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HomeMy WebLinkAbout2018.03.19 CC Minutes CITY of MINUTES HUGO CITY COUNCIL MEETING t: EST. 1906 HUGO CITY HALL •. • 00 14669 Fitzgerald Avenue North•Hugo,MN 55038 MONDAY,MARCH 19,2018—7 P.M. Call to Order Mayor Weidt called the meeting to order at 7:02 p.m. PRESENT: Haas (via Skype), Klein, Miron, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder (via conference call), History Intern Olivia Schiffman, and City Clerk Michele Lindau Minutes for the March 5, 2018 City Council Meeting Miron made motion, Klein seconded, to approve the minutes for the March 5, 2018, City Council meeting presented. All Ayes. Motion carried Approval of the Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. Washington County Veteran Service Officer Lon Pardun Washington County Veteran Service Officer Lon Pardun was present to provide an overview of the services available to County Veterans through the Veteran Service Office. Lon talked about how they work hard to take care of veterans and their families. Some of the services they provide are benefit counseling, claims processing, networking and advocating with other agencies. He explained the federal and state benefits their office can assist with and talked about other local resources and services. He encouraged veterans and families of veterans to call if there is any way their office can help. Hugo Fire Department Annual Report Hugo Fire Chief Kevin Colvard provided the department's annual report for 2017. He reviewed staffing, which has remained steady over the past years. They responded to 63 fire and service calls in 2017. Alarm calls were at a slight increase, and the department will be increasing public awareness efforts to hopefully reduce those calls. This was the second year using North Memorial Ambulance Service, and the Fire Department responded to 99 rescue calls, with 16 of them cancelled in route. There was an increase in call volume from last year, and calls will likely continue to increase due to growth in the City. Colvard reviewed the training highlights Hugo City Council Meeting Minutes for March 19,2018 Page 2 of 7 during 2017 and explained how the department was continuing leadership development. Colvard provided information on their community involvement events, highlighting the Friday with Firefighters and public safety night during movie night at Hanifl Fields. He talked about the Heartsafe Community activities, which included training 354 people in CPR during 2017. Goals for 2018 are focusing on recruitment and retention, exploring daytime staffing models, and continuing the grant application system and equipment CIP. North Memorial Annual Report Manager Rob Almendinger, Supervisor Shawn McDonough, and Director Rick Wagner from North Memorial were in attendance to present the annual report on ambulance services provided to Hugo in 2017. He showed their PSA regions and where the truck are located with their coverage areas. Rick talked about a change effective April 2 where they will be eliminating the overnight change and will remain located in Hugo more often. Average response time in Hugo was 9:33 minutes compared to the regional response time of 10:28. There was a total of 665 calls in 2017, and he provided statistics on the types of calls and times of day they occur. He talked about the responses to assisted living facilities, which averaged about 100 calls per facility. He provided information on patient transports, stating they transported 472 people. Rick stated that a customer satisfaction survey indicated over 90% of the comments on their service was positive, and they continue to monitor their resources to provide the City with the best service. Weidt asked Rick to provide the City the history on response times and a benchmark of where it needed to be for Hugo to be staffed full time. Rick said they monitor it to make sure they are providing the resources needed, and he will provide that information. Approval of the Consent Agenda Petryk made motion, Klein seconded, to approve the following Consent Agenda items: 1. Approval of Claims 2. Approve Annual Performance Review for Finance Director Ron Otkin 3. Approve Special Event Permit for Yobbie and Whitaker Wedding on August 18, 2018 4. Approve Finance Coordinator Position in the City's Finance Department 5. Approve Appointment of Accounting Clerk Anna Wobse as the New Finance Coordinator 6. Approve Return of Excess TIF to Washington County for Redistribution All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Hugo City Council Meeting Minutes for March 19,2018 Page 3 of 7 Approve Annual Performance Review for Finance Director Ron Otkin Ron Otkin was hired as the City's Finance Director on April 3, 1989. For the past 29 years, Ron has conducted duties related to the City's Finance Department which includes the annual preparation of the City's budget as well as financing of public improvement projects and accounts payable and accounts receivable. Adoption of the Consent Agenda approved the annual performance review for Finance Director Ron Otkin. Approve Special Event Permit for Yobbie and Whitaker Wedding on August 18, 2018 Wedding Planner Rita Swanson had applied for a Special Event Permit for the wedding of Erika Yobbie & Grant Whitaker at their home located at 7195 137th Street North. A Special Event Permit is typically not required for weddings; however, the applicant is requesting to use the Hanifl Fields parking area for vendor parking during the event. Adoption of the Consent Agenda approved the Special Event Permit for the Yobbie/Whitaker wedding on August 18, 2018. Approve Finance Coordinator Position in the City's Finance Department Finance Director Ron Otkin had begun work on a transition plan for when he retires by establishing a Finance Coordinator mid-level position. This position would involve supervising of clerks in the department and becoming familiar with the duties of the Finance Director. Adoption of the Consent Agenda approved the Finance Coordinator position at Pay Grade 8. Approve Appointment of Accounting Clerk Anna Wobse as the New Finance Coordinator Anna Wobse has worked for the City of Hugo as the Accounting Clerk since November, 2008, under the direction of Finance Director Ron Otkin. With Anna's experience, she is qualified and will-suited for the Finance Coordinator position. Adoption of the Consent Agenda approved the appointment of Anna Wobse as the new Finance Coordinator for the City of Hugo. Approve Return of Excess TIF to Washington County for Redistribution The Bald Eagle TIF District was scheduled to be decertified next year when the final note payment is made in February. Any monies left in the TIF Fund (Excess TIF) must be sent to the County for redistribution to the taxing jurisdictions. However, the City can send some of the excess TIF to the County prior to decertification. Staff recommended that the City remit $350,000 of this excess TIF to the County this year. The remaining balance in the TIF Fund would be used for cash flow purposes. Based on the City's share of the tax rate, the City will receive approximately $141,000 back from the County. The balance would be shared by the City, County and School District. Although these funds can then be used for any purpose, the School District will break even as their state aids will be reduced by the amount they receive. Adoption of the Consent Agenda approved the remittance of$350,000 of excess TIF to Washington County for redistribution. Hugo City Council Meeting Minutes for March 19,2018 Page 4 of 7 Discussion on Historical Commission's Recommendation for the Hopkins Schoolhouse City Administrator Bryan Bear reminded Council of their goal to consider possibilities for the aging Hopkins Schoolhouse. He explained that History Intern Olivia Schiffman had led the Historical Commission in the exploration of possibilities for the future use of the schoolhouse. Olivia had worked closely with Chair Cynthia Schoonover and the Commission on gathering public input and considering several options. Bear introduced Olivia to talk through the project. History Intern Olivia Schiffman presented background on the project and the Commission's findings and recommendation to the Council. She talked about the community's general desire to prevent further deterioration of the building. She explained the City had received a grant for NewStudio to evaluate the history of the building, and she presented their findings. She explained some options included selling to a private owner or restoring the building for public use, and she provided some of the pros and cons of listing it on the National Register of Historic Places. Olivia provided the staff recommendation which was to patch hole in roof, pursue listing in the National Register, and pursue a public-private partnership. She explained the Historical commission discussed this item at their meeting earlier that day and recommend Council approved the staff s recommendation. Council discussed the recommendation and generally agreed it should be restored and house Hugo's historical items. They talked about its visibility as a landmark, a public/private partnership, the possibility of receiving grants, agreeing that listing it on the Historical Register should come first. Olivia said she saw nothing that would disqualify it. Bear explained how a public/private partnership may provide additional financing. It was concluded it was not in the Council's vision to allow the private sector to take over and lose the character of the building. Miron made motion, Klein seconded, to accept staff s recommendation and direct them to continue to work with the Historical Commission to provide clarity on what a private public partnership would look like. Oliva spoke of things she had been working on while with the City, which included digitizing and organizing documents and photos and making them available through PastPerfect on the City's website. She also created a Facebook presence on social media. She talked about her new position at the John Muir National Historic Park in Marteniz, CA through AmericaCorp. All Ayes. Motion carried. Discussion on Waste Water Reuse At its March 5, 2018, meeting, Council tabled discussion on the Metropolitan Council's amendments to its Water Resources Policy Plan due to time constraints. The amendments to the policy are related to wastewater reuse as a potential strategy to benefit the regional wastewater system, sustain the region's groundwater supplies, and support economic growth. There were three alternatives recommended by the Wastewater Reuse Policy Task Force that will be considered by the Met Council. The Met Council will hold two workshops and a public hearing Hugo City Council Meeting Minutes for March 19,2018 Page 5 of 7 to inform the public about and accept comments on the alternatives. Council Member Klein requested Council take a position on these proposals. Bear explained the Metropolitan Council Environmental Serves (MCES) has statutory authority to treat sewage but does not have authority to provide retail water service; this could be seen as competing with cities. Bear stated he was a member of the task force and shared discussions they had on whether there should be a regional cost-share, and how MCES should partner with others. The task force found regional benefits and consensus on most things except the question of whether there should be a regional cost-share. He provided the three alternatives for cost- share amendments for consideration stating the Met Council was looking for feedback on them. He provided information on SKB-E case study and hypothetical regional cost share impacts under each of the alternatives. The Council discussed the proposed alternatives and agreed it was important to have community partnerships. Council generally agreed a policy amendment was consistent with the City's goals to conserve water, but they were not familiar enough with the policy to select a specific alternative. Klein made motion, to direct staff put a letter together recommending full support of a waste water use policy being developed, supporting it as a concept and open to a regional cost share program. All Ayes. Motion carried. Discussion on Street Liahtina in Dellwood Ridge Staff had received a request from Tom Windisch, Manager of the Dellwood Ridge Home Owners Association, for the City to pay for electricity and maintenance of the street lights in the neighborhood. Until now, street lights within the public right-of-way in Dellwood Ridge have been the responsibility of the neighborhood at a cost that is typically around $212 a month. This is the only thing the HOA pays for. Staff had researched the history of this development and found no reason the City should not take on the same responsibility for these lights as the City does with all other lights located on public streets. Bear explained there are nine decorative lights in the development that are paid for by the homeowners association, and it is the only neighborhood in the City like this. The property is platted and the residents do pay the urban tax rate. Haas made motion, Klein seconded, to approve the City to make all future payments for the lights in Dellwood Ridge. All Ayes. Motion carried. Update on Yellow Ribbon Network Council Members Chuck Haas and Phil Klein updated the Council on the activities of the Yellow Ribbon Network to date. Haas began by thanking the Bald Eagle Sportsman Club for sponsoring Hugo City Council Meeting Minutes for March 19,2018 Page 6 of 7 Burger Night. Next month's sponsor is the Arcand family and Oneka Ridge Golf Course. The YRN provided financial assistance to a local family for medical care for a premature baby. They coordinated a move for a widow and two children. The network was a gold level sponsor to the Minnesota Children's Education Fund. The YRN provided car repairs to a gold star family and donations to a family dealing with a personal injury for medical and travel costs. They assisted a Stillwater disable vet with home improvement projects and arranged the donation of a stationary bike to vet recovering from knee surgery. The YRN helped a family get their electric fixed, received a donation from Benevity Community Impact, received a$300 donation from Xcel employees, and received offer from an IT company to repair electronic devices. Haas thanked volunteers who assist with the meat raffles at Sal's Angus Grill during Bingo. YRN received recognition for their welcome home pheasant hunts held for the the past eight years. More troops are being deployed to Kuwait, and he thanked the Hugo Lions for donating Girl Scout Cookies for care packages. Sprint Cleanup on Saturday, April 21, 2018 City Administrator Bryan Bear reminded Council the City and Washington County will hold their annual Spring Cleanup on Saturday, April 21, 2018, from 8 a.m. to noon at the Hugo Public Works building Kidz `n Biz on Saturday,April 28, 2018 City Administrator Bryan Bear informed Council the Hugo Area Business Association will hold their annual Kidz `n Biz event on Saturday, April 28, 2018, from 11:00 a.m. to 2:00 p.m. at the Oneka Elementary School. He recommended Council schedule this as a meeting if they choose to attend. Miron made motion, Klein seconded, to schedule All Ayes. Motion carried. RECESS After a brief discussion, Council found it unnecessary to enter into executive session to discuss the next item. Weidt made motion, Klein seconded, to take a short recess. All Ayes. Motion carried. Weidt called the meeting back to order at approximately 9:05 p.m. DISCUSSION ON THE WHITE BEAR LAKE LAWSUIT Bear provided a brief background and the timelines stating time has run out and the parameters of the order now have to be put in place. He reviewed what the Council directed at the March 5, Hugo City Council Meeting Minutes for March 19,2018 Page 7 of 7 2018, meeting, specifically to prepare for an appeal of DNR conditions and engage legislators. He reviewed the four conditions that were added to the appropriations permit. A letter appealing these conditions was drafted by City Attorney Dave Snyder for the Council's consideration. Bear explained the appeal would be a request for a contested case hearing before an administration law judge, which would likely delay implementation of the irrigation ban and keep the City in good standings with the DNR. This would be the only chance the City had to argue the permit language. He also had learned other cities will be filing appeals. He provided an update on legislative activities informing the Council that bills had been introduced in the House and Senate to prevent DNR enforcement of a court order and encourage the DNR to use the Groundwater Management Area Plan to implement existing policies. He recommended Council direct staff and the city attorney to file an appeal of the DNR's amendments to the City's appropriations permit, and to support bills SF3573 ad HF 4003. Snyder explained there were good arguments both ways. It is the last best chance to eliminate or modify the permit conditions that have direct impact on the City despite the fact the City is a relatively small user of water in the scheme of things. The Council needed to decide whether those consequences should be challenged in addition to the other steps the City is taking. Snyder talked about the reality of the everyday limitations and restrictions these conditions would place on the City and asked the Council to weigh them against an appeal, realizing the conditions have no basis on conservation. For the reason of preserving rights, Snyder said he would suggest an appeal, albeit reluctantly, since it's been the Council decision to not focus on litigation but instead focus on practical waster use. Haas made motion, Klein seconded, to direct staff and the City Attorney to file appeal of the DNR amendment to the appropriations permit and additionally support Bills SF3573 and HF4003. Council talked about their course of action and agreed it would give them a voice, but it was not the right way to focus on the goal. Litigation was an unnecessary distraction, and the City needed to continue focusing on the proactive things the City is doing. All Ayes: Haas, Klein, Miron, Petryk, Weidt Adiournment Klein made motion, Miron seconded, to adjourn at 9:25 p.m. Respectfully Submitted, Michele Lindau City Clerk