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HomeMy WebLinkAbout2017.12.18 CC Minutes MINUTES FOR THE CITY COUNCIL MEETING ON MONDAY, DECEMBER 18, 2017 Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. PRESENT: Klein, Miron, Petryk, Weidt ABSENT: Haas ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Mark Erichson, Finance Director Ron Otkin, Accounting Clerk Anna Wobse, and City Clerk Michele Lindau Minutes for the December 4, 2017, Council Meeting Miron made motion, Klein seconded, to approve the minutes for the Council meeting held on December 4, 2018, as presented. All ayes. Motion carried Approval of the Agenda Weidt made motion, Petryk seconded, to approve the agenda as amended by removing John Pontrelli's reappointment to the Parks Commission from the Consent Agenda and adding a presentation from Oneka Elementary on their blanket project for the Yellow Ribbon Network. All Ayes. Motion carried Update on Yellow Ribbon Network and Recognition of Sponsors Klein thanked all the Burger Night sponsors and invited Mark Schwope, the 2017 Sponsor of the Year, to speak. Mark explained his ownership of a donut trailer and how he donates 10 % of those proceeds to the YRN as well as a percentage of his sales from real estate. Mark talked about his past that has led him to understand the importance of having an organization like the YRN. The Council thanked him for his contributions. Klein thanked all the 2017 Yellow Ribbon Sponsors. He presented Certificates of Appreciation to Mueller Memorials and the Hugo Lions Club. Receiving certificates but not in attendance were: Hugo America Legion, Wilson Tool, Senate District 38, Hugo Public Works, Midwest Realty, Title Smart, Boyds Promotion, Xcel Energy, Oneka Ridge Golf Course, Dan Gallatin, Bald Eagle Sportsman Association, and Lake Area Bank. Klein stated they now have sponsors for every month of 2018 except for August, September, and November. The next burger night is Wednesday, January 24, 2018, beginning at 5 p.m. Hugo City Council Meeting Minutes for December 18,2017 Page 2 of 8 Oneka Elementary School Blanket Proiect Mayor Weidt added this to the agenda to recognize the Oneka Elementary School's blanket project. Klein explained that teacher Janet Dickenson led her students in making tie blankets for military family members. Janet was present with two students, and they showed two finished blankets. She explained that 180 4t'grade Oneka Elementary students made 86 blankets within two hours. Fabric was donated by the families. This was their second year making blankets, and the Mayor and Council thanked them for their support. Approval of the Consent Agenda Petryk made motion, Miron 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 2018 Liquor Licenses and Related Licenses 6. Approve 2018 Licenses for Refuse Haulers 7. Approve Resolution Certifying Delinquent Utility Accounts 8. Approve Ordinance Establishing 2018 Fee Schedule and Publication of Summary Ordinance 9. Approve Renewal of Terms for Planning Commissioners Bronwen Kleissler and Scott Arcand 10. Approve Renewal of Terms for Parks Commissioner Mathew Rauschendorfer 11. Approve Resignation of Chris Boland from Board of Zoning and Adjustments and Advertisement for Vacancy 12. Approve Renewal of Terms for Historical Commissioner Kathy Brevig 13. Approve Resolution Approving Property Line Adjustment for Frampton— 8125 122nd St. N. 14. Approve Service Agreement with Accela for new Permitting and Planning Software 15. Approve Statement of Work with Zed IT Solutions for Implementation of Accela 16. Approve Replacement of Snow Plow 42016-06 17. Approve Final Pay Request to Geislinger& Sons, Inc. for the Beaver Ponds Sanitary Sewer Project All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Hugo City Council Meeting Minutes for December 18,2017 Page 3 of 8 Approve Annual Performance Review for Building Inspector Scott Baller Scott Baller was hired by the City as a Building Inspector on January 1, 2006. Over the past 12 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 11 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 11 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 2018 Liquor Licenses and Related Licenses Staff had received the appropriate applications for renewals of Liquor, Tobacco, and Games licenses for 2018. City staff recommended Council approve the resolution approving the annual renewal subject to payment of all requested fees, taxes, and receipt of certificates of liquor liability insurance. Adoption of the Consent Agenda approved RESOLUTION 2017-47 APPROVING 2018 LIQUOR LICENSES & RELATED LICENSES. Approve Resolution for Renewal of 2018 Licenses for Refuse Haulers The City had 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. City staff recommend 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 approve RESOLUTION 2017-48 APPROVING 2018 REFUSE HAULER 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 Hugo City Council Meeting Minutes for December 18,2017 Page 4 of 8 property tax rolls. Property owners who have not paid their outstanding utility bill will have it certified to the property tax rolls. Adoption of the Consent Agenda approved RESOLUTION 2017-49 DECLARING UNPAID UTILITY BILLS BE PLACED ON THE TAX ROLLS. Approve Ordinance Establishing 2018 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 2018. Adoption of the Consent Agenda approved ORDINANCE 2017-485 ADOPTING THE 2018 CITY HUGO FEE SCHEDULE, and the summary ordinance. Approve Renewal of Terms for Planning Commissioners Bronwen Kleissler and Scott Arcand Staff had contacted Planning Commissioners Bronwen Kleissler and Scott Arcand regarding the expiration of their terms as Commissioners at the end of this 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 Bronwen Kleissler and Scott Arcand for another four-year term on the Planning Commission to expire December 31, 2021. Approve Renewal of Term for Parks Commissioner Mathew Rauschendorfer Staff had contacted Parks Commissioner Mathew Rauschendorfer regarding the expiration of his term as Commissioners at the end of this year. Matt indicated he would like to be reappointed to the Parks Commission. Staff recommends Council approve Adoption of the Consent Agenda approved the reappointment of Commissioner Mathew Rauschendorfer for a three-year term to expire on December 31, 2020. Approve Resignation of Chris Boland from Board of Zoning and Adiustments and Advertisement for Vacancy Chris Boland had submitted his letter of resignation from the Board of Zoning Adjustments and Appeals. Adoption of the Consent Agenda approved the resignation of Chris Boland and approve the advertisement for the vacancy. Approve Renewal of Terms for Historical Commissioner Kathy Brevi2 Historical Commissioner Kathy Brevig's term expires at the end of this year. She had indicated a desire to serve another three-year term on the Historical Commission. Adoption of the Consent Agenda approved the reappointment of Kathy Brevig for another three-year term to expire December 31, 2020. Approve Resolution Approving Property Line Adiustment for Frampton-8125 122nd St. N. Mark Frampton, 8125 122"d Street North, had requested approval of a property line adjustment Hugo City Council Meeting Minutes for December 18,2017 Page 5 of 8 for properties located north of 120th Street North and east of Illies Avenue North, within the Sunset Lake Ridge Development. Lot 4, Block 1 is approximately 4.99 acres and contains a single family home with outbuildings. Lot 5, Block 1 is approximately 4.97 acres and is vacant. Frampton is the owner of both lots. The request is to adjust the common property line between the properties to allow for more area in the southern corner of Lot 5 for future construction of a single family home. The property line adjustment would not change the size of either lot. Adoption of the Consent Agenda approved RESOLUTION 2017-50 APPROVING A PROPERTY LINE ADJUSTMENT FOR MARK FRAMPTON FOR PROPERTIES LOCATED NORTH OF 120TH STREET NORTH AND EAST OF ILLIES AVENUE NORTH. Approve Service Agreement with Accela for new Permitting and Planning Software A 2017 goal of the Council was to improve technology to better serve the City's residents. During 2017, staff had evaluated several companies who provide software for municipal building and planning departments to allow permits and applications to be applied for and submitted online. Staff has found Accela's Civic Platform to best fit the current and foreseeable needs of the City. The annual subscription cost for this software had been included in the 2018 budget. Adoption of the Consent Agenda approved the service and subscription agreements with Accela subject to review and approval by the City Attorney. Approve Statement of Work with ZedIT Solutions for Implementation of Accela City staff had been working with ZedIT Solutions for an acceptable statement of work should Council approve the agreement with Accela for permitting and planning software. ZedIT would work with Accela and the City on a one-time implementation that would take approximately 16 weeks to complete. Staff had reviewed the Statement of Work and found it acceptable. Adoption of the Consent Agenda approved the Statement of Work with ZedIT Solutions. Approve Replacement of Snow Plow #206-06 Included in the City's 2018 Equipment Purchasing Fund was funding for the replacement of the Public Works Department snow plow truck 9206-06. Typically, the City replaces these trucks following a ten year equipment replacement schedule. However, in 2016 staff recommended keeping truck 9206-06 and replacing truck 9201-08 instead, due to mechanical issues. Adoption of the Consent Agenda authorized the trade-in of the 2006 Sterling and the purchase of a 2018 Mack AF 64FR(T) tandem axle chassis and equip it with the necessary snowplow options at a total cost of$206,253.00. Approve Final Pay Request to Geislin2er & Sons, Inc. for the Beaver Ponds Sanitary Sewer Prosect The City of Hugo had received Pay Request No 2 Final Payment from Geislinger& Sons Inc. for the Beaver Ponds Sanitary Sewer Project. City Engineer Mark Erichson and Senior Engineering Technician Steve Duff had reviewed the Pay Request and found it to be satisfactory for work completed. Adoption of the Consent Agenda approved Pay Request No. 2, Final Payment to Hugo City Council Meeting Minutes for December 18,2017 Page 6 of 8 Geislinger& Sons Inc., in the amount of$21,500.00 for a total construction cost of$195,654.00 for the Beaver Ponds Sanitary Sewer Project. Approve Resolution Establishing Water and Sewer Rates City Administrator Bryan Bear explained the Finance Department had completed its analysis of water and sewer billing data and has prepared a pro forma financial guide and corresponding service rates for the 2018 fiscal year. This is the first program that had been prepared in-house. He invited Finance Director Ron Otkin to present his findings and recommendations to the Council. Otkin began by saying different consulting firms would result in different rate schedules, so he gathered, sorted, and analyzed billing data to present his own method for Council consideration. Otkin used data from years when there was a high rainfall, with the assumption that water use was not for irrigation. He reviewed the quarterly averages from those years and presented a rate schedule based on that. He talked about the White Bear Lake lawsuit regarding the ban on residential watering and the judge's order on phasing down water use per capita, saying these things could have an effect on the budget and will require monitoring. Ron concluded by saying the budget includes one additional employee at Public Works, reflects actual expenses and true conservation rates, and matches expenses with a cushion built in. He recommended Council approve the resolution. Klein asked if there was funding for replacement costs related to equipment, and Otkin replied that the goal is to keep the amount of accumulated depreciation in cash, but the City would need to come up with the inflationary cost. Weidt asked Otkin if he foresaw any fluctuations for the reuse projects. Otkin stated that he netted out the gallons and revenue for the water reuse irrigation. They will set the amount for the water being taken out of the pond at a lower rate. This will be worked on next year. Petryk talked about the RCWD and asked if there was anything we needed to ask of them. Otkin stated that there may need to be some money in the stormwater fund for cleaning out ponds and would like to see the District participate. The Council liked the higher rate for huge water users in an effort to discourage irrigation. Otkin thanked Billing Clerk Jody Guareschi for providing the data and Roly Guareschi for help with the complicated formulas need in the spreadsheets. Weidt made motion, Klein seconded, RESOLUTION 2017-51 ADOPTING A PRO FORMA FINANCIAL GUIDE FOR WATER AND SANITARY SEWER OPERATIONS FOR THE 2018 FISCAL YEAR AND ESTABLISHING SERVICE RATES. All Ayes. Motion carried. Hugo City Council Meeting Minutes for December 18,2017 Page 7 of 8 Discussion on LUAC and MAWSAC Workshop Council Member Phil Klein recently attended a joint workshop of the Land Use Advisory Committee and the Metropolitan Area Water Supply Advisory Committee. As a member of both these committees, Klein provided Council an update and requested input. Klein talked about the importance of bringing both groups together as it has a big effect on water and development of land. Klein had provided Council a summary of what was discussed at the workshop, highlighting what he felt was important. He indicated he wanted to see more collaboration between government agencies on water standards in hopes policies would be discussed that would tie land use to water sustainability. Klein also recognized the need for communication and education, involving work through the school system and media and possibly providing incentives to help achieve the goals they want to accomplish. He stated that Hugo has been a leader in water conservation, and now with the conservation rate schedule, Hugo is in a good position. Klein said he felt that, as part of these commissions, Hugo has a voice in directing the future. These two committees need to be unified to gain traction regarding polices to the Metropolitan Council and legislators. He asked Council what their thoughts were on what direction they needed to take. Petryk stated it was important for people to know the aquafers are recharged, and she asked if there was any discussion on preserving these recharge areas. Klein replied there was not. Bear pointed out that Klein was the only member of both of these committees, and he is in a good position to recognize there is a crossover. Met Council allocates growth over the region and they are getting more involved in water supply, though they have no say in regulating or regionalizing water. In his opinion, they have not done a good job of connecting these two items when projecting growth forecasts. He thought it would be helpful to have an understanding of what the water supply issues are, supported by science, and the Met Council needs to be able to change its growth forecasts in recognition of that. Weidt stated that getting these group to talk is a great step in pointing out things that are logical and sensible to Hugo. Hugo is doing its part to make sure we have access to water and is on a good path, but there is a need to get rid of roadblocks. Klein talked about the cost of conservation projects and how it would be good to have legislative representative on these committees to discuss funding necessary to make the projects a reality. Hugo was fortunate to have a supportive community that has embraced conservation. Bear added that there have been too many regulations that discourage stormwater reuse. Now the Department of Health is considering new regulations on filtration because of a remote health concern. If reuse could be held on equal grounds with other policy recommendations, it may be able to carry additional weight. Miron talked about incentivizing some of this type of use and promoting it. What Hugo has done is largely due to the community's efforts, and it would be nice if there was broader based regional buy-in to help champion this effort. Hugo City Council Meeting Minutes for December 18,2017 Page 8 of 8 Weidt talked about how, as the reuse program grows, revenue will decline and will need to be addressed, keeping in mind the goal of having access to water. Schedule Goal Setting Session Annually, the Council meets in January to set goals for the year. City Administrator Bryan Bear recommended Council schedule Monday, January 29, 2018, to hold their annual Goal Setting Session. Miron made motion, Klein seconded, to schedule their annual goal setting session for Monday, January 29, 2018 at 7 p.m. All Ayes. Motion carried. Adiournment Weidt made motion, Klein seconded, to adjourn at 8:16 p.m. All Ayes. Motion carried. Respectfully Submitted, q� . Lv"C� Michele Lindau City Clerk