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HomeMy WebLinkAbout2008.07.21 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING OF MONDAY, JULY 21, 2008 Mayor Fran Miron called the meeting to order at 7:09 p.m. PRESENT: Haas, Petryk, Puleo, Miron ABSENT: Granger ALSO PRESENT: City Administrator Mike Ericson, Community Development Director Bryan Bear, City Attorney Dave Snyder, Public Works Director Chris Petree, City Engineer Jay Kennedy, WSB Project Engineer Jami Wallerstedt, and City Clerk Michele Lindau Approval of Minutes for City Council Meetings Haas made motion, Petryk seconded, to approve the following meeting minutes as presented: May 27, 2008 Emergency 8: 00 a.m. Staff Meeting May 27, 2008 Emergency 10:00 a.m. Staff Meeting May 28, 2008 Emergency Press Conference May 28, 2008 Emergency Neighborhood Meeting May 29, 2008 Emergency Morning Staff Meeting May 29, 2008 Emergency Press Conference May 29, 2008 Emergency Neighborhood Meeting May 30, 2008 Emergency Morning Staff Meeting May 30, 2008 Emergency Press Conference May 31, 2008 Emergency Press Conference July 7, 2008 Regular Council Meeting All aye. Motion carried. Approval of the Agenda Miron made motion, Haas seconded, to approved the agenda as presented All Aye. Motion carried. Haas requested staff provide the Council a list of the neighborhoods holding a "National Night Out" event. Recognition of Girl Scout Gold Award — Rochelle Schostan The City of Hugo has received a letter from the Girl Scouts of America indicating that a Hugo resident has received her Gold Award. As Council is aware, a Girl Scout Gold Award is the equivalent of the Boy Scouts Eagle Award, which signifies the highest honor the Girl Scout can achieve. City staff has received information that Rochelle Schostag has received her Gold Award for her project involving blue bird houses. Rochelle was in attendance with her family as well as Troop Leader Pam Frink who has been her leader since second grade. Rochelle explained she had built 25 Bluebird houses, which were located at three different Hugo parks, in addition to constructing 25 Bluebird house kits for others to build houses. Mayor Fran Miron publicly recognized Rochelle and publicly thanked her for her dedication and commitment to the Girl Scouts of America and presented her with a certificate of recognition for earning her Girl Scout Gold Award. City Council Meeting of July 21, 2008 Page 2 of 6 Presentation of Donation to Hugo Relief Fund from Employees at Fairview Employees from Fairview Lakes Health Services have donated their Personal Time Off (PTO) time to the Fairview Foundation which has converted it to cash to be donated to the Hugo Relief Fund. Employees Karyl Hylle, Carrie Gabriel and Dr. Nancy Darling from the Fairview Hugo Clinic attended the meeting to present the City with a check for $10,773.71 to be deposited into the Hugo Relief Fund at US Bank. Karyl explained the employees donated 436 hours of paid time -off. Kyle Johnson, Case Manager for the long term recovery effort, explained that the Long Term Recovery Committee is working with the City to help those who suffered loss by the tornado. Mayor Miron publicly thanked the Fairview employees for their generous donation. Presentation of Camp Noah Report — Lutheran Social Services and Hosanna Lutheran Church Kyle Johnson, case worker for Lutheran Social Services, explained Camp Noah was held at the Oneka Elementary the week of July 7-11. Fifty-eight children from age groups K-5 attended the week long day camp. The camp focused on rebuilding the image children had of the tornado that devastated Hugo on May 25, 2008, through the story of Noah and the ark. During the week, the children talked about their experience, made crafts, visited a farm, and had guest speakers, such as Belinda Jensen from TV station KARE 11. The camp wrapped up on Friday, July 11, with a program for the families of the children who had been at Camp Noah. The camp was well attended by children and the transformation of the children could be seen on all their faces. Monica Allen, Camp Coordinator from Hosanna Lutheran Church, talked about the over 35 volunteers from the church who helped with the event. Mayor Fran Miron thanked Lutheran Social Services and Hosanna Lutheran Church on behalf of the families and children who were victims of the May 25, 2008 tornado. Recognition of Resignation of Public Works Director Chris Petree On July 19, 1999, Chris Petree was hired by the City of Hugo as the new maintenance worker. Over the past nine years, starting with his first day on the job, Chris has demonstrated a loyalty and commitment to the City of Hugo that is second to none. His excellent work ethic and conscientious attitude on the job is well known and well respected by his co-workers, residents, contractors, and business owners he's dealt with over the past nine years. Chris recently accepted the City of Lakeville Public Works Director position with his last day of employment with the City of Hugo on Friday, July 25, 2008. Staff has prepared a resolution which highlights some of Chris's major accomplishments which have involved a high level of trust and commitment from the Hugo City Council as well as the residents and his Public Works Department employees. Chris Petree made a difference in the City of Hugo and he will be deeply missed. Fran Miron publicly recognized and thanked Chris for his nine years of dedicated service to the City of Hugo and presented him with the framed resolution while wishing him, his wife Nora, and daughter Greta all the very best in their new life together in the City of Lakeville. Chris thanked the Council for the opportunity he was given at the City of Hugo. Miron made motion, Petryk seconded, to approve RESOLUTION 2008-36 RECOGNIZING CHRIS PETREE FOR HIS NINE YEARS OF DEDICATED SERVICE AS THE PUBLIC WORKS DIRECTOR FOR THE CITY OF HUGO, MINNESOTA Upon roll call voting aye: Petryk, Puleo, Haas, Miron Motion carried. City Council Meeting of July 21, 2008 Page 3 of 6 Approval of Consent Agenda Haas made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Charitable Gambling License for August 24, 2008 Fall Festival (St. John's Church) Approve Memorandum of Understanding Between City of Hugo and United Way Approve Work Plan on Foreclosed/Vacant Housing Approve Pay Request No. 5 from Amt Construction for Work Completed to Date on the Rice Lake Soccer Complex Approval of Claims Adoption of the Consent Agenda approved the claims roster as presented Approve Charitable Gambling License for August 24, 2008 Fall Festival (St. John's Church) The Church of St. John the Baptist has applied for a charitable gambling license for lawful gambling at their Fall Festival Event to be held on August 24, 2008. City staff reviewed the application and found it to be satisfactorily complete. Adoption of the Consent Agenda approved the charitable gambling license for the Church of St. John the Baptist to allow it to conduct gambling activities at their Fall Festival on August 24, 2008. Approve Memorandum of Understanding Between City of Hugo and United Way In order to release the money raised in the Hugo Relief Fund to the United Way, which is the fiscal agent for Hugo's Long Term Recovery Services Committee, the Memorandum of Agreement (MOU) needs to be approved by the Hugo City Council. The MOU creates a timeline and legal document between the City of Hugo and the United Way for money disbursal. If, on June 30, 2009, funds have not been distributed by the Hugo Long Term Recovery Services Committee, the City of Hugo may apply to the committee to use the remaining funds to repair or improve public spaces and utilities in the City of Hugo that were damaged by the May 25, 2008 tornado. The agreement with the United Way to continue as the fiscal agent for the committee may be extended one six month period, to the end of 2009, with approval from the Hugo City Council. Adoption of the Consent Agenda approved the MOU between the City Hugo and United Way. Approve Work Plan on ForeclosedNacant Housing At its May 20, 2008 workshop, Council received information from staff related to foreclosures within the City. Council directed staff to prepare a work plan to monitor the foreclosed properties and to set meetings with are homeowner associations. Adoption of the Consent Agenda approved the proposed work plan on foreclosed and vacant housing. City Council Meeting of July 21, 2008 Page 4 of 6 Approve Pay Request No. 5 from Arnt Construction for Work Completed to Date on the Rice Lake Soccer Complex City staff has received Pay Request No.5 from Amt Construction for work completed to date on the Rice Lake Soccer Complex. Senior Engineering Technician Scott Anderson has reviewed the pay request and found it to be satisfactory for work completed to date on the project. Adoption of the Consent Agenda approved Pay Request No. 5 in an amount of $38,420.57 from Arnt Construction for work completed to date on the Rice Lake Soccer Complex. Senior Engineer Technician Scott Anderson provided the Council with an update on the project. All grading has been completed; parking lot construction is complete with concrete curb and gutter and the first lift of bituminous, and work on irrigation system and trails has begun. Award of Bid for 2008 Seal Coating Proiect The City Council authorized staff to re -bid the 2008 Seal Coating Project at its May 5, 2008 meeting. Bids were received on Thursday, July 17, 2008 for the City's 2008 Seal Coating Project. Allied Blacktop Company submitted the low bid of $143,529.95. Allied Blacktop Company has completed seal coating for the City in the past and has completed it to the City's specifications. City staff recommends Council award the 2008 Seal Coating Project to Allied Blacktop Company at a price of $143,529.95. This project will be funded by the Street Maintenance Fund. Public Works Director Chris Petree explained the seal coating process to the Council. Miron made motion, Haas seconded, to award the 2008 Seal Coating Project to Allied Blacktop Company at a price of $143,529.95. All ayes. Motion carried. Discussion on City Policy on SAC/WAC/REC Fees At its June 16, 2008 meeting, the EDA made a recommendation that the City implement a new policy regarding SAC, WAC, and REC fees. The policy would include collecting fees earlier in the process, reducing the impact on individual businesses. City Engineer Jay Kennedy provided background on the issue and reviewed the existing sewer and water connection fees. Jami Wallerstedt, Project Engineer from WSB, explained alternative connection fee options that included a trunk utility fee to be collected at the time of plat and a City WAC/SAC to be paid at the time of connection. Two options were give for the trunk utility fee; one was based on number of units and one was based on a fee per acre that would be prorated by land use. After a significant amount of discussion by Council: Miron made motion, Petryk seconded, to table this item to allow staff time to provide additional information and varied examples of how the fees would impact residents and developers. All aye. Motion carried. The Council took a short recess to share cake and coffee with Public Works Director Chris Petree. Update on Rental Housing Registration Program At its May 20, 2008 workshop, Council received information related to rental housing registration and inspection programs. Council directed staff to prepare information for a rental registration program that City Council Meeting of July 21, 2008 Page 5 of 6 does not include inspections. This information would be used to provided the Sheriff's Department and staff with contact information on owners of rental properties. Staff has provided information from the City of Apple Valley that has a similar program. Community Development Director Bryan Bear explained the City of Apple Valley has just begun to implement this and spends approximately 3-5 hours per week on the registration program. Haas made motion, Miron seconded, to direct staff to draft an ordinance specific to the City of Hugo, and meet with the Home Owners Associations first to explain how the proposed new ordinance would affect them and their neighbors. All aye. Motion carried. Update on Resident Open House on FEMA Updates on July 17, 2008 On Thursday, July 17, 2008, City of Hugo held a public meeting for residents to review proposed changes to the Flood Insurance Rate Map proposed by FEMA.. Community Director Bryan Bear explained staff had mailed out more than 900 notices to residents affected by the proposed changes, and approximately 30-35 households attended the meeting. Residents reviewed maps and completed comment forms that will be compiled and shared with FEMA. No formal action was taken. Discussion on Appointment to Board of Zoning and Schedule Interviews At its June 16, 2008 meeting, Hugo City Council authorized staff to advertise for the vacancy on the Board of Zoning Appeals created by Commissioner Greg Burmeister who was appointed as the new Planning Commissioner. City staff has advertised and solicited for interest for applicants to serve on the Board. At its July 2, 2008 meeting, Council directed staff to contact past applicants for the Planning Commission vacancy to determine their interest in the Board of Zoning Vacancy. Doug Galler expressed interest in being appointed to the Board of Zoning. Miron made motion, Puleo seconded, to appoint Doug Galler to the Board of Zoning Appeals and Adjustments. All aye. Motion carried. Schedule City of Hugo Debriefing Session on May 25, 2008 Tornado Disaster The City of Hugo staff would like to schedule an internal debriefing session to discuss the operation of the City's Emergency Plan after the May 25, 2008 Tornado disaster. Hugo City Officials and Staff attended a similar session on June 20, 2008 at Washington County Offices with representatives from all the agencies that provided assistance since the May 25 tornado. City Staff believes that a Hugo debriefing will strengthen our current emergency plan for future emergencies. The City has contacted Washington County Emergency Services Manager Deb Paige to act as the facilitator for the debriefing. Miron made motion, Haas seconded, to schedule the debriefing session for July 28th, 29th, or 31St dependent on the availability of Washington County Emergency Services Manager Deb Paige. All aye. Motion carried. City Council Meeting of July 21, 2008 Page 6 of 6 Update on Sign Committee The sign committee held its first committee meeting on Tuesday, July 15, 2008. The committee includes Council Members Mike Granger and Frank Puleo, Planning Commission Members Adam Moore, Bob Rob Rosenquist, and Tom Weidt, and resident Ryan Schaefer. Council Member Puleo explained the main issues were to make the sign ordinance more business friendly, sensible, and address the issue of temporary signs. The committee intends to meet approximately every one to two weeks and be completed with the ordinance update within 60-90 days. No formal action was taken. Schedule Public Hearing on the Adoption of the New City Code In 2007, the Hugo City Council identified the recodification of the City Code as one of its top City Focus Goals. Over the past eighteen months, City staff has worked with Municipal Code Corporation to recodify and modernize the entire Municipal City Code. Haas made motion, Puleo seconded, to schedule the public hearing on the adoption of the recodified City Code for Monday, August 18, 2008. All aye. Motion carried. Schedule Neighborhood Meeting for 129th Street Utility Improvement District for August 21, 2008 After final completion of the 129th Street public improvement project in 2007, the Hugo City Council directed City staff to consider exploring the development of a special sewer district for the properties included in the 129th Street public improvement project. Specifically, the public improvement project has provided municipal sewer and water to the homeowners and property owners on the north end of Bald Eagle Lake but it also has the capacity to provide municipal services to other properties in the area. At its March 3, 2008, Council directed staff to schedule a neighborhood meeting for the creation of a special sewer district for the 129th Street public improvement district. Haas made motion, Petryk seconded, to schedule the neighborhood meeting for the 129th Street Utility Improvement District for Thursday, August 21, 2008 at 7:00 p.m. at Hugo City Hall. All aye. Motion carried. Adiourn Haas made motion, Petryk seconded, to adjourn at 9:47 p.m. All aye. Motion carried.