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HomeMy WebLinkAbout2003.08.18 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF AUGUST M 2002 Mayor Fran Miron called the meeting to order at 7:00 pm. PRESENT: Haas, Granger, Petryk, Puleo, Miroq CD Director John Rask Assistant City Attorney Tim Kelly City Engineer Dave Mitchell Public Works Director Chris Petree Finance Officer Ron Otkin Fire Chief Jim Compton and other HFD members MINUTES FOR CITY COUNCIL MEETING OF AUGUST 4.2003 Haas made motion, Granger seconded, to approve the minutes for the City Council meeting for August 4, 2003 as presented. All aye. Motion Carried. MINUTES FOR CITY COUNCIL DOWNTOWN WORKSHOP OF AUGUST & 2003 Haas made motion, Petryk seconded, to approve the minutes for the City Council Downtown Workshop of August 8, 2003 as presented. All aye. Motion Carried. APPROVAL OF AGENDA Add G.12 — Approve Wine and Beer License for St. John the Baptist Church Table G.3 — Approve Denial of Liquor License Application for Mahmood Hassan (The End Zone) Add K.2 — Council Workshop for LGU and Watershed Issues Miron made motion, Haas seconded, to approve the agenda for August 18, 2003 as amended. All aye. Motion Carried. WBL LSD#624 NEW SCHOOL REFERENDUM (SUPERINTENDENT TED BLAESING) White Bear Lake Area schools' Business Manager Pete Willcoxon, School Board Chair Rolf Parsons, LHB Architect Representative Mike Fischer, and School Board Member Chris Wachtler, presented a Power Point presentation to the Hugo City Council regarding the pending fall bond referendum for a new elementary school in Hugo. The next parent's meeting was scheduled for Tuesday, August 19, 2003. An additional parent's meeting will be held on September 15, 2003 at the Hugo Elementary School and one on September 25, 2003 at Hugo City Hall. The statistical data affirmed staff's enrollment projections. The referendum would include other construction projects in the district. A Hugo neighborhood meeting regarding the pending bond referendum was held on Tuesday, August 5, 2003, at which there were several Hugo citizens in attendance. City Council meeting of August 18, 2003 Page 2 CONSENT AGENDA Miran made motion, Haas seconded, to approve the following Consent Agenda: Approval of Claims Approve Pay Request #3 from Fyles Excavating for Work Completed to Date on the West Oneka Lake Drainage Project Approve Appointment of Smith Schafer as City Auditors for Two Year Extension Approve Performance Review and Salary Matrix Adjustment for PW Worker (Mike Loeffler) Approve Performance Review and Salary Matrix Adjustment for PW Worker (Rob Weldon) Accept Donation from Wilson Tool for the Hugo Fire Department Approve Rescheduling of First Regular Meeting in September to Tuesday, September 2, 2003 Approve Purchase Agreement with Schwieters Bros. for Lots 4 & 5, BEIP Approve Resignation of Tom Jesinski from Historical Commission Approve Charitable Gambling License to HFD Relief Assn for September 13, 2003 Booya Approve Wine and Beer License for St. John's the Baptist Church All aye. Motion Carried. APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims roster for August 18, 2003 as presented. APPROVE PAY REQUEST #3 FOR FYLES EXCAVATING FOR WORK COMPLETED ON THE WEST ONEKA LAKE DRAINAGE PROJECT Fyles Excavating made application to the City for approval of pay request #3 for work completed to date on the West Oneka Lake Drainage Project. Project Manager Pete Willenbring from WSB Engineers reviewed the application and found it to be consistent with work completed to date on the project. Adoption of the Consent Agenda approved payment to Fyles Excavating in the amount of $6,881.80. APPROVE APPOINTMENT OF SMITH SCHAFER AS CITY AUDITORS FOR TWO YEAR In the fall of 2002, Council directed staff to solicit RFD's for City audit services. Smith Schafer was the low bidder for the 2002 City audit, which was recently presented to Council, and accepted. Council directed staff to solicit cost estimates for a two-year extension on the current City auditing services agreement. Finance Director Ron Otkin received the two-year extension, and Smith Schafer has agreed that their fees will not exceed $9,400 for 2003, and $9,900 for 2004. This is a very reasonable proposed fee, based on the proposal submitted by the six other auditing firms last fall. Adoption of the Consent Agenda approved the appointment of Smith Schafer and Associates for the auditors in 2003 and 2004, subject to the terms outlined in their proposal. City Council meeting of August 18, 2003 Page 3 APPROVE PERFORMANCE REVIEW AND SALARY MATRIX ADJUSTMENT FOR PW WORKER (MIKE LOEFFLER) Mike Loeffler was hired by the City on August S, 2002. After completing his first year of service with the City, Mike has proved to be a valuable asset to the Public Works Department, and a welcomed addition to the City Hall team. Mike is a dedicated, committed, and conscientious member of the PW department. One of his greatest skills is his 20 years of experience on a motor grader. Mike takes great pride in delivering a high quality level of service to the community. Adoption of the Consent Agenda approved the performance appraisal for Mike and the salary adjustment as prescribed in the City's salary matrix. APPROVE PERFORMANCE REVIEW AND SALARY MATRIX ADJUSTMENT FOR PW WORKER (ROB WELDON) Rob Weldon was hired by the City on August S, 2002. Over the past year, Rob has proven himself as a valued asset to the Public Works Department and welcomed addition to the City Hall teams. Rob's attentiveness to detail and "can do" attitude, are matched by his drive to do a job well. Rob's sincerity and strong desire to provide a high level of quality service is recognized by his peers. Adoption of the Consent Agenda approved the performance appraisal for Rob and the salary adjustment as prescribed in the City's salary matrix. ACCEPT DONATION FROM WILSON TOOL TO THE HUGO FIRE DEPARTMENT Each year, Wilson Tool makes a donation to the Hugo Fire Department for its assistance in helping with Wilson's Tool annual picnic. With the picnic held last week, and the involvement of the HFD in the day's activities, the City received a $400 check from Wilson Tool as a public "thank you" for the services of the HFD. Adoption of the Consent Agenda accepted the $400 donatiop from Wilson Tool and publicly thanked them for their civic generosity. APPROVE RESCHEDULING OF FIRST REGULAR COUNCIL MEETING TO TUESDAY. SEPTEMBER 12003 Adoption of the Consent Agenda rescheduled the first meeting in September to Tuesday, September 2, 2003, due to the Labor Day holiday. APPROVE PURCHASE AGREEMENT WITH SCHWIETERS FOR LOTS 4 AND S. BEIP John and Joel Schwieters would like to exercise their option to purchase Lots 4 and S, Block 1, Bald Eagle Industrial Park P Addition. Schwieters would like to purchase Lot 4 because it is located between Lot S and Fenway Blvd. The sewer interceptor runs through Lot 4, which makes the lot unbuildable. Lot S contains approximately 2.9 acres of upland and the remainder of the property is wetland. A substantial amount of fill is needed to prepare the site for development. A draft purchase agreement specifies a purchase price of $85,602. This amount is based on the same TIF formula used for other properties in the industrial park. Further, the purchase price is based on the usable upland acreage, which excludes the wetlands and sanitary sewer easements. Adoption of the Consent Agenda approved the purchase agreement with Schwieters Properties. City Council meeting of August 18, 2003 Page 4 APPROVE RESIGNATION OF TOM JESINSKI FROM THE HISTORICAL COMMISSION Tom Jesinski submitted a letter of resignation from his position on the Historical Commission. Changes in his personal life prompted his regretful resignation. Adoption of the Consent Agenda accepted the resignation and directed staff to advertise for the vacancy. APPROVE CHARITABLE GAMBLING LICENSE FOR THE HUGO FIRE DEPT. The Hugo Fire Department made application for a charitable gambling license to hold its annual bingo event at their 20d Annual Booya Festival scheduled for September 13, 2003. The HFD completed the necessary application. Adoption of the Consent Agenda approved the charitable gambling license for the Hugo Fire Department to conduct bingo at their Booya Festival scheduled for September 13, 2003. APPROVE BEER AND WINE LICENSE FOR ST. JOHN'S CHURCH On behalf of St. Johns the Baptist Church, Mike Gibbs submitted a license application to sell wine and beer at its August 22-23, 2003 chicken dinner festival. Liquor license insurance coverage and approval from the state has been received by the City. Adoption of the Consent Agenda approved the wine and beer license for St. Johns the Baptist Church. APPROVE DENIAL OF LIQUOR LICENSE FOR MAHMOOD HASSAN (THE END ZONE) On June 24, 2003, the City received a liquor license application from Mahmood Hassan, who has entered into a purchase agreement to buy the End Zone, and reopen it as a restaurant featuring Pakistani and Indian cuisine. A background investigation was completed by the Washington County Sheriff's Department, and it was forwarded to the City indicating that Mr. Hassan was a satisfactory applicant for a license. However, a purchase agreement for the End Zone has been thoroughly reviewed by City Attorney Dave Snyder, and it indicates that Mr. Hassan cannot obtain clear ownership of the business and property. Additionally, there are a number of outstanding taxes and fees that have not been paid as well, and which need to be paid in advance to the issue of a license, according to City code. Mr. Hassan faxed a memo to the City requesting that the issue be tabled to a later date. Miran made motion, Haas seconded, to table this matter until the next regular meeting on 9/2/03. All aye. Motion Carried. SIDE YARD SETBACK AMENDMENT On June 26, 2003, the Planning Commission held a public hearing to consider amending the side yard setback requirement in the Rural Residential, Agricultural, and Future Urban Reserve zoning districts. The amendment would decrease the side yard setback in these districts from 40 feet to 20 feet. Prior to 1999, the setback was 20 feet. Staff requested that the Planning Commission and Council consider revising the setback standard based on the numerous variance requests over the past three years. The Council has approved over twenty side yard setback variances in the last three years and has denied none. Upon discussion of the ordinance, the Planning Commission voted by a 4 to 1 vote to keep the 40 - foot setback requirement. CD Director John Rask provided an overview of the amendment at the City Council meeting of August 18, 2003 Page 5 Council meeting. Staff recommended that Council amend the side yard setback requirements and revise it back to twenty feet for accessory buildings only. Miron made motion, Puleo seconded, directing staff to prepare an ordinance to return the side yard setback to 20 feet for all buildings. All aye. Motion Carried. ANNUAL RENEWAL OF AUTO DISMANTLING LICENSE (ARK) At its July 21, 2003 meeting, Council tabled the renewal of the auto dismantling license submitted by Daniel Stewart d/b/a ARK. Council directed staff to investigate two items, including the installation of a fence on the berm surrounding the property. Building Official John Benson and Planning Intern Derrick Jensen returned to the site to investigate whether or not there was an additional business operating, and to request that Mr. Stewart construct, in some timeline, a fence on the berm. Staff has received no indication that there is a second business operating on the site, having indicated this to Mr. Stewart in a letter. Additionally, Mr. Stewart agreed to install fencing in the area as prescribed in his application, which is to the satisfaction of City staff. After initial questions were answered by staff, Council member Haas stated that there are really three topics: 1) license application from Dan Stewart d/b/a ARK; 2) Special Use Permit held by Mr. Horton, owner of the property; and 3) illegal activities regarding public health and safety. Haas stated that the City should contact the Washington County Health Department because the ground might be contaminated. Council members Haas and Granger stated that there is an additional business owned by Mr. Malachesen that is operating on the site. Haas made motion, Miron seconded, to contact Mr. Malachesen and officially notify him to shut down his business immediately even though staff had given him until September 2003 to do so. All aye. Motion Carried. Miron made motion, Petryk seconded, to notify Mr. Horton by certified letter that he is in violation of his Special Use Permit. In accordance with City ordinance, a public hearing is called on September 2, 2003 at 7:00 pm to allow public comment on this issue. All aye. Motion Carried. Miran made motion, Granger seconded, to table renewal of the auto dismantling license submitted by Dan Stewart until the hearing can be held to allow Mr. Horton a public hearing. All aye. Motion Carried. APPROVE PURCHASE OF CAT 143H ROAD GRADER AND ONE -TON PICKUP Public Works Director Chris Petree included a road grader replacement in the revised 2003 Capital Improvements Program, which would include the exchange of the road grader purchased from Washington County for a model that is much more capable and efficient at handling the road grading operations in the City. Chris prepared a detailed explanation, including the justification for this City Council meeting of August 18, 2003 Page 6 replacement, which would include the purchase of a road grader via the State of Minnesota Cooperative Purchasing Program. City staff recommended Council authorize staff to proceed with the purchase of a Cat 143H road grader from Ziegler, in an amount not to exceed $185,000, which includes the trade-in value of the City's 1988 Caterpillar 12OG motor grader. Staff also recommended the purchase of a 1 -ton pickup with plow for use by the Public Works Director. The existing 3/ -ton pickup would be transferred to the new Senior Engineering Technician, Scott Anderson, for fieldwork. City staff recommended Council authorize staff to purchase a 1 -ton pickup with plow in an amount not to exceed $45,000. Finance Director Ron Otkin reviewed with Council its decision in June 2003 to proceed with the sale of $762,000 in equipment certificates, which would be sold to pay for 2003 CIP purchases. This would not raise the urban tax rate. PW Director Chris Petree answered Council's questions. Granger made motion, Petryk seconded, to authorize purchase of a Cat 143H road grader from Ziegler, in an amount not to exceed $185,000, and a one -ton pickup with plow, in an amount not to exceed $45,000. All aye. Motion Carried. AUTHORIZATION TO HIRE CONSULTANT TO REVIEW HFD TRUCK REPLACEMENT PROGRAM On August 12, 2003, staff met with Council members Mike Granger and Frank Puleo regarding the 2003 CIP. After discussion, the committee agreed to recommend to Council the hiring of a consultant to review the HFD Truck Replacement Program. Chuck McCusick, a retired Fridley Fire Chief, was recommended by the state at a rate of $85/hr. Mr. McC usick would review the program and make a recommendation to Council. Council member Granger thanked the HFD for its work on the CIP and truck replacement schedule, and stated it would be good to bring in an outside firm to review the work and confirm that the schedule was proper for a city the size of Hugo. Much discussion took place with Council, and questions were answered by Fire Chief Compton. Miron made motion, Haas seconded, to hold a Council workshop at the Hugo Fire Station to inspect the current fleet of trucks and discuss the truck replacement program. The meeting was scheduled for Monday, September 8, 2003, at 7:00 pm. All aye. Motion Carried. Fire Chief Jim Compton and 15t Lieutenant Tony Bronk presented an opportunity for the HFD to house the new FEMA Region 1, HazMat/DeCon trailer. Tony explained that the fully outfitted trailer costs $76,935.from FEMA and the federal government. The City of Hugo is in Region 1, with a total of 15 trailers to be housed in regions throughout the state. The City of Eagan recently dropped itself from further consideration, leaving Hugo and Stillwater. The HFD requests Council support. The full Council discussed the merits of housing the trailer, including the need to have a dedicated 3/ -ton pickup to pull it. The HFD would have to pay all costs, including firefighters working with storage of trailer. Miron made motion, Haas seconded, to support the HFD's interest in storing the HazMat/DeCon trailer with the stipulation that a new pickup would not be purchased if the City is selected by Region 1. All aye. Motion Carried. City Council meeting of August 18, 2003 Page 7 JD2 CULVERT REPLACEMENT UPDATE (JODI POLZIN) At its August 4, 2003 meeting, City staff provided Council with a brief update on the JD2 culvert replacement project. Council again tabled reimbursement to RCWD for the work completed to date by Jay Brothers, and requested that additional information be provided as to the quality of the work and the desires of the RCWD to complete the work to the satisfaction of the City. Jodi Polzin from EOR, the project manager, was present to discuss this issue with Council. City Engineer Dave Mitchell presented a memo from SEH geotech consultant Ron Farmer and himself, which outlined the repair options for Council to consider. Council did not have time to review the memo, which was presented at the meeting. Jodi spoke about related issues and answered questions. Puleo made motion, Haas seconded, to table this issue until the Council meeting of September 2, 2003. All aye. Motion Carried. Miron made motion, Puleo seconded, to allow the RCWD and Steve Hobbs to use City Hall to hold a neighborhood meeting for residents regarding the Hardwood Creek LCMR Grant, which will be held on Thursday, September 4, 2003 at 6:30 pm. All aye. Motion Carried. Each year, the City submits a request for a cooperation agreement for the funding of traffic signals on TH61. The City recently completed construction of the new traffic signal at 140's Street and TH61, which was a direct result of this annual application. City staff recommends Council approve the application for a cooperative agreement with MnDOT for a traffic signal at TH61 and 147'b Street. City Engineer Dave Mitchell will be prepared to answer questions of Council. Granger made motion, Miron seconded, to approve the application for a cooperative agreement with MnDOT for a traffic signal at TH61 and 147'b Street. All aye. Motion Carried. APPROVE ORDINANCE ADOPTING NEW STATE BUILDING CODE Building Official John Benson and City Attorney Dave Snyder drafted a new ordinance, which allows for the adoption of the new 2001 State Building Code. This new code would replace the adoption of the 1997 code and install the new codes that have been changed since that time. City staff recommended Council approve the ordinance adopting the new 2001 State Building Code. This issue was tabled by Council City Council meeting of August 18, 2003 Page 8 APPROVE SUPPLEMENTAL AGREEMENT WITH SEH FOR ENGINEERING ON GOODVIEW AVENUE City Engineer Dave Mitchell submitted a supplemental agreement to the City for additional engineering work on Goodview Avenue, which would allow for its reconstruction and provide for the design construction of a complete replacement and reconstruction of Goodview Avenue for the new Diamond Point East/West housing subdivision. City staff recommended Council approve the supplemental agreement with SEH for additional engineering services on the Goodview Avenue. This issue was tabled by Council. APPROVE SUPPLEMENTAL AGREEMENT WITH WSB FOR ENGINEERING ON OUTLET TO EGG LAKE City Water Resource Engineer Pete Willenbring submitted a supplemental agreement to the City for additional engineering work on the outlet to Egg Lake, which would allow for the proper handling of stormwater for the new Diamond Point East/West housing subdivision. City staff recommended Council approve the supplemental agreement for additional engineering services on the outlet for Egg Lake. This issue was tabled by Council. WATERS EDGE NORTH PRELEMNARY PLAT This issue was tabled by Council. WORKSHOP FOR LGU AND WATERSHED ISSUES This issue was tabled by Council. PELOOUIN INDUSTRIAL PARK UTILITY IMPROVEMENTS On August 11, 2003, a preconstruction meeting was held with Lametti and Sons for the completion of the Peloquin Industrial Park Public Improvement Project. City Engineer Dave Mitchell provided a recap of the meeting and stated that construction will start the week of August 25, 2003. The contractor will construct a by-pass on the Washington County Railroad Authority property and open cut TH61 to install the sanitary sewer pipe. ADJOURNMENT Miron made motion, Haas seconded, to adjourn at 10:00 pm. All aye. Motion Carried. Michael A. Ericson City Administrator