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HomeMy WebLinkAbout2007.05.07 CC MintuesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF MAY 7.2007 Mayor Fran Miron called the meeting to order at 7:10 pm. PRESENT: Granger, Petryk, Puleo, Miron (Council member Haas arrived at 8:55 pm.) City Administrator Mike Ericson, CD Director Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, PW Director Chris Petree, and City Clerk Mary Ann Creager APPROVE COUNCIL MINUTES FOR APRIL 16.2007 Puleo made motion, Granger seconded, to approve the minutes for the April 16, 2007 meeting as presented. All aye. Motion Carried. APPROVE MINUTES FOR BOARD OF REVIEW AND EQUALIZATION ON APRIL 26.2007 Petryk made motion, Puleo seconded, to approve the minutes for the April 26, 2007 meeting with the Council convening as the Board of Review and Equalization as presented. All aye. Motion Carried. APPROVAL OF AGENDA Add M.2 — Invitation to Council to Participate in Good Neighbor Days Parade on June 9s' Miron made motion, Petryk seconded, to approve the agenda for May 7, 2007 as amended. All aye. Motion Carried. PRESENTATION OF CERTIFICATE OF APPRECIATION TO MIKE PERRAULT Earlier this year, the City Council voted to dissolve the District Memorial Hospital Board, upon a recommendation from the remaining Board members, and City Attorney Dave Snyder. Council agreed that it should recognize and publicly thank Mike Perreault for his 20 years of service as a member on the District Memorial Hospital Board. Mayor Fran Miron presented Mike with a Certificate of Appreciation and publicly thanked him for his 20 years of service on the District Memorial Hospital Board as the City of Hugo Board representative. RECOGNITION OF HUGO KIDZ `N BIZ FEST COMMITTEE AND BIG "CHIPPER" TROPHY FOR DEBBIE NELSON On Sunday, April 22, 2007, the 3nd annual Kidz `n Biz Fest was held at the Oneka Elementary School. The event was the result of a successful co-sponsporship of the event by the Hugo Business Association and the Hugo Economic Development Authority. The event drew 800 children, and more than 400 parents and adults to the new super -sized gymnasium, cafeteria, and music on the cafeteria stage. Kids had some hands-on interest in the Hugo Fire Department fire trucks and Public Works trucks and grader. HBA president Phil Klein and HBA officers, and The Citizen publisher Louis Melamed, worked with members of the organizing committee, to plan a great fun, family event. Mayor Fran Miron publicly City Council meeting of May 7, 2007 Page 2 thanked the committee members present, Louis Melamed, Jeanine Ketchell, and Debi Johnson, and other members of the committee, for their hard work that played a key role in making the event such a large success for the City of Hugo. CONSENT AGENDA Granger made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Request from Carpenter's for 2:00 am Closing Approve Annual Performance Review for CD Assistant Michele Lindau Approve Annual Performance Review for CD Director Bryan Bear Approve Annual Performance Review for Building Official John Benson Approve Contract with Forest Lake Youth Service Bureau Approve Hiring of Seasonal Public Works Employees Approve Wine and 3.2 Beer License for American Asian Bistro at 14755 Victor Hugo Blvd. Approve License to Melrose Pyrotechnics for Fireworks Display at Good Neighbor Days Approve Lawful Gambling Permit for HFD Relief Assn for Good Neighbor Days Approve Water Ski Slalom Course and Ski Jump on Round Lake (Mike Ball) All aye. Motion Carried. GENERAL CLAIMS Adoption of the Consent Agenda approved the claims roster for May 7, 2007 as presented. APPROVE APPLICATION FROM CARPENTER'S FOR 2:00 AM CLOSING Mike and Catherine Anderson from Carpenter's restaurant have made application to the City for 2:00 am closing time. The extension of a 2:00 am closing time was allowed by the Minnesota State Legislature a few years ago, and there are two other businesses in Hugo that have been approved for 2:00 am closing. City staff has reviewed the application and found it to be satisfactory complete. Adoption of the Consent Agenda approved the 2:00 am closing time for Carpenter's restaurant. APPROVE ANNUAL PERFORMANCE REVIEW FOR CD ASSISTANT MICHELE LINDAU Michele Lindau