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HomeMy WebLinkAbout2004.01.20 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF JANUARY 20.2004 Mayor Fran Miron called the meeting to order at 7:00 pm. PRESENT: Granger, Haas, Petryk, Puleo, Miron City Administrator Michael Ericson; City Attorney Dave Snyder, City Engineer Jay Kennedy; Water Resource Engineer Pete Willenbring; City Planner Kendra Lindahl; PW Director Chris Petree; Finance Director Ron Otkin; and City Clerk Mary Ann Creager APPROVE MINUTES FOR CITY COUNCIL MEETING OF JANUARY 5, 2004 Haas made motion, Granger seconded, to approve the minutes for the January 5, 2004 meeting as presented. All aye. Motion Carried. APPROVE MEWUS FOR GOAL SETTING WORKSHOP OF JANUARY 12, 2004 Puleo made motion, Granger seconded, to approve the workshop minutes for the City Council goal setting session held on January 12, 2004 as presented. All aye. Motion Carried. APPROVAL OF AGENDA Haas made motion, Petryk seconded, to adopt the agenda for January 20, 2004 as presented. All aye. Motion Carried. 2003 ANNUAL BUILDING DEPARTMENT REPORT On behalf of the Building Department, City Administrator Michael Ericson presented the 2003 Annual Building Department Report. Included in the report was a detailed accounting of all building permits, including single family housing, townhome housing, and miscellaneous construction. The City experienced an increase of 30% in single family detached homes and a 76% increase in townhouse construction. This resulted in a total increase of single family units in 2003 of 63% over last year (2002). There were a total 40 detached sfd units and 99 townhomes in 2002, compared with 52 detached sfd units and 175 townhomes in 2003. Council requested -that staff research and survey housing mix comparisons from similar communities to see how they compared to residential home building in Hugo. CONSENT AGENDA Haas made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Final Acceptance of Public Improvements for Victor Gardens 1 14 Addition (CPDC) Approve Final Acceptance of Public Improvements and Reduction of Letter of Credit for Victor Gardens 2n' Addition (CDPC) City Council meeting of January 20, 2004 Page 2 Approve Pay Request #2 from Lametti & Sons for Work Completed on the Peloquin Industrial Park P.I. Project All aye. Motion Carried. APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims roster for January 20, 2004 as presented. APPROVE FINAL ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR VICTOR GARDENS 15T SUBDIVISION (CPDC) David Hempel from Contractor Property Development Corporation (CPDC) has requested the acceptance of public improvements for the Victor Gardens I' subdivision. Adoption of the Consent Agenda approved the acceptance of the public improvements and maintains the letter of credit valued at $230,000. David Hempel from CPDC has requested a reduction in the letter of credit and the final acceptance of public improvements for the Victor Gardens 2°d subdivision. Adoption of the Consent Agenda - approved the final acceptance of the public improvements and reduces the letter of credit to 10 percent (10%) of the total construction cost for a value at $26,276.10. APPROVE PAY REQUEST #2 FROM LAMETTI & SONS FOR WORK COMPLETED ON THE PELOOUIN INDUSTRIAL PARK P.I. PROJECT Lametti & Sons has submitted pay request #2 for work completed to date on the Peloquin Industrial Park P.I. Project. Project Manager Brian Mitchell from SEH has reviewed the pay request with Senior Engineering Technician Scott Anderson and found it to be satisfactorily complete. The pay request does not include or involve any of the additional work necessitated by the Change Order and the delay incurred during the micro tunneling under TH61. City staff and City officials met on Tuesday, January 20, 2004 to review the issues and costs associated with the Change Order, which was the result of metal sheeting left in the ground. Adoption of the Consent Agenda approved pay request #2 m4he amount of $203,558.21 for work completed by Lametti & Sons on the project. AUTHORIZATION TO RECEIVE BIDS FOR PURCHASE OF TANDEM PLOW TRUCK FOR THE PUBLIC WORKS DEPARTMENT The City's 2003-2007 Capital Improvements Program specifies the acquisition of a tandem plow truck for the public works department in 2004. PW Director Chris Petree stated that staff would come back to Council in February 2004 with specifications and the proposed financing for the truck, and expected delivery some time in the fall 2004. Granger made motion, Petryk seconded, authorizing staff to begin the development of the plans and City Council meeting of January 20, 2004 Page 3 specifications for the purchase of a new tandem plow truck for the public works department. All aye. Motion Carried. ADOPT 2004 FEE SCHEDULE (ORDINANCE) Each year, Council adopts a new fee schedule incorporating standard consumer price index increases to reflect increased City staff time related to the City fee schedule. Finance Director Ron Otkin prepared the annual City fee schedule for 2004 with a recommendation from City staff for its approval as presented. This agenda item had been tabled at the City Council meeting of January 5, 2004 for a comparison of the proposed fee increases for 2004 over 2003 City fees. Munn made motion, Petryk seconded, to adopt ORDINANCE 2004-384 AUTHORIZING ESTABLISHMENT OF FEES, RATES, AND CHARGES. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. UPDATE ON JD2 CULVERT REPLACEMENT PROJECT As a follow-up to a request by the City Council at its meeting on December 15, 2003, WSB & Associates performed a review of the issues relating to the installation of culverts along JD2. This work was undertaken in an effort to provide the Council with direction concerning how to best address the number of issues or questions that have come up over the past six months. Water Resource Engineer Pete Willenbring reviewed problems with the culverts installed at 157m Street and 165m Street. Pete stated that it would be impossible to give a guarantee on the amount of settlement that will occur, but suggested the EOR be allowed to develop a "fix" for the problem and allow them to do their work. Miron made motion, Petryk seconded, directing the City Attorney to correspond with the RCWD indicating the City's desire to have a Comprehensive Agreement memorializing: statute of limitations; cost responsibility; and hydraulic capacity/efficiency. All aye. Motion Carried. UPDATE ON HARDWOOD CREEK/JD2 RESTORATION MEETING HELD ON JANUARY 15.2004 The RCWD prepared Rehabilitation /Engineers Repair Report for Hardwood Creek and held a public meeting at City Hall on Thursday, January 15, 2004. Water Resource Engineer Pete Willenbring provided an overview of the information that was presented at the public meeting along with discussion and recommendations on where to go from here regarding this project. Miron made motion, Puleo seconded, directing the Water Resource Engineer Pete Willenbring to prepare a letter to the RCWD regarding an analysis of the feasibility study that they prepared and submit to Council for review and action at its meeting of February 2, 2004. All aye. Motion Carried. City Council meeting of January 4, 2004 Page 4 APPROVE ARCHITECT'S AGREEMENT WITH ESG ARCHITECTS FOR NEW PUBLIC WORKS FACILITY City staff updated Council on the Public Works Building Committee meeting that was held Monday, January 5, 2004. It was the Committee's recommendation that Council accept the revised building and site plan to reduce the footprint from 19,200 sq ft to 16,000 sq ft. City architect Bob Russek from Elsness Swenson and Graham Architects (ESG) reviewed the "footprint" of the proposed facility with Council, and suggested that it would be prudent for the City to proceed with the bidding process because of "timing" for the bid market. Contractor Jim Faulkner, present in the audience, confirmed with Council to go out for bids now. Mr. Russek submitted a draft AIA Architect's Agreement for architectural services for the construction of the new public works building. City Attorney Dave Snyder and staff recommended changes to the agreement, which have been incorporated by the architect. Miron made motion, Petryk seconded, to accept the plans and specifications for the new public works facility, with the two alternates of 3,400 sq ft of equipment bay, and 3,200 sq ft of community room space, and begin the public bidding process. All aye. Motion Carried. Miron made motion, Haas seconded, to approve the AIA Ar6itect's Agreement with Bob Russek from Elsness Swenson and Graham Architects for the new public works facility-, subject to re -view by the City Attorney. Mr. Russek shall be paid an architect's fee of 8% of the construction cost, with a cap of $152,000. All aye. Motion Carried. Tom Jackson submitted a Lot Hold Agreement for Lot 1, Block 1, in the BEIP 5t6 Addition in early 2003. The agreement was not signed by both parties, but nevertheless, was adhered to since Tom included a $500 check to the City. That agreement expired in April 2003, and since that time, staff did escrow the $500 check. With the departure of CD Director John Rask, staff is faced with the expiration of a Lot Hold Agreement with Tom Jackson, and a -newly signed Lot Hold Agreement with Jim Faulkner from Faulkner Construction, who has included a $500 check with the submittal of his agreement. Upon review with City Attorney Dave Snyder, staff agreed that there was no formal Lot Hold Agreement with Tom Jackson, and has subsequently mailed the $500 check back to Mr. Jackson. After staff discussed the issue with Mr. Jackson, Tom agreed with the City's opinion as to the status of the lot. Granger made motion, Puleo seconded, to approve the Lot Hold Agreement with Jim Fauflmer for Lot 1, Block 1,BEIP 5m Addition, to develop a 35,000 sq ft v -shaped commercial center, with phased construction. All aye. Motion Carried. City Council meeting of January 20, 2004 Page 5 DISCUSSION ON CD DIRECTOR REPLACEMENT PROCESS At its December 15, 2003 meeting, Council accepted the resignation of John Rask as the City's first ever community development director, and directed staff to immediately advertise for the position. Staff drafted the advertisement for the position, and it was advertised in two Sunday editions of the Star Tribune, posted on the League of Minnesota Cities website and in the Cities Bulletin Newsletter, posted on the City's website, posted on EDAM'S website, posted on the MNAPA website, and direct mailed to more than 400 members of the MNAPA. Closing date for acceptance of applications was Friday, January 16, 2004, with a total of 39 applications received. Miron made motion, Granger seconded, directing staff to review the applications and short list the candidates for City Council review. All aye. Motion Carried. CITY ENGINEER TRANSITION UPDATE On January 9, 2004, City staff met to discuss the transition of former city engineer SEH and its projects and plans to new city engineer WSB Engineers. Senior engineering technician Scott Anderson, PW director Chris Petree, City Engineer Jay Kennedy, and City Administrator Mike Ericson met to review, in detail, projects and plans, and duties formerly performed by SEH engineers. Scott Anderson submitted a staff memo to former city engineer Dave Mitchell suggesting that SEH Engineers continue on six specific projects, while transferring over all other projects and duties to WSB Engineers. Staff met with Dave Mitchell on January 20, 2004 to finalize the transfer of duties. No formal Council action was taken. APPROVE RFP FOR COMPENSATION CLASSIFICATION STUDY At its annual Goal Setting Session on January 12, 2004, Council also discussed its current salary matrix adopted by Council in January 2001. Council listened to an overview from Nick Dragisich from Springsted, who stated that typically, salary matrixes are reviewed about every three years. Granger made motion, Miron seconded, directing staff to solicit Requests for Proposals for a new salary matrix/ compensation classification study, which would incorporate both public sector employment and private business employment standards. All aye. Motion Carried. APPROVE 2004 CITY GOALS At its annual goal setting session on January 12, 2004, Council exercised its "dotmacracy" in selecting its new 2004 City goals. A majority of the work was completed at the session, and City staff rearranged the goals and issues, with the top goal being the downtown transportation plan/traffic light at TH61 and 147m Street. Staff recommended the goals be formally approved and publicly announced by the City Council. City Administrator Mike Ericson announced the Council's top ten goals for 2004 starting with #1: downtown transportation plan/traffic signal at 147m/Th61; downtown redevelopment City Council meeting of January 20, 2004 Page 6 & design standards; WBL school facility planning & collaboration; economic development authority; new public works building; multiple City parks projects; update master parks plan; implement and fund pavement management program; review employee salary matrix; and storm water management feelLGU. Miran made motion, Haas seconded, establish and focus on the 2004 goals. All Aye. Motion Carried. DISCUSSION ON DOWNTOWN REDEVELOPMENT PLAN (LANDFORM) At its November 3, 2003 meeting, Council accepted the proposal from Landform for the downtown redevelopment plan and architectural standards. This project was postponed until the MnDOT railroad crossing application for the 142°d Street realignment was considered and approved by the administrative law judge. City staff seeks direction from Council as to a new timeline and revised work plan, which would include incorporation of the downtown transportation planning discussed at the January 12, 2004 Council goal setting session and drafting of the design guidelines, which were not previously included in the proposal. Miran made motion, Granger seconded, directing staff to begin scheduling the necessary meetings to move forward on the downtown redevelopment plan. All aye. Motion Carried. ADJOURNMENT Granger made motion, Haas seconded, to adjourn at 10:00 pm. All aye. Motion Carried. Mary A_ jCreager City Cl�e!'IC