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HomeMy WebLinkAbout2003.03.17 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF MARCH 17.2003 Mayor Fran Miron called the meeting to order at 7:00 pm. PRESENT: Granger, Haas, Petryk, Puleo, Miron City Administrator, Michael Ericson CD Director, John Rask City Attorney, Dave Snyder City Engineer, Dave Mitchell City Clerk, Mary Ann Creager APPROVE MINUTES FOR COUNCIL MEETING OF MARCH 3.2003 Puleo made motion, Petryk seconded, to approve the minutes for the March 3, 2003 Council meeting as presented. All aye. Motion Carried. APPROVE MINUTES FOR THE SPECIAL CITY COUNCIL MEETING OF MARCH 14.2003 Puleo made motion, Granger seconded, to approve the minutes for the special City Council meeting of March 14, 2003 as presented. All aye. Motion Carried. APPROVAL OF AGENDA Move Item G. 4 to J.4 Move Item I.4 to J.3 Add M.2 (JD2 Culvert Replacement Project Update) Miron made motion, Granger seconded, to approve the agenda for March 17, 2003 as amended. All aye. Motion Carried. CONSENT AGENDA Haas made motion, Granger seconded, to approve the following Consent Agenda: Approval of Claims Approve Performance Review for Finance Director (Ron Otkin) Approve Performance Review of Deputy Clerk (Renee Cunningham) Approve Condemnation Agreement w/Xcel Energy for 165" Street Ditch Project Approve FEMA Grant Application for HFD Approve August 16, 2003 for Household Hazardous Waste Collection Day Approve Pay Request from Landmark Structures for Work Completed on Water Tower #3 All aye. Motion Carried. City Council meeting of March 17, 2003 Page 2 APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims roster for March 17, 2003 as presented. APPROVE PERFORMANCE REVIEW FOR FINANCE DIRECTOR (RON OTKIN) Ron Otkin was hired on April 3, 1989 as the City's Finance Director. For the past 14 years, Ron has worked diligently in that role serving the City in a number of responsible duties, including accounts payable, accounts receivable, preparation of the City budget, and tax increment financing. Ron has also achieved professional success by receiving a total of nine GFOA financial awards of distinction. Council is aware that Ron received another award this past year, which singles him out in his profession as one of very few for cities of our size. Ron is an exemplary employee with a high level of professionalism, hard -work ethic, and teamwork attitude. Adoption of the Consent Agenda approved Finance Director Ron Otkin's satisfactory performance review. APPROVE PERFORMANCE REVIEW FOR DEPUTY CLERK (RENEE CUNNINGHAII� Renee Cunningham was hired on April 1, 2002 as the City's new deputy clerk. Renee has proven herself over the past year to be a trusted and dependable member of the City Hall team. She processes building permit applications with an attentive eye for detail, excellent attendance record, and positive team player attitude in City Hall. Adoption of the Consent Agenda approved deputy clerk Renee Cunngingham's satisfactory performance review. APPROVE CONDEMNATION AGREEMENT W/XCEL ENERGY FOR 165m STREET DITCH PROJECT Assistant City Attorney Jinn Lammers prepared a condemnation proceeding stipulation between the City of Hugo and Xcel Energy for an easement, which is necessary to complete the 161h Street ditch project. The stipulation calls for the City to pay the sum of $4,000 to complete Xcel Energy easement work. Adoption of the Consent Agenda approved the agreement so as to avoid the cost, expense, and exposure of further condemnation proceedings with Xcel Energy. APPROVE FEMA GRANT APPLICATION FOR HUGO FRE DEPARTMENT Fire Chief Jim Compton and the Hugo Fire Department would like to make application for annual grant funds through the FEMA (Federal Emergency Management Association) 2003 Assistance to Fire Firefighters Grant Program. The program is a 90/10 to match for departments and service areas the size of Hugo. The FD sees this as an opportunity to assist the City in obtaining much needed equipment with a 90/10 match. Adoption of the Consent Agenda approved the HFD grant application to FEMA. APPROVE AUGUST 16.2003 FOR HOUSEHOLD HAZARDOUS WASTE COLLECTION DAY Washington County Environmental Services contacted Public Works Director Chris Petree to inquire as to the City's interest in hosting another household hazardous waste collection day. For the past two years, the City provided its current facility and site as the location for the county to hold its annual HHHW collection day. The only obligation for the City is that it provides the site and opens the building City Council meeting of March 17, 2003 Page 3 to allow the use of restroom facilities. This is an excellent opportunity for residents to recycle their household hazardous waste. Adoption of the Consent Agenda approved Washington County to hold its annual household hazardous waste collection day on Saturday, August 16, 2003. APPROVE PAY REQUEST #16 FROM LANDMARK STRUCTURES FOR WORK COMPLETED ON WATER TOWER #3 Landmark Structures made application to the City for approval of pay request # 16 for work completed to date on water tower #3. Project Manager Steve Campbell from SEH reviewed the request and found it to be consistent with work completed to date. Adoption of the Consent Agenda approved payment to Landmark Structures in the amount of $4,376.65 for work completed on water tower #3. APPROVE BID AWARD FOR TH61 AND 140M STREET TRAFFIC SIGNAL On Thursday, March 6, 2003, the City and SEH Engineers opened bids for the new traffic signal at TH61 and 14& Street. There were a total of seven bidders on the project, which was rebid from last fall after higher than normal bids were received for completion of the project in 2002. The low bid for the project was received from Hardrives in the amount of $354,333.40. Hardrives Construction is a well-known construction company experienced in street improvement work, and they were one of the bidders on the project last fall. City Engineer Dave Mitchell reported that the bid received now is more than $100,000 less than the low bid received last fall. It was estimated that this project would begin the first part of May 2003. Granger made motion, Petryk seconded, to award the contract for the TH61 and 140x' Street traffic signal to the low bidder Hardrives Construction in the amount of $354,333.40. All aye. Motion Carried. DISCUSSION OF THE WETLANDS RESOLUTION At its February 18, 2003 meeting, the Council adopted a resolution supporting a change in the wetlands state statute. Mayor Fran Miron presented the issue for discussion with Council and provided a detailed explanation of the language change in state statute. Council member Chuck Haas brought this issue for review by Council in order to fiuther clarify the issue and to determine its potential impact on other state agencies, the RCWD, and the LCMR grant of $1.2 million. The Council discussed this matter at length defining this matter as a property owner rights issue versus environmental rights. Council reviewed the draft resolution and suggested changes for City Attorney Dave Snyder to incorporate in the revised draft. Council also felt that the JD2 Blue Ribbon Task Force should be reconvened in an attempt to gain their support of the proposed legislation. Miron made motion, Granger seconded, to adopt RESOLUTION 2003-16 SUPPORTING H.F. NO. 712 AND S.F. NO. 738 WHICH WOULD ENSURE THE MAINTENANCE AND REPAIR OF JD2 BY LEGAL MEANS TO THE OFFICIAL PROFILE NO LATER THAN JULY 1, 2004. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. City Council meeting of March 17, 2003 Page 4 Miron made motion, Haas seconded, directing the City Attorney to draft a resolution for Council review thereby rescinding Resolution 2003-12. All aye. Motion Carried. Miron made motion, Haas seconded, directing staff to reconvene the JD2 Blue Ribbon Task Force and forward a copy of Resolution 2003-16 to the City of Forest Lake and the RCWD for their review, and a copy to Washington County for their cosignature. All aye. Motion Carried. CSAH 8/14 PROJECT UPDATE SET MEETING DATES / TAX ABATEMENT The Hugo City Council held a workshop on Monday, February 10, 2003, to discuss issues related to the CSAR 8/14 realignment project and the Planning Commission held a meeting on February 27, 2003, to discuss land use issues related to property between 14P Street and 147' Street respectively. Staff has continued to discuss issues related to the project with Washington County officials and Council members and determined that a question and answer meeting would be appropriate to discuss the proposed two lane alignment to Fenway Boulevard from CSAH 8. Staff scheduled this question and answer session for 5:00 pm, March 17, 2003 with Planning Commission chair Dave Schumann and City Council member Frank Puleo to answer questions and discuss issues related to the alternative alignment. Washington County transportation engineer Sandy Cullen, project manager Chris Manthey attended the Council meeting to share the latest information on the project. Washington County will hold a public hearing for Tuesday, March 25, 2003, at 7:00 pm in the Council chambers in order to solicit public comment on the project. The public hearing is solely for Washington County in accordance with federal law, which states they must hold their own public hearing on the project. The City of Hugo's meetings are scheduled for April 28, 2003 and May 5, 2003. Miron made motion, Granger seconded, to set a Council workshop to discuss the CSAR 8/14 realignment project for April 28, 2003 at 7:00 pm, Hugo City Hall with the final Council recommendation to be made at the Council's regular May 5, 2003 meeting. All aye. Motion Carried. CD Director John Rask discussed briefly the use of tax abatement to help fund the project. Haas made motion, Granger seconded, directing staff to approach Washington County and the White Bear School District on tax abatement issues relative to the realignment project. All aye. Motion Carried. REQUEST FROM NORTHSIDE CONSTRUCTION FOR MUNICIPAL SERVICES At its March 3, 2003 meeting, the Council discussed the request from the owner of Northside Construction for municipal water and sewer service connection. City Engineer Dave Mitchell collected information from the feasibility study prepared on the project, and presented it for discussion by Council. City Council meeting of March 17, 2003 Page 5 The project did not go further north during the initial project because of extensive costs to the City. Because of the development of property surrounding the Northside Construction site, it was determined that the City should investigate the extension of water and sewer north of the existing main to the entire area up to 165'' Street. Miron made motion, Haas seconded, directing the City Engineer to prepare a proposal for an engineering feasibility study for City Council review, and respond to Northside Construction informing them of the Council's action. All aye. Motion Carried. PROPOSED AMENDMENT TO CITY'S LIQUOR LICENSE ORDINANCE At its March 3, 2003 meeting, Council discussed the request from St. John the Baptist Church to secure additional one -day temporary 3.2 beer licenses during the 2003 Lenten season. City Attorney Dave Snyder prepared an amendment to the City's liquor license ordinance that would allow twelve (12) one- day/temporary 3.2 beer licenses beyond the three that are allowed currently. State statutes does allow for up to 12 one-day/temporary licenses during a 12 -month period. City Attorney Dave Snyder presented this issue for discussion by Council. Haas made motion, Petryk seconded, to adopt ORDINANCE 2003-371 AN ORDINANCE AMENDING CHAPTER 150 REPEALING A THREE PERMIT LIMITATION ON THE NUMBER OF ONFsDAY PERMITS THAT MAY BE ISSUED BY THE CITY COUNCIL AND REPLACING IT WITH A 12 - PERMIT LIMITATION. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. REVIEW JOB DESCRIPTION FOR SENIOR ENGINEERING TECHMCIAN At its March 3, 2003 meeting, the Council discussed the job description and salary range for the senior engineering technician position. While Council agreed with the job description and the salary range, staff was directed to research the City engineering fees for 2003 and break them down into those costs that would either be completed by the new position or assessed back to the developer. Finance Director Ron Otkin prepared a detailed breakdown of the information for discussion by Council. Council member Granger still felt that the City should be looking at hiring an engineer and asked that staff canvass surrounding communities to determine salary ranges for staff engineers. Miron made motion, Petryk seconded, directing staff to work with Council members Mike Granger and Becky Petryk regarding this matter. All aye. Motion Carried. PELOOUIN PUBLIC IMPROVEMENT PROJECT At its March 3, 2003 meeting, the Council voted unanimously to direct Richard Knutson, Inc., to City Council meeting of March 17, 2003 Page 6 commence micro -tunneling on the project in order to provide a steel casing and pipe under TH61. A Work Change Directive was prepared by City Engineer Dave Mitchell and submitted to RKI. The City Engineer met with the RKI officials on March 12, 2003 to review costs claimed by RKI and its subs. City Engineer Dave Mitchell provided an update on the project. After discussion, City Attorney Dave Snyder recommended that Council issue a Notice of Intent to consider declaring Richard Knutson, Inc., to be in default of their contract with the City. Miron made motion, Granger seconded, to accept the City Attorney's recommendation and issue a Notice of Intent to consider declaring RKI to be in default of their contract with the City. All aye. Motion Carried. APPROVE PLANS AND SPECS AND AUTHORIZE BID FOR BEIP 5m ADDITION WSB engineer Jay Kennedy prepared the plans and specifications for the BEIP 5m Addition, which is the cul-de-sac into the City's 13 -acre parcel of land. Mr. Kennedy provided a Power Point presentation for Council outlining the proposed project. He requested approval of the plans and specs for the street improvement project and authorization to bid for the work. Granger made motion, Haas seconded, to approve the plans and specifications for the street improvement project for BEIP P Addition and authorize the engineer to bid for the work. All aye. Motion Carried. APPROVE DRAFT PURCHASE AGREEMENTS FOR BEIP 5m ADDITION City Attorney Dave Snyder and CD Director John Rask prepared draft purchase agreements for the six lots in the BEIP 5'h Addition. The prospective buyers of the six lots include: Rink Tec, Olson Tool, Grant Barrette, Tom Jackson, and White Bear Electric. Tom Jackson would like to purchase two lots from the City. Council was provided a spreadsheet showing the price for each of the six lots, with the recommended asking prices consistent with the direction provided by the City Council at its February 3, 2003 meeting. Specifically, the Council agreed to reduce the sale price of the parcels based on the future tax capacity of the proposed projects. Council member Puleo questioned the asking price for the property in light of increased land values in the City. CD Director John Rask stated that Olson Tool is no longer interested in purchasing a lot. Miron made motion, Haas seconded, approving the purchase agreements for the six lots based on the asking prices provided to Council. VOTING AYE: Granger, Haas, Petryk, Miron VOTING NAY: Puleo Motion Carried. PARKS COMMISSIONER TERM EXPIRES ON MARCH 31, 2003 As per the Parks Commission reappointment policy approved by Council last year, staff noticed Council City Council meeting of March 17, 2003 Page 7 at its February 18, 2003 that the term of Parks Commissioner Bunny Peterson is scheduled to expire on March 31, 2003. Subsequent to the March 3, 2002 City Council meeting, staff received notification from Bunny Peterson that she does not wish to be reappointed to the position. Staff included a copy of her letter to the Council, which according to the policy, the Council must publicly announce a vacancy for the Parks Commissioner position. Miron made motion, Haas seconded, accepting the resignation of Bunny Peterson from the Parks Commission and authorize staff to advertise for the vacancy and prepare for the scheduling of interviews as per standard practice. Staff is directed to prepare a Certificate of Appreciation for Bunny to be presented to her at a City Council meeting. All aye. Motion Carried. Council member Puleo requested that this matter be placed on a future agenda for Council discussion. APPROVE REVISED COMMISSION APPOINTMENT POLICY At its February 18, 2003 meeting, the Council discussed the Planning Commission and Parks Commission reappointment policy in regard to changes that were suggested by Council. Staff was directed to revise the policies and to make them all consistent, along with the inclusion of the Historical Commission, which would operate under the same policy. Because Council requested more time to review the policy: Puleo made motion, Granger seconded, to table this matter until the Council meeting of April 7, 2003. All aye. Motion Carried. DISCUSSION OF PUBLIC HEARING TO RECONSIDER PARKLAND DEDICATION At its Thursday, March 13, 2003 meeting, the Hugo Planning Commission held a public hearing to discuss the City's parkland dedication fee, which is currently set at 7% of the land included in a plat. At the request of the Parks Commission, CD Director John Rask scheduled a public hearing on the PC agenda in order to solicit public comment on this issue, which was discussed by Council at its 2002 goal setting session and City fee schedule meeting held in January 2002. John stated that in the future the Council would be informed of such actions prior to publication. No action by Council. UPDATE ON JD2 CULVERT REPLACEMENT PROJECT City Engineer Dave Mitchell informed the Council of problems with the culvert set on 16P Street and the potential for the same kind of problems on 157' Street due to soil conditions. CR4 will remain closed to traffic but the contractor will make the road available for emergency vehicles. ADJOURNMENT Miron made motion, Petryk seconded, to adjourn at 10:00 pm. All aye. Motion Carried.