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HomeMy WebLinkAbout2001.01.16 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF JANUARY 16.2001 Mayor Fran Miron called the meeting to order at 7:00 pm. PRESENT: Granger, Haas, Petryk, Puleo, Miron City Administrator, Michael Ericson City Attorney, Dave Snyder City Engineer, Dave Mitchell Community Development Director, John Rask City Clerk, MaryAnn Creager APPROVAL OF CITY COUNCIL MINUTES FOR JANUARY 2.2001 Miron made motion, Petryk seconded, to approve the minutes for the City Council meeting of January 2, 2001 as amended. All aye. Motion Carried. APPROVAL OF MINUTES FOR THE EXECUTIVE SESSION OF JANUARY 2.2001 Puled made motion, Haas seconded, to approve the minutes for the executive session of January 2, 2001 as amended. VOTING AYE: Granger, Haas, Petryk, Puleo ABSTAINED: Miron Motion Carried. APPROVAL OF CITY COUNCIL MINUTES FOR JANUARY 10, 2001 Haas made motion, Puleo seconded, to approve the minutes for the City Council meeting of January 10, 2001 as amended. All aye. Motion Carried. ADDITIONS TO AGENDA Discussion of "Katie's Law" City Hall Building Committee Update Haas made motion, Petryk seconded, to approve the Council agenda as set. All aye. Motion Carried. CONSENT AGENDA Haas made motion, Granger seconded, to approve the following Consent Agenda: Approval of Claims Sign Permit for Hugo Optical located in the Hugo Professional Building City Council meeting of January 16, 2001 Page 2 Substantial Completion Request for Beaver Ponds 5'd Addition Pay Request from Dave Perkins Contracting for Work Completed on 130' Street Lift Station Pay Request from Traut Well Drilling for Work Completed on Well #3 All aye. Motion Carried. APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims for January 16, 2001 as submitted. SIGN PERMIT FOR HUGO OPTICAL LOCATED IN THE HUGO PROFESSIONAL BLDG. The owner of Hugo Optical submitted an application to the City of Hugo for a sign permit that would allow them to install a surface -mount sign on the Hugo Professional Bldg. City staff has reviewed the sign permit application, found it to be consistent with all related City code, and recommended Council approval the sign permit for Hugo Optical. SUBSTANTIAL COMPLETION REQUEST FOR BEAVER PONDS 5m ADDITION Oakwood Development made a request to the City of Hugo for approval of the substantial completion for the Beaver Ponds 5m Addition. The City Engineer Dave Mitchell reviewed the request and found all work to be completed according to professional engineering standards. Staff recommended Council approve the substantial completion of the utility work thereby allowing the City's Building Department to issue Certificates of Occupancy to homeowners. PAY REQUEST FROM DAVE PERKINS CONTRACTING FOR WORK COMPLETED ON 130TH STREET LIFT STATION City Engineer Dave Mitchell received a pay request from Dave Perkins Contracting for work completed on the 130' Street lift station, and found the request consistent with work completed to - date. City staff recommended Council approve and authorize payment in the amount of $54,150.65. PAY REQUEST FROM TRAUT WELL DRILLING FOR WORK COMPLETED ON THE # 3 WELL City Engineer Dave Mitchell received a pay request from Traut Well Drilling for work completed on the construction of well #3. City staff recommended Council approve and authorize payment in the amount of $22,196 for work completed on the construction of well #3 to -date. AGREEMENT FOR PROFESSIONAL SERVICES FROM SEH FOR ENGINEERING WORK ON EVERTON/ELMCREST AVENUE STUDY AGREEMENT FOR PROFESSIONAL SERVICES FROM WSB FOR ENGINEERING WORK ON EVERTON/ELMCREST AVENUE STUDY The Council discussed both Agreements (SEH and WSB) and felt that they needed to be "tightened City Council meeting of January 16, 2001 Page 3 up" to better identify work to be done relative to the Everton/Elmcrest Avenue Study. Haas made motion, Petryk seconded, to table the Agreements for Professional Services from SEH and WSB for redrafting to allow for a more precise declaration of scope of services. All aye. Motion Carried. SAFEASSURE PROPOSAL TO UPDATE AND IMPLEMENT WORKPLACE SAFETY POLICIES City staff met with a safety consultant, SafeAssure, and reviewed a proposal whereby the company would review, revise, update, train, and implement state and federal OSHA workplace safety policies for the City. The proposal would be an opportunity for the City staff to take a proactive approach to ensuring that all necessary state and federal OSHA guidelines and policies are implemented, adopted, and understood by not only City staff, but also the City Council. The City's 2001 budget included $5,000 for safety equipment for which this program is being considered. City staff recommended Council approve the proposal from SafeAssure to review, revise, implement, and train City staff on current state and federal workplace safety policies. Councilman Puleo questioned the budget line item referenced as it states "equipment". City Administrator stated that the $5,000 budgeted was for implementation of a safety program and not necessarily for physical equipment. Puleo made motion, Granger seconded, to approve the proposal from SafeAssure to review, revise, implement, and train City staff on current state and federal workplace safety policies. All aye. Motion Carried. SWEET GRASS MEADOWS DITCH PROJECT In December 2000, the City Council considered a seventh and final design option for the restoration of the Sweet Grass Meadows ditch along Oneka Lake Blvd. Council discussed the new option, prepared at Council request, with City Engineer Dave Mitchell. Its basic design included the construction of a retaining wall along the entire length of the 12 lots that abut the ditch. After discussion, Council rejected the option due to the high cost and reconsidered another request from Nathan Siebenaler whereby he stated he was able to get a contractor to install drainage pipe along the entire length of the 12 lots for a very low cost. Council also listened to two other property owners who were supportive of their neighbors' work and agreed to extend an opportunity to Mr. Siebenaler to work with his employer and a contractor to develop a formal quotation. Mr. Siebenaler was directed to work with the City Engineer in regard to elevations in order that the project was designed according to professional engineering standards. Mr. Siebenaler agreed, and stated that he bring issue back to the City Council at some in the future with this information. Staff spoke with Mr. Siebenaler last week, and the contractor informed him that the ditch work is urgent because there was no frost in the ground along Oneka Lake Blvd. He would like to do the work the week of January 15th. Council again discussed this matter at length in an effort to resolve the problem, as well as its history for new Council members. Puleo made motion, Miron seconded, to accept the recommendation of the City Engineer authorizing City Council meeting of January 16, 2001 Page 4 staff to work with Mr. Siebenaler, his contractor, and the residents to develop the necessary construction drawings and agreements with contractor(s) and residents to construct the proposed improvements. Said contractor shall also perform necessary backfilling. The City Attorney shall draft legal agreements for property owners' signatures. Eleven of the twelve property owners signed a petition endorsing the work, and the twelfth verbally indicated his support at the Council meeting. Puleo made motion, Haas seconded, amending the previous motion to limit the amount of money to expend for this project to $20,000. VOTING AYE ON AMENDMENT: Petryk VOTING NAY: Haas Granger Puleo and Miron Motion Failed. VOTING AYE ON ORIGINAL MOTION: Granger, Haas, Petryk, Puleo, Miron Motion Carried. Puleo made motion, Petryk seconded, that the City accept financial responsibility for project costs, identifying source of the funding, and that property owners be responsible for restoration (seeding and sodding) of the entire easement. The City Administrator suggested the City's storm water fund as the source for the funds. All aye. Motion Carried. ADDITIONAL CITY ENGINEERING FEES FOR PELOOUIN INDUSTRIAL PARK FEASIBILITY STUDY The City Engineer was directed by the Council to prepare a complete feasibility study for the Peloquin Industrial Park public improvement project. Due to the complexity of the project, and in an effort to work very closely with the business owners who first proposed the project more than seven years ago, there was additional time spent by the City Engineer. Dave Mitchell developed construction plans and specifications consistent with professional engineering standards, yet sensitive to the small business owners concern for the high cost that could be assessed to their property. Staff reviewed the additional fees submitted for approval by the City Engineer, and found the work consistent with that work authorized by the Council, and recommend the Council approve the additional engineering fees in the amount of $10,442.78. The revision to the report saved the City 6% of the entire project's cost estimate of $1.3 million. Petryk made motion, Granger seconded, to approve the additional engineering fees for the Peloquin Industrial Park Feasibility Study in the amount of $10,442.78. All aye. Motion Carried. CONSIDER SALE OF 4.2 ACRE PARCEL IN BEIP Teflon Coatings, Inc., has approached the City regarding the purchase of a 4.2 -acre parcel of land in City Council meeting of January 16, 2001 Page 5 the Bald Eagle Industrial Park. Community Development Director John Rask and Fire Chief Joe McMahon recently toured the business owner's building in Bloomington, and found the business to be consistent with the types of businesses currently allowed within the City's restrictive covenants in the BEIP. Business owner Dan Northrup was present with his wife and daughter to discuss the relocation of his business to the City of Hugo. Council considered this concept plan for its consistency with other business in the industrial park, and indicated its support. Staff was directed to proceed with the sale of the property to Mr. Northrup. COMPENSATION STUDY COMPLETED BY HELPING MINNESOTA CITIES. INC. In October 2000, City Council approved a proposal by Helping Minnesota Cities, Inc., to develop a compensation study for the City and its employees. The study would evaluate, analyze, grade, and develop job descriptions and corresponding salaries for all City employees. Paul Ness, Human Resource consultant with Helping Minnesota Cities, Inc., completed the study and submitted it to the Hugo City Council for approval. Mr. Ness made a brief presentation to the Council on this issue and was available to answer any questions Council had on this issue. City staff recommended Council accept and approve the compensation study submitted by Helping Minnesota Cities, Inc. Haas made motion, Petryk seconded, to accept and approve the compensation study submitted by Helping Minnesota Cities, Inc. All aye. Motion Carried. JOB DESCRIPTIONS AND JOB EVALUATIONS Included in the proposal from Helping Minnesota Cities, Inc., was a request to develop, prepare, and finalize job descriptions for the City's current employees' duties and responsibilities. All employees completed a job evaluation for their current positions, and Paul Ness met individually with all employees to finalize the job descriptions. City staff recommended Council accept and approve all the job descriptions for the City's nine employees and the reclassification of the maintenance supervisor to Public Works Director and Deputy Clerk to Community Development Assistant, as well as the job evaluation hierarchy. Miron made motion, Petryk seconded, to accept and approve all job descriptions for the City's nine employees and the reclassification of the maintenance supervisor to Public Works Director and Deputy Clerk to Community Development Assistant, as well as the job evaluation hierarchy. All aye. Motion Carried. SALARY MATRIX Included in the proposal fiom Helping Minnesota Cities, Inc., was a request to develop a salary matrix consistent with cities of a comparable size to the City of Hugo, and step structure that would allow employees an opportunity to grow in their position and be compensated accordingly. The salary matrix was prepared by Paul Ness, independent from the Council and City staff, to ensure impartiality, but more importantly, to reflect the current market's salaries and wage rates. City staff recommended City Council meeting of January 16, 2001 Page 6 Council approve and adopt the 2001 salary matrix. Haas made motion, Petryk seconded, to approve and adopt the 2001 salary matrix. All aye. Motion Carried. SALARY ADJUSTMENTS Included in the proposal from Helping Minnesota Cities, Inc., were instructions to develop a salary matrix whereby all positions within the City of Hugo were assigned various pay grades and corresponding salaries. The City previously did not have a salary matrix. Paul Ness proposed the placement of all employees on the salary matrix to the closest step higher than the salary they are currently receiving. City staff recommended Council approve the 2001 salary adjustments for all City employees. Miron made motion, Haas seconded, to accept and approve the 2001 salary adjustments for all City employees. All aye. Motion Carried. REQUEST TO PURCHASE HOUSE Q)14187 FOREST BLVD. In December 2000, a local homeowner contacted staff for the City's interest in purchasing her home at 14187 Forest Blvd. She had read in the newspaper that the City was interested in purchasing homes along TH61, and since her husband had recently died, she followed up with a telephone call. City staff inspected the home, and found it to be in satisfactory condition and could be considered for use as future rental property. Finance Director Ron Otkin reviewed the City's original policy directive for obtaining properties on TH61, and found that this parcel to be inconsistent with those the Council had directed staff to pursue if the property became available. Specifically, properties south of 145' Street could not be considered according to the resolution adopted by the Council. City staff recommended the Council direct staff to contact and send a letter to homeowner thanking her for the opportunity, but respectfully decline due to its location and also because the City does not have the additional funds to purchase it. Miron made motion, Petryk seconded, directing staff to send a letter to homeowner thanking her for the opportunity, but respectfully decline its purchase due to its location, and also because the City does not have the additional funds to purchase it. All aye. Motion Carried. APPOINT RFP REVIEW COMMITTEE FOR SELECTION AND RECOMMENDATION OF A FIRM FOR CHARRETTENISIONING PROCESS In December 2000, City Council directed staff to prepare an RFP and solicit proposals from planning firms to conduct the charrettelvisioning process for the City of Hugo with a deadline of Friday, January 5, 2001. Staff received a total of five proposals for the project. City staff recommended the Council City Council meeting of January 16, 2001 Page 7 appoint two members of the City Council, Planning Commission Chairman Dave Schumann, Community Development Director John Rask, and City Administrator Mike Ericson to sit on the review committee to select and recommend to the Council a firm to conduct the charrette process. Staff further recommended Council give strong consideration to the selection of Council members Chuck Haas and Becky Petryk for their in-depth understanding and heavy involvement in securing funding for this project. Former Planning Commissioner/Councilman Tim Agness has expressed an interest in serving on the committee. Miron made motion, Petryk seconded, establishing an RFP Review Committee for selection of a firm for the charrette/visioning process as follows: Chuck Haas, Becky Petryk, Dave Schumann, John Rask, Mike Ericson, and Tim Agness. All aye. Motion Carried. JD2 LITIGATION AND REQUEST FOR EXECUTIVE SESSION Members of the Hugo City Council were in attendance at the January 16, 2001 at the Washington County Courthouse. Staff placed this item on the agenda on behalf of the City Council for any update that they may wish to provide, and additionally, a Council member's request for an executive session to discuss the JD2 litigation issue further. Puleo made motion, Miron seconded, to recess the regular Council meeting. All aye. Motion Carried. Puleo made motion, Haas seconded, to move into executive session to discuss JD2 litigation. VOTING AYE: Granger, Haas, Petryk, Puleo ABSTAINED: Miron Motion Carried. Puleo made motion, Petryk seconded, to reopen the regular Council meeting at 10:38 pm. All aye. Motion Carried. City Attorney Dave Snyder summarized the executive session. REVIEW PARKS COMMISSION POLICY FOR PARKLAND PURCHASE Council member Chuck Haas attended the Wednesday January I dh Parks Commission meeting, at which Commissioners discussed past and future parkland purchases. Councilman Haas stated that Park Commissioners would like the opportunity to discuss parkland acquisition with potential landowners. Miron made motion, Haas seconded, directing John Rask to develop a City policy regarding Park Commission involvement in discussing land purchases. City Council meeting of January 16, 2001 Page 8 All aye. Motion Carried. KATIE'S LAW Council member Petryk will be involved in drafting a resolution for consideration by the Council supporting adoption of Katie's law, which involves convenience store surveillance cameras and state- wide computer system for tracing criminals. She will work with the City Administrator, and bring the issue to the next Council meeting. STATE LEGISLATIVE FUNDING FOR STATE ARCHEOLOGIST City Engineer Dave Mitchell was informed by the LMC intergovernmental relations lobbyist, Remi Stone, about the proposal from Governor Ventura to reduce funding for the state archeologist's office. City staff has placed this item on the agenda in order that the City Engineer and Community Development Director provide Council with a very brief explanation and understanding of the Governor's proposed 2002 budget. Council agreed not devote any time on this matter. DISCUSSION OF POSSIBLE ZONING ORDINANCE AMENDMENT Community Development Director John Rask provided Council with a brief explanation and discussion of a potential zoning ordinance amendment that the Council would consider in the first four months of 2001. In order that the substantial amount of work is completed before the May 2001 moratorium deadline, it is necessary for Council to consider this amendment, and these issues, as they arise. Miron made motion, Petryk seconded, authorizing staff to enter into a contract with Rosemark Consulting to assist the City in updating its land use regulations in an amount not to exceed $8,000. All aye. Motion Carried. CITY HALL BUILDING COMMITTEE UPDATE City Administrator Ericson stated that the final design will be presented at the City Council meeting of February 5, 2001 for consideration by the City Council. RECESS Haas made motion, Puleo seconded, to recess tonight's meeting at 11:00 pm until Thursday, January 18, 2001, 6:30 pm, at the Hugo Fire Hall, to participate in the Everton Avenue neighborhood meeting. All aye. Motion Carried. eA-t Mary Creager City rk