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HomeMy WebLinkAbout2008.05.05 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF MONDAY, MAY 5, 2008 Acting Mayor Becky Petryk called the meeting to order at 7:05 p.m. PRESENT: Granger, Haas, Petryk, Puleo, Miron (arrived at 8:20 p.m.) ABSENT: None ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, Assistant City Attorney Cameron Kelly, City Engineer Jay Kennedy, City Planner Kendra Lindau, Public Works Director Chris Petree, and City Clerk Michele Lindau Approval of City Council Meeting Minutes of April 21, 2008 Puleo made motion, Haas seconded, to approve the minutes for the City Council meeting of April 21, 2008 as presented. All aye. Motion carried. Approval of Board of Appeal and Equalization Meeting Minutes of April 24, 2008 Haas made motion, Puleo seconded, to approve the minutes for the Board of Appeal and Equalization meeting of April 24, 2008 as presented. All aye. Motion carried. Approval of Agenda Remove G. 3 - Approve Amendment to City Personnel Policy for Reimbursement for Work Boots for Building Inspectors. Granger made motion, Haas seconded, to approve the agenda for May 5, 2008 as amended. All aye. Motion carried. Phil Watkins and Alice Waller requested to speak during the discussion on the Comprehensive Plan. F.1 Proclamation for Older Americans Month May 2008 — "Working Together for Strong, Healthy, & Supportive Communities" City staff has received notification that the State of Minnesota is asking for community support for a proclamation for Older Americans Month for May. Staff has been forwarded a proclamation which has been prepared and ready for approval by Council. City staff recommends Council approve the proclamation for Older Americans Month for the month of May and its title "Working Together for Strong, Healthy, & Supportive Communities". Acting Mayor Becky Petryk extended a "Happy Birthday" to long-time Hugo resident Mayme Vail who turned 100 last month, and noted the seniors in Hugo play an active role in the community. City Administrator Mike Ericson read the Proclamation. Petryk made motion, Granger seconded, to approve the proclamation proclaiming May as Older Americans Month in the City of Hugo. All aye. Motion carried. City Council Meeting of May 5, 2008 Page 2 of 10 Consent Agenda Haas made motion, Granger seconded, to approve the following Consent Agenda: Approval of Claims Approve Application from Hugo American Legion to Conduct Gambling at Hugo Good Neighbor Days, June 5-8, 2008 Approve Application for Water Surface Use Permit on Sunset Lake Approve Application for Water Surface Use Permit on Round Lake Approve Annual Performance Review for Building Official John Benson and Recognition of 20 Years with the City Approve Annual Performance Review for Community Development Director Bryan Bear Approve Recommendation from EDA to Appoint Members to BR & E Subcommittee and Draft Work Plan Approve 2008 Public Works Seasonal Hiring of Four Employees Approve Purchase of Fertilizer Spreader From Turfwerks Approve Retirement and Letter of Resignation from Firefighter Roger Dirks Authorize Advertisement of Bids for 2008 Bituminous Road Repairs All Aye. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the claims roster as presented. Approve Application from Hugo American Legion to Conduct Gambling at Hugo Good Neighbor Days, June 5-8, 2008 The City of Hugo has received an application from the Hugo American Legion to conduct gambling at the Hugo Good Neighbor Days on June 5-8, 2008. City staff has reviewed the application and found it to be satisfactory complete. Adoption of the Consent Agenda approved the charitable gambling license for the Hugo American Legion in order to conduct gambling, including mega -bingo, at Hugo Good Neighbor Days. Approve Application for Water Surface Use Permit on Sunset Lake Annually each year, homeowners on Sunset Lake make application to the City of Hugo for a water surface use permit for a slalom water ski course. Washington County Sheriff's Department has provided the City with a new application form that has been completed by Dave Strub on behalf of the residents on Sunset Lake. City staff has reviewed the application and found it be satisfactory complete. Adoption of the Consent Agenda approved the application for a water surface use permit on Sunset Lake for the homeowners to hold water skiing events on the slalom course. Approve Application for Water Surface Use Permit on Round Lake On behalf of residents living on Round Lake, resident Mike Ball has made application to the City of Hugo for a water surface use permit to allow residents to water ski on the slalom course on the lake. City Council Meeting of May 5, 2008 Page 3 of 10 Washington County Sheriff's Department has provided the City with a new application form that has been completed by Mike Ball on behalf of the residents on Round Lake. Adoption of the Consent Agenda approved the application for a water surface use permit for water skiing on the slalom course on Round Lake. Approve Annual Performance Review for Building Official John Benson and Recognition of 20 Years with the City John Benson was hired as the City's new Building Inspector on May 9, 1988. Over the past 20 years John has provided an excellent level of building inspection services as the Building Official. John's leadership in the Building Department is recognized along with his dedication and commitment to enforcing the International and State Building Code. John also serves as the City's Code Enforcement Officer which involves dealing with dozens and dozens of citizen and business complaints. John is well known and respected by the building contractors as he stays current in his field with continuing education and seminars he attends with other members of the department. Consistent with the City's Employee Recognition Program, Acting Mayor Beck Petryk publicly recognized John for his 20 years of dedicated service to the City of Hugo and will provide him with a recognition plaque for his years of service to the City of Hugo. Adoption of the Consent Agenda approved the annual performance review for Building Official John Benson, with a recommendation from Community Development Director Bryan Bear, and publicly recognize him for his 20 years of dedicated service to the City of Hugo. Approve Annual Performance Review for Community Development Director Bryan Bear Bryan Bear was hired by the City of Hugo on May 3, 2004 as the City's new Community Development Director. Bryan demonstrates an excellent work ethic and outstanding level of professionalism as the City's Community Development Director responsible for all economic development and community development activities in the City of Hugo. Bryan's dedication and commitment to ensuring quality development is well known and respected by the developers in the City of Hugo. Bryan's communication skills are excellent and his honesty and integrity has earned him the respect of the many residents he has dealt with over the past year with City's 2008 Comprehensive Plan. Bryan has a calm demeanor which allows him present and communicate with residents and developers in a clear and concise manner. Adoption of the Consent Agenda approved the annual performance review for Community Development Director Bryan Bear as recommended by City Administrator Mike Ericson. Approve Recommendation from EDA to Appoint Members to BR & E Subcommittee and Draft Work Plan At its April 21, 2008 meeting, the Economic Development Authority listened to a presentation from Communications Intern Brian Denaway in regard to the development of the Business Retention and Expansion Draft Work Plan. The EDA agreed with the plan as it was outlined and recommended it be approved by the Hugo City Council. Additionally, members of the business community along with members of the EDA are recommended to be appointed as the subcommittee to work on the development of the City's Business Retention and Expansion Program. The EDA recommends Council appoint the following to the subcommittee which will be charged with the responsibility of developing the BR&E work plan: EDA Commissioners Jim Bever, Jan Arcand, Bryan Thistle, along with Joe Houle from Premier Bank, Bonnie Cheesebrow, and Steve Larson. Adoption of the Consent Agenda approved the above members to the EDA's Business Retention and Expansion Subcommittee. City Council Meeting of May 5, 2008 Page 4 of 10 Approve 2008 Public Works Seasonal Hiring of Four Employees At is March 17, 2008 meeting, Hugo City Council authorized City staff to advertise for Public Works seasonal employees. Public Works Director Chris Petree is pleased to report that the City received nearly fifty applicants and twenty interviews were conducted on May 1-2, 2008. City staff will conducted background checks on Monday, May 5th and provide Council with a list of four individuals recommended for hiring as well as on individual returning from last year. Adoption of the Consent Agenda approved the rehiring of Jacalyn Peterson and the hiring of Samantha Gilbert, Adam Greeder, Eric Lundell and Charles Smith as Public Works seasonal employees for 2008 with a wage rate of $11.00 per hour. Approve Purchase of Fertilizer Spreader From Turfwerks Included in the 2008 General Fund Budget is $3,500 for the purchase of a Tow Behind Fertilizer Spreader for the Parks Department. This piece of equipment will be used for applying granular fertilizer & weed control to City Parks and Facilities. After a significant amount of research, City staff has identified the Lely WFR Tow Behind Fertilizer Spreader as the appropriate piece of equipment to meet the City's needs. The City received quotes from three local Lely dealers ranging in price from $4,249 - $4,795. Prices have increased significantly since staff budgeted for this piece of equipment nearly a year ago. This unit is available for immediate delivery. The remaining funds needed to acquire this piece of equipment will be provided by the Parks, Small Tools & Equipment line item in the General Fund. Adoption of the Consent Agenda approved the purchase of a Lely WFR Tow Behind Fertilizer Spreader at a cost of $4,249 from Turfwerks. Approve Retirement and Letter of Resignation from Firefighter Roger Dirks Hugo Firefighter Roger Dirks has submitted his letter of resignation announcing his retirement from the Hugo Fire Department after more than 23 years of dedicated public service to the citizens of Hugo. Roger joined the department in July of 1985 as one of the new firefighters and over the past 23 years has provided hundreds and hundreds of hours of dedicated public service to the citizens of Hugo by fighting fires and responding to medical calls. Roger is an excellent example of the dedicated firefighters who have provided an excellent level of public service to the residents and business owners within the City of Hugo. Adoption of the Consent Agenda approved the retirement and letter of resignation from firefighter Roger Dirks. Roger will be publicly recognized at a later Council meeting. Authorize Advertisement of Bids for 2008 Bituminous Road Repairs This past winter's freeze -thaw cycle has taken its toll on a number of our rural bituminous roadways, some of which are scheduled to be sealcoated in 2008. The repairs are significant and require equipment & laborers that the City does not have. The proposed repairs include: repairing soft spots, milling/reclaiming the pavement and paving a new 2" layer of asphalt. The estimated project cost is approximately $130,000. City staff has reviewed and discussed this with Mayor Miron and recommends that the City Council use the Street Maintenance Fund and cost savings from the Graveling & Dust Control Projects in 2008 to fund these repairs. Following City Council approval, staff will advertise and solicit bids through The Citizen newspaper and will hold a bid opening on Friday, May 30, 2008 at 12:00 pm. This will be followed by the Council awarding bids at its first meeting in June. Work will take place during June/July followed by crackfilling in July & sealcoating in August. Adoption of the Consent Agenda authorized staff to advertise for bids for the 2008 Bituminous Road Repairs and approved staff to hold neighborhood meetings with the residents on Hyde Ave. N. and Heather Ave. City Council Meeting of May 5, 2008 Page 5 of 10 N./Upper Heather Ave. N. to discuss the bituminous road repairs as well as the long term needs of the roads in their area. Approve Resolutions Approving PUD, Preliminary Plat, Site Plan, and Variance for Frenchman Place — Pratt Development Council Member Puleo requested this item be removed from the Consent Agenda. At the April 24, 2008 meeting, the Planning Commission held a public hearing to review this request. The applicant Pratt Development, Inc. is seeking approval of a rezoning, site plan, preliminary plat and variance for a phased development consisting of a mixed use development to be known as "Frenchman Place I st Addition." The applicant is requesting site plan and variance approval for an office/medical facility on Lot 1, Block 1 during the first phase of the development. The Planning Commission voted to recommend approval of the rezoning, preliminary plat, site plan and variance. Staff notes that the development is contingent upon upgrades to Everton Avenue which staff has included as a condition that agreement must be reached between the developer and the City about how these improvements will be paid for prior to final plat approval. Council Member Puleo updated the Council on a neighborhood meeting that was held where the residents expressed concerns about the drainage in the area. Community Development Director Bryan Bear also informed the Council the applicant was suggesting minor changes to the conditions of approval of the preliminary plat, and those changes were acceptable to City staff. John Udstuen, 15190 Everton Avenue, said he has an aerial photo from 1980 that shows no water on his property, and he asked that the drainage be closely monitored. Arnie Triemert, 15220 Everton Avenue, said he agreed with John, and he wants the drainage to function properly. Puleo made motion, Haas seconded, to approve RESOLUTION 2008-14 APPROVING FINDINGS OF FACT FOR REZONING FOR PRATT DEVELOPMENT INC. FOR FRENCHMAN PLACE 1 ST ADDITION ON PROPERTY LOCATED WEST OF EVERTON AVENUE NORTH GENERALLY NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8), and RESOLUTION 2008-15 APPROVING VARIANCE FOR PRATT DEVELOPMENT INC. FOR LOT 1 BLOCK 1 OF FRENCHMAN PLACE 1 ST ADDITION LOCATED WEST OF EVERTON AVENUE NORTH GENERALLY NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8), and RESOLUTION 2008-16 APPROVING A SITE PLAN FOR AN OFFICE/MEDICAL FACILITY ON LOT 1 BLOCK 1 OF FRENCHMAN PLACE LOCATED WEST OF EVERTON AVENUE AND GENERALLY NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8) and RESOLUTION 2008-17 APPROVING PRELIMINARY PLAT FOR FRENCHMAN PLACE 1 ST ADDITION ON PROPERTY LOCATED AT THE NORTHWEST QUADRANT OF EVERTON AVENUE NORTH AND FRENCHMAN ROAD (COUNTY ROAD 8), and ORDINANCE 2008-416 AMENDING CHAPTER 320 (ZONING ORDINANCE) OF THE CITY CODE TO CLASSIFY CERTAIN LAND LOCATED WEST OF EVERTON AVENUE NORTH GENERALLY NORTH OF FRENCHMAN ROAD (COUNTY ROAD 8) AS MEDIUM DENSITY MULTI -FAMILY RESIDENTIAL (R-5), with minor revisions to the preliminary plat conditions as requested by the applicant. All aye. Motion carried. Approve Award of Bid for 2008 Graveling Project At its March 17, 2008 meeting, Hugo City Council authorized City staff to advertise for 2008 Aggregate Road Surfacing Project. On Friday, April 25, 2008, City staff opened bids for the 2008 Aggregate Road Surfacing Project. Public Works Director Chris Petree explained the City received five bids, three for City Council Meeting of May 5, 2008 Page 6 of 10 the selected aggregate. Bids ranged from $100,893.90 to $130,350.28. The low bidder was MJ Raleigh Trucking, Inc. Granger made motion, Haas seconded, to award the 2008 Aggregate Road Surfacing Project to MJ Raleigh Trucking, Inc. in the amount of $100, 893.90. All aye. Motion carried. Approve Award of Bid for 2008 Dust Control Proiect At its March 17, 2008 meeting, Hugo City Council authorized City staff to advertise for the 2008 dust control project. City staff advertised forbids and contacted multiple contractors; only one contractor supplied a bid. Public Works Director Chris Petree explained the dust control/stabilization product staff recommends applying is Magnesium Chloride. Dustcoating, Inc. supplied a bid of $.70 per gallon. The dust control/stabilization will be applied twice (in most cases), once in late -May to early -June and again in early to mid-August. A total of approximately 163,990 gallons will be applied at a total project cost of $114,793. Haas made motion, Granger seconded, to award the dust control/stabilization contract to Dustcoating, Inc. for a total project cost of $114,793. All aye. Motion carried. Approve Award of Bid for 2008 Seal Coating Proiect At its March 17, 2008 meeting, Hugo City Council authorized City staff to advertise for 2008 seal - coating project. Bids were received on Friday, April 25, 2008 for the City's 2008 Seal Coating Project. Three bids were received and the prices ranged from $107,993.06 to $129,643.22 for the entire project. Public Works Director Chris Petree explained the specification required that the work be completed between June 1, 2008 and June 30, 2008. With the repairs that are needed on many of these roads prior to seal coating, it will not be possible to meet that timeline and he recommended that the City reject all bids and authorize staff to re -bid the project in June, award the project in July and complete the project in August 2008. Haas made motion, Granger seconded, to reject all bids and authorize staff to re -bid the project in June. All aye. Motion carried. Approve Quote for 2008 Crack -Filling Contract At its March 17, 2008 meeting, Hugo City Council authorized City staff to solicit quotes for its 2008 Crack Filling Project. Two quotes were received for the work to be completed in the City of Hugo. Public Works Director Chris Petree explained the quotes ranged in price from $17,000 to $17,900. The low quote was from Fahrner Asphalt for $17,000. Haas made motion, Granger seconded to award the 2008 Crack Filling Project to Fahrner Asphalt in the amount of $17,000. All aye. Motion carried. City Council Meeting of May 5, 2008 Page 7 of 10 Approve Quote for 2008 Parking Lot and Driveway Seal Coating Contract As part of a regular maintenance program, the City seal coats its municipal parking lots and driveways every 4-5 years. The City has budgeted $17,500 in 2008 to complete this work. Public Works Director Chris Petree explained the City received four quotes ranging in price from $11,010 to $15,642 to complete the work. The low quote was from Gopher State Sealcoat, Inc. for $11,010. Haas made motion, Puleo seconded to award the 2008 Seal Coating of City Parking Lots/Driveways Project to Gopher State Sealcoat, Inc. at a price of $11,010. All aye. Motion carried. Approve Quote for 2008 Miscellaneous Concrete Proiects In 2008, the City of Hugo has scheduled a number of projects that require miscellaneous concrete work, which include driveway aprons at the Fire Hall, plaza/curbs/bench pads at Oak Shore Park, curbsibleacher pad at Arbre Park and replacement of miscellaneous curb/sidewalk sections on City streets. The City has budgeted $63,800 in 2008 to complete this work. Public Works Director Chris Petree explained the City received three quotes for the 2008 Miscellaneous Concrete Project for the City of Hugo and prices ranged from $34,216.00 to $44,885.86. The low quote was from Prestige Concrete, Inc. for $34,216. Haas made motion, Granger seconded, to award the 2008 Miscellaneous Concrete Project to Prestige Concrete, Inc. at a price of $34,216. All aye. Motion carried. Schedule Interviews for Vacancy on Planning Commission At its April 21, 2008 meeting, Hugo City Council was informed by City staff that it had received one applicant for the vacancy on the Planning Commission created by the departure of long-time commissioner Kelly Bailey who moved out of state. Staff informed Council that the deadline for submittal of applications was Friday, April 25, 2008. Since that time, staff has received an additional four applications for the vacancy totaling five as the number of residents who would like to replace Kelly Bailly on the Planning Commission. Petryk made motion, Granger seconded, to hold interviews for the vacancy on the Planning Commission on Tuesday, May 20, at 6:30 p.m. All aye. Motion carried. Discussion on Participation in the Five County Joint Powers Grant Evaluation and Ranking System (GEARS) Board Earlier last month, the Washington County Board discussed and voted on new State Legislation which would allow five metro area counties to collect a'/4 cent sales tax which would be used to supply monies for the County's transportation needs. Washington County Board voted 3-2 to allow Washington County to become a member of the GEARS Board. Council Member Chuck Haas requested that this issue be placed on the City Council agenda for discussion by Council as to its interest in participation in City Council Meeting of May 5, 2008 Page 8 of 10 the development of public policy with a recommendation to the Washington County Board. Council Member Haas explained the GEARS Board will be involved in making decisions on how the tax money is spent. Participation on the GEARS Board is based on population. One elected city official in Washington County will be participating on the Gears Board, which in turns makes recommendations to the Joint Powers Board. No action was taken by the Council, but City Administrator Mike Ericson stated he would keep the Council informed and bring this issue back at a later date. Recess Acting Mayor Becky Petryk announced a short recess. Mayor Fran Miron arrived at 8:20 p.m. Approve Resolution Approving the 2030 Comprehensive Plan in 2008 Included in the Hugo City Council's 2007 City Focus Goals, Council included the 2008 Comprehensive Plan as one of the most important goals that needed to be accomplished by the City over 2007 and into 2008. For more than one year, the City of Hugo and the Community Development Department have held public open houses and neighborhood meetings with hundreds of Hugo residents and business owners in working to develop the 2008 Comprehensive Plan. For more than one year Hugo City Council and Planning Commission listened to dozens and dozens of residents who provided input into the development of the new 2008 Comprehensive Plan, which will guide the City in development for the next 20 years to 2030. As part of the formal process, Hugo Planning Commission held a public hearing on March 6, 2008 which was continued to March 13, 2008 and March 27, 2008, at which many residents provided input to the Planning Commission as to how they would like to see the City develop over the next 10 years. At its April 10, 2008 meeting, Hugo Planning Commission unanimously recommended approval of the 2030 Hugo Comprehensive Plan to guide development for the City of Hugo to 2030. Community Development Director Bryan Bear, City Planner Kendra Lindahl, City Engineer Jay Kennedy provided the Council with a review and recap of the work of City staff over the past 15 months with a recommendation to adopt a resolution approving the 2030 Hugo Comprehensive Plan, subject to the six-month review by neighboring communities, school districts and other effected agencies and contingent upon subsequent review by the Metropolitan Council. The Mayor opened it up for the public to speak, and the following summarizes the comments that were received Kerry Reimer, 14165 Irish Avenue North, said surrounding communities of Grant, Forest Lake, and May Township were deemed permanently rural, unsewered, large lots, and he saw no guarantee Hugo's Assessment Policy will stay in effect with subsequent Councils. Jim Bever, 7131 132,d Street North, said he believed the Open Space Preservation Ordinance was a good one, and without it, it will be easier for the Metropolitan Council to develop the land later. John Waller, 14010 Homestead Avenue North, said other large lot owners want greater density than one home per ten acres. John Dostal, 477 Omaha Road, Hudson, WI, said his family owns acreage in Hugo, and he was opposed to removal of cluster development in the Comprehensive Plan. Phil Watkins, 13345 Homestead Avenue North, said he could see no reason to get overly anxious on development, and he would like to see eastern Hugo remain unsewered. City Council Meeting of May 5, 2008 Page 9 of 10 Gene Zerwas, 6732 Egg Lake Road, said just because the pipe is oversized, it doesn't mean development has to occur. The infrastructure should be done now while it is cheaper. Kathy Scobie, 7676 120th Street North, said the main goal of Hugo citizens seemed to be to preserve open space, and the Met Council will not favor open space if sewer and water are available. Victoria Hoffbeck, 8110 1201h Street North, said we should be telling the Met Council we do not want growth like Woodbury, and cluster housing does not preserve land. Jerome Jessen, 7475 132nd Street North, said Hugo needed to keep its sewage here, not run it down a pipe to the river. Puleo made motion, Granger seconded, to add language to the Comprehensive Plan to allow for one home per five acres with a PUD. All aye. Motion carried. Miron made motion, Puleo seconded, to incorporate the City's current assessment policy in the Growth Management Section of the Plan. All aye. Motion carried. Puleo made motion, Granger seconded, to remove all references to the Paul Hugo Farms Wildlife Management Area ( WMA) except the following: The Paul Hugo Farms Wildlife Management Area (WMA) is located near the center of the City. This 360 -acre property is owned and managed by the Minnesota Department of Natural Resources. All aye. Motion carried. Alice Waller, 14189 Finley Avenue North, presented more signatures on a previously submitted petition requesting removal of the section of the Comprehensive Plan that refers to the Paul Hugo Farms WMA. Haas made motion, Puleo seconded, to approve RESOLUTION 2008-18 APPROVING A COMPREHENSIVE PLAN UPDATE FOR THE CITY OF HUGO, with the changes made in the previous motions, and to forward it appropriately. All aye. Motion carried. Discussion on Petitions Received for No Hunting in Paul Hugo Farms WMA and Petitions to Allow Hunting in WMA Over the past several months, City staff has received petitions from residents in regard to public hunting in the Paul Hugo Farms Wildlife Management Area. As Council is aware, current City Code allows for public hunting in the City of Hugo. One petition received by the City of Hugo requests that no public hunting be allowed on public lands in the City of Hugo. Another petition received by City staff that requests Council does not change current City Code which allows for public hunting in the City specifically the Paul Hugo Farms WMA. City Council Meeting of May 5, 2008 Page 10 of 10 Haas made motion, Puleo seconded, to make no changes to the City's current code on hunting. Alice Waller presented more signatures to be added to the two previously submitted petitions. Miron made motion, Granger seconded, to table the item to allow it to be reviewed by the Ordinance Review Committee. Aye: Granger, Petryk, Miron Nay: Haas, Puleo Motion carried. Adiournment Granger made motion, Haas seconded, to adjourn at 10:00 p.m. All aye. Motion carried. Respectfully Submitted, Michele Lindau City Clerk