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HomeMy WebLinkAbout2009.07.20 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF MONDAY, JULY 20, 2009 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, Bryan Bear Community Development Director, Public Works Director Scott Anderson, City Attorney Dave Snyder, and Administrative Intern Shelly Clasen Tesser Mayor Miron asked for a moment of silence for three members of the 34th Red Bull Infantry Division who were recently killed in Iraq. Councilmembers Chuck Haas and Phil Klein attended the Sunday, July 19, 2009 vigil for the soldiers in Stillwater. Approval of Minutes for the City Council Meeting of July 6, 2009 Haas made a motion, Klein seconded, to approve the minutes as amended. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Petryk seconded, to approve the agenda as amended. Add K.1 - Discussion of 2030 Comprehensive Plan All Ayes. Motion carried. Presentation of 2008 Audit Report - Jason Miller, Smith Schafer & Associates Jason Miller from the independent accounting firm of Smith Schafer & Associates presented to the Hugo City Council a recap of the audit of the City's finances for the 2008 fiscal year. Mr. Miller commended the Finance Department on its reserved fund balance of 50% of its 2008 budgeted expenditures, unqualified audit opinion, and no Minnesota legal compliance exceptions. Petryk asked about the benefits of hiring Anna Wobse as the Accounting Clerk. Jason Miller stated that the segregation of duties has only improved the Finance Department's success. Haas made motion, Petryk seconded, to accept the 2008 City Audit as recommended by Finance Director Ron Otkin. All Ayes. Motion carried. Hugo City Council Meeting July 20, 2009 Page 2 of 8 Presentation of Annual Report by White Bear Lake Fire Department - Ron Hawkins, Quality Control Chief White Bear Lake Fire Department Quality Control Chief Ron Hawkins presented the Council with an annual report on the BLS ambulance joint powers agreement with the City of Hugo. After 2008, BLS ambulance #4 was stored at the Hugo Fire Hall with the Hugo Firefighters responding from 5:00 a.m. - 5:00 p.m. Monday through Fridays and weekends. In 2008, there were 200 EMT calls performed by Hugo Fire Department. The response time on average is 9.6 minutes from Hugo Fire Hall to Hugo residents. The response time on average is 13.1 minutes from White Bear Lake Fire Department to Hugo residents. Surveys have been mailed out to patients, and high marks in customer service have been received. The White Bear Lake and Hugo Fire Department continue to focus on education and customer service. The department's long-term goal is to change Hugo Fire Department to 24 hour coverage. Miron made motion, Klein seconded to accept the White Bear Lake Fire Department's annual report. All Ayes. Motion carried. Presentation on Findings and Recommendations for Emergency Management - Deb Pare, Washington County Emergency Management Director At its April 20, 2009 meeting, the Council listened to resident Betty Zuettel, 5164 128th Street North, who presented a petition signed by 30 neighbors requesting the City work with the White Bear Lake School District to designate the Oneka Elementary School as a storm shelter. Residents living in homes constructed on concrete slabs without basements are concerned about where to go during severe weather. Council had directed staff to look into the option of using the Oneka Elementary School as a safe haven. Staff has been working with Washington County Emergency Management Director Deb Paige. Administrative Shelly Clasen Tesser and Washington County Emergency Management Director Deb Paige met at Oneka Elementary School on June 22, 2009 to review the property as a potential storm shelter. Deb Paige's assessment is based on several factors that are considered before a storm shelter can be determined. Oneka Elementary School could easily exceed the maximum occupancy of 750 during a storm event if students are present; availability and access is limited on evenings, weekends, and holidays; safety of residents traveling to the shelter is jeopardized; and there are liability issue should there be injuries or damage to personal property while accessing the building. Deb Paige recommended against designating Oneka Elementary as a storm shelter and stated that the best option for residents is to stay in their home during severe weather. Miron made motion, Weidt seconded, to direct staff to put the tornado safety website link on the City of Hugo's website and to notify the 30 petitioners of the Council's decision as well as to provide them with the tornado safety information. All Ayes. Motion carried. Hugo City Council Meeting July 20, 2009 Page 3 of 8 Approval of Consent Agenda Petryk made motion, Klein seconded, to approve the following Consent Agenda: Approval of Claims Approve Tobacco License for Hugo One Stop Convenience Store Approve Annual Performance Review for Public Works Worker Jeff Maas Approve U of MN Community Growth Options Program Application for Parks and Recreation Programming Technical Assistance Approval of Pre -Plat and Final Plat for Victor Gardens Commons and PUD General Plan for PAWS Pet Hospital Approve Saturday, October 3, 2009 for the Fall Cleanup Date All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Tobacco License for Hugo One Stop Convenience Store Michael Warner has applied for a tobacco license for Hugo 1 Stop, 14815 Forest Boulevard North, (former 61 -Stop). Staff has reviewed the application and found it to be satisfactorily complete. Adoption of the Consent Agenda approved the tobacco license for Hugo 1 Stop at 14815 Forest Boulevard North. Approve Annual Performance Review for Public Works Worker Jeff Maas Jeff Maas was hired by the City of Hugo on July 24, 2006 as a Public Works Worker. Over the past three years, Jeff has demonstrated an excellent work ethic and knowledge of the Public Works Department. He continues to be a valuable asset and member of the Public Woks Department. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Jeff Maas. Approve U of MN Community Growth Options Program Application for Parks and Recreation Programming Technical Assistance The University of Minnesota's Community Growth Options (U-CGO) program provides research assistance to help growing communities manage growth and development effectively. At its July 8, 2009 meeting, the Parks Commission discussed the request of the Parks and Recreational Programming Subcommittee to apply for the U-CGO program for assistance in developing the parks and recreation program by gathering citizen opinion by way of surveys, focus groups, or other public participation process. Results of this process would directly affect park development and park programming in the City of Hugo. The Parks Commission Hugo City Council Meeting July 20, 2009 Page 4 of 8 unanimously recommended Council approve the application of the U-CGO program application for assistance. Adoption of the Consent Agenda approved the application for the U-CGO program for assistance in park and recreational programming. Approval of Pre -Plat and Final Plat for Victor Gardens Commons and PUD General Plan for PAWS Pet Hospital With the Preliminary Plat and Final Plat, the applicant requested to subdivide Lot 1, Block 5, Victor Gardens 4th Addition into two lots to be known as Victor Gardens Commons. The property is a total of 2.23 acres in size. The applicant was also seeking approval of a PUD general plan to construct a 3,595 -square foot pet hospital building on Lot 1, Block 1, Victor Gardens Commons. There are no approvals requested for the site plan on Lot 2, Block 1, Victor Gardens Commons. At its July 9, 2009 meeting, the Planning Commission considered the request at a public hearing. There was no one that spoke at the public hearing except the applicants. The applicants gave an overview of the project and business to the Planning Commission. The Planning Commission stated that they thought the plan met the intentions of the Victor Gardens development and stated that they were in favor of the PUD flexibility requested. The Planning Commission recommended adoption of the resolution to approve the Preliminary Plat and Final Plat for Victor Gardens Commons and the resolution to approve the PUD General Plan for PAWS Pet Hospital to the City Council. Applicants Matt and Michele Beck were at the meeting and presented the plan to the Council. Mayor Fran Miron thanked Matt and Michele for coming to Hugo. Adoption of the Consent agenda approved RESOLUTION 2009-24 APPROVING PRELIMINARY PLAT AND FINAL PLAT FOR POAC-CRAIN, LLC. FOR "VICTOR GARDENS COMMONS" ON PROPERTY LOCATED SOUTH OF FRENCHMAN ROAD (COUNTY ROAD 8) AND WEST OF