00 pm in the Oneka Room at Hugo City Hall to discuss the planning of the City owned park on Irish Avenue. Adjournment Haas made motion, Weidt seconded, to adjourn at 9:53 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk