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HomeMy WebLinkAbout2018.12.03 CC Minutes Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. PRESENT: Haas, Klein, Miron, Petryk, Weidt ABSENT: None ALSO PRESENT: City Administrator Bryan Bear, Finance Director Ron Otkin, Community Development Director Rachel Juba, City Engineer Mark Erichson, City Clerk Michele Lindau Minutes for the November 5, 2018 City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on November 5, 2018, as presented. All Ayes. Motion carried. Minutes for the November 13, 2018 Board of Canvass Miron made motion, Petryk seconded, to approve the minutes for the Board of Canvass held on November 13, 2018, as presented. All Ayes. Motion carried. Minutes for the November 13, 2018 Legislative Reception Klein made motion, Miron seconded to approve the minutes for the 2018 Legislative Reception on November 13, 2018, as presented. All Ayes. Motion carried. Minutes for the November 16, 2018 “Thank You for Your Service” Event Petryk made motion, Klein seconded, to approve the minutes for the “Thank you for Service” event held on November 16, 2018, as presented. Haas requested staff send a thank you to those that held the event. All Ayes. Motion carried. Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, DECEMBER 3, 2018 – 7 P.M. Hugo City Council Meeting Minutes for December 3, 2018 Page 2 of 7 Approval of the Agenda Weidt made motion, Miron seconded, to approve the agenda as amended to add approval of a resolution requesting additional time to complete and submit the City’s Comprehensive Plan. All Ayes. Motion seconded. Donation to the Yellow Ribbon Network – Lions Club President Dan Balthazor On August 12, 2018, the Hugo Lions sponsored a golf scramble at the Oneka Lake Golf Course with proceeds from the event going to the Hugo Yellow Ribbon Network. Jason Schwieger talked about the event organized by him and Lions Member Dan Balthazor. Jason presented a check to the Yellow Ribbon Network in the amount of $4,250. Recognition of YRN Burger Night Sponsors Minnesota National Guard's Deputy Adjutant General, Major General Neil Loidolt presented Certificates of Appreciation to the YRN Hamburger Night Sponsors for 2018. Present to receive their certificates were: Laura, Lake Area Bank; Terry Willams, Bald Eagle Sportsman Club; Scott Arcand, Oneka Ridge Golf Course; Dan Gallitan; Collect Jurek, Xcel Energy; Jason Schwieger, Hugo Lions Club; and Tim Scanlan, Creekside Villas HOA. Several employees of Muller Memorial were present to receive the Sponsor of the Year Award. The Mayor called for a short recess. The meeting reconvened at 7:20 p.m. Update on Yellow Ribbon Network Council Member Chuck Haas and Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. Haas showed photos of 1,100 packages of Command Hooks that were donated by 3M for care packages. He also shared photos of “Thank You” notes, the recent care packaging event, and military members who had received care packages. He thanked WSB Engineering for donating. This Saturday will be the 20th Welcome Home Pheasant Hunt at Wild Wings. A donation of Christmas cards was donated by the Maple Grove Rotary to send to the troops. The Secret Santa program is underway with over a dozen of volunteers. The YRN assisted a Gold Star Family with rent, and provided assistance to a Hudson, WI family. Xcel Energy is working on a grant to help the YRN, and they have been receiving donations from Bell Bank employees as part of their “Pay it Forward” program. He acknowledged the continued support of The Citizen and mentioned the nice feature in their paper on Veteran’s Day. Approval of the Consent Agenda Miron made motion, Klein seconded, to approve the following Consent Agenda: 1. Approval of Claims 2. Approve Annual Performance Review for Building Official Chuck Preisler 3. Approve Final Payment to North Valley Construction for Oneka Lake Boulevard/Harrow Avenue Improvement Project Hugo City Council Meeting Minutes for December 3, 2018 Page 3 of 7 4. Approve Automatic Mutual Aid Agreement Between Forest Lake and Hugo Fire Departments 5. Approve Promotion of Probationary Firefighter Trevor LeGros to Firefighter 6. Approve Resolution Approving 2019 Salary and Reimbursement Levels 7. Approve Wetland Replacement for Fast Sun, LLC for Solar Farm on 165th Street 8. Approve the Replacement of Asphalt Patching Trailer for Public Works 9. Approve Resolution Requesting Additional Time to Complete the Comprehensive Plan Review and Update Obligations All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Building Official Chuck Preisler Chuck Preisler was hired by the City of Hugo as the Building Inspector on November 29, 2004 and was promoted to Building Official in April 2010. Adoption of the Consent Agenda approved the annual performance review for Building Official Chuck Preisler. Approve Final Payment to North Valley Construction for Oneka Lake Boulevard/Harrow Avenue Improvement Project North Valley, Inc. had successfully completed the improvements for the Oneka Lake Boulevard and Harrow Avenue Improvement Project. MNDOT had reviewed and signed off that the project has been constructed in accordance with the approved plans and specifications. Adoption of the Consent Agenda approved the acceptance of the improvements and the issuing of the final payment to North Valley, Inc. in the amount of $50,399.30. Approve Automatic Mutual Aid Agreement Between Forest Lake and Hugo Fire Departments The Hugo Fire Department and Forest Lake Fire Department had requested the Council approve the Automatic Mutual Aid Agreement between the two cities which would allow for automatic response from both departments for building and structure fires within each city. This would allow response immediately without first receiving a request for assistance. In addition, the responding party would be able to send any available fire department resources at the discretion of the responding party official, based on availability. There would be no charges from the responding party unless assistance continued for a period of more than 12 hours. In that case, the responding party could submit an itemized bill for the cost of assistance after the initial 12-hour period to include salaries, equipment, etc. at the rates established by the Division of Forestry/MN/DNR. Adoption of the Consent Agenda approved the Automatic Aid/Mutual Aid Agreement Between the Cities of Forest Lake and Hugo for the Dispatch and Use of Fire Personnel and Equipment. Hugo City Council Meeting Minutes for December 3, 2018 Page 4 of 7 Approve Promotion of Probationary Firefighter Trevor LeGros to Firefigh ter Trevor LeGros was hired on November 21, 2016 and had completed all the necessary probationary requirements to be promoted to firefighter. Adoption of the Consent Agenda approved the promotion of Trevor LeGros to regular firefighter. Approve Resolution Approving 2019 Salary and Reimbursement Levels At their July 2, 2018 meeting, the City Council approved mid-term salary adjustments and the 2019 salary matrix. The matrix included a 3.0% cost of living increase. During the 2019 budget process the Council also indicated their willingness to grant step increases to those employees who have not yet reached their pay grade maximums. Seven (7) of the city’s 26 full-time employees will receive step increases. The net aggregate dollar increase equals $72,605. The overall budget for employee wages will increase by 3.96%. It was noted that two (2) positions were currently vacant. These positions appeared on the proposed salary resolution at their corresponding pay grade minimums. Using state supplied software, the Finance Department verified that the city would remain in compliance with Pay Equity Statutes. Adoption of the Consent Agenda approved RESOLUTION 2018-41 SETTING 2019 SALARIES FOR CITY EMPLOYEES AND ESTABLISHING EMPLOYEE REIMBURSEMENT LEVELS. Approve Wetland Replacement for FastSun4, LLC for Solar Farm on 165th Street Sunrise Engery Ventures (FastSun4, LLC) was proposing to construct a 1 megawatt solar facility along 165th Street on a 30 acre parcel. The City Council approved an IUP for the solar farm at its October 1, 2018, meeting. To accommodate this development, the applicant was proposing to impact 0.17 acres of wetland to construct an access driveway into the project and replace the impacts to these wetland basins through the purchase of wetland credits from an approved wetland bank. The requirements under the MN Wetland Conservation Act (WCA) had been met. Adoption of the Consent Agenda approved the Oneka Place wetland replacement plans, subject to the conditions listed in the notice of decision. Approve the Replacement of Asphalt Patching Trailer for Public Works In 2005, the City had purchased a three-ton capacity asphalt patching trailer from Stepp Manufacturing to assist in the filling of potholes and road patching. This piece of equipment hauls and heats the asphalt material that is placed in potholes. This piece of equipment had been in service for 14 seasons and was nearing the end of its useful life. Staff was looking to replace the trailer and had recommended increasing the capacity to a four-ton trailer. This had been included in the 2019 Equipment CIP. The equipment listed on the quote from Stepp Manufacturing had been reviewed with Finance Director Ron Otkin. Public Works staff was requesting authorization to replace the existing 2005 trailer with the new trailer using a Mn/DOT contract through the Cooperative Purchasing Venture (CPV) assuring that the City of Hugo would receive the best price available while providing us with the necessary options to choose from. Adoption of the Consent Agenda approved the purchase of an asphalt patching trailer as outlined in the quote from Stepp Manufacturing dated November 20, 2018. Hugo City Council Meeting Minutes for December 3, 2018 Page 5 of 7 Approve Resolution Requesting Additional Time to Complete the Comprehensive Plan Review and Update Obligations On November 15, 2018, the Metropolitan Council approved a second application process for planning grant communities to request an extension to the December 31, 2018, submittal deadline for comprehensive plan updates. The grant communities are eligible to make a request of up to six additional months to submit their plan, or through June 30, 2019. An application needed to be submitted by December 21, 2018, that included a resolution requesting the extension, a description of the completed and remaining activities, and the timeline for completion. Once the application was received by the Met Council, they would work with Hugo to amend the planning grant agreement to reflect the new deadline. Adoption of the Consent Agenda approved RESOLUTION 2018-42 REQUESTING ADDITIONAL TIME WITHIN WHICH TO COMPLETE COMPREHENSIVE PLAN “DECENNIAL” REVIEW AND UPDATE OBLIGATIONS. Public Hearing on City Budget and Tax Levy State statutes required the City Council to hold a public hearing on the proposed city budget and tax levy for the 2019 fiscal year. Finance Director Ron Otkin presented the budget and tax levy to the Council prior to taking public comment. Ron stated that, once again, the City received no Local Government Aid and the main reason was because Hugo’s tax rate of 36.33% was lower than the state wide average at a tax rate of 44.251%. He explained the median market value of residential homestead in Hugo was $262,700, and based on that valuation, the tax would be $197.31 less than the statewide average on the same home. Additionally, Hugo’s tax rate was on the low end of other comparable cities in Washington County. Homes in Hugo increased 6.7% in market value, and changes in market value changed the tax levy amount since it’s been the Council’s desire to maintain a flat tax rate. Ron reviewed the City’s bonded debt, which is $259 per capita. This is much lower than the statewide average and gives Hugo an excellent bond rating of AA+. He reviewed the debt service and talked about what made up the different funds and levies. Ron explained the programs available to residents for tax refunds and encouraged visiting the Department of Revenue’s tax website for more information and forms. He concluded his presentation by stating the budget satisfies the funding priorities established by the City Council. Mayor Weidt opened the public hearing. Richard Bieniek, 5161 Farnham Drive North, questioned what he saw as a large revenue or overage of money in the budget, and he wondered why that was. Ron addressed the question of the overage in funds stating it’s been the City’s practice to conservatively estimate revenues and liberally estimate expenditures. Council explained that a surplus had served the City well in the past, specifically during the 2008 tornado, and when property values dropped, the Council was able to maintain a flat tax rate. This avoided raising taxes during a recession. The conservative budgeting process also improves Hugo’s bond rating. Funds have been used to establish the building maintenance fund and contribute towards the equipment replacement fund. Hugo City Council Meeting Minutes for December 3, 2018 Page 6 of 7 Hearing no other comments, Weidt closed the public hearing. Miron made motion, Klein seconded, to approve RESOLUTION 2018-43 APPROVING THE GENERAL FUND BUDGET FOR THE 2019 FISCAL YEAR. Ayes: Klein, Miron, Petryk, Haas, Weidt Nays: None Motion carried. Petryk made motion, Klein seconded, to approve RESOLUTION 2018-44 APPROVING FINAL TAX LEVY PAYABLE IN 2019. Ayes: Miron, Petryk, Haas, Klein, Weidt Nays: None Motion carried. Klein made motion, Miron seconded, to approve RESOLUTION 2018-45 RELATING TO THE TERMINATION OF TAX INCREMENT DISTRICT NO. 1-1 AND DIRECTING DECERTIFICATION THEREOF BY THE COUNTY AUDITOR. Ayes: Haas, Klein, Miron, Petryk, Weidt Nays: None Motion carried. City Holiday Party on Thursday, December 13, 2018 City Administrator Bryan Bear reminded Council of the Holiday Party scheduled for Thursday, December 13, 2018, with social hour at 5:30 p.m. and dinner at 6:30. p.m. The event will be held at the Hugo American Legion. City Hall Offices to be Closed on Monday, December 24, 2018 The City Personnel Policy provides each employee with a personal holiday every year. City employees had requested to use this personal holiday on Monday, December 24, 2018 and close City Hall. Klein made motion, Petryk seconded, to approve the closing of City Hall on Monday December 24, 2018. All Ayes. Motion carried. Hugo City Council Meeting Minutes for December 3, 2018 Page 7 of 7 Adjournment Haas made motion, Klein seconded, to adjourn at 8:09 All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk