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HomeMy WebLinkAbout2008.01.07 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF JANUARY 7, 2008 Mayor Fran Miron called the meeting to order at 7:10 p.m. PRESENT: Granger, Haas, Petryk, Puleo, Miron City Administrator Mike Ericson, CD Director Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, PW Director Chris Petree, and City Clerk Michele Lindau APPROVAL OF CITY COUNCIL MEETING OF DECEMBER 17, 2007 Haas made motion, Granger seconded, to approve the minutes for the December 17, 2007 meeting as presented. All aye. Motion carried. APPROVAL OF AGENDA Add F.2 — Bus Transit Center Opening (Commissioner Dennis Hegberg) Add K.1 — January 8, 2008, 8:00 a.m. Council Workshop on Floodplain Ordinance Miron made motion, Haas seconded, to approve the agenda for January 7, 2008 as amended. All aye. Motion Carried. PRINCESS KAY OF THE MILKY WAY — ANN MIRON In August 2007, Ann Miron was selected as the 54th Princess Kay of the Milky Way at the Minnesota State Fair and became the spokesperson for the Minnesota Dairy Association with her first duty sitting for eight hours in a refrigerated booth having her head carved out of a 90 pound block of butter. Ann is a sophomore at the University of Minnesota majoring in Agricultural Education, and she is the first ever Princess Kay from Washington County. Ann addressed the Council and shared with the Mayor and Council Members her responsibilities and duties as the spokesperson for the Minnesota Dairy Association and the Midwest Dairy Association. Staff played a DVD of Ann's whirlwind of activities during the twelve days of the Minnesota State Fair. Washington County Commissioner Dennis Hegberg was in the audience along with State Representative Bob Dettmer and Senator Ray Vandeveer to present Ann with resolutions showing their appreciation. BUS TRANSIT CENTER OPENING (COMMISSIONER DENNIS HEGBERG) The new express bus service began on Monday, January 8, 2008, between the new Forest Lake Transit Center and downtown Minneapolis. The new Route 288 will provide relief at the park- and-ride in Blaine and help lessen the impacts of the I -35E bridge collapse. Commissioner Dennis Hegberg explained they were looking for input on where a park-and-ride could be located in Hugo and he provided contact information to find out more on the bus route and times. City Council Meeting of January 7, 2008 Page 2 of 10 CONSENT AGENDA Granger made motion, Haas seconded, to approve the following Consent Agenda: Approval of Claims Approve Appointment of Acting Mayor Approve Appointment of City Engineer Approve Appointment of City Planner Approve Appointment of Financial Advisor Approve Appointment of Jim Compton as Fire Chief Approve Appointment of Civil Defense Director Approve Appointment of Depository for City Funds Approve Appointments to Hugo Firefighter Relief Association Approve Appointment of Chairperson and Vice Chair for Planning Commission Approve Appointment of Chair and Vice Chair for the Parks and Recreation Commission Approve Annual Performance Review for Building Inspector Scott Baller Approve Annual Performance Review for Associate Planner Rachel Simone Approve Annual Performance Review for PW Worker Ryan McCullough Approve Amendment to City Personnel Policy for On -Call Pay Approve Ordinance Establishing 2008 City Fee Schedule Approve Resignation of Building Department Receptionist Eileen Ottney Approve Authorization to Staff to Advertise for Community Development Assistant Approve Letter of Agreement for Washington County Sheriff Department for Office Space Approve Denial of Variance for Driveway for Todd Christensen at 6192 147th Street North All aye. Motion carried. APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims roster for January 7, 2008 as presented. APPROVE APPOINTMENT OF ACTING MAYOR Each year, the Council appoints a member of the Council for the position of acting Mayor. Adoption of the Consent Agenda appointed Council member Becky Petryk as acting Mayor for the year 2008. APPROVE APPOINTMENT OF CITY ENGINEER WSB Engineers has been the City Engineer for the past four years. Jay Kennedy has handled the day-to-day duties, and Pete Willenbring continues as the water resource engineer. WSB has provided an excellent level of service to the City over the past year and staff is very pleased with their work. Adoption of the Consent Agenda appointed Jay Kennedy as the City Engineer for 2008. APPROVE APPOINTMENT OF CITY PLANNER Kendra Lindahl from Landform has worked over the past six years as the City planner, as City Council Meeting of January 7, 2008 Page 3 of 10 directed by CD Director Bryan Bear. Her primary focus has been on the 2008 Comprehensive Plan planning process. She reviews, advises, and recommends changes on plats, as well as attending PC and Council meetings as needed. She has proven to be a dedicated, hard worker, and valued member of the City Hall team. Adoption of the Consent Agenda appointed Kendra Lindahl as the City Planner/planning consultant for the year 2008. APPROVE APPOINTMENT OF FINANCIAL ADVISOR Financial advisors Paul Steinman and Nick Dragisich and the other members of the Springsted team have served the City very well over the past year on a wide variety of projects and issues including the creation of the downtown TIF District. Adoption of the Consent Agenda appointed Paul Steinman and Nick Dragisich, from Springsted, Inc., as the City's financial advisors for the year 2008. APPROVE APPOINTMENT OF JIM COMPTON AS FIRE CHIEF At its January 3, 2005 meeting, Council formally appointed Jim Compton as the Hugo Fire Chief for a three year term as prescribed in the Hugo Fire Department's SOG's. Jim seeks reappointment to the position. Adoption of the Consent Agenda reappointed Jim Compton as the Hugo Fire Chief for a three-year term ending December 31, 2010. APPROVE APPOINTMENT OF CIVIL DEFENSE DIRECTOR Each year, Council appoints a member of the City staff to serve in the role of Civil Defense Director. For the past several years, the Fire Chief has served in this position. Adoption of the Consent Agenda appointed Fire Chief Jim Compton as the City's Civil Defense Director for 2008. APPROVE APPOINTMENT OF DEPOSITORY FOR CITY FUNDS Each year, Council selects a depository/bank for the deposit of City funds. For many years, Council has selected the local US Bank in Hugo. Adoption of the Consent Agenda appointed U.S. Bank -Hugo as the official depository for City funds for 2008. APPROVE APPOINTMENTS TO HUGO FIRE RELIEF ASSOCIATION City staff has been informed that a new Minnesota Statute requires the official appointment of the ex -officio members of the Hugo Fire Relief Association Board. Council must appoint one elected City official and one City staff member. Adoption of the Consent Agenda appointed Mayor Fran Miron and Finance Director Ron Otkin as ex -officio members of the Hugo Fire Relief Association. APPROVE APPOINTMENT OF CHAIR/VICE CHAIR FOR PLANNING COMMISSION The Council appointed Dave Schumann as the Chairperson for the Planning Commission for the past several years. Dave had worked hard over the past year with the Planning Commission to develop and build a good commission. He always treats persons appearing before the PC with respect and dignity. Adoption of the Consent Agenda appointed Dave Schumann as Chair and City Council Meeting of January 7, 2008 Page 4 of 10 Bronwen Kleissler as Vice Chair of the Planning Commission for 2008. APPROVE APPOINTMENT OF CHAIRIVICE CHAIR FOR PARKS COMMISSION On October 2, 2006, Council appointed Roger Clarke as the new chair of the Parks Commission replacing long-time chair Kitty Cheesebrow, who resigned due to a change in her work responsibilities. On November 5, 2007 the Council appointed Rachel Berger as the Vice Chair of the Parks & Recreation Commission for the term of her appointment until the end of 2007 at which time Rachel would seek appointment for another three-year term.. For over the past year, Roger has provided an excellent level of leadership to the Parks Commission, and demonstrated a commitment to the Parks and Recreation Commission having served on two very important committees, the rural and open space preservation committee and park projects funding committee. His dedication and commitment to the Parks and Recreation Commission is exceptional. Adoption of the Consent Agenda appointed Roger Clarke as Chair and Rachel Berger as Vice Chair for the Parks and Recreation Commission for 2008. APPROVE ANNUAL PERFORMANCE REVIEW FOR BUILDING INSPECTOR SCOTT BALLER Scott Baller was hired by the City as one of its new Building Inspectors on January 1, 2006. Over the past two years Scott has worked very hard and demonstrated an excellent work ethic while completing his building inspector duties. Scott is well known and well respected by the local builders and contractors due to his excellent communication skills and thoroughness. Scott has proved to be a valuable member of the Building Department team stepping in to provide backup receptionist as duties needed. Adoption of the Consent Agenda approved the annual performance review for Building Inspector Scott Baller. APPROVE ANNUAL PERFORMANCE REVIEW FOR ASSOCIATE PLANNER RACHEL SIMONE Rachel Simone was hired as the City's new Associate Planner on January 2, 2007. Over the past year Rachel has worked hard at developing her planning skills and customer service duties at the front counter with residents and visitors. Rachel's communication skills are excellent and she has worked hard to develop her writing skills while learning the day-to-day duties of the City Planner. Rachel provides all staff support to the Economic Development Authority in preparation of the agenda. She also serves as staff liaison to various special subcommittees that have completed work over the past year. Adoption of the Consent Agenda approved the annual performance review for Associate Planner Rachel Simone. APPROVE ANNUAL PERFORMANCE REVIEW FOR PW WORKER RYAN MCCULLOUGH Ryan McCullough was hired on January 2, 2007 as the City of Hugo's new Apprentice Public Works Maintenance. Ryan has worked hard over the past year demonstrating an excellent work ethic while learning the duties of the Public Works Maintenance Worker. Ryan's dedication, loyalty, and commitment to the Public Works Department is excellent. Ryan continues to learn the wide variety of the duties completed by the Public Works Department including snowplowing, landscape maintenance, sewer work, and water work. Adoption of the Consent City Council Meeting of January 7, 2008 Page 5 of 10 Agenda approved the annual performance review for Apprentice Public Works Worker Ryan McCullough. APPROVE AMENDMENT TO CITY PERSONNEL POLICY FOR ON-CALL PAY PW Director Chris Petree and City Administrator Mike Ericson met recently with Mayor Fran Miron and Council member Mike Granger to discuss the City's personnel policy in regard to on- call pay. The discussion about on-call pay centered on a policy that is more consistent with other cities, which reflects a flat rate that is equal for all on-call employees. After discussion, both Mayor Miron and Council member Granger, agreed to recommend the changes to the City's personnel policy in this area. Adoption of the Consent Agenda approved the revisions to the City's personnel policy for on-call pay. APPROVE ORDINANCE ESTABLISHING 2008 CITY FEE SCHEDULE Each year in December, Council, upon recommendation from the finance department, adopts a new fee schedule that incorporates any necessary adjustment in fees for the upcoming year. Finance Director Ron Otkin worked with City staff to make adjustments to the 2008 City fee schedule. Adoption of the Consent Agenda approved the ordinance adopting the 2008 City fee schedule. APPROVE RESIGNATION OF BUILDING DEPARTMENT RECEPTIONIST EILEEN OTTNEY Building Department Receptionist Eileen Ottney, has submitted her letter of resignation to the City with her last day of employment January 4, 2008. Eileen has accepted a position with a bank in a community near her home in western Wisconsin. Her new job would reduce her commute time by one hour each way. City Staff would like to take the opportunity to thank Eileen for her three years of dedicated public service to the City and her excellent work as the Building Department's Receptionist. Mayor Fran Miron publicly thanked Eileen for her three years of dedicated service to the City of Hugo and will present her with a Certificate of Appreciation on behalf of the City of Hugo. APPROVE LETTER OF AGREEMENT FOR WASHINGTON COUNTY SHERIFF DEPARTMENT FOR OFFICE SPACE Washington County Sheriff Bill Hutton addressed the Hugo City Council early in 2007 with his vision for providing police protection services for the City. Council was pleased when Sheriff Hutton announced that he would proceed with the officing of the Sheriff's Deputy at the Hugo Fire Hall at where they would report directly for their shift instead of reporting to the Sheriff's Department in Stillwater. The deputy would report directly to the Fire Hall and attend roll call with the use of video conferencing where the sheriff's Deputy would receive information directly from the Sergeant. Staff has continued to work closely with the Sheriff's Department in providing necessary office space to allow this change to take place. Staff and the Sheriff's Office determined that the best opportunity would be with office space at Hugo City Hall formerly used by Congressman Mark Kennedy. City Administrator Mike Ericson met recently with Sheriff Bill Hutton and Commander Mary Stutz to review the location at the Fire Hall as well as City Hall and agreed that the best location would be at City Hall. The Sheriff's City Council Meeting of January 7, 2008 Page 6 of 10 Department would still maintain a computer at the Fire Hall with regular routine visits to the Fire Hall. Adoption of the Consent Agenda approved a yearly lease agreement with the Washington County Sheriff's Department to provide office space for the Sheriff's Deputies on a 24/7 routine schedule. APPROVE DENIAL OF VARIANCE FOR DRIVEWAY FOR TODD CHRISTENSEN AT 6192 1471H- STREET NORTH. The applicant is requesting approval of a variance to locate a driveway adjacent to the property line where ordinance requires a minimum edge clearance of five feet, and a variance for a width of 32 feet where a maximum of 24 feet is permitted by ordinance. The property is located at 6192 147th Street North and legally described as Lot 10, Block 1, Rice Lake Meadows. The applicant extended the driveway between the existing garage and the east property line and a retaining wall, approximately 18 inches high, and located it on the property line. To permit the driveway to remain as is, the applicant is seeking a variance from the required edge clearance and a variance from the maximum width. This is the second time the applicant has applied for the variance. The first application was denied by the Council and the applicant was directed to remove the illegal portion of the driveway. This application was considered by the Board of Zoning Appeals and Adjustments on December 27, 2007 and they unanimously recommend denial of the application and recommended that the Council set a date in spring 2008 for the removal of the illegal portion of the driveway and relocation of the shed. Adoption of the Consent Agenda approved RESOLUTION 2008-1 APPROVING FINDINGS OF FACT DENYING REQUEST FOR VARIANCES FOR A DRIVEWAY LOCATED AT 6192 147TH STREET NORTH., and allowed the homeowner until June 1, 2008 to remove the driveway. APPROVE CONDITIONAL USE PERMIT FOR SCOTT KERSTEN AT 14797 FOREST BOULEVARD NORTH The applicant is requesting approval of a conditional use permit (CUP) for an auto body repair shop and outdoor vehicle storage at the property located at 14797 Forest Boulevard North. The applicant currently owns Kerstens Auto Sales at the property located at 14057 Forest Boulevard North. He would like to use the site at 14797 Forest Boulevard to clean and repair vehicles in the building and store vehicles on the south parking lot of the building. The area that the vehicles will be stored in will be fenced for screening and security. The building in the past was used for an auto body shop and is owned by Mark Granger. The applicant currently has a purchase agreement on the property. The Planning Commission recommended approval of the CUP with a condition added for days of operation. Adoption of the Consent Agenda approved RESOLUTION 2008-2 APPROVING A CONDITIONAL USE PERMIT FOR SCOTT KERSTEN TO ALLOW AN AUTO BODY REPAIR SHOP AND OUTDOOR VEHICLE STORAGE USE ON THE PROPERTY LOCATED AT 14797 FOREST BOULEVARD NORTH. APPROVE APPOINTMENT OF CITY ATTORNEY Council Member Haas requested this item be removed from the Consent Agenda. City Attorney Dave Snyder and the law firm of Eckberg, Lammers, Wolff and Vierling have served the City of Hugo very well over the past year. Dave has provided an excellent level of professional legal advice on a wide variety of City issues. The City also received proposal from Heaton & City Council Meeting of January 7, 2008 Page 7 of 10 Associates to provide legal services to the City. Adam Heaton of Heaton & Associates was present and introduced his colleague Ed Cook. Heaton explained he lived less than a quarter mile from City Hall and would reduce his rate to match the rate of Ekberg Lammers. Council member Haas and Mayor Miron thanked Adam for his proposal. Miron made motion, Granger seconded to appoint David K. Snyder and his lawfirm Ekberg, Lammers as the City Attorney for the year 2008. Aye: Granger, Petryk, Puleo, Miron Abstain: Haas Motion carried. APPROVE APPOINTMENT OF OFFICIAL NEWSPAPER Council Member Haas requested this item be removed from the Consent Agenda. Each year, Council selects a newspaper as the official publication for all public notices and publishing of ordinances. Up until last year at this time, Council had selected the White Bear Press as the City's official newspaper. However, in 2007, the City Council appointed publisher Louis Melamed and The Citizen as the City's new official newspaper. The Citizen consistently delivers an excellent community newspaper with excellent coverage of all Hugo activities and events including all City meetings and events, all four school districts and many human interest stories. The City had also received a proposal from the White Bear Press who offered to publish notices at a reduced rate should they not be chosen as the City's legal newspaper. Hass made motion, Petryk seconded, to reappoint Publisher Louis Melamed and The Citizen as the City's official newspaper and directed staff to gather details on the option to use the White Bear Press for additional public noticing at a 50% less rate. All aye. Motion carried. APPROVE THURSDAY, APRIL 24, 2008 AS ANNUAL BOARD OF APPEAL & EQUALIZATION MEETING Council Member Haas requested this item be removed from the Consent Agenda. Each year, Council meets as the Board of Appeal and Equalization with the sole purpose of providing Hugo residents and business owners an opportunity to appear personally in front of the Board to discuss their property market valuations. Washington County Assessor Bruce Munneke has selected Thursday, April 24, 2008 at 8:30 am, as the date and time on which to hold the meeting. Haas questioned whether the time could be changed to the evening hours to accommodate the residents who worked during the day. Hass made motion, Granger seconded, to table the item and direct staff to contact Washington County and inquire on evening meeting times available. All ayes. Motion carried. City Council Meeting of January 7, 2008 Page 8 of 10 APPROVE AUTHORIZATION TO STAFF TO ADVERTISE FOR COMMUNITY DEVELOPMENT ASSISTANT This item was removed from the Consent Agenda at the request of resident Jess Roush. At its December 17, 2007 meeting, the Hugo City Council said goodbye to long-time City Clerk Mary Ann Creager who retired after 31 years and appointed Community Development Assistant/Deputy Clerk Michele Lindau as the new City Clerk effective January 1, 2008. As Council is aware, the Community Development Assistant position was created in 2000 when the City hired its first ever Community Development Director John Rask. Michele's duty as the Community Development Assistant involves working directly with the Community Development Director in the preparation of all Planning Commission Agendas, serving as the Planning Commission Secretary, preparation of all development plats and files as well as all her other duties as the City's Deputy Clerk which involves elections and licensing. Staff has revised both the City Clerk job description as well as the Community Development Assistant job description to reflect those skills that Michele will bring to the City Clerk's office. Jess Roush, 4476126 th Street, stated he was concerned whether the position was necessary with the decline in growth within the City. The Council discussed the current workload of the Community Development Department and agreed there is a demonstrated need for the position. Hass made motion, Granger seconded, to approve the revised job description and authorized staff to advertise for the Community Development Assistant position. All aye. Motion carried. DISCUSSION ON CITY'S STREET ASSESSMENT POLICY — CITY ENGINEER JAY KFNNFnV_ On October 23, 2007, the Hugo City Council held its budget workshop meeting and included a discussion on the City's current Street Assessment Policy, specifically as it would or could relate to upcoming projects in the City's CIP. City Engineer Jay Kennedy reported to Council that he would provide recommendations to the Council at a future date regarding potential changes to the assessment policy in advance of moving forward with the City's roadway reconstruction program. Jay provided Council with a PowerPoint presentation highlighting areas within the City Street Assessment Policy which Council should consider and provide direction to staff to make revisions to adequately address issues of fairness and equity for all property owners. Proposed changes to the policy related to project financing, gravel roadway paving, sanitary sewer and watermain replacement and rehabilitation, roadway reconstruction and rehabilitation and a recommend assessment rate that would be reviewed annually as part of the City's fee schedule. Miron made motion, Haas seconded, to prepare a revised draft document of the City's Street Assessment Policy for review by the Council it the January 22, 2008 meeting. All ayes. Motion carried. City Council Meeting of January 7, 2008 Page 9 of 10 DISCUSSION ON PLANS AND SPECS FOR RICE LAKE PARK SOCCER COMLEX AND AUTHORIZE STAFF TO ADVERTISE FOR BIDS. Included in its 2007 City focus goals, Council directed staff to prepare implementation plans for the Rice Lake Soccer Complex with Council Members Mike Granger and Chuck Haas serving as Council representatives on the task force. Over the past year, staff has worked closely with the Council members as well as committee members from the Parks and Recreation Commission to design a plan that best fits the recreational needs of residents as suggested by the Parks and Recreation Commission. In August 2007, Council directed the City Engineer to provide plans and specifications for the Rice Lake Soccer Complex for the purpose of going out for public bid for the project in 2008. WSB Engineers completed the plans and specifications for the project and Public Works Director Chris Petree presented those to the Council with a request to authorize staff to advertise for bids for the project in 2008. Puleo made motion, Petryk seconded to approve the plans and specifications for the Rice Lake Park Soccer Complex and authorize staff to advertise for bids. Voting Aye: Granger, Haas, Petryk, Puleo, Miron Motion carried. APPROVE REAPPOINTMENTS TO THE CITY COMMISSIONS. At its December 17, 2007 meeting, Hugo City Council discussed the reappointment to the City Commissions and Boards and the City's Commissioner Reappointment Policy. Council directed staff to request peer reviews from fellow commissioners where they would consider reappointment of the commissioners for their next term, all of which were seeking reappointment. City Staff collected a number of Commissioner peer reviews and provided them to Council for consideration in the reappointment process. Hass made motion, Granger seconded, to reappoint all Commissioners and direct staff to schedule meetings with each Commissioner for an interactive performance review. Miron made motion, Haas seconded, to amend the motion to direct staff to place the Commissioner review process on the agenda for discussion at the upcoming goal setting session. Vote on amendment: All aye. Motion carried. Vote on original motion: All aye. Motion carried. DISCUSSION ON LETTER FROM RESIDENT FOR SPEED LIMIT SIGN ON EUROPA TRAIL NORTH In December 2007, staff had received a request from a residence seeking City Assistance on a speeding problem in her neighborhood. This resident lives on Europa Trail North and has issues in regards to vehicular speeding in her neighborhood. City staff has researched the issue and discovered there are speed limits signs posted on Europa Trail North in the proper location City Council Meeting of January 7, 2008 Page 10 of 10 according to street engineering standards. Staff did inform this resident that it would share this request to the City Council for its consideration and direction to staff. Public Works Director Chris Petree identified the area for the Council and explained where the speed limit signs currently existed. Puleo made motion, Petryk seconded, to install two additional speed limit signs along Europa Avenue North. All ayes. Motion carried. SCHEDULE 2008 CITY COUNCIL GOAL SETTING SESSION Annually each year, the Hugo Council schedules its Goal Setting Session in January in order to take goals from City Commissions and develop an overall list of City focus goals for the new year. City staff included in the agenda packet a copy of the January 7, 2008 meeting calendar on which Council selected a day on which to hold its annual Goal Setting Session. Haas made motion, Granger seconded, to schedule the goal setting session meeting for January 28, 2008 at 8:30 a.m. All Ayes. Motion carried. COUNCIL WORKSHOP ON FLOODPLAIN ORDINANCE City Administrator Mike Ericson reminded the Council of the workshop scheduled for 8:00 a.m. on Tuesday, January 8, 2008 for discussion on the revised floodplain ordinance. ADJOURNMENT Haas made motion, Petryk seconded, to adjounl at 9:58 p.m. All ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk