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HomeMy WebLinkAbout2008.06.16 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF MONDAY, JUNE 16, 2008 Mayor Fran Miron called the meeting to order at 7:07 p.m. PRESENT: Granger, Haas, Petryk, Puleo, Miron ABSENT: None ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, City Attorney Dave Snyder, City Planner Kendra Lindahl, Public Works Director Chris Petree, Finance Director Ron Otkin, Disaster Recovery Coordinator Nate Ehalt, Associate Planner Rachel Simone, City Clerk Michele Lindau Approval of Minutes for the City Council Executive Meeting of May 19, 2008 Puleo made motion, Granger seconded, to approve the minutes for the May 19, 2008 executive session which was conducted as part of the regular Council meeting as presented. Approval of Minutes for the Emergency Press Conference of Monday May 26, 2008 Granger made motion, Puleo seconded, to approve the minutes for the Monday, May 26, 2008 emergency press conference held after the May 25th tornado disaster as presented. Approval of Minutes for the Emergency Meeting on Monday, May 26, 2008 Haas made motion, Granger seconded, to approve the minutes for the May 26, 2008 emergency meeting as presented. Approval of Minutes for the Emergency Meeting of Tuesday, May 27, 2008 Haas made motion, Petryk seconded, to approve the minutes for the May 27, 2008 emergency meeting as presented. Approval of Minutes for the Emergency Press Conference of Tuesday, May 27, 2008 Haas made motion, Petryk seconded, to approve the minutes for the Tuesday, May 27, 2008 emergency press conference as presented. Approval of Minutes for the Emergency Meeting of Wednesday, May 28, 2008 Petryk made motion, Puleo seconded, to approve the minutes for the May 28, 2008 emergency meeting as presented. Approval of Minutes for the City Council Meeting of Monday, June 2, 2008 Haas made motion, Petryk seconded, to approve the minutes for the June 2, 2008 meeting as presented. City Council Meeting of June 16, 2008 Page 2 of 9 Approval of the Agenda Add K.1 — Emergency Protocol for Homes Without Basements Miron made motion, Granger seconded, to approved the agenda as amended. All Aye. Motion carried. Presentation of Retirement Plaque to Hugo Fire Fighter Roger Dirks At its May 5, 2008 meeting, the Hugo City Council accepted the letter of retirement from long time Hugo Fire Fighter Roger Dirks who first began working for the City of Hugo in 1985 as a volunteer firefighter. City staff invited Roger to the Council meeting to allow Mayor Fran Miron to present him with his retirement plaque and to offer a public thank you with gratitude to Roger for his 23 years of dedicated service to the Hugo Fire Department and citizens of Hugo. Roger was in attendance with his wife Debbie, who is very involved in the Hugo Fireflies. Mayor Miron included a note in his public recognition of Roger that he and his wife were part of the emergency response to the May 25th tornado disaster Approval of Consent Agenda Haas made motion, Granger seconded, to approve the following consent agenda: Approval of Claims Approve Final Plat for Rottlund Homes for Victor Gardens North Village 5th Addition Approve Annual Performance Review for Utility Billing Clerk Jodie Guareschi Approve Annual Performance Review for Public Works Lead Worker Tom Smith Approve Resignation of Public Works Director Chris Petree and Authorize Staff to Advertise for Vacancy Approve Appointment of Nathan Ehalt as Long Term Disaster Recovery Coordinator Approve Authorization to Advertise for Vacancy on the Board of Zoning Appeals and Adjustments Approve Appointment of New Administrative Intern Michelle Clasen Approval of Claims Adoption of the Consent Agenda approved the claims roster as presented. Approve Final Plat for Rottlund Homes for Victor Gardens North Village 5LLI Addition At its May 5, 2008 meeting, the City Council approved a preliminary plat and PUD amendment for Victor Gardens North Village 5th Addition for townhomes, including new products that have not been previously built in the City. The applicant is now requesting approval of a final plat for 8 courtyard townhome units and 2 outlots, which will be developed as future phases. Adoption of the Consent Agenda approved RESOLUTION 2008-30 APPROVING FINAL PLAT AND DEVELOPMENT AGREEMENT FOR VICTOR GARDENS NORTH VILLAGE 5TH ADDITION ON PROPERTY LOCATED NORTH OF ROSEMARY WAY AND EAST OF ELMCREST AVENUE NORTH. City Council Meeting of June 16, 2008 Page 3 of 9 Approve Annual Performance Review for Utility Billing Clerk Jodie Guareschi Jodie was hired by the City on June 17, 2002 as a front counter receptionist when the City moved into the new City Hall. Over the past six years, Jodie's duties have evolved. For the past three years she has worked as the City's Utility Billing Clerk in the Finance Department managing more than 3,000 utility accounts in the City of Hugo. Jodie also works as a member of the Hugo Fire Department as a firefighter/EMS responder which involves medical and emergency responses from time to time from City Hall. Jodie is a loyal and committed member of the City Hall team who has an attentive eye to detail with a good sense of humor. Jodie's dedication to the Hugo Fire Department is well recognized as she is a respected and an integral member of the daytime response team. Adoption of the Consent Agenda approved the annual performance review for Utility Billing Clerk Jodie Guareschi. Approve Annual Performance Review for Public Works Lead Worker Tom Smith Tom Smith was hired by the City of Hugo on June 26, 2000. Tom has worked hard over the past eight years as a valued member and leader of the public works department team. As lead worker, Tom provides direction to full time and summer seasonal staff on an as -needed basis in the absence of the Public Works Director. Tom is a dedicated, loyal, and conscientious member of the Public Works Department Team. Tom is respected for getting the job done, always. Adoption of the Consent Agenda approved the annual performance review for Public Works Lead Worker Tom Smith. Approve Resignation of Public Works Director Chris Petree and Authorize Staff to Advertise for Vacancy Chris Petree has submitted his letter of resignation to the City of Hugo because he has accepted the City of Lakeville's Public Works Director position. Chris was first hired by the City of Hugo in 1999, and over the past nine years has worked hard and demonstrated an excellent work ethic helping to create the City's first ever Public Works Department along with supervising the construction of the new Public Works building in 2005. Chris's commitment, dedication, and loyalty to the Hugo City Council and citizens of Hugo is well recognized and well respected. Chris's opportunity to work for a community with a population five times the size of Hugo is one that he has thoroughly analyzed. With the May 25th tornado disaster clean up efforts and his direct leadership in it, Council knows that this decision was not easy. Adoption of the Consent Agenda approved the resignation of Public Works Director Chris Petree effective July 25, 2008 and authorize staff to advertise for his vacancy with the direct involvement of Chris Petree in the selection and interview process. Approve Appointment of Nathan Ehalt as Long Term Disaster Recovery Coordinator After the May 25, 2008 tornado disaster, City staff contacted former Administrative Intern Nathan Ehalt to seek his interest in helping the City of Hugo with cleanup efforts, and he immediately agreed and was on the job the next day. Nate has worked over the past three weeks in leading the City of Hugo in its volunteer cleanup efforts first and then and on a day-to-day basis as a coordinator for the Long Term Disaster Recovery Committee. Staff has discussed this position with individual members of the Council who have agreed that this position is necessary. Upon further research and analysis, staff has determined that the position will be temporary for a period not to exceed four months. Adoption of the Consent Agenda approved the temporary appointment of Nathan Ehalt as the City's Long Term Disaster Recovery Coordinator at a salary of $4,583.00. City Council Meeting of June 16, 2008 Page 4 of 9 Approve Authorization to Advertise for Vacancy on the Board of Zoning Appeals and Adiustments At its June 2, 2008 meeting, the Hugo City Council appointed Greg Burmeister to the vacancy on the Planning Commission created by the departure of long time commissioner Kelly Bailly. Greg's appointment to the Planning Commission creates a vacancy on the Board of Zoning Appeals and Adjustments to which he was appointed in 2007. Adoption of the Consent Agenda approved authorization for staff to advertise for the vacancy on the Board of Zoning Appeals and Adjustments with interviews by the Council in July, 2008. Approve Appointment of New Administrative Intern At its May 19, 2008 meeting, the Hugo City Council authorized staff to advertise for a new Administrative Intern to replace Nate Ehalt who left on May 9, 2008. The City received a total of 11 applications for the position. Interviews were conducted on June 12 and June 13, 2008, and staff is pleased to recommend the hire of Michelle Clasen. Adoption of the Consent Agenda approved the hiring of Michelle Clasen as the new Administrative Intern for a six month internship with a wage of $10 per hour. Proposed Street Reconstruction Program for the Hugo Elementary School Area Neighborhood At its May 19, 2008 meeting, the Hugo City Council directed staff to schedule a public hearing for the proposed street reconstruction program for the streets in and around the Hugo Elementary School neighborhood. Public notices were sent out to affected property owners and an invitation extended to provide public comment on or after 7:00 p.m. on Monday, June 16, 2008. City Engineer Jay Kennedy provided background of prior meetings held regarding the project, and he explained the proposed improvements, estimated project costs, possible funding sources, and proposed schedule for construction to take place starting in January of 2009. Mayor Fran Miron opened the public hearing to take any and all comment on the proposed street reconstruction program project. Kim Granger, owner of home at 5757 147th Street North, asked about adequate road easements since her property line extended into the middle of the existing roadway. She was directed to speak with Senior Engineering Technician Scott Anderson. A representative from Nature Rental Properties, owner of the Historic Legion Post Villas at 5734 148th Street North, said he would like to see parking remain on 147th Street North because there were ten families living in the Villa, and they needed parking. Lee Muellner, 14998 Francesca Avenue North, said he would like to see sidewalks and curbs, and he asked about the different types of curbs. City Engineer Jay Kennedy explained the type of curb being proposed was a type B curb which would deter driving over the curb and allow for easier plowing and maintenance. Denise McMahon, 14775 Foxhill Avenue North, said she preferred no sidewalks and would like to see parking prohibited on one side of the street to allow pedestrian traffic there. Kim Granger asked about driveway entrances and how the City planned to handle gravel driveways. City Engineer Jay Kennedy said the would concrete or blacktop a portion of the driveway to keep the City Council Meeting of June 16, 2008 Page 5 of 9 gravel off the streets, and the City would work with individual property owners on the widths. Tony Parsons, 14720 Foxhill Avenue North, said he would rather see wider street than have sidewalks and preferred to have lower curbs to allow kids to easily get off the road for safety reasons. There were no other comments, and Mayor Miron closed the public hearing. The Council agreed to the conditions provided by staff and added the condition to construct the north/south sidewalk connection along Freeland Avenue North. Miron made motion, Petryk seconded, to approve RESOLUTION 2008-31 RECEIVING THE FEASIBILITY REPORT, ORDERING IMPROVEMENT, AND ORDERING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE FONDANT AVE., FOXHILL AVE., FRANCESCA AVE., FREELAND AVE., GENEVA AVE., LOWER 147TH STREET N., 148TH STREET N., 150TH STREET N., ROADWAY, DRAINAGE, AND UTILITY IMPROVEMENTS. Upon roll call voting Aye: Granger, Petryk, Haas, Puleo, Miron Nay: None Motion carried. Easement Vacation Application for Rottlund Homes for Victor Gardens North Village 5th On May 5, 2008, the City Council approved a preliminary plat and PUD amendment and preliminary plat for Victor Gardens North Village 5' Addition residential subdivision in Victor Gardens. The final plan and development agreement is on tonight's council agenda. Rottlund Company is requesting the vacation of the existing drainage and utility easement over property described as Outlot A Victor Gardens North Village 2nd Addition. The property is being platted as Victor Gardens North Village 5th Addition and new drainage and utility easements will be recorded with the final plat. Mayor Miron opened the public hearing, and there were no comments. Granger made motion, Puleo seconded, to approve RESOLUTION 2008-32 APPROVING THE VACATION OF A DRAINAGE AND UTILITY EASEMENT FOR THE ROTTLUND COMPANY, INC. FOR PROPERTY LOCATED NORTH OF ROSEMARY WAY AND EAST OF ELMCREST AVENUE NORTH. Upon roll call voting Aye: Puleo, Haas, Granger, Petryk, Miron Nay: None Motion carried. Update on May 25 Tornado Disaster and Report on Cost Estimates and Long Term Recovery Committee Work At its June 2, 2008 meeting, Hugo City Council listened to a report on the cleanup activities to date in response to the May 25, 2008 tornado disaster. Council held a workshop on Wednesday, June 11, 2008 in order to allow staff to provide Council with the most recent financial cost estimate information related to the tornado disaster. Bryan Bear talked about disaster property relief and explained staff would work City Council Meeting of June 16, 2008 Page 6 of 9 with the City and County Assessor Offices to define the area that meets the criteria of state statute, and a resolution would be drafted for submission to the State Executive Council. Kevin Corbid, Washington County Director of Property Records and Taxpayer Services, said a parcel -by -parcel review had been completed and resulted in 302 homes damaged, 39 destroyed and $22.3 million total in structure damage. Homeowners will be contacted with the estimate and the County would work with estimates the homeowner may have obtained. Kevin also talked about tax relief outside the disaster area. City Administrator Mike Ericson provided the cost estimates for police protection. For Washington County alone, the preliminary numbers from Sheriff Bill Hutton were estimated at $60,000 in personal costs and $18,000 in equipment costs. Long Term Disaster Recovery Coordinator Nate Ehalt explained the objectives of the Long Term Recovery Committee and announced that United Way would act as the Fiscal Agent and distribute funds free of charge. Three meetings have been held, the committee was being formed this week, and case workers have established a work station at Hugo City Hall. Nate explained the role of the case workers and gave examples of assistance provided to residents in need of services not covered by insurance. Petryk made motion, Haas seconded, to schedule Friday June 20, 2008 at 9:00 a.m. as a special meeting to allow Council to attend the Hugo Response Hot Wash/After Action Report meeting at the Washington County Government Center. All Aye. Motion carried. Discussion on Lifting the State of Emergency for the City of Hugo At it June 2, 2008 meeting, the Hugo City Council listened to a report from City Attorney Dave Snyder in regards to the State of Emergency the Council declared on Monday, May 26, 2008 for the City of Hugo in response to the May 25 tornado. The City Attorney advised the Council to not lift the State of Emergency and to delay action until its next regularly scheduled meeting. City Attorney Dave Snyder discussed with Council actions related to the State of Emergency with a recommendation that the State of Emergency be lifted. Mayor Miron made motion, Granger seconded, to approve RESOLUTION 2008-33 OF THE CITY OF HUGO, WASHINGTON COUNTY, MINNESOTA, LIFTING STATE OF EMERGENCY All Aye. Motion carried. Update on Code Enforcement Subcommittee Meeting on June 12 to Discuss No Hunting Petitions At its May 19, 2008 meeting, the Hugo City Council discussed petitions submitted to the City of Hugo for a ban on hunting on all property in the City. The Council officially accepted the petitions and submitted them to City Clerk Michele Lindau with direction to staff to formally have the Code Enforcement/Ordinance Review subcommittee review the petitions and to make a recommendation at an upcoming City Council meeting. Due to the May 25, 2008 tornado disaster, the subcommittee did not meet until Thursday, June 12, 2008 at which it discussed the petitions. Community Development Director Bryan Bear informed the Council that the Committee was recommending that no changes be made to the hunting ordinance and to deny the petition. Alice Waller, 14189 Finale Avenue North, said the petition addressed public safety around the Paul Hugo Farms Wildlife Management Area, and there were ten hunting seasons in the area that started in City Council Meeting of June 16, 2008 Page 7 of 9 July. Mayor Miron made motion, Petryk seconded, to direct staff to review the 500 foot no -shooting buffer around the Paul Hugo Farms Wildlife Management Area, and review how the ordinance applies and impacts that area. Aye: Miron, Petryk Nay: Haas, Puleo, Granger Motion failed. No further action was taken. Discussion on FEMA Updates to the Flood Plain Map — Water Resource Engineer Pete Willenbring. FEMA has been working on updating their flood maps over the past several years. The City received the proposed map revisions from FEMA, which have been reviewed by City Water Resource Engineer Pete Willenbring. Pete explained the updated Flood Insurance Rate Maps (FIRMS) were generally used for insurance purposes and often by the request of lending institutions. He gave an overview of the proposed changes, with approximately 406 new parcels designated as being in the floodplain, and the Council discussed how the changes would impact those residents. Miron made motion, Haas seconded, to direct staff to get the information on the proposed changes out to the residents. All Aye. Motion carried. Approval of Transition Plan for Home Occupation at 7130 177th Street North (L'Allier) At its October 1, 2007 meeting the City Council considered an application from Jeremy L'Allier to operate a construction business from the property with a home occupation interim use permit. At the meeting the City Council denied Mr. L'Allier's application for an interim use permit to operate a home occupation on the basis that he did not reside on the property. The Council directed Mr. L'Allier to work on reducing the impacts from his business and come back in six months (April 1, 2008) to reapply for an interim use permit. On March 31, 2008 Mr. L'Allier reapplied for an interim use permit for a home occupation as requested by the City Council. Mr. L'Allier met with City staff and also Council Member Frank Puleo on May 14, 2008. Mr. L'Allier stated that he is planning on removing the business from the property. Mr. L'Allier later withdrew his application for the interim use permit and on June 4, 2008 submitted a transition plan to remove the business from the property. Associate Planner Rachel Simone presented the transition plan to the Council. Puleo suggested wording be added to require the light not shine into the neighbor's home and to require the business be removed from the property by December 1, 2008. Jeremy L'Allier was present at the meeting, and he agreed to those changes. Miron made motion, Puleo seconded, to approve the transition plan with the changes mentioned above. All Aye. Motion carried. City Council Meeting of June 16, 2008 Page 8 of 9 Discussion on Real Estate and Contractor Sims A resident has made a complaint about real estate, contractor, and advertising signs in the City of Hugo. Staff is looking for direction from the Council on how to address the complaint since this issue is widespread across the City, affecting numerous signs, and will take significant staff time to complete. Miron made motion, Petryk seconded, to table the discussion until the next meeting due to the lack of time. All Aye. Motion carried. Emergency Protocol for Home Without Basements The item was added to the agenda by resident Betty Zuettel who resides at 5164 158th Street. Betty explained she lives very near area that was hardest hit by the storm on May 25, 2008 and has concerns about where residents without basements should go in a storm event. The neighborhood she lives in consists of 66 patio homes, and only 12 of them having basements. She questioned whether there should be a requirement for storm shelters in the City ordinance. Miron made motion, Haas seconded, to direct staff to investigate the issue and make a recommendation to the Council for their review. All Aye. Motion carried. I-35 W/E Coalition Meeting on June 19, 2008 City Administrator Mike Ericson provided a friendly reminder to the Council and public that the next I- 35 W/E Coalition meeting will be held Thursday, June 19, 2008 in the Oneka Room at Hugo City Hall. TAC 7-8-9 Open House on June 25, 2008 at Rice Lake Centre At its June 2, 2008 meeting, City staff informed Council that due to the May 25th tornado disaster, the TAC 7-8-9 Open House meeting was rescheduled to June 25, 2008. City Administrator Mike Ericson provided a friendly reminder to the Council and public that the TAC 7-8-9 Open House will be held on Wednesday, June 25, 2008 in the Rice Lake Centre Community Room at the Hugo Public Works facility. Health East Clinic Groundbreaking Ceremony on June 25 at 1:00 p.m. City Administrator Mike Ericson provided a friendly reminder to the Council and the public that a ground breaking ceremony will be held on Wednesday, June 25, 2008 at 1:00 p.m. at the site for the new Healtheast Clinic which will be located at the northwest intersection of County Road 8 and Everton Avenue. Miron made motion, Haas seconded, to direct staff to notice all three meetings as it is likely there will be a quorum attending. All Aye. Motion carried. City Council Meeting of June 16, 2008 Page 9 of 9 Adjournment Granger made motion, Haas seconded to adjourn at 10:00 p.m. All Aye. Motion carried. Respectfully submitted, Michele Lindau, City Clerk