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HomeMy WebLinkAbout2018.09.17 CC Minutes 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 Engineer Mark Erichson, City Attorney Dave Snyder, Community Development Director Rachel Juba, and City Clerk Michele Lindau Minutes from the September 4, 2018 City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on September 4, 2018, as presented. All Ayes. Motion carried. Minutes from the September 6, 2018 Midyear Budget Workshop Miron made motion, Petryk seconded, to approve the minutes for the Midyear Budget Workshop on September 6, 2018, as presented. All Ayes. Motion carried. Minutes from the September 11, 2018 HBA Networking Breakfast Klein made motion, Petryk seconded, to approve the minutes for the HBA Networking Breakfast held on September 11, 2018, 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. Approval of the Consent Agenda Klein made motion, Miron seconded, to approve the following Consent Agenda: 1. Approval of Claims 2. Approve Annual Performance Review for City Clerk Michele Lindau Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, SEPTEMBER 17, 2018 7 P.M. Hugo City Council Meeting Minutes for September 17, 2018 Page 2 of 8 3. Approve Annual Performance Review for Public Works Worker Paul Christianson 4. Approve Hiring of Amber Lozier as Finance and Public Works Administrative Assistant 5. Approve Off-Site Gambling Permit for Merrick, Inc. for Purse Bingo at the Hugo American Legion 6. Approve Extension of Leave of Absence for Firefighter Andy Luchsinger 7. Approve Electrical Inspection Services Agreement with Tolke Inspections, Inc. 8. Approve Resolution Approving Preliminary Tax Levy for 2019 9. Approve Special Event Permit for Halloween Event at Woodloch Stables 10. Approve Reduction in Letter of Credit for Adelaide Landing Phase 2 and Release of the Cash Escrow for the Phase 1 Grading. 11. Approve Property Line Adjustment for Wlaschin at 7755 125 th Street North 12. Approve Purchase Agreement with Chris Cosgrove for City Owned Property on TH61 All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for City Clerk M ichele Lindau Michele Lindau was hired as the new City Clerk in the City of Hugo on January 1, 2008. Michele was originally hired by the City of Hugo as a part time employee in 1997 and a full time employee beginning May 1, 1999. Adoption of the Consent Agenda approved the annual performance review for City Clerk Michele Lindau. Approve Annual Performance Review for Public Works Worker Paul Christianson The City of Hugo hired Paul Christianson as a Public Works Worker on September 27, 2004. Adoption o f the Consent Agenda approved the annual performance review for Public Works Worker Paul Christianson. Approve Hiring of Amber Lozier as Finance and Public Works Administrative Assistant At its September 4, 2018 meeting, The Council approved the job de scription for the Finance and Public Works Administrative Assistant, an inter -departmental position that will support both the Finance and the Public Works Departments. Amber Lozier has worked for the City as a temporary scanning technician since February, 2015, helping to scan documents for the Laserfiche project. Adoption of the Consent Agenda approved the hiring of Amber Lozier as the new full-time Finance and Public Works Administrative Assistant with a start date of October 8, 2018. Hugo City Council Meeting Minutes for September 17, 2018 Page 3 of 8 Approve Off-Site Gambling Permit for Merrick, Inc. for Purse Bingo at the Hugo American Legion Merrick, Inc., had submitted an application to conduct off-site gambling at the Hugo American Legion on September 24, 2018. The Legion was requesting Merrick be allowed to co nduct Purse Bingo at their location. Adoption of the Consent Agenda approved the the Off -Site Gambling Permit for Merrick, Inc. Approve Extension of Leave of Absence for Firefighter Andy Luchsinger At its May 21, 2018, meeting, the Council approved a four-month Leave of Absence for Firefighter Andy Luchsinger effective from May 5 – September 9. Andy had requested an extension of his leave until December 31, 2018. Adoption of the Consent Agenda approved the extension of the leave for Andy Luchsinger unt il December 31, 2018. Approve Electrical Inspection Services Agreement with Tolke Inspections, Inc. At its July 16, 2018 meeting, the Council approved a revised agreement with Brian Nelson Inspection Services, Inc. On August 1, 2018, Brian submitted his notice of retirement. Staff had interviewed other contractors and recommended entering into an agreement with Tolke Inspections, Inc. Adoption of the Consent Agenda approved the agreement for electrical inspection services with Tolke Inspection Services effective October 1, 2018. Approve Resolution Approving Preliminary Tax Levy for 2019 At its September 6, 2018, mid-year budget workshop, the City Council listened to a presentation from Finance Director Ron Otkin highlighting revenues and expenditures t o-date as well as projections for the 2019 fiscal year. It was the consensus of the Council that the 2019 preliminary tax levy provide for no change in the urban tax rate. The total proposed 2019 property tax levy of $7,083,393 keeps the urban tax rate at 36.330% of tax capacity while the rural tax rate will decline by 0.02%. The Finance Director believed this levy was sufficient to fund the operating and capital budgets in 2019 and recommend ed the City Council approve the Resolution Approving the Preliminary Tax Levy Payable in 2019. Adoption of the Consent Agenda approved RESOLUTION 2018-27 APPROVING PRELIMINARY TAX LEVY PAYABLE IN 2019 Approve Special Event Permit for Halloween Event at Woodloch Stables Ken Short from Motley, MN, had applied for a Special Event Permit for a Halloween haunted walk to be known as “Hellwoods” on property owned by Woodloch Stables at 5696 170 th Street North and property to the northwest owned by Fred Macalus at 5696 170 th Street North. This event took place for the first time last year and was known as the “Woods of Terror”. This is an event for 14+ years of age and consists of a 35 -45 minute haunted walk through the woods on an established trail. Starting September 28, 2018, from Sunday through Thursday, the haunted t rail will be open at 7:30 p.m. with no entry after 10 p.m. On Fridays, Saturdays, and Wednesday, October 31st (Halloween), no entry will be permitted after 11 p.m. All visitors will be off the premises by midnight. Staff and Washington County Sheriff’s O ffice have worked with the applicant on the details of this event. Adoption of the Consent Agenda approved the Special Event Permit for “Hellwoods” subject to the conditions in the staff memo. Hugo City Council Meeting Minutes for September 17, 2018 Page 4 of 8 Approve Reduction in Letter of Credit for Adelaide Landing Phase 1 and 2 Adelaide Landing 2nd Addition has had significant work completed to date and the Excelsior Group was requesting an initial reduction in the letter of credit. The current letter of credit was in the amount of $1,578,491. Staff had inspected the work completed to date and recommends reducing the letter of credit to $325,000 based on the value of work remaining to be completed. The Excelsior Group was also requesting the release of the cash escrow for the grading as the initial grading phase is complete. Adoption of the Consent Agenda approved the release of the cash escrow for the grading in the amount of $68,400. Approve Property Line Adjustment for Wlaschin at 7755 125 th Street North Staff received a property line adjustment application subm itted by Matthew and Teresa Wlaschin and Wlaschin Family Farm Limited Partnership on Thursday, August 9. The properties are located south of 125th Street North. The applicants were requesting approval of a property line adjustment for the properties of 7755 125th Street North and 12140 Illies Avenue North. Parcel B is 5 acres and parcel A is 137 acres in size. The applicant was proposing to adjust the common property line between the properties. This adjustment w ould result in Parcel B totaling 6 acres and Parcel A totaling 136 acres. Adoption of the Consent Agenda approved RESOLUTION 2018-28 APPROVING A PROPERTY LINE ADJUSTMENT FOR MATTHEWAND TERESA WLASCHIN AND WLASCHIN FAMILY FARM LIMITED PARTNERSHIP FOR PROPERTIES LOCATED AT 7755 125TH STREET NORTH AND 12140 ILLIES AVENUE NORTH. Approve Purchase Agreement with Chris Cosgrove for City Owned Property on TH61 At its Tuesday, August 21, 2018, meeting the EDA was presented with a concept for the City owned property across from City Hall by Chris and Jennifer Cosgrove. The Cosgroves owned and operate Cozzies Traven and Grill along Highway 36 near Stillwater. They have interest in purchasing the City owned property for their second location. The EDA agreed that the concept generally met the development criter ia the City has for the property and directed staff to negotiate a purchase agreement with the Cosgroves for City Council approval. Staff has been working with the City Attorney on the purchase agreement. Adoption of the Consent Agenda approved the draft purchase agreement subject to the City Attorney review and approval. Update on Midyear Budget Workshop and Aerial Truck Committee The Midyear Budget meeting was held on Thursday, September 6, 2018. During the meeting there was discussion on the purchase of an aerial truck for the Fire Department. Council suggested forming a committee to plan for the purchase of this truck. Miron made motion, Klein seconded, to approve the appointment of: Mayor Tom Weidt, Public Works Director Scott Anderson, Public Works Lead Worker Mike Loeffler, Finance Coordinator Anna Wobse, Fire Chief Kevin Colvard, one of the Assistant Chiefs, a third member of the Hugo Fire Department, and City Administrator Bryan Bear to be on the Aerial Truck Committee. Hugo City Council Meeting Minutes for September 17, 2018 Page 5 of 8 Interim Use Permit (IUP) for a Solar Farm located north of 165th Street and west of Henna Avenue North Community Development Director Rachel Juba explained that Fast Sun, LLC, was requesting approval of an Interim Use Permit (IUP) for a solar farm to be located north of 165th Street North and west of Henna Avenue North. The property is 30 acres that would be leased to the applicant, and the farm is proposed to be on five acres in the northwest corner of the property. The property is zoned Future Urban Services and guided Low Density in the 2040 Comprehensive Plan. There are 13 acres of wetland on the property, and the applicant is seeking approval from the Technical Evaluation Panel for pilings and the access drive off 165th Street. This farm will be able to provide power for 165 homes, and power is proposed to be purchased by Xcel Energy. Rachel explained the farm will be fenced, and she reviewed the landscaping plan. The Planning Commission held a public hearing and considered the req uest at its July 26, 2018, and August 23, 2018, meetings. The Planning Commission recommended approval of the IUP for a solar farm with a vote of 3-2. Rachel reviewed the comments from the public at the hearings and the comments and recommendations made by the Planning Commission. Recommendations related to revisions to the landscape plan, gate on the driveway entrance, review of the IUP every five years, information on decommissioning, design of the panels, health and safety impacts, and information on the stormwater plan. Rachel talked about the revisions that had been made to the plan, performance standards for solar farms, and criteria that needed to be met for approval. She stated that it was staff’s opinion that it met the intent and standards o f the ordinance, and staff recommended approval subject to the conditions in the IUP. Mayor Weidt noted that this item was not scheduled as a public hearing, but he invited audience members to speak. Annie Gregoire, 16720 Henna Avenue North, and Amy Jorgenson, 16613 Henna Avenue North, approached the podium. Annie spoke about the character of the neighborhood and the reasons why they built their homes where they did. Amy referred to the criteria regarding compatibility and questioned how an industrial project fit into the neighborhood. She talked about a “heat island” and how it would affect the environment. She stated that studies have proven that chemicals are released during construction and decommission, or in case of a break. Annie said that thing s may seem safe in the beginning but could be harmful. She asked the Council to reconsider this new trend. Dan Riopel and Meriel McClintock, 7260 165th Street North, talked about the landscaping stating they would like to see 15-foot trees instead of t he proposed six to eight -foot since the panels were 15 feet tall. The y also requested the trees on the west side of the site be 30 feet from property line to allow for growth without encroaching on the neighboring property. It was their opinion that the t rees on the east side would not block or screen. They stated there needed to be a lockbox on the gate entrance for City and emergency access. Dan talked about the driveway through the wetland. He wanted it to at least be gravel, and he cautioned against putting water on the neighboring property. He also commented on maintenance saying it should be done monthly and all landscaping should be completed entirely before going online. It should also be inspected upon completion and inspected for maintenance the first, second, and Hugo City Council Meeting Minutes for September 17, 2018 Page 6 of 8 fifth year, and then every five years. He talked about the road being a five -ton and how it could be destroyed by their equipment. He requested the Council protect the City’s investment in the roads. Meriel presented a petition to the Council signed by 39 residents in opposition of the solar power plant. She requested a study be done at the applicants expense to determine the amount of escrow that should be collected for decommission. She suggest a lien be put on the property if there was not enough escrow to cover expenses. She also talked about TV, cell phone, and Wi-Fi interruptions and the harmful effect on animals. She also requested a study be done to determine how the plan affected their property values. James Gregoire, 16720 Henna Avenue North, stated he agreed with the other parties that spoke, and he added that the road along the west property line should extend all the way to the north (instead of stopping in the middle as shown on the plan) to provide for easier eme rgency access. He also talked about the screening being inadequate on the east. Applicant Chuck Biesner, 601 Carlson Parkway, Minnetonka, agreed with all of staff’s recommendations, and he stated he has heard these comments from the public multiple times. He stated he could shift the garden to the east to provide for another row of trees on the west. He said the height of the panels are 12 feet and will be fixed system. He felt the six foot trees will grow quickly, and said his landscape budget was near $70,000. He said he could extend the driveway to the end of the project with class-five rock. Weidt asked about grass, and Beisner replied that there would be native grass under the panels and mowed a few times a year. Weidt talked about the likeliness that they would need to start up the panels up to make sure they work, and this may be before the landscape is in. Beisner said they also needed to plant when it was the best time of year to plant. He added that the construction company put together the escrow amount, and he knows of no WI-FI interruptions. Petryk questioned if the panels were different than those used on homes, since they would be in very close proximity and she has never heard of any issues. Beisner stated they were the same panels, and there are also many farms in close proximity of animals with no issues. Beisner addressed the heat island effect by saying the panels absorb as much heat as possible. He also stated he would work with the construction company on the logistics of the five-ton road. Weidt asked Rachel about protection should they go bankrupt. Rachel replied there could be a transfer of an IUP, and if it was not operating for 12 months, they would begin decommissioning, and there would be more than enough money for t he removal. Miron said he would support taller trees, and they should be setback far enough to not impede upon the neighboring property. Weidt said he thought it excessive to request 15-foot trees due to expense, and an 8-foot tree would grow tall enough in a few years. He agreed that the road needed to go all the way along the project . Miron talked about inspections and staff involvement. Rachel stated she would be inspecting and would add additional inspections to the permit. Snyder stated that an IUP, is an interim use, and contains conditions that, if violated, the permit Hugo City Council Meeting Minutes for September 17, 2018 Page 7 of 8 could be ended. A Conditional Use Permit (CUP) runs forever and the IUP is more restrictive. He said that if Council approved, it should be on a final written permit. He advised that the permit contain a modification clause, and staff could consider any shortfall in decommission be assessed against the property. Miron asked about additional criteria imposed and what would happen if the applicant didn’t comply. Snyder replied that the City could choose to not renew the permit . Miron said the ordinance allowed for this type of project to be located in this area. He did have concerns with landscaping, and the City needed to minimize the impacts as much as possible. Klein agreed that the City needs to be cognizant of those living near. Setbacks needed to be revaluated, and he wanted all the pieces of the puzzle put together before making a decision. Weidt spoke about the character of the neighborhood questioning where a solar farm would fit if not in that area. He said he was fine with smaller trees and letting them grow due to the financial burden. He also agreed it was a good idea to pause and have staff come back with the permit in order. Petryk stated her support on the trees. Miron stated the City needed to make sure the screening is established in a reasonable time to minimize the visual impact and was comfortable knowing that inspections would be done. Klein made motion, Miron seconded, to direct staff gather info rmation into one permit for review by council and residents. All Ayes. Motion carried. Recess Mayor Weidt called for a short recess. He called the meeting back to order at 8:31 p.m. Yellow Ribbon Network Update Council Member Phil Klein report ed to Council that the next Hamburger Night will be on Wednesday, September 26, 2018, from 5-8 p.m. Klein stated that this would be an excellent opportunity to show support for the troops. Family Movie Night at Hanifl Fields on Friday, September 28, 2018 City Administrator Bryan Bear informed Council that Family Movie Night would be held Friday, September 28, 2018, at Hanifl Fields beginning with a vehicle show at 6:30 p.m. Fire trucks, squad cars, and other equipment will be available for the kids to see as well as meet the deputies and firefighters. The movie “Mo ana” begins at 7:30 p.m. This is a free event. Miron made motion, Klein seconded, to schedule meeting to attend Movie Night on Sept ember 28, 2018, at 6:30 p.m. All Ayes. Motion carried. Hugo City Council Meeting Minutes for September 17, 2018 Page 8 of 8 Barbeque Cookout and Fundraiser at Lions Park on Saturday, September 29, 2018 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the BBQ Cookout and Fundraiser to be held on Saturday, September 29, 2018, at Lions Park from noon – 2 p.m. This is a free event with donations benefiting the Yellow Ribbon Network. White Bear Area Chamber Business & Achievement Awards Tuesday, October 2, 2018 City Administrator Bryan Bear informed Council they had been invited to attend the 2018 Business & Achievement Awards on October 2, 2018, at the Keller Golf Course, 2166 Maplewood Drive, Maplewood. Registration begins at 11:30 a.m., and the program will be from 12:00 - 1:30 p.m. Klein made motion, Petryk seconded, to schedule a meeting to attend the White Bear Area Chamber Business & Achievement Awards on Tuesday, October 2, 2108 . All Ayes. Motion carried. Schedule Holiday Party for Thursday, December 13, 2018 Annually, the City holds a holiday party in appreciation of commissioners, board members, and City staff. City Administrator Bryan Bear recommended Council schedule the 2018 Holiday Party for Thursday, December 13th at the Hugo American Legion beginning with social hour at 5:30 followed by dinner at 6:30 p.m. Klein made motion, Miron seconded, to schedule the City Hall Holiday Party on Thursday, December 13, 2018, at 5:30 p.m. All Ayes. Motion carried. Adjournment Klein made motion, Miron seconded, to adjourn at 8:38 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk