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HomeMy WebLinkAbout2002.04.01 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF APRIL 1. 2002 Mayor Fran Miron called the first meeting to order at the City's new City Hall at 7:05 pm. PRESENT: Granger, Haas, Petryk, Puleo, Miron City Administrator, Michael Ericson CD Director, John Rask City Attorney, Dave Snyder City Clerk, Mary Ann Creager RETIRE GAVEL FROM OLD CITY HALL Mayor Miron thanked all Council members, past and present, who were responsible for the City's new City Hall. Mayor Miron stated that the old gavel would be prominently displayed in the new City Hall as a reminder of the City's humble beginnings, as well as appreciation for the new building. APPROVAL OF CITY COUNCIL MINUTES FOR MARCH 15.2002 Haas made motion, Puleo seconded, to approve the minutes for the City Council meeting of March 15, 2002 as presented. All aye. Motion Carried. APPROVAL OF CITY COUNCIL MINUTES FOR MARCH 18.2002 Haas made motion, Puleo seconded, to approve the minutes for the City Council meeting of March 18, 2002 as presented. All aye. Motion Carried. ADDITIONS TO AGENDA Appointment of City Weed Inspector Traffic Signal at TH61 & 1406' Street Discussion of Joint Meeting with the RCWD Discussion of House Numbering Miron made motion, Haas seconded, to approve the agenda for April 1, 2002 as amended. All aye. Motion Carried. HUGO FIRE DEPT ANNUAL REPORT (JIM COMPTONI Fire Chief Jim Compton presented the Hugo Fire Department's annual report for the year 2001. There were a record number of calls in 2001, with 105 fire related and 169 medical, for a total of 272. Chief Compton announced that the department expects a significant increase in its proposed 2003 budget due to the training costs associated with new recruits. Including the eight new members, the department is currently at a membership of 24 firefighters with a full capacity of 33, as designated by the City Council. City Council meeting of April 1, 2002 Page 2 Miron made motion, Haas seconded, to accept the annual report for the year 2001 from the Hugo Fire Department. All aye. Motion Carried. HUGO ANNUAL POLICE REPORT (WASHINGTON COUNTY SHERIFF) Commander Don McGlothlin prepared the 2001 annual police report for the City of Hugo, and Washington County Sheriff Jim Frank was present to discuss it with Council. Sheriff Frank explained the City's contract and how it was broken down relative to salaries and equipment. Sheriff Frank stated that the City should be considering the hiring of an additional deputy in the future, and thanked the Council for its cooperation with the Sheriffs Department, which has resulted in a solid working relationship. Miron made motion, Granger seconded, to accept the 2001 annual police report from the Washington County Sheriffs Department. All aye. Motion Carried. CITY OF HUGO'S WEED INSPECTOR Miron made motion, Petryk seconded, to appoint John Benson as the City's weed inspector for 2002. All aye. Motion Carried, CONSENT AGENDA Haas made motion, Petryk seconded, to approve the following Consent Agenda: Approval of Claims Approve Off Sale Liquor License for Sager Liquor Located in Granger's Mall Approve Appointment of Marty Schwartz as City Fire Marshal Approve Hiring Freeze for Hugo Fire Department Approve Hugo Fire Department Grant Application to FEMA for Safety Equipment Approve Pay Request No. 9 from Mark Haug Construction for Work Completed to date on City Hall Approve Designation of Building Official to Administer State Building Code Approve Supplemental Agreement with SEH for SCADA System Accept Plans and Specifications and Authorize for Bids for SCADA System Installation Accept Resignation of Tom Cheesebrow from the Parks Commission and Authorize Staff to Advertise to Fill Vacancy Approve and Adopt Resolution for CSAH 14/I -35E Interchange Approve Application to Acquire Tax Forfeited Lands for Public Use Adopt Ordinance for 130`n Street Lift Station Establishing Area -Wide Connection Charges Approve Annual Performance Review & Salary Adjustment (Ron Otkin) All aye. Motion Carried. City Council meeting of April 1, 2002 Page 3 APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims for April 1, 2002 as submitted. Terrance Sager dba Sager Liquor made application to the City for an off -sale liquor license. He plans to open an off -sale liquor establishment in the new Granger's Mall formerly known as Paul's Cafe. The Washington Sheriff's Department completed its background investigation on the applicant and recommended he be qualified for a license having received a satisfactory investigation. All necessary fees associated with the applications for the license have been paid. Adoption of the Consent Agenda approved the off -sale liquor license for Sager Liquor in the Granger's Mall. APPROVE APPOINTMENT OF MARTY SCHWARTZ AS CITY FIRE MARSHAL Retired Hugo Fire Chief Joe McMahon served as the City's Fire Marshal and reviewed all residential plats and commercial building permits. After discussions with new Fire Chief Jim Compton and City staff, the Hugo FD recommended Marty Schwartz to serve as the new Fire Marshal. Marty would schedule time with the CD department when it reviews subdivision plats and commercial building permits. Adoption of the Consent Agenda appointed Marty Schwartz as the new Fire Marshal. APPROVE HIRING FREEZE FOR HUGO FIRE DEPARTMENT Hugo Fire Chief Jim Compton reviewed with Finance Director Ron Otkin the 2002 Fire Department budget as it relates to funding for new hires. There were a total of three new firefighters budgeted for 2002, and at this time, the FD budget does not financially allow the addition of any new members. Adoption of the Consent Agenda imposed a hiring freeze for 2002 until such time as staff can bring a recommendation back to Council to provide funding for new hires. APPROVE HUGO FD GRANT APPLICATION TO FEMA FOR SAFETY EQUIPMENT The Hugo Fire Department sought Council approval to submit a $225,000 grant application to the Federal Emergency Management Agency (FEMA) for safety equipment. The program is a 90/10 match for cities of Hugo's size. Adoption of the Consent Agenda of the Consent Agenda authorized the HFD to submit the grant application to FEMA and to report back if any grant funds are awarded to the City. APPROVE PAY REQUEST NO.9 FROM MARK HAUG CONSTRUCTION Mark Haug Construction, Inc., submitted pay request No. 9 to the City for work completed to -date on the new City Hall. City architect Bob Russek reviewed the request and recommended 5% retainage on selected project divisions where additional work is still required. Adoption of the Consent Agenda approved pay request No. 9 in the amount of $61,681.90, which includes 5% retainage for punch list work. City Council meeting of April 1, 2002 Page 4 APPROVE DESIGNATION OF BUILDING OFFICIAL TO ADMINISTER STATE BUILDING CODE New legislation from the Minnesota state legislature directs cities to officially designate its building official to administer the state building code. Adoption of the Consent Agenda designated building official John Benson to administer the state building code and to forward this designation to the State of Minnesota, Building Code Division. APPROVE SUPPLEMENTAL AGREEMENT WITH SEH ENGINEERS FOR SCADA SYSTEM INSTALLATION Public Works Director Chris Petree has worked with SEH Engineers for the past several months on the installation of the new SCADA that will allow for the 24-hour monitoring of all City sewer and water facilities, including wells, towers, and lift stations. Council approved an agreement for this work in the fall of 2001. This Supplemental Agreement was for work that was included in the Scope of Services and prescribed by SEH. Adoption of the Consent Agenda approved the Supplemental Agreement with SEH for the new SCADA system in an amount not to exceed $37,000.. ACCEPT PLANS AND SPECS AND AUTHORIZE FOR BIDS FOR SCADA SYSTEM INSTALLATION After Council approved the new SCADA system recommended by City Engineer Dave Mitchell and SEH Engineers, they have worked with Public Works Director Chris Petree to provide for its installation. The work has been completed and adoption of the Consent Agenda accepted the plans and specifications, and authorized staff to go out for bids for the installation of the SCADA system. ACCEPT RESIGNATION OF TOM CHEESEBROW FROM THE PARKS COMMISSION AND AUTHORIZE STAFF TO ADVERTISE TO FILL VACANCY Tom Cheesebrow submitted his resignation from the Hugo Parks Commission due to a change in his professional employment schedule. Adoption of the Consent Agenda accepted the resignation from Tom Cheesebrow, expressed thanks to him for his service on the Commission, and directed staff to advertise to fill the vacancy. APPROVE AND ADOPT RESOLUTION FOR CSAH 14/1-35E INTERCHANGE At the January 30, 2002 tri -city meeting with the cities of Lino Lakes and Centerville, the Hugo City Council endorsed the adoption of a resolution calling for the full support of all three city councils to solicit funding for improvements to the CSAH 14/I -35E interchange. The City of Hugo agreed to draft the resolution and submit it to the other city councils for adoption. City Attorney Dave Snyder drafted the resolution to include all factors and focuses needed for prompt attention to the safety concern at the interchange. Adoption of the Consent Agenda adopted Resolution 2002-12 for tri -city support for improvements to the CSAH 14/I -35E interchange and forward it to the other cities for their signature. City Council meeting of April 1, 2002 Page 5 APPROVE APPLICATION TO ACQUIRE TAX FORFEITED LAND FOR PUBLIC USE City staff received notification from the Washington County Recorder's Office that a parcel of land had been forfeited to public for failure to pay property taxes. The parcel is currently used as road right-of- way for Finale Avenue, north of 146h Street. As is customary and standard with Washington County, the City has the first opportunity to acquire the property for public use. City staff reviewed the parcel, and felt that it would be in the public's best interest to acquire, because of its current use as a public right-of-way. Adoption of the Consent Agenda recommended Council acquire the parcel of tax - forfeited land for public use. ADOPT ORDINANCE FOR 136' STREET LIFT STATION ESTABLISHING AREA -WIDE CONNECTION CHARGES When the Council ordered the construction of the 130`h Street lift station in 2000, it was done with the understanding that upon completion of the project, the City would adopt an ordinance to establish area - wide connection charges for those properties wishing to connect to municipal sewer service. The construction of the 130`h Street lift station is now complete. Finance Director Ron Otkin prepared the ordinance, with review by City Attorney Dave Snyder, setting a connection charge of $214,577. Adoption of the Consent Agenda adopted Ordinance 2002-358 to establish the area -wide connection charges for the 1301h Street lift station. APPROVE ANNUAL PERFORMANCE REVIEW & SALARY ADJUSTMENT (RON OTKIN) The City hired Ron Otkin as its first-ever finance director on April 3, 1989. Ron has worked very hard over the past several years to establish himself as an excellent, award-winning finance director and valued member of the Hugo City Hall team. He is very dependable, reliable, and excels in all facets of fund accounting and creative financing methods. We share the Council's support of his preparation of the City's annual budget and detailed claims roster and chart of accounts. Ron is excited at the opportunity to begin the creation of the finance department with the move to the new City Hall. Adoption of the Consent Agenda approved Ron's annual performance review and made the salary adjustment as prescribed in the City's employee matrix. APPROVE PURCHASE OF PUBLIC WORKS EQUIPMENT WITH EQUIPMENT CERTIFICATES This item was pulled from the Consent Agenda for separate discussion. The City's Capital Improvement Program includes the purchase of equipment and vehicles for the City's public works department as it slowly moves forward in a transition from the Washington County Highway Dept. Public Works Director Chris Petree and Finance Director Ron Otkin prepared a list of the equipment and vehicles specified in the CIP, including the use of equipment certificates for funding its purchase. Council member Chuck Haas stated that he would like to see all of the equipment/vehicles purchased with equipment certificates, and no general fund money be used. Haas made motion, Puleo seconded, authorizing staff to proceed with the purchase of the equipment and vehicles for the public works department with equipment certificates only. All aye. Motion Carried. City Council meeting of April 1, 2002 Page 6 2002 HYDRANT PAINTING CONTRACT Public Works Director Chris Petree contacted five sandblasting/painting companies to provide hydrant - painting services for the City in 2002. Budget Sandblasting and Painting submitted a low bid of $36.80 to $117 per hydrant, depending upon the condition of each hydrant. They provided hydrant -painting services for 93 hydrants for the City in 2001. Staff budgeted $5,000 in 2002 to do approximately 80 to 100 of the City's 250+ hydrants. Council member Granger stated that because of OSHA requirements, it would be cost prudent to contract this work out rather than have the City do the work. Granger made motion, Puleo seconded, awarding the 2002 hydrant -painting contract to Budget Sandblasting and Painting at a low bid of $36.80 to $117 per hydrant. All aye. Motion Carried. CITY HALL LANDSCAPING At its January 21, 2002 meeting, the Council approved the overall landscaping plan for the new City Hall, which was submitted by landscape architect Laurie McRostie from SEH. The City Hall Building Committee, which included Council members Mike Granger, Frank Puleo, City architect Bob Russek, and City Administrator Mike Ericson, reviewed the plan with Laurie McRostie and found that it would accentuate the building and existing topography. Bids for the City Hall landscaping project were opened on Wednesday, March 13, 2002, in the office of SEH in downtown Minneapolis. All three bids that were received were from experienced, qualified, landscape contractors; however the bids that were provided reflected a wide range in price from the low bid of $27,453.00 to the high bid of $42,381.21. This raised a question as to the quality of material that was going to be provided. Contractors were asked to provide additional information regarding sources for plant material and references were called. All contractors guaranteed that they would be providing #1 grade trees; that they were grown in the appropriate conditions for Hugo; and that the specified material was available. The low bidder was not able to supply two of the trees at the specified size. References were generally good for all contractors; however, the middle bidder, Southview Design, received excellent references on both the materials they provide and the work they complete. The low bidder cannot provide all the material specified and they received only adequate references. Therefore, in the spirit of obtaining both an excellent product at a good price, City staff recommended Council award the contract to the middle bidder Southview Design in the amount of $34,164.25. City staff does not recommend awarding Bid Alternate 1- East Rock Garden or Bid Alternate 2 - two-year Maintenance and Warranty at this time. Miron made motion, Granger seconded, to award the City Hall landscaping project to the middle bidder, Southview Design, in the amount of $34,164.25. All aye. Motion Carried. APPROVE ORDINANCE TO ESTABLISH CITY FEES, RATES, AND CHARGES FOR 2002 At its March 18, 2002 meeting, the Council reviewed the City fee schedule prepared by CIT and City staff that includes all City fees, rates, and charges relating to City services. Council accepted the draft fee schedule and agreed to recommend any appropriate changes to staff prior to the next regular Council City Council meeting of April 1, 2002 Page 7 meeting. City Attorney Dave Snyder drafted an ordinance whereby the Council would establish, on an annual basis, all City fees, rates, and charges for each respective year. Miron made motion, Haas seconded, to adopt ORDINANCE 2002-359 AN ORDINANCE AUTHORIZING ESTABLISHMENT OF FEES, RATES, AND CHARGES FOR 2002. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. APPROVE RESOLUTION CONCERNING REFUSE COLLECTION IN THE CITY At its March 18, 2002 meeting, Mayor Fran Miron discussed with Council infonnation he received from local refuse haulers. Council discussed the issue of clarifying its position on refuse collection in the City, and agreed to direct the City Attorney Dave Snyder to prepare a Tesolution that would clarify the City's official position. Staff will forward a copy to Judy Hunger at Washington County and to Gene's Sanitation. Haas made motion, Puleo seconded, to adopt RESOLUTION 2002-13A RESOLUTION CONCERNING REFUSE COLLECTION WITHIN THE CITY WHICH SUPPORTS THE SMALL PRIVATE HAULERS DOING BUSINESS IN THE CITY. VOTING AYE: Granger, Haas, Petryk, Puleo, Miron Motion Carried. OAKSHORE PARK PROPERTY ASSOCIATION REOUEST FOR APPRAISAL ON PARKLAND On Friday, March 8, 2002, CD Director John Rask and City Administrator Mike Ericson, along with Parks Commission Chair Robyn LaCasse and Council member Chuck Haas, attended the annual meeting of the Oakshore Park Property Association at the Hugo Fire Hall. Staff shared with association members the Council's interest in acquiring the 10 -acre parcel of private parkland owned by the Oakshore Park Property Association. Staff met last week with Chuck Svendsen, who represents the association members who voted after staff left, to proceed with a request for the City to complete an appraisal on the parkland property. He stated that there is strong support, although not unanimous, to sell the property to the City in exchange for strong involvement from association members in the design of the new public park. Council considered four options on whether to proceed with the appraisal: 1) complete an appraisal of the property; 2) the City could simply make an offer to the association on the property; 3) request that the association make a proposal to the City; and 4) simply do nothing. There are many approaches or combinations of the options the City could take in acquiring the property. Because Council member Petryk is a member of the HOA, she did not partake in discussion of this matter. The Council favored Option 3 rather than expending City funds for an appraisal. Council member Granger felt that the HOA was not looking to sell the land, and if pursued, Option 3 would just ,,die,,. Miron made motion, Haas seconded, directing staff to forward a letter to the Oakshore Park Homeowners Association (all members) outlining the following: 1) the City's continued interest in City Council meeting of April 1, 2002 Page 8 obtaining their park property; 2) the options outlined in the CD Director's report; 3) a history of previous deliberations; 3) request a HOA representative by appointed to continue discussion with the City: and 4) establish a timeframe to pursue purchase of the property. Staff is directed to forward a copy of this letter to the City's Planning and Parks Commissions. VOTING AYE: Haas, Puleo, Miron ABSTAINED: Granger and Petryk Motion Carried. CITY PROJECTS PRIORITY LIST At its March 18, 2002 meeting, Council member Chuck Haas requested that the City's projects priority list be placed on the next regular agenda in order for Council to finalize its 2002 City goals. Staff prepared the finalized list of all City projects, including a ranking as to priorities for each respective project or issue. City Council selected the following issues as their top goals for 2002: 10h Street ditch cleaning/Oneka Lake outlet project; JD2 culvert design; CSAH 8 realignment; WBL school site; new public works site; comprehensive plan; traffic signal at TH61 & 141P Street; redistricting; storm water management plan; and MUSA line adjustment. Haas made motion, Puleo seconded, to adopt the City's 2002 priority list and remit a copy to the City's Planning and Parks Commissions, as well as City staff. All aye. Motion Carried. HARDWOOD CREEK RESTORATION PROJECT Staff received a call last week from new RCWD Administrator Steve Hobbs about an LCMR grant to the DNR for improvements to Hardwood Creek. RCWD Board Manager Jim Leroux introduced Mr. Hobbs to the Council. Steve presented the $2 million grant proposal, which would be at no cost to the City. Mayor Miron suggested a joint meeting be held with the RCWD to discuss the project in more detail and related stormwater and wetlands issues. The following people will be invited to attend: Hugo's state representatives; Washington County and Anoka County Boards; JD2 Blue Ribbon Task Force; Met Council representative Marc Hugunin; EOR; and Hugo's Water Resource Engineer Pete Willenbring. Miron made motion, Granger seconded, to schedule a special meeting of the City Council for April 23, 2002, Hugo City Hall, at 4:30 pm to attend the CSAH 8/14 project open house. A joint meeting of the Council and the RCWD was scheduled at 7:30 pm, in the new Council chambers. All aye. Motion Carried. RCWD Board member Jim Leroux outlined the four areas lacking in the City's storm water management plan. A letter outlining the deficiencies has been forwarded to the City's Water Resource Engineer Pete Willenbring. City Council meeting of April 1, 2002 Page 9 MASTER PLANNING FOR 147T" STREET TO 165TH STREET & TH61 At its March 18, 2002 meeting, the Council learned from CD Director John Rask of the Met Council's interest in the use of the City as a pilot program to develop a conceptual residential housing plan on property owned by Len Pratt and the Everton/Elmcrest study area. Council inquired as to whether or not the $25,000 pilot project could be reflected in a master planning for the property along TH61, between 147h Street and 165`h Street. John Rask stated that he discussed this with Met Council representatives, and they agreed that all of the necessary land data is not available on the property and so they would like to use the Everton/Elmcrest study area project. Council member Chuck Haas requested the Council discuss whether or not a master plan should be initiated for the property along TH61, between 147`h Street and 165`h Street. Miron made motion, Petryk seconded, directing staff to prepare a work plan for City Council to consider at a future date. All aye. Motion Carried. PRELIMINARY DISCUSSION OF PROPOSED NOISE ORDINANCE Miron made motion, Granger seconded, to table this matter until the regular Council meeting of April 15, 2002. All aye. Motion Carried. PUBLIC ANNOUNCEMENT OF VACANCIES ON CARNELIAN MARINE WATERSHED BOARD Staff received an announcement from the Carnelian Marine Watershed District administrator of two vacancies on the district. Mayor Fran Miron announced that vacancies are available and any interested Hugo resident should contact the district or the City if they are interested. No Council action was required. DISCUSSION OF HOUSE NUMBERING Miron made motion, Granger seconded, to table discussion of this matter until the next regular Council meeting of April 15, 2002. All aye. Motion Carried. REDISTRICTING AND DISCUSSION OF SCHEDULING OF COUNCIL WORKSHOP At its March 18, 2002 meeting, Council was informed by CD Director John Rask that the issue of redistricting would be something that needs to be considered by Council before the April 36h deadline. Last week, a new redistricting plan from the State of Minnesota Judges' Panel was presented publicly. The legislative redistricting plan, based on the 2000 census, will have in impact on the ward boundaries in the City. The need to schedule a Council workshop to discuss this issue is very real, and staff City Council meeting of April I, 2002 Page 10 recommends Council select Monday, April 8, 2002 for a workshop to discuss this issue. Staff would present new ward maps at the April 8`h workshop. The ward boundaries would then be finalized at the Council's regular meeting on April 15, 2002. Miron made motion, Granger seconded, to schedule a Council workshop for Monday, April 8, 2002, Hugo City Hall, at 7:30 pm, to discuss redistricting. All aye. Motion Carried. Miron made motion, Haas seconded, directing the City Attorney to prepare a report to look into the possibility of creating a fourth ward. All aye. Motion Carried. ADJOURNMENT Petryk made motion, Granger seconded, to adjourn at 10:00 pm. All aye. Motion Carried. . Yk MaryreagerCity �—