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HomeMy WebLinkAbout2004.04.05 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF APRIL 5, 2004 Acting Mayor Becky Petryk called the meeting to order at 7:00 pm. PRESENT: Granger, Haas, Petryk, Puleo, Miron (Mayor Miron arrived at 7:15 pm.) City Administrator Michael Ericson; City Attorney Dave Snyder, City Engineer Jay Kennedy, Water Management Specialist Phil Belfiori; City Planner Kendra Lindahl; PW Director Chris Petree; Fire Chief Jim Compton; Finance Director Ron Otkin; and City Clerk Mary Ann Creager MINUTES FOR THE CITY COUNCIL MEETING OF MARCH 15, 2004 Haas made motion, Granger seconded, to approve the minutes for the March 15, 2004 meeting as presented. All aye. Motion Carried. MINUTES FOR THE CITY COUNCIL MEETING OF MARCH 19, 2004 Granger made motion, Puleo seconded, to approve the minutes for the March 19, 2004 meeting, which involved the City Council and Landform, Inc. to discuss the downtown charrette process. VOTING AYE: Granger, Haas, Puleo ABSTAINED: Petryk MINUTES FOR THE CITY COUNCIL MEETING OF MARCH 29, 2004 Puleo made motion, Haas seconded, to approve the minutes for the March 29, 2004 meeting, which involved the interview of Parks Commissioner applicants. VOTING AYE: Granger, Haas, Puleo ABSTAINED: Petryk APPROVAL OF AGENDA Granger made motion, Haas seconded, to approve the agenda for April 5, 2004 as presented. All aye. Motion Carried. CONSENT AGENDA Approval of Claims Approve Authorization to Advertise for 2004 Graveling Contract Approve Authorization to Advertise for 2004 Seal Coating and Crack Filling Contract Approve Purchase of Equipment for Public Works Facility Approve Award of Contracts for Septic System and Fencing for PW Facility Authorize City Staff to Develop Oneka Lake Park Approve Hire of Jackie Monahan -Junk as New AdministrativeJEngineering Intern Approve Additional Services Agreements with Landform for Work on Downtown Charrette Approve Award of Grant and Agreement with MN Dept. of Labor for Safety Equipment City Council meeting of April 5, 2004 Page 2 Approve Performance Appraisal and Salary Adjustment for Deputy Clerk Renee Cunningham Approve Performance Appraisal and Salary Adjustment for Finance Director Ron Otkin Approve Variance for Accessory Building Located @8878 1328d Street (Brilla) Approve Award of Grants from the American Heart Association and the DNR Approve Liquor License Transfer Woody's Bar and Grill (Saint Angus Grill) Approve Final Payment to Hardrives, Inc. for Work Completed on the 1401e Street Traffic Signal Approve Final Payment to Landmark Structures for Work Completed on Water Tower #3 Approve Appointment of Jim Keithahn and Steve Lacher as the New Park Commissioners Approve Renewal of Copier Lease with Ikon All aye. Motion Carried. GENERAL CLAIMS Adoption of the Consent Agenda approved the claims roster for April 5, 2004 as presented. APPROVE AUTHORIZATION TO ADVERTISE FOR 2004 GRAVELING CONTRACT Public Works Director Chris Petree sought authorization from Council to advertise for the 2004 graveling contract. Adoption of the Consent Agenda authorized the PW department to advertise for the 2004 graveling contract. APPROVE AUTHORIZATION TO ADVERTISE FOR 2004 SEAL COATING AND CRACK FILLING CONTRACT Public Works Director Chris Petree sought authorization from Council to advertise for the 2004 seal coating and crack filling contract. Adoption of the Consent Agenda authorized the PW department to advertise for the 2004 seal coating and crack filling contract. APPROVE PURCHASE OF EQUIPMENT FOR PUBLIC WORKS FACILITY As Council is aware, the PW Building Committee met several times to determine the selection of the equipment that will be installed in the new PW facility. This equipment was removed from the specifications for the new facility, in an effort to save significant taxpayer dollars, and allow staff to work directly with the suppliers and manufacturers of the equipment to insure proper installation. PW Director Chris Petree prepared the list of necessary equipment and reviewed it with Committee member Mike Granger. Council member Granger agreed with the selection and bidding of the equipment for the new facility. Adoption of the Consent Agenda approved the purchase of the equipment to be installed in the new PW facility. APPROVE AWARD OF CONTRACTS FOR SEPTIC SYSTEM AND FENCING FOR PUBLIC WORKS FACILITY As Council is aware, the PW Building Committee met several times to plan for the construction of the new PW facility. In an effort to save significant taxpayer dollars, the septic system, and fencing were removed from the general terms and conditions of the construction contract. PW Director Chris Petree City Council meeting of April 5, 2004 Page 3 solicited for quotations for these contracts. A result of the individual bidding for these contracts allowed the City to enjoy significant cost savings. Adoption of the Consent Agenda approved the award of contracts for the following: septic system — Ingleside Engineering with a low bid of $10,450; and fencing — Century Fence with a low bid of $11,528. AUTHORIZE CITY STAFF TO DEVELOP ONEKA LAKE PARK At its March 10, 2004 meeting, the Parks Commission was presented with two options for the installation of park equipment for Oneka Lake Park. After discussion, the Parks Commission agreed to accept the proposal from Minnesota/Wisconsin Playground. Landscape architect Laurie McRostie was contracted with to provide for the layout and design of the new park equipment and selection of the successful vendor and her work is now complete. City staff sought authorization from Council to work with Laurie to provide for the final construction plans for the development of Oneka Lake Park. Laurie's original proposal was pared down to a rate of $80/hr, and a not -to -exceed amount of $8,000. City staff, including PW Director Chris Petree, Senior Engineering Technician Scott Anderson, and Administrative Intern Jackie Monahan-Junek, will provide the necessary project management direction and work directly with the vendors, who will provide for the installation of the park equipment, construction of the bituminous trail, construction of the pavilion, and installation of park benches. Adoption of the Consent Agenda authorized staff to proceed with the_ final development of Oneka Lake Park. APPROVE HIRING OF JACKIE MONAHAN- UNEK AS THE NEW ADMIIOSTRATIVE/ENGINEERING INTERN City Administrator Mike Ericson met recently with Jackie Monahan-Junek, a recent master's degree graduate of the Metropolitan State University Public Administration Program. Jackie is a former 3M/Imation worker, who has changed careers, and seeks employment in local government. She would work as an administrative intern for an unpaid internship, which would conclude on June 1, 2004. Her duties would include project management in the areas of: update Street and utility standards handbook; digitize engineering as -built drawings; codification of City code; and other duties as assigned. This is an opportunity for the City to get professional local government administrative work at no cost to the City. Adoption of the Consent Agenda approved the hiring of Jackie Monahan-Junek as the new administrativelengineering intern for an unpaid internship to conclude on June 1, 2004. APPROVE ADDITIONAL SERVICES AGREEMENTS WITH LANDFORM FOR WORK ON DOWNTOWN CHARRETTE The City contracted with Landform to complete the downtown redevelopment plan and conduct that charrette process. The project was put on hold due to the MnDOT railroad crossing issue plan. Additionally, Council identified as one of its 2004 City goals, the downtown traffic and transportation plan. Landform has worked with City staff and the City engineer on that issue, which is separate from the process. Adoption of the Consent Agenda approved the Additional Services Agreements with Landform for additional charrette process work and work on the downtown traffic/transportation plan. City Council meeting of April 5, 2004 Page 4 APPROVE AWARD OF GRANT AND AGREEMENT WITH MN DEPT OF LABOR FOR SAFETY EQUIPMENT At its December 1, 2003 meeting, Council approved the submittal of the Public Works Department Grant Application to the Minnesota Department of Labor for safety equipment. PW Director Chris Petree is pleased to announce that the City has been awarded a $4,318 grant, which would be matched by City in a 50150 cost-sharing agreement to purchase much needed safety equipment for the PW department. Adoption of the Consent Agenda approved the award of grant and agreement for the purchase of safety equipment for the PW department. APPROVE PERFORMANCE APPRAISAL AND SALARY ADJUSTMENT FOR DEPUTY CLERK RENEE' CUNNINGHAM Renee' Cunningham was hired by the City on April 1, 2002. Renee's primary duties are as the support -staff person for the building department, who is responsible for scheduling all building inspections, receptionist and front counter person, and organizer for the City Newsletter. Renee' is very dependable, reliable, conscientious, well organized, and has a cheerful, can -do attitude in dealing with multitude telephone calls and persons at the front counter. Renee' has proven to be a valuable member of the City Hall team, who takes on new challenges like updating the City's website in a more user-friendly fashion. Adoption of the Consent Agenda approved the performance appraisal and salary adjustment for Renee' Cunningham. APPROVE PERFORMANCE APPRAISAL AND SALARY ADJUSTMENT FOR FINANCE DIRECTOR RON OTKIN Ron Otkin was hired by the City 15 years ago on April 3, 1989. Ron has seen the City grow markedly in population, City staff, and City budget. Ron has single handedly taken the finance department to outstanding professional levels, as evidenced with his I& GFOA Certificate of Achievement in Financial Reporting Award. Ron is a true professional and extremely competent in the complex business of municipal financial accounting. His duties include skill and preparation of the City's annual budget to the annual reporting of the HFD's Relief Association, making him an extremely valued member of the City Hall team. Adoption of the Consent Agenda approved the performance appraisal and salary adjustment for Finance Director Ron Otkin. APPROVE VARIANCE FOR ACCESSORY BUILDING LOCATED (a, 8878132ND ST RILLA Richard and Jacqueline Brilla are requesting a variance to construct an accessory building closer to the road than the principal structure, and a variance to permit an accessory building with an exterior finish that is inconsistent with the home exterior. At its meeting on March 11, 2004, the Board of Zoning Adjustments unanimously recommended approval of the variances. Adoption of the Consent Agenda approved the variances for Richard and Jacqueline at 8878 132nd Street North. APPROVE AWARD OF GRANT FOR HUGO FIRE DEPARTMENT At its March 1, 2004 meeting, Council authorized the HFD to submit a grant application to the City Council meeting of April 5, 2004 Page 5 American Heart Association for matching grant dollars to purchase four defibrillators. Fire Chief Jim Compton is pleased to announce that a $4,510 grant has been awarded to the City. The defibrillators will be placed in two fire trucks, and installed at City Hall and Hugo Elementary School. Adoption of the Consent Agenda accepted the $4,510 grant from the American Heart Association, as well as the $1,000 grant from the MnDNR for the purchase of personal protection equipment for use in responding to grass fires. APPROVE LIQUOR LICENSE TRANSFER FROM WOODY'S BAR AND GRILL TO SAUS ANGUS GRILL Brad Smith, owner of Woody's Bar and Grill, has sold his business to proprietors, who will be renaming the business to Saint Angus Grill. Consistent with the sale of the business is the need to transfer the liquor license. The WCSO has completed its investigation of the new proprietor, Jeff Fusco, and found him to be a qualified candidate. Adoption of the Consent Agenda approved the liquor license transfer from Brad Smith dba Woody's Bar and Grill to Jeff Fusco dba Sal's Angus Grill. APPROVE FINAL PAYMENT TO HARDRIVES INC. FOR WORK COMPLETED ON THE 146M STREET TRAFFIC SIGNAL Hardrives Inc submitted its final pay request for the work completed on the TH61/140" Street traffic signal. Project manager Tom Tabler from SEH Engineers has reviewed the pay request and found it to be consistent with work completed to date on the project. Adoption of the Consent Agenda approved final payment to Hardrives Inc in the amount of $36,221.37 for work completed on the traffic signal at TH61/140" Street. APPROVE FINAL PAYMENT TO LANDMARK STRUCTURES FOR WORK COMPLETED ON WATER TOWER #3 Landmark Structures submitted its final pay request for work completed on the 1.5 million gallon water tower #3. Project manager Steve Campbell from SEH Engineers has reviewed the pay request and found it to be consistent with work completed to date on the project. Adoption of the Consent Agenda approved the final pay request to Landmark Structures in the amount of $73, 697.85 for work completed on water tower #3. APPROVE APPOINTMENT OF JIM KEITHAHN AND STEVE LACHER AS THE NEW PARK COMMISSIONERS On Monday, March 29, 2004, Council, along with members from the Planning and Parks Commissions, completed interviews with four candidates, who had applied for the two vacancies on the Parks Commission. The quality of the applicants was excellent, and their strong interest in volunteering for the community was very positive. Adoption of the Consent Agenda appointed Jim Keithahn and Steve Lacher as the new Parks Commissioners. City Council meeting of April 5, 2004 Page 6 APPROVE RENEWAL OF COPIER LEASE WITH IKON In 2001, the City entered into a Lease Agreement with Ikon Office Solutions for a Cannon ImageRunner 400 Copier System. City staff evaluated proposals from a variety of vendors and determined that the renewal of the lease for a 36 -month term was the best option for the City. Ikon has provided excellent customer service over last three years, and the City can lower the annual cost by 25%. Adoption of the Consent Agenda authorized the renewal of a 36 -month lease for the ImageRunner 400 copier. Mayor Fran Miron arrived at 7:15 pm. APPROVE CONTRACT WITH LANDSCAPE ARCHITECT TO COMPLETE RICE LAKE PARK MASTER PLAN At its March 10, 2004 meeting, the Parks Commission discussed the construction of the new PW facility on the Rice Lake Park property. Council members Mike Granger and Frank Puleo were in attendance to discuss with the Commission members, a proposal for a community room, which Council had authorized as an alternate in the construction plans. After much discussion, the Parks Commission agreed to support the Council's proposal for the community room and to also plan for the active use of the remaining park property. The Commission agreed to recommend to Council the use of landscape architect Laurie McRostie's original concept plans for the park, as well the concept plan prepared by City architect Bob Russek. Council member Puleo wanted assurance that Council would have input regarding this matter. Miron made motion, Haas seconded, to approve the contract with Laurie McRostie at a rate of $80/hr and a not -to -exceed amount of $5,600 to work with the Parks Commission and Council members Mike Granger and Chuck Haas to finalize the Rice Lake Park Master Plan. All aye. Motion Carried. GFOA CERTIFICATE OF ACHIEVEMENT IN FINANCIAL REPORTING (RON OT Finance Director Ron Otkin has, once again, achieved the highest award in his professional association of municipal finance directors. Ron has been presented with the Government Finance Officers Association Certificate of Achievement in Financial Reporting, and the 10th time that Ron has earned this award. As Council is aware, this achievement is remarkable, since less that 1% of professionals ever achieve this, and even less in municipalities smaller than 10,000 in population. Mayor Fran Miron and City Council members formally presented Ron with his next plaque and publicly thanked him for his excellence in municipal finance reporting. PROPOSED VACATION FOR SECTION OF 146m STREET, SOUTH OF FRENCHMAN ROAD (PUBLIC HEARING) City staff scheduled a public hearing for Council to consider the vacation of a portion of 146m Street north. This proposed vacation is consistent with Community Development Department's review of the plat submitted by developer Len Pratt. Mayor Miron opened the public hearing at and there were no City Council meeting of April 5, 2004 Page 7 oral or written comments on the proposed vacation and subsequently closed the public hearing. Granger made motion, Haas seconded, to vacate that portion of 140h Street, south of Frenchman Road in the area currently known as the Crane property, which is being developed by Len Pratt as Victor Gardens 4s' Addition. All aye. Motion Carried. AWARD BID FOR SITE WORK CONSTRUCTION OF PUBLIC WORKS FACILITY On March 18, 2004, bids were opened for the site work construction for the new public works facility at the Rice Lake Park property. The City received six bids on the project. The number of bids, and the spread among the bids, indicate the project was bid competitively based on the economic climate. Arnt Construction submitted the low base bid of $189,599.60, which was under the engineer's estimate. After a thorough review by City staff and Stevens Engineers: Granger made motion, Haas seconded, to award the contract for the construction of the site work at the new public works facility to Arnt Construction, with a low bid of $189,599.60, and additionally, to award Alternate #2 of $27,948.60 for a total bid of $217,548.20. All aye. Motion Carried. MARCH 19.2004 DOWNTOWN CHARRETTE PROCESS RESULTS . Carolyn Krall from Landform presented to Council the results of the downtown charrette process, which was facilitated by Carolyn and her urban design team from Landform on March 19, 2004. As Council is aware, there was excellent attendance and hands-on participation by members of the Hugo business community, including important stakeholders. Carolyn reviewed with Council the timeline for completion, which will include an open house at which the results and concept drawings of the downtown charrette process will be presented for final review by residents and business owners. Resident Laura Trudeau questioned what age group was surveyed in the charrette process, and stated that she liked the old homestbusinesses and did not want new structures to look "too modern". Council stated that the City will make every effort to make sure that notice of the next meeting is provided to as many residents/businesses as possible. Miron made motion, Granger seconded, to schedule a joint meeting of the Planning Commission and City Council for Monday, May 10, 2004, Hugo City Hall, from 5pm to 9pm, to hold an open house for continued discussion of the downtown charrette process. All aye. Motion Carried. APPROVE APPOINTMENT OF NEW COMMUNITY DEVELOPMENT DIRECTOR On Friday, April 2, 2004, the Hugo City Council interviewed two candidates for the position of Community Development Director. City Council meeting of April 5, 2004 Page 8 Miron made motion, Petryk seconded, that the City of Hugo offer the Community Development Director position to Bryan Bear. All aye. Motion Carried. REPORT ON RURAL & OPEN SPACE COMMITTEE An update on the work of the Rural & Open Space Committee was presented by City Planner Kendra Lindahl, along with comments from Council members Chuck Haas and Frank Puleo, who are committee members. The term "cluster development" will no longer be used and replaced with rural preservation plat. No formal Council action was taken. MOU WITH RCWD FOR LGU PERMITTING AUTHORITY FOR THE CITY The City Council directed WSB & Associates to complete the necessary steps to allow the City to assume LGU permitting authority. Phil Belfiori from WSB was in attendance to review the recommended policies, processes, fee structure, and Council actions necessary to complete the process. Miron made motion, Granger seconded, directing staff to follow the schedule of remaining steps necessary to implement to allow the City of Hugo to assume LGU permitting authority. All aye. Motion Carried. PUBLIC WORKS TREE TRIMMING AND BRUSHING SCHEDULE The City's public works department has taken over all tree trimming and brushing operations from Washington County. The public works policy for tree trimming and brushing City streets is the removal of all tree limbs and branches where they cause safety issues, site line concerns, and damage to City vehicles. The City's policy has been adopted in cooperation with standard forestry and horticultural practices, whereby the trees are specifically trimmed so as not to damage them. Council member Becky Petryk requested this item be placed on the agenda after City staff received a complaint from a resident on 12e Street regarding the tree trimming of a tree on his property. This resident's concern has been addressed, but staff still wanted an opportunity to share with Council the specific method of notification of residents, which is through the City Newsletter, City's website, personal notification, whether in person or by paper flyer. PW Director Chris Petree was present to answer Council questions and explain their tree trimming process. Council stressed the need to keep residents informed when they will be trimming in their neighborhoods. No formal Council was taken. REQUEST FOR SIGNAGE FOR LOOSE DOGS IN WOODS OF BALD EAGLE TOWNHOMES) Council member Becky Petryk requested that this issue be placed on the agenda for discussion by Council. Becky was contacted by a resident, who complained about dogs running loose in the Woods of Bald Eagle townhome project, and using the water tower park as a "dumping station". Miron made motion, Granger seconded, directing staff to review the City's dog ordinance and report City Council meeting of April 5, 2004 Page 9 back to Council with a recommendation as to how to deal with this issue. All aye. Motion Carried. APPROVE PRELIMINARY PLAT FOR BEAVER PONDS SOUTH At its March 11, 2004 meeting, the Hugo Planning Commission considered the preliminary plat for the Beaver Ponds South subdivision. This project would consist of 45 single family lots and area immediately south of the Beaver Ponds subdivision. This issue was also an agenda item on the March 10, 2004 Parks Commission meeting. There was significant discussion regarding parking along the road adjacent to the Beaver Ponds soccer field. City staff recommended Council approve the preliminary plat for the Beaver Ponds South residential subdivision. City Planner Kendra Lindahl provided an overview of the proposed development. Council member Mike Granger felt it important that a permanent parking be located to deal with parking problems related to the soccer field. Miron made motion, Petryk seconded, to adopt RESOLUTION 2004-14 APPROVING THE PRELIMINARY PLAT FOR BEAVER PONDS SOUTH, as amended. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. K.4 REVIEW CONCEPT PLAN FOR ANWAR KARIM (FORMER KEVIN PELTIER Mr. Anwar Karim requested an opportunity to present a concept plan for residential housing on the former Kevin Peltier property, located north of 132nd Street and west of Goodview Avenue. City Planner Kendra Lindahl met with Mr. Sadat and stated that any Council comment would be considered informal and not binding. Kendra provided an overview of the concept plan for Council consideration, stating that providing sewer and water to the property would be the developer's responsibility. Derrick Passe, engineer for the developer, addressed Council stating that the application was for a PUD, with a request to "relax" the interior setbacks and allow shared driveways. Council member Petryk expressed concern with a possible problem for snow removal/storage. No formal Council action was taken. OPENING ON CARNELIAN MARINE WATERSHED DISTRICT Mayor Fran Miron announced that the City has been notified by Washington County that there will be an opening on the Carnelian Marine Watershed District Board of Managers. Any and all residents interested in making application to serve should contact City Hall. No formal Council was taken. DISCUSSION ON WASHINGTON COUNTY ASSESSOR PROPOSAL The City of Hugo has been notified by Kevin Corbid of the Washington County Assessor's office that the County Board has had discussions about the county assuming all assessing duties throughout the county. Council member Chuck Haas requested this item be placed on the agenda for discussion. City Administrator Mike Ericson has met with City Assessor Frank Langer several times on this issue, and he also met on March 31, 2004 with Kevin Corbid and Molly O'Rourke. Dennis Hegberg, Hugo's City Council meeting of April 5, 2004 Page 10 Washington County Board representative stated that the county was only on a "fact finding" mission at this time, and any change in assessing services, if any, would take place in the distant future. The issue will be discussed at a future Council meeting. No formal Council was taken. UPDATE ON DISCUSSION WITH ST. JOHN'S CHURCH ON CSAH 8 TOUCH DOWN POINT On March 25, 2004, Mayor Frank Miron and Washington County officials attended a meeting with the Church Council of St. John the Baptist Catholic Church regarding the Iocation of CSAH 8 at TH61. The Mayor present a short recap of the discussions, stating that the church had concern with internal parking, but overall, was satisfied with the design of the realignment project. No formal Council was taken. CHANGE ORDER FROM LAMETTI & SONS FOR PELOOUIN INDUSTRIAL PARK PROJECT (EXECUTIVE SESSION) City Attorney Dave Snyder requested that Council go into executive session to discuss the Change Order approved by Council for Lametti & Sons, who completed the work on the Peloquin Industrial Park project. Miron made motion, Petryk seconded, to recess the Council meeting and move into executive session to discuss the change order from Lametti & Sons for the Peloquin Industrial Park project. All aye. Motion Carried. REGULAR SESSION Granger made motion, Petryk seconded, to adjourn the executive session at 10:45 pm and reconvene the City Council meeting. All aye. Motion Carried. Haas made motion, Granger seconded, directing the City Attorney to take any steps necessary to recover costs of the Lametti & Sons Change Order. All aye. Motion Carried. ADJOURNMENT Haas made motion, Granger seconded, to adjourn at 10:47 pm. All aye. Motion Carried. Mary WCreager City