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HomeMy WebLinkAbout2009.03.16 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF MONDAY, MARCH 16, 2009 Mayor Fran 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, Finance Director Ron Otkin, Public Works Director Scott Anderson, Senior Engineering Technician Steve Duff, and City Clerk Michele Lindau Approval Minutes for Town Hall Meeting with State Legislature Representatives on February 24, 2009 Haas made motion, Petryk seconded, to approve the minutes for the town hall meeting with State Legislature Representatives held on February 24, 2009 at Hugo City Hall as presented. All Ayes. Motion carried. Approval of Minutes for the City Council Meeting of March 2, 2009 Haas made motion, Petryk seconded, to approve the minutes for the March 2, 2009 meeting as presented. All Ayes. Motion carried. Food Shelf Meeting of March 5, 2009 Haas made motion, Weidt seconded, to approve the Food Shelf special meeting minutes held on March 5, 2009 as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approved the agenda as amended: Add K.1 Questions from Property Owner John Arcand Add L. I Hugo Firefighter Relief Association Add L.2 Appropriations Permit with the MN DNR All Ayes. Motion carried. Presentation of GFOA Award for Excellence in Financial Reporting - Finance Director Ron Otkin Finance Director Ron Otkin has received notification from the Government Finance Officers Association of the United States and Canada that he has received his 15th Certificate of Achievement for excellence in financial reporting. As Council is aware, this certificate is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. It is Hugo City Council Minutes for March 16, 2009 Page 2 of 7 well earned by finance directors, like Ron Otkin, to recognize them for their excellence in financial reporting. Mayor Fran Miron presented Ron with his certificate and publicly thanked him for his 20 years of dedicated service to the City of Hugo. Approval of Consent Agenda Haas made motion, Klein seconded, to approve the following Consent Agenda: Approval of Claims Approve Annual Performance Review for Finance Director Ron Otkin Approve Annual Performance Review for Building Department Secretary Debi Close Approve Annual Performance Review for Community Development Assistant Dennis Fields Approve Appointment of Frank Puleo to Board of Zoning Appeals and Adjustments Approve Application from Final Stretch, Inc. for 10 -Mile and 3 O Race on May 30, 2009 Recognition of Completion of Firefighter II Training for Firefighter Michael McCorkel Approve City Attorney Revisions to Sign Ordinance and Publication of Summary of Sign Ordinance Amendment Approve Pay Request No.4 to Peterson Companies for the CSAH 8 Landscaping Project 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 20 years, Ron has provided an excellent level of 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. Earlier this evening, Ron was presented with his 15th GFOA Award of Excellence in Financial Reporting, which reflects public recognition of the most highest level of professional skills demonstrated by a finance director. Adoption of the Consent Agenda approved the annual performance review for Finance Director Ron Otkin who just completed his 20th year of dedicated service to the City of Hugo. Approve Annual Performance Review for Building Department Secretary Debi Close Debi Close was hired as the City's Building Department Receptionist on March 20, 2006. For the past three years, Debi has worked hard in performing her duties which involve an extensive amount of customer service duties both at the front counter and on the telephone scheduling inspections with contractors. Debi is responsible for all front counter duties, which has increased her work load yet she is providing an excellent level of customer service duties. Debi communicates with the building department official when front counter help is needed. Debi has a good work ethic with excellent people skills and the ability to multi -task very well. Adoption of the Consent Agenda approved the annual performance review for Building Department Receptionist Debi Close. Hugo City Council Minutes for March 16, 2009 Page 3 of 7 Approve Annual Performance Review for Community Development Assistant Dennis Fields Dennis Fields was hired by the City of Hugo as the new Community Development Assistant and started work on March 31, 2008. Over the past year, Dennis has worked hard in setting up the City's Geographic Information Systems (GIS) where he has mapped the entire City providing maps to both the Public Works Department for snowplowing and the Fire Department for emergency response. More specifically, Dennis mapped the Waters Edge and Creekview Preserve neighborhoods the Friday prior to the May 25, 2008 neighborhood disaster, and those maps were critical and vital to the Hugo Fire Department and the emergency response personnel who used them to go door-to-door searching for tornado survivors as well as providing daily updates for the Public Works Department and Building Department as they turned off utilities and provided habitability analysis of houses to allow residents to reenter. Dennis provides support staff to the Planning Commission and works with Rachel Simone to meet with Homeowner Association representatives to address issues such as foreclosures and rental housing. Dennis is very knowledgeable in his field and he has an excellent understanding of community development issues. Dennis is an excellent communicator and has a great work ethic. Adoption of the Consent Agenda approved the annual performance review for Community Development Assistant Dennis Fields. Approve Appointment of Frank Puleo to Board of Zoning Appeals and Adjustments On February 2, 2009, Hugo City Council appointed Doug Galler as the new Planning Commissioner replacing newly elected Councilmember Tom Weidt. This created a vacancy on the Board of Zoning Appeals and Adjustments, and Council directed staff to advertise for the vacancy. Staff is pleased to announce that recently retired City Councilmember Frank Puleo has applied for the vacancy. Adoption of the Consent Agenda approved Frank Puleo as the citizen - at -large on the Board of Zoning Appeals and Adjustments. Approve Application from Final Stretch, Inc. for 10 -Mile and 30K Race on May 30, 2009 For the past eight years, White Bear Lake running officials have held a running race on the last Saturday in May with a 10 mile and 30K race. Races are held at the Ramsey County Beach on Bald Eagle Lake and follow a secured route which includes a short portion in the City of Hugo. The new running club Final Stretch Running Club, Inc., has made application for approval of the race route with the City of White Bear, White Bear Township, and the City of Hugo, along with the assistance of Ramsey County Sheriffs Department officials. Final Stretch, Inc., has obtained the additional liability insurance coverage which applies to volunteers and runners. Adoption of the Consent Agenda approved the application of Final Stretch Running Club, Inc., for a 10 -mile and 30K race to be held on Saturday, May 30, 2009 and follow the short length of Ethan Avenue to 129th Street to Elmcrest Avenue on the north end of Bald Eagle Lake. Recognition of Completion of Firefighter II Training for Firefighter Michael McCorkel Michael McCorkel was hired by the City of Hugo as a new probationary firefighter on June 18, 2007. Over that past year, Michael has worked hard and has just recently completed all class work necessary for the Firefighter II Training certification. Adoption of the Consent Agenda approved recognition of Firefighter Michael McCorkel for completion of his Firefighter II Training as part of his probationary firefighter education for future appointment as a regular firefighter. Hugo City Council Minutes for March 16, 2009 Page 4 of 7 Approve City Attorney Revisions to Sign Ordinance and Publication of Summary of Sign Ordinance Amendment At its March 2, 2009 meeting, the Hugo City Council approved the City's newly revised City Sign Ordinance which will be implemented on July 1, 2009. The City of Hugo is required to publish a copy of the sign ordinance which is several pages long. Consistent with past practice, City staff has prepared an executive summary of the newly revised Sign Ordinance. Adoption of the Consent Agenda approved the revisions made by the City Attorney and publication of the executive summary of the City's Sign Ordinance amendment as presented. Approve Pay Request No. 4 to Peterson Companies for CSAH 8 Landscaping Proiect Peterson Companies has submitted Pay Request No. 4 to the City of Hugo for work completed to date on the County Road 8 landscaping project. Public Works Director Scott Anderson has reviewed the pay request and found it to be satisfactory for work completed on the project. Adoption of the Consent Agenda approved the Pay Request No. 4 from Peterson Companies in the amount of $20,230.25 for work completed to date on the CSAH 8 landscaping project. Approve SAC/WAC Connection Fee Justification Report From WSB & Associates Councilmember Haas removed this from the Consent Agenda. At its February 17, 2009 meeting, the Hugo City Council listened to a presentation from City Engineer Jay Kennedy and Jamie Wallerstedt from WSB & Associates regarding the City's proposed revisions its SAC/WAC charges which came from a recommendation from the Economic Development Authority in regards to how SAC fees are being paid by the contractor or builder. Specifically, after discussion, the City Council agreed to accept the recommendation from the EDA to more evenly distribute the WAC and SAC fees to both the developer and end user, which would be the business owner, builder, or contractor. Council directed the City Engineer to prepare a SAC/WAC fee justification report which would include a revision to the City's current ordinance as well as a revision to the City's current policy how SAC and WAC fees are allocated. City Engineer Jay Kennedy provided a scope of services that reflected the amount of time, work, and fees necessary to complete the report, which is a requirement under state statute. City staff recommended Council approve the SAC/WAC Connection Fee Justification Report Scope of Services in an amount not to exceed $6,500 to be prepared by WSB & Associates. Haas made motion, Petryk seconded, to approve the SAC/WAC Connection Fee Justification Report Scope of Services to be prepared by WSB & Associates at a cost not to exceed $6,500. All Ayes. Motion carried. Public Hearing on Presentation of the Storm Water Pollution Prevention Program: SWPPP - Public Works Director Scott Anderson Each year, the City is required to hold a public hearing in order to take pubic comment on the City's Stormwater Pollution Prevention Plan (SWPPP) as part of the City's MS4 NPDES permit to the Minnesota Pollution Control Agency. Public Works Director Scott Anderson and Senior Engineer Technician Steve Duff presented the SWPPP to the Council outlining the City's activities as a result of implementing the SWPPP and explained the minimum control measures as part of the SWPPP. Mayor Miron open the public hearing to take any and all public comment Hugo City Council Minutes for March 16, 2009 Page 5 of 7 which could be incorporated into the City's SWPPP. There were no oral or written comments on the SWPPP. Public Works Director Scott Anderson explained the public hearing is a statutory requirement and no additional Council action was necessary. Update on CSAH 8 East Proiect - Washington At its February 17, 2009 meeting, Councilmember Haas added to the agenda a request to get a report on the CSAH 8 east project from the Washington County Engineering Department. Staff reported they had a meeting with Washington County engineering officials, and a preliminary report would be brought back to the City Council at this meeting. City staff invited Don Theisen, Washington County Engineer and Jacob Gave, project manager for the CSAH 8 east project, to provide a presentation on the work completed to date on the project which is scheduled for construction in 2011. Monthly project management team meetings are being held and regular updates will be provided to the Hugo City Council, which will be helpful in keeping the residents apprised of the project. Update on TH61 and 130th Street Intersection Improvements At its February 17, 2008 meeting, the City Council directed staff to continue working with MnDOT to gain approval of a traffic signal installation, with MnDOT and Minnesota Commercial Railways to define the required railroad crossing improvements, and to evaluate the use of special assessments as a means to finance the traffic signal improvements. City Engineer Jay Kennedy stated the construction plans for the turn lanes were 95% complete and submitted to MnDOT. Issues remaining are approval of a traffic signal, discussions regarding the railroad crossing , and funding of the project including potential assessments. The total cost of the project was $1,565,000, and after MnDot funding and City State Aid funding, there was $225,000 for the traffic signal and $250,000 for the railroad crossing that remained unfunded. Potential funding sources were escrow from the Beaver Ponds Development, and $65,000 from Wilson Tool International, with $44,000 remaining unfunded. Miron made motion, Klein seconded, to continue discussions with MnDot regarding the traffic signal and railroad crossing improvements, and schedule meetings with property owners to identify additional funding sources. All Ayes. Motion carried. Update on March 5, 2009 Special Meeting with the Hugo Food Shelf On Thursday, March 5, 2009, Hugo City Council called a special meeting to discuss the current operation of the Hugo Community Food Shelf along with current and former volunteers as well as local service clubs and representative from Hosanna Lutheran Church and Hosanna Harbors who currently operate the Hugo Community Food Shelf. Pastor Michael Sparby spoke about the current operations of the Hugo Food Shelf, and former Food Shelf Director Margo Geving and former Assistant Food Shelf Director Kris Emerson presented their view of the operation which included suggestions for changes. Council also listened to former volunteer Debbie Peterson as she presented an objective viewpoint of non-profit organizations in addition to requirements of a 501C3 non-profit as required by the State of Minnesota under which the current food shelf operates. At that meeting, Council had directed staff to schedule a meeting with attendees who want to form a management team to discuss the current status of the board of directors and its Hugo City Council Minutes for March 16, 2009 Page 6 