LEOPOLD LANE, and RESOLUTION 2009-25 APPROVING A PUD GENERAL PLAN FOR PAWS PET HOSPITAL ON LOT 1, BLOCK 1, OF VICTOR GARDENS COMMONS LOCATED SOUTH OF FRENCHMAN ROAD (COUNTY ROAD 8) AND WEST OF LEOPOLD LANE. Approve Saturday, October 3, 2009 for the Fall Cleanup Date Public Works Director Scott Anderson has been working with Washington County Public Health & Environment staff over the past several months to schedule a Fall Cleanup Day in the City of Hugo. The fall cleanup day has been held in past years with great success. Adoption of the Consent Agenda approved Saturday October 3, 2009 for the City of Hugo's Fall Clean Up Day from 7:00 a.m. to noon at the Public Works Building. Approve Crossing Surface Installation Agreement with MN Commercial Railway As part of the improvements to the 130th Street/Highway 61 intersection, the BNSF crossing of 130th Street needs to be widened to accommodate the construction of the project. As is typical of such improvements, the work will be completed by Minnesota Commercial through an agreement with the City. City staff and the City Attorney provided an initial review of the proposed agreement and recommend approval by the City Council subject to final review by the Hugo City Council Meeting July 20, 2009 Page 5 of 8 city attorney. The cost to complete the crossing extension is included in the funding plan for the Highway 61/130th Street intersection project. Councilmember Chuck Haas asked for the monetary amount of the concrete work. Bryan Bear, Community Development Director stated approximately $20,000; additional monies will apply once more work is needed. Bryan Bear stated the work is cheaper and more efficient if the railroad does the work compared to the City. Haas made motion, Petryk seconded, to approve the proposed agreement subject to final review by the city attorney. All Ayes. Motion carried Discussion on Northeast YMCA Remodeling Proiect - Shane Hoefer Shane Hoefer, Interim Executive Director at the Northeast Family YMCA presented to the Council the proposed remodeling of the Northeast YMCA. The $6 million expansion will be designed to meet community needs identified through recent studies. Shane explained the Northeast YMCA is requesting a Partner Fair Share involving the City of White Bear Lake, The City of Mahtomedi, White Bear Township, and the City of Hugo. The formula for each partner is different depending on whether the YMCA is within the municipal's border. The YMCA projected membership from the City of Hugo is 3%. The City of Hugo's formulation is configured as 3% of $5 million, which would be $56,260. Shane provided a benefit summary for the City of Hugo residents. Miron made motion, Haas seconded, to direct staff to put the request of $56,250 on the agenda for the Mid Year Budget Review Workshop. All Ayes. Motion carried. Update on Rice Lake Park Athletic Complex Economic Development/ Parks Intern Shayla Severson, Kendra Lindahl and Teresa Forsberg from Landform, Inc. presented on behalf of the Rice Lake Park Subcommittee an overview to the Council of the first phase of the Rice Lake Park Complex which consists of turf fields, parking lots, access roads, irrigation system, utility connections, sidewalks and trails. Shayla Severson then provided an update on the second phase of Rice Lake Park Complex. The Rice Lake Park Subcommittee has been working with Landform to complete the schematic design for Phase 2 Rice Lake Park shelter site plan, which will consist of the park shelter and surrounding plaza with playground equipment and landscaping. Current revisions to the shelter site plan are to reduce paved area by 1,500 square feet, replace metal standing seam roof with architectural shingles, make all floors sealed concrete, and reduce the size of the gathering room by 400 square feet. The estimated cost of Phase 2 is $750,073. The subcommittee made the decision not to pursue LEED certification to save on cost but instead pursue long-term energy efficiency such as permeable pavement, rain collection cistern, geothermal system and solar panels. The Council was presented the budget and Landform's Scope of Services. The plan revisions have Hugo City Council Meeting July 20, 2009 Page 6 of 8 increased the scope of service fees to $69,688. Additional hourly fees increased by $37,375 for construction administration, mechanical/electrical/plumbing sub -consultant and structural sub - consultant. The next step to finalizing the budget and construction timeline of Phase 2 is to set up a 501 c3 in order to receive donations, draft donation proposal to Hanifl Foundation, continue planning the operation of the athletic complex, and approve Scope of Services of Landform for design fees. Weidt made motion, seconded by Klein, to direct the Rice Lake Park Subcommittee to address four items before approval: decrease the estimate on construction administration, continue with the original plan of a metal standing seam roof, continue with the original plan of all floors being sealed concrete, and research alternatives of the heating system. All Ayes. Motion carried. Update on Ethan Avenue Neighborhood Meeting on July 13, 2009 A neighborhood meeting was held with residents living along Ethan Avenue, 122nd Street, Everton Avenue, and a portion of 1201h Street (roadway section south of Oakshore Park) as directed by the City Council at their June 15, 2009 meeting. The purpose of the meeting was to discuss the need for roadway improvements and the potential for utility improvements within this section of the roadway. Mayor Miron, Councilmember Petryk, City Engineer Jay Kennedy, Public Works Director Scott Anderson, and Senior Engineering Technician Steve Duff were in attendance at the neighborhood meeting to provide information and answer questions. Mayor Miron and Councilmember Petryk provided the Council with an update on the outcomes of the meeting. Miron made motion, Weidt seconded, to table this item to the August 3, 2009 City Council agenda. All Ayes. Motion carried. Discussion on City Funding of Washington County 4-H Program -Dan Dolan and Commissioner Dennis Hegberg Dan Dolan, President of the Washington County Agricultural Society and Washington County Commissioner Dennis Hegberg presented the Council with a request for a grant to support the 4-H program in Washington County. Washington County eliminated funding for the 4-H program as of September 15, 2009. The grant would help keep the 4-H program available to families of Washington County. Currently there are 525 4-H members in Washington County. 4-H is self- funded through 2009. The request for a grant is for the 2010 fiscal year. Dan Dolan is requesting the City of Hugo to provide a grant support 4-H. Miron made motion, Weidt seconded, to put this request on the agenda of the mid -year budget review. All Ayes. Motion carried. Hugo City Council Meeting July 20, 2009 Page 7 of 8 Vacancy on State of Minnesota Board of Soil and Water Resources (BWSR) During this year's legislative session, the State Legislature added three governor -appointed positions to the Board of Water and Soil Resources. Two of these positions are for elected city officials, one of whom must be from a city located in the metropolitan area. The Board meets in St. Paul on the fourth Wednesday of every month. Application deadline is Tuesday, July 28, 2009. City Administrator Michael Ericson requested council contact staff if there was interest in applying for the board position. Weidt made motion, Haas seconded, to direct staff to assist any interested member of the Council in applying for the board position. All Ayes. Motion carried. Set Date for Mid -Year Budget Review Staff requested Council set a date for the mid -year budget review meeting. Haas made a motion, Weidt seconded, to direct staff to schedule the mid -year budget meeting for Monday, August 10, 2009 at 7:00 p.m. at Hugo City Hall. All Ayes. Motion carried. John Areand Mayor Fran Miron added this item to the agenda per John Arcand's request. John Arcand was not present at the time item was called. Mayor Fran Miron requested the item be placed on the August 3, 2009 City Council agenda. Miron made motion, Weidt seconded, to direct staff to place item on the next City Council agenda. Ayes: Petryk, Weidt, Miron Nays: Hass Abstain: Klein Motion carried. 2030 Met Council Comprehensive Plan Councilmember Haas added this item to the agenda and spoke briefly about the plan. Haas requested staff to continue to communicate with the Met Council staff on Hugo's 2030 Comprehensive Plan. Hugo City Council Meeting July 20, 2009 Page 8 of 8 Adiourn Klein made motion, Haas seconded, to adjourn at 10:00 p.m. All Ayes. Motion carried. Respectfully Submitted, Shelly Clasen Tesser Administrative Intern