was hired by the City on May 1, 1999 as the City's new deputy clerk. For the past eight years, Michele has demonstrated an outstanding work ethic and commitment to the City working in a variety of job duties, and for the past several years, as the Community Development Assistant. Michele has an excellent can -do attitude and delivers a high level of customer service. She has excellent communication skills, with a good sense of humor, and is the heir apparent to replace retiring City Clerk Mary Ann Creager. Michele is a valued member of the City Hall team, and is someone we all rely on. Adoption of the Consent Agenda approved the annual performance review for CD Assistant Michele Lindau. City Council meeting of May 7, 2007 Page 3 APPROVE ANNUAL PERFORMANCE REVIEW FOR CD DIRECTOR BRYAN BEAR Bryan Bear was hired as the City's new CD Director on May 3, 2004. Bryan has worked hard and become an excellent director, overseeing the day-to-day operations and meeting with developers and contractors on residential and commercial projects. He exhibits excellent communication skills, while being a creative and effective problem solver. Under Bryan's leadership, the CD Department has over hauled its filing system, while implementing a number of successful organizational strategies to provide one -stop -shopping for developers and builders. Bryan has done an outstanding job in helping to bring quality development to Hugo. Bryan is well respected and recognized by the community, developers, and builders throughout the community. Adoption of the Consent Agenda approved the annual performance review for CD Director Bryan Bear. APPROVE ANNUAL PERFORMANCE REVIEW FOR BLDG OFFICIAL JOHN BENSON John Benson was hired by the City as its building inspector on May 9, 1988. Over the past 19 years, John has worked as the building inspector, and for the past several years as its building official, overseeing the building department and code enforcement activities. John is thorough, committed, and detail -oriented, providing excellent building inspection services for the City. Under John's leadership, his department completed the TIF inspection for houses and buildings in the downtown area in 2006. John has a calm demeanor in dealing with residents who contact the City about junk violations and code enforcement issues. John is a loyal and valued member of the City Hall team, who has a good sense of humor. Adoption of the Consent Agenda approved the annual performance review of Building Official John Benson. APPROVE CONTRACT WITH FOREST LAKE YOUTH SERVICE BUREAU Included in its 2007 City budget, Council budgeted for a contribution to the Forest Lake Youth Service Bureau. As Council is aware, the Bureau provides services to youth at risk, and there are youth from Hugo who receive services. The contract was drafted by representatives from the Bureau in an effort to formalize the contribution from area cities. Adoption of the Consent Agenda approved the contract with the Forest Lake Youth Service Bureau and the annual contribution of $5,000 from the City. APPROVE HIRING OF FIVE SEASONAL PUBLIC WORKS EMPLOYEES At its March 19, 2007 meeting, Council authorized staff to advertise for five seasonal public works employees, who would provide routine park, building, grounds, boulevard and general maintenance. The City received nearly 100 applicants for the positions and on May 3 and 4, 2007, City staff conducted interviews and is pleased to recommend hiring of five seasonal employees for the public works department. Adoption of the Consent Agenda approved the hiring of Amanda Arnold, Ryan Gleason, Samuel Neumann, Jacalyn Peterson, and Michael Wallraff for the five vacant seasonal positions. APPROVE WINE AND 3.2 BEER LICENSE FOR AMERICAN ASIAN BISTRO AT 14755 VICTOR HUGO BLVD. Guobin Wang, Amian Inc., has applied for an On -Sale Wine, On -Sale 3.2 Malt Liquor, and On -Sale Sunday Liquor Licenses for the 2,000 square foot restaurant he will own and operate at 14755 Victor City Council meeting of May 7, 2007 Page 4 Hugo Boulevard North, Suite 104. The American Asian Bistro is located in the Victor Market Place retail center, adjacent to Festival Foods, and is scheduled to open at the end of this month. The Washington Sheriffs Department has completed its background investigation on the applicant and recommended he be qualified for a license having received a satisfactory investigation. Adoption of the Consent Agenda approved the On -Sale Wine, On -Sale 3.2 Malt Liquor, and On -Sale Sunday Liquor Licenses for the American Asian Bistro located at 14755 Victor Hugo Boulevard North. APPROVE MELROSE PYROTECHNICS FIREWORKS DISPLAY AT GOOD NEIGHBOR DAYS The Hugo Lions Club introduced an exciting new event for the annual Good Neighbor Days last year, which was a fantastic fireworks display on Friday night. The Lions contracted with Melrose Pyrotechnics for an outstanding fireworks display. The Lions were successful in obtaining a new sponsor this year, St. John's Hospital, for the fireworks display and is pleased to announce that Melrose Pyrotechnics will return for Good Neighbor Days for another fireworks display. City staff has reviewed the application license and found it to be satisfactory complete. Adoption of the Consent Agenda approved the contract with Melrose Pyrotechnics Fireworks Display for fireworks displays at Good Neighbor Days on June 8, 2007. APPROVE LAWFUL GAMBLING PERMIT FOR HFD RELIEF ASSN FOR GOOD NEIGHBOR DAYS The Hugo Fire Department Relief Association has made application to the City for a lawful gambling permit to conduct bingo at Hugo Good Neighbor Days, scheduled for June 7-10, 2007. City staff has reviewed the application and found it to be satisfactorily complete. Adoption of the Consent Agenda approved the lawful gambling permit for the HFD Relief Association to conduct bingo at the GND, June 7-10,2007. APPROVE WATER SKI SLALOM COURSE AND SKI NMP ON ROUND LAKE (MIKE BALL) On behalf of the Round Lake Ski Club, Mike Ball has submitted applications for approval of a water ski slalom course and ski jump on Round Lake. Staff reviewed the applications and found them to be satisfactorily completed. Adoption of the Consent Agenda approved the water ski slalom course and ski jump applications for Round Lake as submitted by Mike Ball. APPROVE RESOLUTION FOR CITY OF HUGO TREE TRIMMING POLICY At its March 5, 2007 meeting, PW Director Chris Petree addressed Council regarding the public works department tree trimming and brushing activities over the previous three months. He specifically addressed the interest of Council member Petryk in preserving the tree canopies in the area around Bald Eagle Lake. After discussion, Council directed staff to prepare and draft a tree trimming & brushing policy in order to provide direction to the public works department in its annual tree trimming and brushing activities. PW Director Chris Petree and Council member Becky Petryk have worked with City Attorney Dave Snyder and have prepared a City policy that regulates the public works department's tree City Council meeting of May 7, 2007 Page 5 trimming and brushing activities. This issue was removed from the Council's April 16'h agenda since Council member Becky Petryk was unable to attend due to changes in her travel arrangements. The proposed resolution shall be amended to include language allowing property owners to keep tree waste, if it is not diseased. Petryk made motion, Granger seconded, to adopt RESOLUTION 2007-20 ADOPTING A NEW CITY POLICY ON TREE TRIMMING AND BRUSHING ACTIVITIES. VOTING AYE: Granger, Petryk, Puleo, Miron Motion Carried. AWARD OF BID FOR 2007 SEAL COATING CONTRACT The City follows a six-year seal coating plan with 3.5 miles of pavement scheduled to be seal coated in 2007. A bid opening was held on April 27, 2007 and three bids were received. The low bidder was Allied Blacktop, Inc. in the amount of $61,947.03. Granger made motion, Petryk seconded, to award the 2007 seal coating contract to Allied Blacktop, Inc. in the amount of $61,947.03. All aye. Motion Carried. AWARD OF QUOTE FOR 2007 CRACK FILLING CONTRACT The City follows a six-year crack filling plan with 3.5 miles of road scheduled to be crack filled in 2007. Three competitive quotes were received for the work and the low quote was from Bergman Companies, Inc. in the amount of $1.29/lb for an estimated total project cost of $6,396. Granger made motion, Petryk seconded, to award the 2007 crack filling contract to Bergman Companies, Inc., in the amount of $6,396. All aye. Motion Carried. AWARD OF BID FOR 2007 AGGREGATE ROAD SURFACING PROJECT On April 27, 2007, the City held a bid opening for the 2007 aggregate road surfacing contract. The City will be graveling 4.6 miles of road in 2007. A specification was prepared to allow bidders to bid on multiple types of aggregate and allow the City to control the material received. The City received four bids for the 2007 contract; however, the City received only two bids on the selected aggregate. The low bidder was MJ Raleigh Trucking, Inc. at $6.98/ton ($0.22/ton less than 2006) for a project total of $75,104.80. Petryk made motion, Miron seconded, to award the 2007 aggregate road surfacing project to MJ Raleigh Trucking, Inc. in the amount of $75,104.80. All aye. Motion Carried. City Council meeting of May 7, 2007 Page 6 AWARD OF QUOTE FOR 2007 DUST CONTROL PROJECT Included in the 2007 General Fund Budget is $48,000 for dust control and gravel road stabilization. The City initiated the first widespread dust control and stabilization project on its gravel roads in 2006. This project was met with a positive response from residents and was expanded for 2007. In 2006 the City provided dust control and stabilization of 6.5 miles of gravel roads. For 2007 staff is proposing that 9.8 miles of gravel roads receive this treatment. This City solicited competitive quotes for this project and received only one. The low quote was from Dustcoating, Inc. at a price of $0.67/gallon (same price as 2006) and an estimated project total of $46,900. Petryk made motion, Granger seconded, to award the 2007 dust control contract to Dustcoating, Inc. in the amount of $46,900. All aye. Motion Carried. AWARD OF QUOTE FOR 2007 MISCELLANEOUS CONCRETE PROJECT PW Director Chris Petree and Senior Engineering Technician Scott Anderson have prepared a list of miscellaneous concrete projects for 2007. These projects include: park repairs, building apron replacement, sidewalk replacement and street curb repairs. The City received 3 quotes for the 2007 Miscellaneous Concrete Project. The low quote was from Landmark Concrete, Inc. in the amount of $16,307.45. Miron made motion, Granger seconded, to award the 2007 miscellaneous concrete project to Landmark Concrete, Inc. in the amount of $16,307.45. All aye. Motion Carried. REPORT ON DECISION FROM MN SUPREME COURT ON TERRY MILLER LAWSUIT AGAINST CITY For more than a year now, the City has been involved in a lawsuit with Terry Miller d/b/a Oneka Lake Development LLC regarding property owned by Joyce Seever on Oneka Lake. Terry Miller appealed his decision to the Court of Appeals, after which he was unsuccessful, he appeal the decision to the MN Supreme Court. The ruling signed by Supreme Court Associate Justice Alan Page, the MN Supreme Court ruled against Terry Miller in his lawsuit against the City. City Attorney Dave Snyder reported to Council the final outcome of Terry Miller's appeal to the MN Supreme Court, as well a history of the lawsuit. No formal Council action was taken. UPDATE ON SUBCOMMITTEE WORK ON RECREATIONAL VEHICLE ORDINANCE On Monday, March 26, 2007 the Council held a public workshop to discuss the proposed recreational equipment ordinance that was drafted by the Code Enforcement Subcommittee. There were 17 people that spoke on the issue and there were suggestions on how the proposed ordinance could be revised. There were six residents that volunteered to join the subcommittee to help revise the ordinance. The subcommittee met on Friday, April 27, 2007, not including the six volunteers, to discuss the process to City Council meeting of May 7, 2007 Page 7 revise the ordinance per comments from the public workshop. The subcommittee directed staff to put this item on the Council agenda for discussion on whether to move forward with the process to update the proposed ordinance. After Council discussion, City Attorney Dave Snyder recommended the following be considered to help the committee in their discussions: 1) is there a need for a regulating ordinance — why or why not; 2) if needed, what would ordinance permit, limit, or preclude; and 3) committee's recommendation for Council on further steps, if any, that would be advisable. Miron made motion, Granger seconded, to accept the City Attorney's recommendation for direction to the subcommittee's discussion on the proposed recreational vehicle ordinance. All aye. Motion Carried. DISCUSSION ON CITY STREET RECONSTRUCTION PROGRAM Council has reviewed the City's street reconstruction needs in the past as part of developing the 5 -year Capital Improvement Program. With the 129`h Street and Oakshore Park projects moving forward, City Engineer Jay Kennedy provided an update on the street reconstruction program, and discussed the next steps with Council. City staff recommended that reconstruction focused on the following roads: 1) Ethan Avenue not included in public improvement project; 2) Elmcrest Avenue, south of CR8; and 3) 148th Street/Foxhill Avenue, and Freeland Avenue (near Hugo Elementary School). Council recommended that "neighborhood meetings" be held with residents impacted by the proposed improvements. Miron made motion, Granger seconded, to accept the City staff recommendation for reconstruction of the three road locations and move forward with the improvements. All aye. Motion Carried. COUNCIL MEMBER CHUCK HAAS ARRIVED AT 8:55 PM. REPORT ON APRIL 26.2007 PUBLIC OPEN HOUSE ON THE COMPREHENSIVE PLAN AND MEETING WITH CLYDE WAGNER On Thursday, April 26, 2007, the City hosted its third public meeting for work on the 2008 Comprehensive Plan. The meeting was attended by 30 residents, at which discussion took place regarding the proposed goals and public feedback was taken. Mayor Fran Miron discussed with citizens who attended the open house representing "WeThePeople"— SaveHugo.com, regarding issues related to public notification. Fran offered to meet with representatives and only one, Clyde Wagner, agreed to meet with City officials regarding how the City could provide more public notification. On Monday, April 30, 2007, City officials met with Clyde to discuss his thoughts regarding how the City could advertise and attract more citizens in the 2008 Comprehensive Plan planning process. CD Director Bryan Bear shared with Council various methods that would possibly increase resident participation in the comprehensive plan discussions. Miron made motion, Haas seconded, to accept staff s recommendation and implement the following measures to increase citizen participation in discussions of the 2008 Comprehensive Plan: send City Council meeting of May 7, 2007 Page 8 packets/agenda to previous attendees; placement of electronic signs; flyers in The Citizen newspaper; and pizzas and refreshments. All aye. Motion Carried. AWARD OF BID (OAKSHORE PARK NEIGHBORHOOD P.I. PROJECT) Oakshore Park residents and Council members Becky Petryk and Mike Granger abstained from discussion and voting on this matter. On March 5, 2007, Council authorized staff to advertise for the Oakshore Park neighborhood public improvement project. This project would provide City sewer and water, as well as bituminous roadways for ditches for water drainage. The project also includes grading and parking lot improvements within the Oakshore Park property. On Friday, April 27, 2007, the City opened bids for the project and received a total of seven bidders for the public improvement project. Upon review by City Engineer Jay Kennedy and Senior Engineering Technician Scott Anderson, the low bidder for the project was Arcon Construction in the amount of $1,148,971.29. City Engineer Jay Kennedy presented the bid results to Council, and discussed the timing of the assessment hearing process. Haas made motion, Puleo seconded, to adopt RESOLUTION 2007-21 DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS FOR THE OAKSHORE PARK STREET AND UTILITY IMPROVEMENTS. VOTING AYE: Haas, Puleo, Miron ABSTAINED: Petryk and Granger Motion Carried. Miron made motion, Haas seconded, to adopt RESOLUTION 2007-22 CALLING FOR THE PUBLIC HEARING ON THE PROPOSED ASSESSMENT FOR THE OAKSHORE PARK STREET AND UTILITY IMPROVMENTS. VOTING AYE: Haas, Puleo, Miron ABSTAINED: Petryk and Granger Motion Carried. REPORT ON CITY OFFER FOR AUDIT PETITIONERS TO MEET WITH CITY AUDITOR At its April 16, 2007 meeting, Council extended an offer to representatives for the WeThePeople- SaveHugo.com and their interest in requesting from the Minnesota State Auditor a separate of the City's financial records for 2003, 2004, and 2005. Finance Director Ron Otkin stated that representatives from the organization would have until Tuesday, April 24, 2007 to meet with City auditors, Smith Schafer & Associates, prior to the commencement of the City's annual audit. City staff wishes to report to Council that WeThePeople-SaveHugo.com rejected the City's offer and the City did not receive a visit, telephone call, or email on the issue. No formal Council action was taken. City Council meeting of May 7, 2007 Page 9 UPDATE ON ROUNTY ROAD 57 RECONSTRUCTION City Engineer Jay Kennedy reported to Council the work City staff has had with Washington County highway officials regarding the reconstruction of CR57 for the summer months 2007. As Council is aware, this issue was first brought to Washington County more than five years ago, and over the past two years, staff has continued to work with county officials more closely to share with them the desire to have some reconstruction in place. Jay shared with Council the proposed reconstruction schedule, as well as the activities that will take place this summer. No formal Council action was taken. SCHEDULE NEXT I-35 W/E COALITION MEETING Due to a large number of City representatives that were unable to attend the April 18, 2007 I-35 W/E Coalition meeting, City staff had to cancel the meeting and requests Council select a new meeting date on which to hold the next I-35 W/E Coalition meeting. City staff did receive comments from Coalition members that they need more of a lead time to insure that engineering officials from both Washington and Anoka County are able to attend the meeting, since discussion regarding the engineering on the new interchange proposed for the I-35E/CR14 will take place. Haas made motion, Petryk seconded, to schedule the next I-35 W/E Coalition meeting on Thursday, June 14, 2007, at 6:30 pm, Hugo City Hall, to continue discussions of issues in common. All aye. Motion Carried. DISCUSSION ON FUTURE MUNICIPAL WATER SUPPLY SYSTEM (CAPITAL IMPROVEMENTS PROJECT) City Engineer Jay Kennedy has been working with PW Director Chris Petree and Finance Director Ron Otkin as they plan for the future needs for the City's municipal water system. Jay presented the proposed Water Supply Capital Improvement Plan to Council. Because of the late hour and the Council's desire to discuss this issue at greater length: Haas made motion, Petryk seconded, to table discussion of this matter until the Council meeting of May 21, 2007. All aye. Motion Carried. COUNCIL MEMBER HAAS REQUEST FOR LETTER TO WASHINGTON COUNTY BOARD ON DEPUTY SALARIES Miron made motion, Haas seconded, directing City staff to send a letter to the Washington County Board thanking them for increasing wages for the Washington County Sheriffs Department in an effort to retain trained personnel. All aye. Motion Carried. City Council meeting of May 7, 2007 Page 10 SCHEDULE CITY ADMINISTRATOR'S ANNUAL PERFORMANCE REVIEW At its April 16, 2007 meeting, Council agreed to accept completed performance review applications from Mayor and Council members with the City Administrator's annual performance review with a deadline of April 27, 2007. City Attorney Dave Snyder and City Administrator Mike Ericson request Council select a meeting date and time at which to conduct the City Administrator's performance review. Mixon made motion, Haas seconded, to schedule the City Administrator's annual performance review for Friday, June 1, 2007, at 9:30 am. All aye. Motion Carried. EXECUTIVE SESSION — LITIGATION REGARDING MARVIN LAVALLE AND HUGO INVESTMENTS CONDEMNATION Miron made motion, Haas seconded, to recess the regular meeting and go into executive session. All aye. Motion Carried. City Attorney Dave Snyder updated Council on the status of the LaValle and Hugo Investment condemnation litigation matters. RETURN TO REGULAR SESSION City Attorney Dave Snyder stated that Council had met in executive session to discuss the Marvin LaValle and Hugo Investments condemnation litigation matters. No formal Council action was taken. ADJOURNMENT Granger made motion, Petryk seconded, to adjourn at 10:00 pm. All aye. Motion Carried. Mary reager City Cl