of 7 operation of the Hugo Community Shelf as well as to address the issue of public trust of the current operation. City Administrator Mike Ericson provided an update on that meeting which was held earlier this day with attendees from the previous meeting to discuss the forming a new Hugo food shelf under a non-profit 5010 status. Mayor Fran Miron stressed his desire to be sure the needs of the residents are being met and how critical the food shelf was to the health, safety, and welfare of the community. Miron made motion, Haas seconded, to request that staff work with the City attorney, preferably pro bono, on forming a 501 C3 non-profit organization. All Ayes. Motion carried. Discussion on Award of Grant from MCMA for Special Proiects Intern On January 20, 2009, the Hugo City Council approved an application from the City of Hugo to the Minnesota City/County Management Association (MCMA) for a grant which would be used for a special projects intern to work in a City to gain valuable experience in day-to-day administrative and community development duties. The City of Hugo has received notification from MCMA that the City's grant application has been approved, and the City of Hugo will receive a $5,000 grant which will be used towards the cost share of a new special projects intern. Specifically, the grant application included duties both in the Business Retention and Expansion Program area as well as the ongoing discussion on recreational programming with the special subcommittee from the Parks and Recreation Commission which was appointed by the Hugo City Council. Klein made motion, Petryk seconded, to accept the grant and direct staff to advertise for the intern position. All Ayes. Motion carried. Visitor Presentation - Questions from Property Owner John Arcand John Arcand, resident at 608 Shilling Circle, Forest Lake, and property owner in Hugo requested to be added to the agenda to allow himself to ask questions of the Council. John asked about the City's intention in the construction of the well on the property adjacent to the Oneka Ridge Golf Course, requested to be involved in discussions on development of land if it was adjacent to the Arcand property, complained of trespassers on the Arcand property east of the Country Ponds Development, expressed displeasure of elections signs that were put on the Arcand property, and requested assistance in cleaning the Arcand property that had tornado debris on it. Fran encouraged John to work with the Long Term Recovery Committee on the clean up of the property. Huzo Firefighter Relief Association Councilmember Chuck Haas added this item to the agenda. Chuck discussed the Firefighter Relief Association funds. When there is a surplus, the Association can increase their pension amount rate, but when there was a deficit, the City is required to make an annual contribution to the deficit. There is no provision in state law to refund these annual contributions to the City when there is a surplus. It was Haas's opinion this should be discussed in detail in the future. Hugo City Council Minutes for March 16, 2009 Page 7 of 7 Appropriations Permit with the MN DNR Councilmember Chuck Haas added this item to the agenda. Councilmember Haas discussed his involvement with the Met Council's Water Supply Advisory Committee as it relates to the City's future permit for Well #6 within City property along 125th Street. Councilmember Haas raised the issue that the permit requirements outlined by the MN DNR may not be consistent with the Water Supply Advisory Committee's Draft Water Supply Plan. City Engineer Kennedy explained that he is currently evaluating the permit requirements to determine the potential impacts to the City, and will summarize his findings in a letter to Public Works Director Scott Anderson. The City Council directed Councilmember Haas will share the information with other members of the Water Supply Advisory Committee once it is available. Hugo Kidz -n -Biz Fest on Saturday, April 4, 2009 Staff is pleased to announce the 5th annual Hugo Kidz -n -Biz Fest is scheduled for Saturday, April 4, 2009 from 10:00 a.m. to 12:30 p.m. at Oneka Elementary School. As Council is aware, this annual event is co-sponsored by the Hugo Business Association and the Hugo Economic Development Authority and presented by The Citizen newspaper. This well attended event is a key opportunity for local businesses to market and promote their business to Hugo families and residents. The public is invited to attend this free event and to bring a donation of nonperishable food for the Hugo Food Shelf. Petryk made motion, Weidt seconded to schedule April 4, 2009 as a Council meeting to allow Council attendance at the 5th Annual Hugo Kidz -n -Biz Fest to be held at the Hugo Elementary School. All Ayes. Motion carried. Adjournment Haas made motion, Petryk seconded, to adjourn at 8:43 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk