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HomeMy WebLinkAbout2001.08.06 CC MinutesMINUTES FOR THE HUGO CITY COUNCIL MEETING OF AUGUST 6.2001 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, Tom Weidner City Engineer, Dave Mitchell City Clerk, Mary Ann Creager MINUTES FOR THE CITY COUNCIL MEETING OF JULY 16.2001 Granger made motion, Petryk seconded, to approve the minutes for the City Council meeting of July 16, 2001 as submitted. All aye. Motion Carried. MINUTES FOR THE CITY COUNCIL MEETING OF JULY 17.2001 Miron made motion, Haas seconded, to approve the minutes for the City Council meeting of July 17, 2001 as submitted. All aye. APPROVAL OF AGENDA City Administrator's Update on New City Hall Discussion of Cluster Ordinance Discussion of Beaver Ponds Drainage Miron made motion, Petryk seconded, to approve the agenda with additions. All aye. Motion Carried. BEAVER PONDS PARK PROJECT (RECOGNITION OF VOLUNTEERS) The Hugo City Council accepted the Parks Commission recommendation to install park equipment in the Beaver Ponds subdivision. Due to the efforts of City staff, Parks Commission members, and local contractors, the project was completed to the satisfaction of the neighborhood and the City. The Mayor and City Council recognized those volunteers who worked very hard, putting in hundreds of hours to accomplish the goal of a neighborhood park. Specific recognition goes out to Parks Commission members, neighborhood residents, with a special thanks to T.J. Bergeron Construction, the local home builder, who provided storage space for the park equipment, as well as volunteer assistance on the site. The City personally recognized volunteer efforts with a Certificate of Appreciation and publicly thanked those individuals who were involved in the project. 2000 CITY AUDITOR'S REPORT (LARSON, ALLEN. WEISHAIR & CO.) Tom Koop and Brock Geyen from the auditing firm of Larson, Allen, Weishair & Company presented City Council meeting of August 6, 2001 Page 2 the 2000 City audit for consideration and acceptance by the Council. They provided an overview of the audit report with selected highlights for public informational purposes. Miron made motion, Granger seconded, to accept the 2000 City Auditor's report. All aye. Motion Carried. CONSENT AGENDA Haas made motion, Puleo seconded, to approve the following Consent Agenda: Approval of Claims Separation Agreement wBRA & Associates for City Hall Architectural Services Approval of Annual Performance Appraisal and Salary Adjustment (Chris Petree) Authorization to Prepare Plans & Specs for Well No. 4 and Pump House Approval of Preliminary and Final Plat for Beaver Ponds Oh Addition All aye. Motion Carried. APPROVAL OF CLAIMS Adoption of the Consent Agenda approved the claims for August 6, 2001 as presented. SEPARATION AGREEMENT WBRA & ASSOCIATES FOR CITY HALL ARCHITECTURAL Bonestroo Rosene Anderlik and Associates was the original architect for the new City Hall project. Bob Russek was formerly employed by BRA, and since that time, rehired by Elsness Swenson and Graham Architects to perform the architectural inspections services for the construction of the new City Hall. City Administrator Mike Ericson, Morgan Markoe chief architect for BRA, and Bob Russek met recently to discuss the terms, conditions, and responsibilities for the architectural services for construction of the City Hall. City Attorney Dave Snyder reviewed the Separation Agreement and recommended its approval to the Council. As per the original AIA contract, they still maintain a high level of involvement with the project, both from a professional and insurance liability perspective. BRA will continue to assist the City and Mr. Russek with construction of City Hall. Adoption of the Consent Agenda approved the Separation Agreement with BRA, and approved the pay request for architectural services completed to date. APPROVAL OF ANNUAL PERFORMANCE APPRAISAL AND SALARY ADJUSTMENT (CHRIS PETREE) The City hired Chris Petree on July 19, 1999. Since that time, he has worked very hard as the City's only public works employee, to his current position as the City's Public Works Director. Chris is an excellent employee who exhibits a full and complete understanding of the City's public works operation, while demonstrating an eye for detail and a team player attitude. He is a key member of the City Hall team. As the City prepares to provide for the public works services presently provided by Washington