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HomeMy WebLinkAbout2009.08.17 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF MONDAY AUGUST 17, 2009 Mayor Fran Miron called the meeting to order at 7:04 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, Assistant City Attorney Christine Eid, Water Supply Engineer Jamie Wallerstedt, and City Clerk Michele Lindau Hugo Firefighters Relief Association Workshop on July 21, 2009 (Revised) Weidt made motion, Klein seconded, to approve the July 21, 2009 workshop minutes for the meeting with the Hugo Firefighters Relief Association as revised and presented. All Ayes. Motion carried. Security Workshop with Washington County Sheriffs Department on July 20, 2009 Weidt made motion, Klein seconded, to approve the July 20, 2009 security workshop minutes with the Washington County Sheriffs Department as presented. All Ayes. Motion carried. Approval of Minutes for the City Council Meeting of August 3, 2009 Klein made motion, Weidt seconded, to approve the minutes for the August 3, 2009 meeting as presented. All Ayes. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approved the agenda as amended. Add HA Open House on Wednesday, September 9, 2009 on CSAH 8 East Project All Ayes. Motion carried. Approval of Consent Agenda Haas made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Resignation of Hugo Firefighter Nick Johnson Approve Leave of Absence for Hugo Firefighter Mark Koll Hugo City Council Minutes for August 17, 2009 Page 2 of 9 Approve Annual Performance Review for Public Works Mechanic Dave Greeder Approve Annual Performance Review for Public Works Director Scott Anderson Approve Rescheduling of September 7, 2009 Council Meeting to Tuesday, September 8, 2009 Due to Labor Day Holiday Approve Reinstatement of Firefighter Bill Buystedt to the Hugo Fire Department Approve Resignation of Greg Burmeister from the Hugo Planning Commission and Authorization to Advertise for Vacancy Approve Letter of Lease for Office Space for Washington County HRA Approve Hugo Fire Department Revisions to the Facial Hair Policy Approve Neighborhood Meeting Regarding Gravel Pit Property for Wednesday, September 2, 2009 at 7:00 p.m. Approve Scheduling of Public Hearing on Tax Abatement for September 8, 2009 Approve Resolution Accepting Donation of an Antique 1938 Dodge Fire Truck Approve Recommendation from Ordinance Review Committee on Variance Procedures All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Resignation of Hugo Firefighter Nick Johnson Hugo Firefighter Nick Johnson submitted his letter of resignation to Hugo Fire Chief Jim Compton citing a change in his personal life. Adoption of the Consent Agenda approved the resignation of Firefighter Nick Johnson and publicly thanked him for his four years of dedicated service to the citizens of Hugo. Approve Leave of Absence for Hugo Firefighter Mark Koll Hugo Firefighter Mark Koll has requested a leave of absence from the Hugo Fire Department citing some changes in his personal life which will not allow him to perform his firefighter duty to the best of his ability. Adoption of the Consent Agenda approved the leave of absence for Hugo Firefighter Mark Koll for a two month period and welcome him back to the department on September 30, 2009. Approve Annual Performance Review for Public Works Mechanic Dave Greeder Dave Greeder was hired by the City of Hugo as the new mechanic in the Public Works Department on August 8, 2005. For the past four years, Dave has demonstrated an excellent level of mechanic duties for both the Public Works Department and the Fire Department saving the City many dollars. Dave is a hard worker who is dedicated to the Public Works Department. Dave has other duties in the Public Works Department including streets, parks and the City's utility system. Dave has an attentive eye to detail and an excellent work place attitude. Adoption of the Consent Agenda approved the annual performance review for Public Works Mechanic Dave Greeder. Hugo City Council Minutes for August 17, 2009 Page 3 of 9 Approve Annual Performance Review for Public Works Director Scott Anderson Scott Anderson was hired by the City of Hugo on August 11, 2003 as the City's new Senior Engineering Technician, and on August 5, 2008, Scott was promoted to the City's Public Works Director position as the second Public Works Director in the City's history. For the past six years, Scott has demonstrated an excellent work ethic along with a commitment and loyalty to the City which is well recognized by residents and business owners. Scott is an excellent communicator with a great sense of humor which works well with contractors, residents and his department. Adoption of the Consent Agenda approved the annual performance review for Public Works Director Scott Anderson. Approve Rescheduling of September 7, 2009 Council Meeting to Tuesday, September 8, 2009 Due to Labor Day Holiday Each year, the Hugo City Council has to reschedule its first meeting in September to the following Tuesday due to the Labor Day Federal Holiday. Adoption of the Consent Agenda approved the rescheduling of the September 7, 2009 City Council meeting to Tuesday, September 8, 2009. Approve Reinstatement of Firefighter Bill Buystedt to the Hugo Fire Department As Council is aware, Hugo Firefighter Bill Buystedt returned recently from the War in Iraq having served his second full tour of duty having been away for one year and one month from his family. In June of 2008, 2008, Firefighter Bill Buystedt reported for active duty in the National Guard in support of Operation Iraqi Freedom. Adoption of the Consent Agenda approved the reinstatement of Firefighter Bill Buystedt to the Hugo Fire Department and publicly welcome him back to the City of Hugo. Approve Resignation of Greg Burmeister from the Hugo Planning Commission and Authorization to Advertise for Vacancy The City of Hugo has received a letter of resignation from Greg Burmeister who currently serves as a commissioner on the Hugo Planning Commission. Greg has recently moved out of the City of Hugo and would like to formally resign from the Planning Commission due to his move. Adoption of the Consent Agenda approved the resignation of Greg Burmeister from the Hugo Planning Commission and authorized staff to advertise for the vacancy on the Hugo Planning Commission. Approve Letter of Lease for Office Space for Washington County HRA City staff recently was contacted by officials from the Washington County Housing and Redevelopment Authority (HRA) who were seeking a temporary location in order to provide foreclosure client services for Washington County residents living in north Washington County. Specifically, the current location in St. Paul Park is not an easily accessible location and a desire to better serve clients was a goal of the Washington County HRA. City staff met recently with representatives from the HRA who were very excited at the opportunity to service clients with foreclosure issues with the facilities in the Hugo City Hall. Washington County HRA Executive Director Barbara Dacy is pleased to recommend to her board approval of a lease agreement for the use of office space for clients one or two days a week. Adoption of the Consent Agenda approved Hugo City Council Minutes for August 17, 2009 Page 4 of 9 the letter of lease for office space for Washington County HRA at a monthly lease rate of $100. Approve Hugo Fire Department Revisions to the Facial Hair Policy Fire Chief Jim Compton has been working with City staff to provide revisions to the Suggested Operating Guidelines (SOG) which regulates facial hair due to the proper fitting of breathing apparatus and face masks with air tanks. Jim has provided a revision to the department's facial hair policy which has been reviewed by City staff and approved by City Attorney Dave Snyder. Adoption of the Consent Agenda approved the Hugo Fire Departments revisions to the department's facial hair policy as presented. Approve Neighborhood Meeting Regarding Gravel Pit Property for Wednesday, September 2, 2009 at 7:00 p.m. At its August 3, 2009 meeting, the Council approved the purchase of a 125 acre parcel located south of 147th Street, east of Irish Avenue. This parcel was owned by the Hansen family and is the site of a former gravel pit. Council also discussed the need to meet with neighbors to discuss the purchase of this property as well as the future and interim use of the property. Adoption of the Consent Agenda approved scheduling Wednesday, September 2, 2009 at 7:00 p.m. for the neighborhood meeting to be held at the Rice Lake Park Centre. Approve Scheduling of Public Hearing on Tax Abatement for September 8, 2009 At its August 3, 2009 meeting, the Council approved the purchase of the 125 acre Hansen parcel and directed staff to move forward with preparation for the sale of Tax Abatement Bonds. Such bonds require the City Council to conduct a public hearing which will focus on the City Council's determination that the use of tax abatement for parkland acquisition and improvements is in the public interest. Following the public hearing, the City Council will be asked to consider adopting a resolution that defines the parameters for the abatement project. Adoption of the Consent Agenda approved scheduling the public hearing for Tuesday, September 8, 2009 at 7:00 p.m. Approve Resolution Accepting Donation of an Antique 1938 Dodge Fire Truck The Hugo Lions Club wishes to donate an Antique 1938 Dodge Fire Truck to the Hugo Fire Department for heritage purposes. This was the first motorized fire truck owned by the Fire Department and was sold to the Hugo Lions Club in the 1970's for $1 with the condition the Fire Department would have the first option to reclaim it. The Fire Department would like to restore, display and use the Antique Fire Truck for Hugo Fire Department activities including various civic and charitable events and parades. The vehicle needs minor restoration work, including painting, that the Fire Department would like to do with donations from charitable organizations. The Fire Department agrees to allow the Hugo Lions Club to use the truck for civic actives and events. Adoption of the Consent Agenda approved the Charitable Gift Agreement and adopted RESOLUTION 2009-26 ACCEPTING THE DONATION OF AN ANTIQUE 1938 DODGE FIRE TRUCK FROM THE HUGO LIONS CLUB. Hugo City Council Minutes for August 17, 2009 Page 5 of 9 Approve Recommendation from Ordinance Review Committee on Variance Procedures In January, the Planning Commission set its goals for 2009. One of the goals was to have the Ordinance Review Committee (ORC) discuss variance procedures. This topic also came up during the review of the sign ordinance. On Thursday, July 30, 2009, the ORC met to discuss variance procedures. Staff discussed the Minor Deviations Ordinance that was adopted in 2007 with the ORC. The ordinance allows administrative approval of minor requests that would normally be required to go through the variance process. These items include reductions of setback requirements and reduction of parking requirements. The applicant of the minor deviation still is required to have a hardship, and it shall not be the mere granting of a privilege. The ORC discussed both the minor deviations and the sign ordinance and felt that there were ways for people to get administrative approval of certain requests as long as it was minor and met the intent of the variance ordinance. Adoption of the Consent Agenda approved ORC's recommendation to the City Council that no changes be made to the minor deviations ordinance. Approve EDA's Recommendation Re Properties for Sale at the Southwest Corner Councilmember Haas removed this item from the Consent Agenda. At its August 10, 2009 meeting, the Hugo Economic Development Authority (EDA) listened to a presentation from Community Development Director Bryan Bear, who was in receipt of two sale offers from property owners with land located at the southwest corner of the TH61 and 165th Street intersection. The EDA discussed the two sale offers and after discussion agreed that the City of Hugo should not proceed with the purchase of the land, and the private sector was better suited to develop the properties. The Economic Development Authority unanimously recommended that the Hugo City Council formally reject the offers and thank the property owners for the offer of sale. Haas said there was potential for transit opportunities on this site. Haas made motion, Klein seconded, to accept the EDA's recommendation to reject the offers of sale with direction to staff to notify the Metro Transit Authority, Rush Line Corridor Task Force, and the Washington County Transit Authority to let them know about the property owners' willingness to sell and the potential for transit opportunities. All Ayes. Motion carried. Approve Resolution for a Conditional Use Permit for an Accessory Building for Beniamin Carter at 6128 Goodview Trail Circle Weidt removed this item from the Consent Agenda. The applicant has requested approval of a Conditional Use Permit (CUP) to allow the construction of a 324 square foot accessory building, where 260 square feet is allowed by ordinance, on property located at 6128 Goodview Trail Circle North. The property is approximately .58 acres and is located in the Single Family Detached Residential Zoning District where 260 square feet of accessory building space is permitted by ordinance. Section 90-204 of the Comprehensive Land Use Regulations allows accessory buildings up to 125 percent of the size permitted subject to the approval of a conditional use permit. The applicant also runs a construction and fireplace business from the property and has received many complaints from the neighbors about the business including vehicle parking and damage to a neighbor's fence, likely caused when backing up a work trailer. The Planning Commission held a public hearing on August 13, 2009 to consider this request and Hugo City Council Minutes for August 17, 2009 Page 6 of 9 voted 5-1 to recommend approval of the CUP to the City Council. The Commission also asked staff to obtain the City Attorneys opinion on whether the home occupation on the property met ordinance requirements without an interim use permit. City Attorney Dave Snyder opinion was that if the trailer was not parked outside the home, it would meet general standards of the ordinance and not require an interim use permit. Applicant Ben Carter was present and told the Council he was storing the trailer elsewhere, only having it on the property when loading and unloading, and his employees were parking off site. Ben said he had not resolved the issue with the damaged fence, and he was hiring a surveyor to verify the fence location in relation to the property line. Weidt made motion, Klein seconded, to table the request for a CUP for an oversized accessory building until the property line and fence issue have been resolved with the neighbor. All Ayes. Motion carried. Update on City Council Mid -Year Budget Workshop on August 10, 2009 On August 10, 2009, the Hugo City Council held its mid -year budget workshop at which it discussed the status of the current 2009 City Budget as well as both revenue and expenditure projections for 2010. Finance Director Ron Otkin provided the Council with an overview on a number of topics after which comment was taken from citizens and representatives regarding the Northeast YMCA expansion project as well as the Washington County 4-H funding. Council also discussed with Fire Chief Jim Compton the merits of a full time Fire Chief or Fire Marshall position. After discussion, Council agreed to a reduction in over $600,000 in City expenditures for 2010 as well as a target to keep the tax capacity rate the same as in 2009 with a levy back of the unalotted Market Value Homestead Credit. Mayor Fran Miron and City Council members discussed issues raised at the workshop including their broad-based support of the YMCA but not financially, and agreed to a one-time funding of $4,300 to 4-H in hopes the 4-H program will become self-supporting in the next year. Miron made motion, Weidt seconded, to direct staff to prepare the budget for the next fiscal year to reflect the items that were discuss. All Ayes. Motion carried. Discussion on July 21, 2009 Hugo Council Workshop and Hugo Fire Department Relief Association Meeting At its July 21, 2009 workshop with the Hugo Fire Department Relief Association, the Hugo City Council discussed a number of topics related to the Hugo Fire Department callout and response points policy which had been revised by Fire Chief Jim Compton with assistance from Deputy Fire Chief Jadon 011ila and Assistant Fire Chief Mary Schwartz. Jim and Jadon discussed with Council staffing issues and explained they currently had 18 new applicants and agreed the goal of the department was to maintain 33 firefighters. Also discussed was the use of teams and the proposed point system, which Jim explained was the result of revisions requested by Fire Department members. It was generally agreed by Council that there was no need to organize a committee to discuss these issues, and the department should continue to be inclusive and analyze suggestions to bring back to the Council. City Administrator said staff would be working through issues related to the City of Hugo's Employee Handbook to include the Fire Hugo City Council Minutes for August 17, 2009 Page 7 of 9 Department, and would be bringing those changes back to the Council in September. Miron made motion, Haas seconded, to adopt the revised policy for the point system, direct the leadership in the fire department to continue to review and make changes as necessary, and directed staff to review and make changes to the employee handbook as necessary. Weidt made motion, Haas seconded, to amend the motion to include looking for options for part- time employees and other aspects of staffing. Vote on amendment - All Ayes. Motion carried. Vote on original motion as amended - All Ayes. Motion carried. Update on Well #6 South of 125th Street North Earlier this year, Councilmember Haas and City staff provided Council with an update regarding the activities of the Met Council's Water Supply Advisory Committee, as well as an overview of the potential permitting requirements associated with future Well #6. City staff has been working with the DNR and the Met Council over the past few months to better define the permitting requirements associated with future Well #6, in the context of the Met Council Regional Water Supply Plan (WSP). Water Supply Engineer Jamie Wallerstedt reviewed with Council the traditional permitting process and the process outlined in the WSP, explaining that Hugo's permitting process is a test case, and the City was working with the Met Council and the DNR to refine the permitting process. The application had been submitted to the DNR for Well #5 and the process was consistent with the draft regional WSP. The City was working with the DNR to add Well #6 to the appropriations permit but requirements by the DNR will add $100,000 to the project for tests well and on-going monitoring of the aquifer. Miron made motion, Petryk seconded, to direct staff to prepare specifications, obtain quotes for the monitoring well, and finalize rate structure for Well #5, and to prepare plans and specifications for well drilling, and work with surrounding property owners on private wells during design and construction of well for Well #6. All Ayes. Motion carried. Open House on Wednesday, September 9, 2009 on CSAH 8 East Proiect City Administrator Mike Ericson added this item to the agenda. Washington County will hold an open house on Wednesday, September 9, 2009 at the Rice Lake Centre Community Room from 4-7 p.m. to provide the public with information on the CSAH8 east road project. Petryk made motion, Haas seconded, to schedule Wednesday, September 9, 2009 as a meeting to allow Council attendance at the CSAH 8 Open House. All Ayes. Motion carried. Hugo City Council Minutes for August 17, 2009 Page 8 of 9 Schedule Annual Bus Tour for City Council and Commissions Included in its 2009 City Focus Goals and On-going Priorities, the Hugo City Council annually schedules a bus tour for the Hugo City Council and Commission members along with City staff in order to provide direct hands-on site visits to neighborhoods, City projects, public improvement projects, and future opportunities. Mayor Fran Miron invited any residents interested in attending to contact Hugo City Hall. Haas made motion, Petryk seconded, to schedule the City bus tour for Monday, September 14, 2009 at 4:30 p.m. All Ayes. Motion carried. Discussion on Appointment of Councilmember Tom Weidt to the LMC Design -Build Committee The City of Hugo has received notification from the League of Minnesota Cities (LMC) for interest of an elected official to serve on the LMC Design -Build Selection Committee. Councilmember Tom Weidt has expressed interest in serving on the committee. Weidt made motion, Petryk seconded, to recommend appointment of Councilmember Tom Weidt to represent the City of Hugo on the LMC's Design -Build Selection Committee. All Ayes. Motion carried. Discussion on Preparation of Burning Ordinance and Burning Violation Fines Hugo Fire Chief Jim Compton is requesting the Council consider the creation of a burning ordinance and establish burning violation fines due to the costs the Hugo Fire Department incurs while responding to illegal fres. Most recently, the Fire Chief, one engine, one tanker and six personnel responded to an illegal fire, which cost the City a total of $680. The Hugo Fire Department is seeking a means of recouping the cost of responding to illegal fires with the enforcement of a City Burning Ordinance to include burning violation fees. Additionally, Fire Chief Jim Compton explained the Fire Department would also like to include a requirement for burning permits to be obtained even when there is three inches or more snow cover, something that is not currently required, because these fires are often called into the department, and the department dispatches a crew when it is not necessary. Haas made motion, Petryk seconded, to authorize City staff work with the Hugo Fire Department to draft a burning ordinance that creates a year -around burning permit requirement and establishes fines for illegal burns to recoup the associated costs. All Ayes. Motion carried. Hugo City Council Minutes for August 17, 2009 Page 9 of 9 Adiournment Weidt made motion, Klein seconded, to adjourn at 9:16 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk