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HomeMy WebLinkAbout2016.12.19 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, DECEMBER 19, 2016 Call to Order Mayor Weidt called the meeting to order at 7:03 p.m. PRESENT: Haas, Klein, Miron, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, City Engineer Mark Erichson, City Attorney Dave Snyder, and City Clerk Michele Lindau Approval of Minutes for December 5, 2016 Council Meeting Klein made motion, Miron seconded, to approve the minutes for City Council meeting on December 16, 2016 as presented. All Ayes. Motion carried. Approval of Minutes for December 8, 2016 Schwieters Holiday Party Petryk made motion, Klein seconded, to approve the minutes for the Schwieters Holiday Party on December 8, 2016 as presented. All Ayes. Motion carried. Approval of Minutes for December 8, 2016 City Holiday Party Klein made motion, Miron seconded, to approve the minutes for the City Hall Holiday Party on December 8, 2016 as presented. All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Klein seconded, to approve the agenda as presented All Ayes. Motion carried Update on Yellow Ribbon Network and Recognition of Sponsors Council Member Chuck Haas and Council Member Phil Klein reported on the recent activities of the Yellow Ribbon Network. The YRN received many "Thank Yous" for their support of the youth pheasant hunt and he acknowledged all the sponsors. They supported many activities including the 134th Brigade Christmas party, furnishing a dresser and bed to an active guardsman's sick mother, found assistance to take care of the pets for a National Guard member, and sent care packages. The Hugo City Council Meeting Minutes for December 19, 2016 Page 2 of 8 YRN received support from Xcel Energy, Thomson Reuters, and Allina Health employees who participated in their company's matching gifts program. Haas talked about the success of the Burger Night at the Hugo Legion. Certificates of Appreciation were presented to the monthly sponsors and a plaque for the sponsor of the year went to the Oneka Ridge Golf Course/Arcand Family. Minnesota National Guard State Chaplain, Col Buddy Winn was in attendance with Captain George Messer who presented the YRN a certificate of appreciation for the care packages they sent and Command Coins as a thank you for their support. Winn also recognized Gail Springborn of the Army's Survivor Outreach Service for all her work with Gold Star Families and presented her with a weekend vacation retreat. Mayor Weidt called for a five-minute recess. The Council reconvened at 7:35 p.m. Approval of the Consent Agenda Miron made motion, Klein seconded, to approve the following Consent Agenda items. 1. Approval of Claims 2. Approve Annual Performance Review for Building Inspector Scott Baller 3. Approve Annual Performance Review for Planner Rachel Juba 4. Approve Annual Performance Review for Public Works Worker Ryan McCullough 5. Approve Resolution for Renewal of 2017 Liquor Licenses and Related Licenses 6. Approve 2017 Licenses for Refuse Haulers 7. Approve Resolution Certifying Delinquent Utility Accounts 8. Approve Ordinance Establishing 2017 Fee Schedule and Publication of Summary Ordinance 9. Approve Renewal of Terms for Planning Commissioners Bob Rosenquist and Lynn Patzner 10. Approve Renewal of Term for Board of Zoning Appeals and Adjustments Member Christian Boland 11. Approve Renewal of Terms for Parks Commissioners Cathy Moore-Arcand, Nicole Schmid, and Ranell Tennyson 12. Approve Renewal of Term for Economic Development Authority Member Mike Gallivan 13. Approve Renewal of Terms for Historical Commissioners Cynthia Schoonover, Trina Oswald, and Joyce Granger 14. Approve Lawful Gambling Exempt Permit for St. Genevieve Church During Fish Frys 15. Approve Changes to the Personnel Policy for Public Works Boot Reimbursement Hugo City Council Meeting Minutes for December 19, 2016 Page 3 of 8 16. Approve Ordinance Amendment and Personnel Policy Revisions Regarding Fire Department Response Times Requirements 17. Approve Contributions to Insured Employees Health Savings Accounts 18. Approve Hiring of Neal Nelson as Public Works Apprentice 19. Approve Replacement of Roadside Mowing Attachment All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Building Inspector Scott Bailer Scott Baller was hired by the City as a Building Inspector on January 1, 2006. Over the past eleven years, Scott has completed building inspector duties as well as provided coverage for the front counter. Adoption of the Consent Agenda approved the annual performance review for Building Inspector Scott Baller. Approve Annual Performance Review for Planner Rachel Juba Rachel Juba was hired as the City's new Associate Planner on January 2, 2007 and promoted to Planner in 2010. Over the past ten years, Rachel has worked in the Community Development Department and provides support for the Economic Development Authority and Planning Commission. Adoption of the Consent Agenda approved the annual performance review for Planner Rachel Juba. Approve Annual Performance Review for Public Works Worker Ryan McCullough Ryan McCullough was hired on January 2, 2007 as the City of Hugo's new Public Works Maintenance Worker. Ryan has worked over the past ten years in a wide variety of the duties completed by the Public Works Department including snowplowing, landscape maintenance, sewer work, and water work. Adoption of the Consent Agenda approved the annual performance review for Public Works Maintenance Worker Ryan McCullough. Approve Resolution for Renewal of 2017 Liquor Licenses and Related Licenses Staff had received the appropriate applications for renewals of Liquor, Tobacco, and Games licenses for 2017. Staff recommended Council approve the resolution approving the annual renewal for the 2017 liquor licenses and related licenses, subject to payment of all requested fees, taxes, and certificates of liquor liability insurance. Adoption of the Consent Agenda approved RESOLUTION 2016-42 APPROVING 2017 LIQUOR LICENSES & RELATED LICENSES. Hugo City Council Meeting Minutes for December 19, 2016 Page 4of8 Approve Resolution for Renewal of 2017 Licenses for Refuse Haulers The City has received applications from seven refuse haulers who provide refuse collection and recycling services to Hugo businesses and residents. Licenses will be issued to these haulers upon receipt of the $165 annual licensing fee and proof of insurance. Staff recommended Council approve the resolution issuing 2017 refuse haulers licenses to: Gene's Disposal; SRC, Inc,; Maroney's Sanitation; Ace Solid Waste; Walters Recycling; Republic Services; and MN Waste Management. Adoption of the Consent Agenda approved RESOLUTION 2016- 43 APPROVING 2017 REFUSE HAULERS LICENSES. Approve Resolution Certifying Delinquent Utility Accounts Annually, the Finance Department reviews all delinquent utility bills, which are the result of nonpayment or underpayment of water and sewer utility bills. In accordance with City Ordinance, Council is required to adopt a resolution to certify delinquent utility bills to the property tax rolls. Property owners who have not paid their outstanding utility bill will have it certified to the property tax rolls. City staff recommends Council approve the resolution certifying delinquent utility bills for placement on property tax statements. Adoption of the Consent Agenda approved RESOLUTION 2016-44 RESOLUTION NO. 2016 -44 DECLARING UNPAID UTILITY BILLS BE PLACED ON THE TAX ROLLS. Approve Ordinance Establishing 2017 Fee Schedule and Publication of Summary Ordinance City staff annually reviews the fee, rates and charges schedule and recommends changes. The Finance Department has reviewed these changes and incorporated them into the fee schedule for 2017. Adoption of the Consent Agenda approved ORDINANCE 2016-478 ADOPTING THE 2017 CITY HUGO FEE SCHEDULE. Approve Renewal of Terms for Planning Commissioners Bob Rosenquist and Lynn Patzner Staff had contacted Planning Commissioners Bob Rosenquist and Lynn Patzner regarding the expiration of their terms as Commissioners at the end the year. Both indicated they would like to be reappointed to the Planning Commission for another four-year term. Adoption of the Consent Agenda approved the reappointment of Commissioners Bob Rosenquist and Lynn Patzner for another four-year term on the Planning Commission to expire December 31, 2020. Approve Renewal of Term for Board of Zoning Appeals and Adiustments Member Christian Boland Annually, the Council appoints a resident of Hugo to be a member of the Board of Zoning Appeals and Adjustments. Christian Boland is interested in serving another one year term on the Board. Adoption of the Consent Agenda approved the reappointment of Christian Boland as a member on the Board of Zoning Appeals and Adjustments to expire December 31, 2017. Hugo City Council Meeting Minutes for December 19, 2016 Page 5 of 8 Approve Renewal of Term for Parks Commissioners Cathy Moore-Arcand, Nicole Schmid, and Ranell Tennyson Staff had contacted Parks Commissioners Cathy Moore-Arcand, Nicole Schmid, and Ranell Tennyson regarding the expiration of their terms as Commissioners at the end of this year. All three had indicated their desire to be reappointed to the Parks Commission. Adoption of the Consent Agenda approved the reappointment of Commissioners Cathy Moore-Arcand, Nicole Schmid, and Ranell Tennyson for a three-year term to expire on December 31, 2019. Approve Renewal of Term for Economic Development Authority Member Mike Gallivan The term for EDA member Mike Gallivan expires on December 31, 2016, and he has indicated his willingness to serve another six-year term. Adoption of the Consent Agenda approved the reappointment of Mike Gallivan to serve another term on the EDA to expire on December 31, 2022. Approve Renewal of Terms for Historical Commissioners Cynthia Schoonover, Trina Oswald, and Joyce Granger Historical Commissioners Cynthia Schoonover, Trina Oswald and Joyce Granger have terms that expire at the end of the year. They had all indicated a desire to serve another three-year term on the Historical Commission. Adoption of the Consent Agenda approved the reappointment of Cynthia, Trina, and Joyce for another three-year term to expire December 31, 2019. Approve Lawful Gambling Exempt Permit for St. Genevieve Church During Fish Frys The Church of St. Genevieve had applied for a Lawful Gambling Exempt Permit for the St. John's site. The Men's Club of the parish wished to run a raffle in conjunction with their annual Friday Night Fish Frys in March and April 2017. Half of the monies collected was to be used as prizes, and the other half donated to the Hugo Good Neighbor Food Shelf and Centennial Food Shelf. Adoption of the Consent Agenda approved the Lawful Gambling Permit for St. John's Site of St. Genevieve Church for Raffles during the Fish Frys in March and April, 2017. Approve Changes to the Personnel Policy for Public Works Boot Reimbursement The Public Works Department had requested an increase of $50 to the yearly boot allowance. Public Works employees typically maintain at least three sets of boots, lightweight boots for summer use, heavy winter boots and also insulated rubber boots for use in water and mud. The current allowance was $100/year. Adoption of the Consent Agenda approved the increase in the yearly allowance to $150. Hugo City Council Meeting Minutes for December 19, 2016 Page 6 of 8 Approve Ordinance Amendment and Personnel Policy Revisions Regarding Fire Department Response Times Requirements The Hugo City Code required Hugo Fire Department employees to reside within the City limits. The Personnel Policy required the same and also required they reside within a five-minute radius of the Fire Hall. The Fire Department had requested a change to allow residents to live outside the City but within a six -minute radius. Adoption of the Consent Agenda approved the amendment to the Personnel Policy and ORDINANCE 2016-479 HUGO CITY CODE, CHAPTER 34 FIRE PREVENTION AND PROTECTION, SECTION 34-1 ADMINISTRATION RELATING TO RESPONSE TIME Approve Contributions to Insured Employees Health Savings Accounts At the December 5, 2016, budget and tax levy public hearing the Council was advised that HealthPartners had once again increased the deductibles for the city's health insurance plan. The annual out-of-pocket costs increased $250 to $2,500 for single coverage and $500 to $4,500 for family coverage. To defray these increases, staff recommended Council approve contributing an amount equal to the increase to each insured employee's Health Savings Account. Contributions would be limited to those employees who are renewing coverage or are beginning employment with the city. The total cost of $7,250 has been included in the 2017 operating budget. Adoption of the Consent Agenda approved the contributions to insured employees' health savings accounts. Approve Hiring of Neal Nelson as Public Works Apprentice In 2007, the City Council created an apprenticeship program for the Public Works Department with the intent to create an opportunity to hire and train talented individuals. This also allowed the City to hire individuals at a reduced rate while they learn. Neal Nelson had worked as a seasonal employee for the past two summers and was interested in the apprentice position. The 2017 Budget included funding for this position. Adoption of the Consent Agenda approved the hiring of Neal Nelson as a Public Works Apprentice effective January 3, 2016. Approve Replacement of Roadside Mowing Attachment In 2006, Council approved the purchase of a John Deere 6420 Tractor equipped with Diamond Co. mower decks. This piece of equipment was used for roadside ditch mowing and continues to be a very serviceable piece of equipment. Therefore, staff's recommendation was to keep the current tractor in service and delay its replacement. Also purchased in 2006, along with this tractor, were mower decks specifically used for roadside ditch mowing. These decks were ten years old and in need of replacing. Staff had put forth considerable effort in researching a replacement mower deck and felt confident in making a recommendation based on cost, performance and reliability. The equipment listed on the quote from Diamond Mowers had been reviewed with Finance Director, Ron Otkin, and he was in agreement with the Public Works staff recommendation to delay the replacement of the John Deere 6420 tractor and replace the mower attachment only. This piece of equipment would be purchased using a Mn/DOT contract Hugo City Council Meeting Minutes for December 19, 2016 Page 7of8 through the Cooperative Purchasing Venture (CPV) assuring the City of Hugo would receive the best price available while providing necessary options to choose from. Adoption of the Consent Agenda approved the purchase of a 21' side fold boom mower attachment and controls as outlined in the quote from Diamond Mowers dated November 17, 2016. Update on Water Reuse Proiects City Administrator Bryan Bear provided Council with an update on various water reuse projects that are already operating or planned for future construction. He stated the City is expecting to make applications for 2017 projects, and he provided an update on funding and ongoing regulations and efforts to streamline the permitting requirements. The Oneka Ridge Golf Course project was funded in partnership with the RCWD and BWSR. It has worked perfectly through its second year of operation; however, there is maintenance that needs to be done on the pump earlier than expected, which will lead to changes. The Clearwater Cove development had their first pump turned on this year to be used to irrigate lawns of the newly constructed homes. It was built by the developer and is being maintained by the Homeowners Association. The system may have the ability to be expanded to the Creekside Villas neighborhood. The Beaver Ponds neighborhood is using a pond to irrigate the soccer fields. Next year will be the full year of pumping. There were neighborhood concerns over the water level in the pond, and controls have been added to prevent the pond from becoming too shallow. If this is successful, applications for other neighborhood ponds could be expected. A system has been approved for a retrofit project in Waters Edge. A pond will provide water to irrigate the green spaces of the townhomes. It is funded ty the City, Met Council, and the Watershed District. The design and the maintenance agreement with the townhome association are expected to be completed by summer 2017. Rice Creek Watershed District recently adopted rules that now allow the City to get infiltration credits for projects receiving grants from the RCWD. The next round of projects for funding could include the replacement of the irrigation system on CSAH 8, expansion of the Waters Edge project, Creekside Villas or townhomes in Victor Gardens. The City needs to make application to the RCWD before the end of the year, and there may also be other money available with different application deadlines. Feasibility studies are necessary, and the RCWD seems interested helping pay for these studies since they now understand the importance of these projects. Appropriation permits from the DNR also are required, and the City has questioned the need for it. The DNR had reviewed their process and created a new permit, which is even more difficult. There is a potential for intervention from the legislature to change the statute. The City is also watching the interagency working group at the state regarding changes that may need to be made to the plumbing code. There is currently no guidance by the Department of Health on the safety of the reuse of water, and there may be upcoming regulations. Klein asked if the City knows how much water was being saved. Bear stated the City does have some data, but the most dramatic results will be shown in the coming year. Hugo City Council Meeting Minutes for December 19, 2016 Page 8of8 Haas talked about his work on the Water Supply Advisory Committee, which was to help streamline the regulatory process. The process is now more difficult and he was concerned they may now start requiring a permit for storm water reuse. They council is committed to water reuse, and the biggest obstacle in getting the developers to do it is the delay in permit. The permitting process is getting in the way of developers moving forward with projects, and the DNR is standing in the way of the good things the City is doing. Miron agreed the City needed to continue moving forward with these projects, and he asked if another Water Summit was scheduled. Bryan explained he next phase of the USGS study will soon be released, and there should be another Summit meeting soon. Miron suggested having conversations with the legislators at the time. Petryk said water reuse projects should be a great selling point because they will be saving money. Bear stated they don't know enough about it yet, but the developers are taking a risk and trying it. Klein agreed. The City has homeowner associations and developers wanting to do projects, and the city needs to continue moving these forward. Weidt commented that the City is on the right track. To expand the Waters Edge project makes sense, and he encouraged staff to look at that. He also encouraged working with the DNR Commissioner on getting the process easier for developers. Schedule Goal Setting Session Annually, the Council meets in January to set goals for the year. City Administrator Bryan Bear requested Council schedule a date to hold their annual Goal Setting Session. Weidt made motion, Miron seconded, to schedule the Goal Setting Session for Tuesday, January 17, 2017 at 6:30 p.m. All Ayes. Motion carried. Adjournment Klein made motion, Miron seconded, to adjourn at 8:15 p.m. All Ayes. Motion carried. Respectfully Submitted, A A"I� Michele Lindau City Clerk