County, Chris has provided valuable leadership and knowledge. Adoption of the Consent Agenda City Council meeting of August 6, 2001 Page 3 approved Chris Petree's annual performance appraisal along with the salary adjustment as prescribed in the City employee salary matrix. AUTHORIZATION TO PREPARE PLANS & SPECS FOR WELL NO.4 AND PUMP HOUSE At its July 16, 2001 meeting, the Council approved the sale of the bonds to finance construction of well No. 3, water tower No. 3, and well No. 4 and pump house. Through the City's capital improvements program process, the Council and staff understand the need to begin preparations for the construction of well No. 4. Adoption of the Consent Agenda authorized the City Engineer to prepare plans and specs for the construction of well No. 4 and pump house. APPROVAL OF PRELIMINARY AND FINAL PLAT FOR BEAVER PONDS 6m ADDITION Oakwood Land Development requested preliminary and final plat approval for six single-family lots for Beaver Ponds 6h Addition located west of Ferrara Avenue. The net density of the project would be 3.6 units per acre. The proposed plat would replace a portion of the preliminary plat for Beaver Ponds 4ie Addition, which included 10 twin home lots for the site. The proposed replat would not significantly change any of the approved infrastructure improvements that are currently under construction on the site. Adoption of the Consent Agenda approved the preliminary and final plat for Beaver Ponds & Addition. BID AWARD (SCADA SYSTEMI On July 11, 2001, the City received bids on the three key components for the new SCADA system that will provide a sophisticated monitoring and alarm system of the City's water and wastewater treatment facilities. Those three key components are: 1) programmable logic controller (PLC) hardware and programming software; 2) small operator interface station (OIS) hardware and programming software; . and 3) SCADA system and driver software. City staff reviewed the bids with the City Engineer and an electrical engineer from SEH, and recommended the City accept the low bid from Power/Mation for the standard GE approach. This will provide the City with a system made up of components manufactured by a single company, General Electric, supported by a large local distributor, Power/Mation. Haas made motion, Petryk seconded, to award the bids to Power/Mation (GE -standard) in the amount of $7,540.99, for the PLC; Power/Mation (GE -standard) in the amount of $5,467 for the OIS; Power/Mation (GE -Standard) in the amount of $10,514.40 for the SCADA software. The total low bid recommended for approval by the Council is for the GE -Standard system in the amount of $23,522.39. All aye. Motion Carried. JD2 MEDIATION AGREEMENT On July 18, 2001, the JD2 Blue Ribbon Task Force met to finalize the agreement for the surface water management plan for JD2, with representatives from the City of Hugo, BWSR, MnDNR, and RCWD in attendance. Mediator Roger Williams facilitated the session. A proposed agreement was presented to the Council for formal approval. The task force deliberated on all facets of the plan, including responsibilities, funding, and effectiveness. Task Force member Dave Schumann shared with the Council the work that went into completing the agreement. Councilman Puleo questioned whether the other agencies had accepted the agreement. City Council meeting of August 6, 2001 Page 4 Haas made motion, Petryk seconded, to accept the draft mediation agreement, and send letters to other agencies outlining the Council's concerns with the agreement. All aye. Motion Carried. Puleo'made motion, Haas seconded, authorizing the City's Water Resource Engineer Pete Willenbring to represent the City at the wetland exemption hearing on behalf of the City. The meeting is on Wednesday, August 8, 2001 at the RCWD's regular meeting. All aye. Motion Carried. Haas made motion, Granger seconded, directing Pete Willenbring to restart the approval process for the City's Storm Water Management Plan. All aye. Motion Carried. FINAL COMPLETION FOR SWEET GRASS MEADOWS 3RD ADDITION Developer Rocky Goertz made application to the City for substantial completion for the Sweet Grass Meadows Yd Addition. City Engineer Dave Mitchell reviewed his application and found all work to be satisfactorily completed in accordance with the Development Agreement. Haas made motion, Miron seconded, authorize the substantial completion of the Sweet Grass Meadows 3'd Addition, which will begin the one-year warranty period as required by the Development Agreement. The City will continue to hold a Letter of Credit in the amount of 25% of the total construction cost of public improvements related to this development. All aye. Motion Carried. SWEET GRASS MEADOWS DITCH PROJECT Earlier this year, Council agreed to a redesign of the ditch along Oneka Lake Blvd for the residents from the Sweet Grass Meadows subdivision whose property abuts the ditch. Specifically, Council authorized City staff to work with a local contractor to install storm water piping along the ditch that would be covered with earth, with residents responsible for installation of sodding and seeding. One key component of the agreement was that developer Rocky Goertz would resolve his wetlands determination of the ditch property. Staff has been informed by the RCWD that Mr. Goertz will not be able to obtain wetlands credit for the ditch property. The RCWD has given its permission to the City to proceed with the ditch improvement project. Mr. Goertz will need to give his permission to waive the deed restriction that had been placed on the properties for the purpose of securing utility easements, and he has verbally indicated he will do so. The project was delayed earlier this spring due to the slowness of the contractor to respond to his City obligations and the significant amount of storm water in the ditch. No formal Council action was required. The project will proceed once the necessary paperwork is filed by Rocky Goertz with the RCWD. City Council meeting of August 6, 2001 Page 5 OVERTIME WORK LUMP SUM PAYMENT FOR BUILDING OFFICIAL AND COMP TIME ISSUES John Benson has served as the City's building official since May 9, 1988. In 1992, the City experienced a dramatic increase in the number of building permits that affected his workload levels. As a result, John worked an extraordinary number of hours and was never compensated for this additional time. Past administration had given him the indication that something would be done and that lump sum compensation would be offered. Current staff reviewed this issue and found that all work has been documented and substantiated, and as a result, strongly supported the past administration's position that John be compensated for time worked. Miron made motion, Haas seconded, to approve the Employment Agreement with John Benson, the City's Building Official, including compensation for overtime work completed. All aye. Motion Carried. Miron made motion, Petryk seconded, directing staff to revise the City's Personnel Policy to address change to the City's comp time policy, as well as the City's salary matrix, and submit the report to the Council for review. All aye. Motion Carried. FINAL ACCEPTANCE (ONEKA LAKE VIEWI The Oneka Lake View townhome development has been completed for more than one year. City Engineer Dave Mitchell reviewed all of the work, and found it to be in compliance with the Development Agreement and City standards. City staff recommended Council approve the final acceptance for the Oneka Lake View townhome development and release all escrows and securities, as required by the Development Agreement. Councilman Haas did not want to approve the plat because the developer had not made requested repairs to Oneka Lake Boulevard as outlined in a 1999 letter from OSM to the developer. Miron made motion, Puleo seconded, to table this matter until certain issues are resolved. All aye. Motion Carried. FINAL ACCEPTANCE (ONEKA LAKE VIEW EAST) The Oneka Lake View East townhome development has been completed for more than one year. City Engineer Dave Mitchell reviewed all of the work, and found it to be in compliance with the Development Agreement and City standards. City staff recommended Council approve the final acceptance for the Oneka Lake View East townhome development and release all escrows and securities, as required by the Development Agreement. Miron made motion, Granger seconded, to table this matter until certain issues are resolved. All aye. Motion Carried. City Council meeting of August 6, 2001 Page 6 DETERMINATION OF DRIVEWAY STATUS AT 6178 ONEKA LAKE BLVD (NORTH SUBURBAN DEVELOPMENT) North Suburban Development developed the Oneka Lake View townhome development adjacent to Oneka Lake Blvd. North Suburban Development sold a house located at 6178 Oneka Lake Boulevard to the Robinette family, who was unable to get permission from the townhome development to install a driveway on the cul-de-sac into their property, or construct a garage and deck. North Suburban Development has since this time repurchased the house from the Robinette family. They seek a determination from the City as to the status of the driveway that accesses on to Oneka Lake Blvd. There were three driveways onto Oneka Lake Boulevard at the time North Suburban Development bought the property, and have been consolidated into one since that date. CD Director John Rask worked with the property owner to clarify the status of the driveway. Staff recommended that Council authorize the design and installation of a hard -surfaced driveway for the house located at 6178 Oneka Lake Blvd. Councilman was not in favor of issuing a driveway permit for the property, as the developer should have dealt with the issue while the property was under his control. Miron made motion, Haas seconded, to table this matter to continue negotiations with the developer. All aye. Motion Carried. APPROVAL OF PURCHASE AGREEMENT FOR HOUSE A14635 FOREST BLVD At its July 16, 2001 meeting, the Council authorized staff to proceed with negotiations for the purchase of the house at 14635 Forest Blvd. Staff met with City assessor Frank Langer and the property owners, and negotiated a purchase price for the property in the amount of $149,000. City staff recommended Council approve the purchase of this house in the amount of $149,000 with funds being transferred from the City's Park Dedication Fund with reimbursement at a later date, as requested by the City's Finance Director. Staff is working on a long-range financing plan for the downtown redevelopment efforts. This plan will identify various options for funding the purchase and redevelopment of properties within the downtown. Miron made motion, Puleo seconded, to approve the purchase of the house located at 14635 Forest Boulevard, in the amount of $149,000. All aye. Motion Carried. PURCHASE OF USED PLOW TRUCKS (REQUEST TO SUBMIT SEALED BID) Earlier this year, Council and staff met with officials from Springsted Inc., to prepare the City's capital improvements program. Included in the program was a request to purchase plow trucks for the City's public works department. Included in the City's 2001 budget is $85,000 to purchase plow trucks. The City of Apple Valley is accepting sealed bids by the end of the month for the sale of a 1988 and 1989 single -axle Ford L8000 plow trucks. Public Works Director Chris Petree researched the purchase of these used plow trucks from Apple Valley and has obtained all maintenance records for the vehicles. This is a unique opportunity for the City to save a significant amount of taxpayer dollars while acquiring two excellent used plow trucks. City Council meeting of August 6, 2001 Page 7 Miron made motion, Petryk seconded, to accept staffs recommendation and authorize the Public Works Director and City Administrator to submit a sealed bid in an amount not to exceed the City's budgeted amount for the acquisition of a new plow truck with the understanding that the bids be submitted with extensive sharing of information between Council and staff. All aye. Motion Carried. BCWD APPOINTMENTS The Browns Creek Watershed District notified the City that two positions would be up on the BCWD Board of Managers. Staff recommended Council provide authorization as to the endorsement of the current and/or any new applicants for the Board. No formal Council action was required. PROPOSAL FROM SEH TO UPDATE SEWER PLAN In the fall of 2000, CD Director John Rask prepared for Council a detailed community development projects list that needed to be completed by the City in anticipation of a pending housing moratorium. Staff had included on the project's list a need to update the City's sewer plan. With the pending moratorium set to expire in February 2002, the City Engineer requested to proceed with the update of the City's sewer plan. The Metropolitan Council is requiring this update. Miron made motion, Granger seconded, to enter an agreement with SEH to update the City's sanitary sewer plan as outlined in the Scope of Service, at a cost not to exceed $8,000. All aye. Motion Carried. REQUEST TO INCLUDE 120 ACRES IN MUSA (LEN PRATT) At its July 25, 2001 meeting, the Hugo Planning Commission considered the application from developer Len Pratt to include 120 acres of his property in the City's MUSA. The PC approved the request on a 5 to 2 vote, and that recommendation is therefore provided to Council. City staff recommended Council approve the inclusion of 120 acres of the Len Pratt property, formerly owned by Jim Leroux, to be included in the MUSA of the City. CD Director John Rask briefly reviewed his detailed report, and how the request would impact the area. Developer Len Pratt also reviewed the project area and discussed maintaining the green corridor. Miron made motion, Granger seconded, to approve the inclusion of 120 acres of the Len Pratt property to be included in the MUSA of the City and notify the Metropolitan Council of this action. The City Attorney was directed to prepare a Findings of Fact based on the Council's analysis of the request, and this will be shared at a later Council meeting. All aye. Motion Carried. AUTHORIZE SUBMITTAL OF GRANT APPLICATION FOR OAK WILT The City has been contacted by two residents seeking assistance from the City in applying for a grant from the DNR to address the oak wilt problem they have experienced on their property. City Council meeting of August 6, 2001 Page 8 Miron made motion, Haas seconded, directing staff to make application to the DNR for a grant to fund the efforts to assist in treating oak wilt disease on trees in the City. All aye. Motion Carried. RENEWAL OF MINING PERMIT (RIVER CITY ASPHALTI River City Asphalt made application to the City for renewal of its Mining Permit. RCA has been mining in the City for more than 20 years and, as such, has provided a significant amount of gravel for road improvement projects in the area. This year's low bidder for the City's graveling contract, Dresel Excavating, obtained its gravel from RCA. City staff made an inspection of the site, and found the operation to be in general compliance with its existing permit, with the exception of a few deficiencies. The mining permit reviewed by the Council contained conditions and timeframes for the applicant to correct the outstanding issues. City staff recommended Council approve the renewal of the Mining Permit for River City Asphalt with the full understanding that the operation is in the process of phasing out of supplying gravel. Mayor Miron wanted to make sure there was adequate topsoil remaining at the site, and Councilman Haas expressed concern that prior conditions had not been met. Miron made motion, Granger seconded, to approve the Mining Permit for River City Asphalt subject to conditions and receipt of a letter of credit in an amount determined by the City Engineer. Staff will work with RCA to resolve permit deficiencies prior to the issuance of the new permit. All aye. Motion Carried. CLUSTER ORDINANCE Miron made motion, Granger seconded, directing staff to schedule a date for a Council/Planning Commission workshop to develop a cluster ordinance for the City. All aye. Motion Carried. BEAVER PONDS DRAINAGE Miron made motion, Puleo seconded, authorizing the City Engineer to check elevations in the Beaver Ponds subdivision to make sure the final grading plan was done according to plans and specifications. All aye. Motion Carried. NOR -LAKES TANKER CAR COMPLAINTS Staff has been notified that Nor -Lakes has allowed the staging of railroad tanker cars on the tracks adjacent to TH61. Staff contacted Nor -Lakes and they have agreed to remove the cars. The extra cars are being staged on the tracks to facilitate a change over of oil-based products. Further, Nor -Lakes has been working with the railroad in an attempt to get the railroad to remove the cars in a more timely fashion. No Council action was required. City Council meeting of August 6, 2001 Page 9 140TH STREET PUBLIC INFORMATIONAL MEETING Council directed staff to schedule a meeting with the 140'' Street area residents to discuss the proposed reopening of the street. Miron made motion, Petryk seconded, to schedule a public informational meeting for the 14e Street area residents for Thursday, August 23, 2001, 7:00 pm, at the Withrow Elementary School. All aye. Motion Carried. CITY HALL UPDATE The City Administrator updated the Council on the construction of the new City Hall. There was discussion regarding placement of a City Hall monument along TH61. Puleo made motion, Granger seconded, directing staff to prepare a monument design/plan for the new City Hall for Council approval. All aye. Motion Carried. RECESS Miron made motion, Puleo seconded, to recess tonight's meeting at 10:00 pm until the RCWD meeting of August 8, 2001, at 7:00 pm. All aye. Motion Carried. Mary A reager City C