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HomeMy WebLinkAbout2003.07.21 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF JULY 21, 2002 Mayor Fran Miron called the meeting to order at 7:00 pm. PRESENT: Haas, Petryk, Puleo, Miron CD Director John Rask City Attorney Dave Snyder City Engineer Dave Mitchell Public Works Director Chris Petree City Planner Kendra Lindahl City Clerk Mary Ann Creager ABSENT: Mike Granger MINUTES FOR CITY COUNCIL BUDGET WORKSHOP OF JUNE 30, 2003 Haas made motion, Petryk seconded, to approve the minutes for the City Council budget workshop for June 30, 2003 as presented. All aye. Motion Carried. MINUTES FOR CITY COUNCIL MEETING OF JULY 7, 2003 Haas made motion, Petryk seconded, to approve the minutes for the City Council meeting of July 7, 2003 as presented. All aye. Motion Carried. MINUTES FOR THE EXECUTIVE SESSION OF JULY 7, 2003 Haas made motion, Puleo seconded, to approve the minutes for the executive session of July 7, 2003 as presented. All aye. Motion Carried. APPROVAL OF AGENDA Add F.2 — White Bear School District Bond Issue Meeting Add J.6 — Letter from Attorney for Railroad Abandonment Add M.1- Update on Rural Preservation Committee Add M.2 — Discussion of Culvert Replacements on 157h Street and 165h Street Miron made motion, Petryk seconded, to approve the agenda for July 21, 2003 as amended. All aye. Motion Carried. PRESENTATION OF ANNUAL CITY AUDIT REPORT (SMITH SCHAFER & ASSOC.) Jason Miller from the City's new audit firm of Smith Schafer and Associates provide a Power Point City Council meeting of July 21, 2003 Page 2 overview of the City's 2002 annual City audit report. Mr. Miller thanked the City Council for the opportunity to serve the City and thanked City staff for all their help. Miron made motion, Haas seconded, to accept the City's 2002 audit report. All aye. Motion Carried. WBL SCHOOL BOND REFERENDUM Council member Haas noted that any resident interested in supporting this fall's school bond referendum should attend a meeting scheduled for August 5, 2003 in the City's Oneka Room. CONSENT AGENDA Miron made motion, Haas seconded, to approve the following Consent Agenda: Approve Salary Matrix and Adjustment for PW Summer Seasonal Employees Authorize Staff to Advertise for Position of Public Works Worker Approve Lawful Gambling Permit for Indianhead Scouting (Wild Wings) Approve Performance Appraisal and Salary Matrix Adjustment for CD Director (John Rask) Approve Performance Appraisal and Salary Matrix Adjustment for PW Director (Chris Petree) Approve Performance Appraisal and Salary Matrix Adjustment for Utility Billing Clerk (Jodie Guareschi) Approve Variance Request for Oversized Garage (Clark) Approve Hiring of Senior Engineering Tech Approve Temporary On -Sale Liquor License (St. John's Church) Approve Appointment of Cindra Schmidt as New Video Technician All aye. Motion Carried. APPROVE SALARY MATRIX AND ADJUSTMENT FOR PUBLIC WORKS SUMMER SEASONAL EMPLOYEES At its June 30, 2003 meeting, the City Council tabled action on the wage adjustment for the summer seasonal public works employees. Council directed staff to draft a salary matrix for the position, which would include an increase on an annual basis, if the employee returns to the City. PW Director Chris Petree prepared the salary matrix as directed by Council, and presented it for approval. Adoption of the Consent Agenda approved the wage adjustments for the two summer seasonal public works employees to $11.50/hr. AUTHORIZE STAFF TO ADVERTISE FOR POSITION OF PW WORKER At its June 30, 2003 budget workshop, Finance Director Ron Otkin informed Council that the staff recommendation made at the March 17, 2003 Council meeting was that two public works hires for 2003 be reduced to one, with an October hire date. City staff sought authorization from Council to begin the process of advertising for the public works worker, who would be hired on or about October 1, 2003. City Council meeting of July 21, 2003 Page 3 Adoption of the Consent Agenda approved staff to advertise for position of public works worker. APPROVE LAWFUL GAMBLING PERMIT FOR INDIANHEAD SCOUTING (WILD WINGS) Indianhead Scouts made application to the City for a lawful gambling permit to conduct a raffle at Wild Wings on September 23, 2003 as fund raiser for the annual pheasant hunt. City staff reviewed the application and the accompanying information and found it to be satisfactory and complete. Adoption of the Consent Agenda approved the lawful gambling permit for Indianhead Scouting to hold a raffle at Wild Wings' annual pheasant hunt on September 23, 2003. APPROVE PERFORMANCE APPRAISAL AND SALARY MATRIX ADJUSTMENT FOR CD DIRECTOR (JOHN RASK) John Rask was hired as the City's new Community Development Director on July 10, 2000. Over the past three years, John has worked very hard to the department of community development. He has developed a systematic method for the review and processing of development applications, efficiently addressing zoning issues, and creating a development review team, which involves City staff and consultants. He has demonstrated through his professional work a thorough and analytical understanding of the development review process to insure that a high standard and quality of excellence is exhibited when a project is completed. John is very dependable and has a professional ethics standard, which does not allow for any compromise of City standards or departure from engineering quality. John is a valued and trusted member of the City Hall, whose keen sense of humor is welcomed by everyone. Adoption of the Consent Agenda approved the performance appraisal for CD Director John Rask and approved the salary matrix adjustment. APPROVE PERFORMANCE APPRAISAL AND SALARY MATRIX ADJUSTMENT FOR PUBLIC WORKS DIRECTOR (CHRIS PETREE) Chris Petree was hired by the City on July 19, 1999 as the City's new maintenance worker. Over the past four years, Chris worked hard, both in that position and in his new leadership position, as the City's public works director to establish a public works department and to provide for excellence in the delivery in the public works services in the City. Chris added two excellent employees in 2002 and was responsible for the purchase of equipment and vehicles to begin the full transition from the Washington County Public Works Department this past year. Chris is an extremely conscientious employee, who is both detailed oriented and a hard worker, which is reflected in the hours that he and his department put into the multitude of public works duties in the City. Chris is a leader on the City Hall team, and he has a bright future in the City's public works department. Adoption of the Consent Agenda approved the performance appraisal and salary matrix adjustment for public works director Chris Petree. APPROVE PERFORMANCE APPRAISAL AND SALARY MATRIX ADJUSTMENT FOR UTILITY BILLING CLERK (JODIE GUARESCHD Jodie Guareschi was hired by the City on June 17, 2002 as the new full-time utility billing clerk. Jodie began work on a volunteer basis with the City more than a year and a half ago, and demonstrated her talents in a multitude of duties, including envelope stuffing, receptionist duties, and wide variety of office tasks. Jodie is a conscientious employee, who is relied upon to do a variety of tasks, including City Council meeting of July 21, 2003 Page 4 utility billing, front counter and receptionist work, and most recently, recodification of the City code/ordinances, which is saving the City thousands of dollars. Jodie's happy demeanor is a valued asset and her duties as a frontline employee allow her to share her enthusiasm to provide excellence in customer service. Adoption of the Consent Agenda approved the performance appraisal and salary adjustment for utility billing clerk Jodie Guareschi. APPROVE VARIANCE REQUEST FOR OVERSIZED GARAGE (CLARK) David and Sandra Clark requested approval of a variance to construct a 1,408 square foot garage, where the ordinance limits the size to 1,000 square feet. The garage would be two stories with 704 square feet on each level. The Board of Adjustments reviewed the variance request on July 10, 2003, and recommended approval by a unanimous vote. Adoption of the Consent Agenda approved the variance request for David and Sandra Clark to construct a 1,408 sq ft garage on their property at 6922 125th Street North. APPROVE HIRING OF SENIOR ENGINEERING TECHNICIAN At its April 7, 2003 meeting, the Council directed staff to advertise for the position of engineering tech/senior engineer tech. Council members Mike Granger and Becky Petryk were appointed by Council to the interview team, along with PW Director Chris Petree, CD Director John Rask, and City Administrator Mike Ericson. WSB engineer Jay Kennedy was later added as a technical expert in the area of civil engineering. The City received a total of 21 applications for the position, of which seven were selected for interviews. After completing the seven interviews, the committee recommended that four be selected for second interviews. After the second interviews, the committee then ranked the top three candidates. Subsequent background reference checks were completed, along with another analysis of the individuals' backgrounds and experiences. After considerable discussion, the Interview Committee recommended that the City of Hugo offer the position to Scott Anderson, subject to the standard preemployment physical and six-month probationary period. The position has a pay grade of 7 in the City's salary matrix. Staff will finalize and negotiate the annual salary. Adoption of the Consent Agenda approved the hiring of Scott Anderson as the City of Hugo's senior engineering technician. APPROVE TEMPORARY ON -SALE LIQUOR LICENSE (ST. JOHN'S CHURCH) St. John the Baptist Church made application to the City for approval of a temporary on -sale liquor license for August 23-24, 2003 for the church's annual fall festival. City staff reviewed the application, along with the standard accompanying insurance information, and found it to be satisfactory. Adoption of the Consent Agenda approved the temporary on -sale liquor license for St. Johns the Baptist Church on August 23-24, 2003. APPROVE APPOINTMENT OF CINDRA SCHMIDT AS NEW VIDEO TECHNICIAN At its July 7, 2003 meeting, the Council accepted the resignation of Jennifer VanDyke as the City's video technician. Council directed staff to advertise for the position, and staff interviewed Cindra Schmidt for the position after she subbed for Jennifer and videotaped the July 7, 2003 Council meeting. Cindra has a background in videotaping and is a Hugo resident, who is very interested in the position and knowing more about the City. Adoption of the Consent Agenda appointed Cindra Schmidt as the City's new video technician at the rate of $10/hr with a review in 60 days. City Council meeting of July 21, 2003 Page 5 APPROVAL OF CLAIMS Haas made motion, Miron seconded, to approve the claims for July 21, 2003 subject to SEH resubmitting their invoices to provide a more descriptive breakdown of their claims. All aye. Motion Carried. ANNUAL RENEWAL OF AUTO DISMANTLING LICENSE (ARK) Dan Stewart dba ARK made application to the City for renewal of his annual auto dismantling license. The application was completed satisfactorily by Mr. Stewart and submitted along with the fee and accompanying paperwork. However, City staff conducted a compliance inspection on May 7, 2003 at the site and determined that ARK has three issues that need to be corrected. These items include: 1) remove the dead trees and construct a fence to provide the required screening; 2) establish the necessary fire lanes as required by the City's Fire Marshal; and 3) eliminate the illegal business operating on the property. Staff also sent a letter to the property owner, Norman Horton, requesting compliance with these items. Council member Haas suggested that the City Attorney work with Washington County to obtain a cease and desist order for the illegal business operation on the property. Petryk made motion, Miron seconded, to table this matter until the Council meeting of August 18, 2003 directing the City Attorney to contact Washington County relative the illegal operation at the site. APPROVE ANNUAL RENEWAL OF AUTO DISMANTLING LICENSE (HUGO AUTO PARTS) Mike Brandt dba Hugo Auto and Truck Parts made application for annual renewal of his auto dismantling license for his business at 16615 Forest Blvd. The application was completed satisfactorily and submitted along with his fee. City staff conducted a compliance inspection on May 14, 2003 and found the operation to be in compliance with City code. Council member Haas noted that Mike Brandt, owner/operator of Hugo Auto and Truck Parts, was recognized by the MPCA for his work on development of environmental regulations. Haas made motion, Petryk seconded, to approve annual renewal of the auto dismantling license for Mike Brand dba Hugo Auto Parts, recognizing him for his assistance in the MPCA environmental regulations. All aye. Motion Carried. VACATION OF DRAINAGFJUTILITY EASEMENT IN VICTOR GARDENS Pratt-Arnt-Oakwood, LLC and Contractor Property Developers requested that the City vacate three feet of a drainage and utility easement on Lot 10, Block 2, of the Victor Gardens plat. The easement is 10 feet wide and is located along the easterly property line. An existing storm sewer lies within the easement. Staff inspected the subject property and found that the requested vacation of three feet would not directly impact or prevent the future maintenance of the sewer.. The property immediately east of the lot is common open space and is covered by a drainage and utility easement. Mayor Miron opened the public hearing with one resident, Elizabeth Herrmann, commenting that there shouldn't be a problem because of the adjacent outlot. City Council meeting of July 21, 2003 Page 6 Puleo made motion, Haas seconded, to vacate the drainage and utility easement over the westerly 3 feet of the easterly 10 feet lying south of the northerly 10 feet and north of the southerly 35 feet of Lot 10, Block 2, Victor Gardens. All aye. Motion Carried. AWARD OF BID (PELOOUIN INDUSTRIAL PARK P.I. PROJECT) At its June 16, 2003 meeting, the Council rejected bids for the Peloquin Industrial Park Public Improvement Project and directed staff to readvertise for the project, after it was discovered that there was a discrepancy in the middle of the bids. City Engineer Dave Mitchell opened three bids on July 17, 2003 and reported the low bidder as Lametti & Sons at $733,140. Petryk made motion, Haas seconded, to adopt RESOLUTION 2003-41 WAIVING IRRIGULARTTIES, IF ANY, FOR BIDS RECEIVED ON 7/17/03 FOR THE REBID OF PELOQUIN INDUSTRIAL PARK UTILITY IMPROVEMENTS AND AWARDING THE BID TO LAMETTI AT $733,0140. VOTING AYE: Haas, Petryk, Puleo, Miron Motion Carried. APPROVE PRELIMINARY PLAT/SITE PLAN FOR GENERATION ACRES Seth Marshal requested approval of a preliminary plat and site plan for 42 townhome lots and two common lots, with a net density of the project of 5.7 units per acre. On June 26, 2003, the Planning Commission reviewed the request and recommended approval by a unanimous vote. This issue was tabled at the Council's July 7, 2003 meeting in order for Council to have more time to make a decision. Council again discussed at length the proposed development expressed concerns with the project. Haas made motion, Puleo seconded, to table this matter to allow the developer time to address the following concerns: 1) traffic flow; 2) possible reorientation of the building to the east; and 3) safety of the pond. All aye. Motion Carried. RECOMMENDATION FROM PARKS COMMISSION TO PURCHASE MEYER'S PROPERTY After reading about the City's interest in purchasing parkland in the City's Newsletter, Lynn Meyers approached the Parks and Recreation Commission regarding its interest in purchasing his property at 17862 Forest Road for City parkland. City staff and Parks Commission members visited the site and have since met with Lynn and Sharon Meyers regarding the property. Miron made motion, Haas seconded, directing staff to continue negotiations with Lynn Meyers for the purchase of his property for parkland. All aye. Motion Carried. City Council meeting of July 21, 2003 Page 7 REOUEST 2:00 AM CLOSING TIME (RICCI'S) At its July 7, 2003 meeting, the Council tabled action on a proposed extension to a 2:00 am closing time from Bo Bogatty, owner of Ricci's Saloon. Council directed staff to obtain information from AMM and LMC in regard to the issue, which was debated heavily in the Minnesota State Legislature. Mayor Miron and Council member Puleo believed that the new legislation would have little impact on the bars in Hugo and felt that the ordinance should not be changed, which would allow on -sale liquor license establishments to stay open until 2:OOam Monday through Saturday, and Sunday closing at 1:00 am. Individual license holders will need to make application for Council approval. Miron made motion, Puleo seconded, approve the 2:OOam closing time from Monday — Saturday for Ricci's Saloon. Sunday closing will remain at 1:00 am as stated in the ordinance. VOTING AYE: Haas, Puleo, Miron VOTING NAY: Becky Petryk Motion Carried. DOWNTOWN REDEVELOPMENT & DESIGN STANDARDS (#12003 CITY GOAL) At its May 22, 2003 meeting, the Planning Commission reviewed with staff draft design standards for downtown Hugo. Staff seeks direction from Council as to the schedule and timelines for public meetings. On July 7, 2003, City staff was provided with a petition from homeowners along 145i° Street, who wish to be rezoned from their commercial zoning designation. Miron made motion, Haas seconded, to schedule a Council workshop for August 8 or 15, 2003 at 8:00 am, to discuss this particular issue. All aye. Motion Carried. 165m STREET STORMWATER DRAINAGE ISSUE At its July 7, 2003 meeting, the Council listened to residents living along 165" Street, who have experienced stormwater drainage problems, north of the road. On July 14, 2003, staff held a neighborhood meeting with residents along 165" Street, and north to 17e Street, in Phase III area of the West Oneka Lake Study Area. City Administrator Mike Ericson, Water Resource Engineer Pete Willenbring, Mayor Fran Miron, and Council member Frank Puleo were in attendance. Mike and Pete presented the issue for the dozen residents in attendance, and Pete provided a thorough analysis of the potential solutions for the problems in the area. Staff took public comments regarding the problems they have experienced, after which potential solutions were offered. Mayor Miron agreed to bring this issue back to the Council at its regular July 21, 2003 in order to provide direction to staff to provide relief to property owners. Pete was present at the Council meeting in order to present Council will both short- term and long-term solutions to the stormwater drainage issues faced by the residents. One first solution is a ditch maintenance project for the property owners on the north side of 165" Street, and a further restoration of the ditches on both the east and west sides of TH61. Miron made motion, Petryk seconded, to accept Water Resource Engineer Pete Willenbring's City Council meeting of July 21, 2003 Page 8 recommendation and direct him to work with residents to complete Phase III of the ditch maintenance project. All aye. Motion Carried. PRELIMINARY AND FINAL PLAT FOR LEGION POST VILLAS (SOLID GROUND DEVELOPMENT) Solid Ground Development has requested approval of a 1) conditional use permit to allow townhomes in a CR -3 zoning district, 2) preliminary and final plat for 10 townhome lots, and 3) variance to allow detached garages. The subject property is 1.08 acres in size and fronts on both 147" Street and 1481" Street. A development agreement is not necessary because there are no public improvements associated with this request. The Planning Commission reviewed the request on July 10, 2003 and recommended approval by a unanimous vote. Jeff Bock of Solid Ground Development was present at the meeting and stated that they would be willing to pay for one half of the fence to screen their development from neighboring residents. Haas made motion, Petryk seconded, to adopt RESOLUTION 2003-42 APPROVING PRELIMINARY AND FINAL PLAT FOR LEGION POST VILLAS. VOTING AYE: Haas, Petryk, Puleo, Miron Motion Carried. Approval is subject to developer providing a comprehensive landscaping plan for the project. LETTER FROM RAILROAD ABANDONMENT ATTORNEY City Attorney Dave Snyder stated that the City had received a letter of engagement from Attorney John Heffner to retain his services to assist in the abandonment of the railroad for the CR8 realignment project. Such a retainer would not be need for Attorney Larry Starns. Miron made motion, Petryk seconded, to accept the Letter of Engagement from Attorney John Heffner and authorize City Administrator Mike Ericson to sign the letter on behalf of the City of Hugo. All aye. Motion Carried. REQUEST FOR PAYMENT TO SUNSET LAKE HOMEOWNERS ASSOCIATION FOR MILFOIL TREATMENT Diane Coderre, president of the Sunset Lake Homeowners Association, requested payment in the amount of $200 from the City for water milfoil treating on Sunset Lake. A letter sent to the City explained that since the City is a property owner on the lake, it should be responsible for sharing in the cost of treatment of the water milfoil. This is the first that the City has received a request for payment from the association. Although the City is a property owner on the lake, the public access has been closed for more than two years, and the remaining parcel is located on the south end of the lake, at which there is no public access. City Council meeting of July 21, 2003 Page 9 Miron made motion, Haas seconded, to authorize payment of $200 to the Sunset Lake Homeowners Association to treat milfoil on Sunset Lake. All aye. Motion Carried. REQUEST FOR TRANSPORTATION PROJECTS (MET COUNCIL TRANSPORTATION ADVISORY BOARD) Each year, the Metropolitan Council Transportation Advisory Board solicits projects on behalf of the State DOT officials in order to identify those projects in the metro area that need transportation funding. City staff recommends that Council identify any and all transportation projects that may need identification and submittal to the Met Council TAB for consideration in the 2004 budget. Miron made motion, Haas seconded, directing staff to attend the meetings and forward projects regarding the I-35EICR14 interchange and TH61 improvements for consideration. All aye. Motion Carried. TABLE AGENDA ITEMS Miron made motion, Petryk seconded, to table the following agenda items until the Council meeting of August 4, 2003: revised JPA w/Lino Lakes for municipal water; request for park trail along Oneka Lake Blvd.; breakfast meeting with HBA and City Council; proposed fireworks ordinance; site yard setback amendment; and discussion of concept plan for Seever property (Terry Miller). All aye. Motion Carried. RURAL PRESERVATION COMMITTEE Council member Haas requested that the City Council consider providing additional resources in helping to record and document the work of the Rural Preservation Committee. Miron made motion, Haas seconded, directing staff to place this matter on the workshop agenda to be conducted August 8th or 15'h. All aye. Motion Carried. JD2 CULVERT REPLACEMENTS Council member Puleo stated that residents have contacted him regarding the placement of temporary blacktop on the area along 165h Street and the culvert replacement until the project there is finalized. The 157'" Street culvert replacement ditch area has a floating bog and street barriers blocking drainage. Miron made motion, Puleo seconded, directed a "salaried" employee to attend the next RCWD meeting to make sure that they a re aware of City concerns adjacent to the culvert replacement projects. All aye. Motion Carried. City Council meeting of July 21, 2003 Page 10 ADJOURNMENT Miron made motion, Petryk seconded, to adjourn at 10:00 pm. All aye. Motion Carried. Mary A reager City