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HomeMy WebLinkAbout2018.12.17 CC Minutes CITY of Minutes ' HUGO CITY COUNCIL MEETING EST. 1906 HUGO CITY HALL • 14669 Fitzgerald Avenue North•Hugo,NIN 55038 MONDAY,DECEMBER 17, 2018— 7 P.M. 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, Finance Director Ron Otkin, Community Development Director Rachel Juba, City Attorney Dave Snyder, City Engineer Mark Erichson, City Clerk Michele Lindau Minutes for the December 3, 2018 City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the City Council meeting held on November 5, 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 seconded. 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 Inspector Scott Baller 3. Approve Annual Performance Review for Community Development Director Rachel Juba 4. Approve Annual Performance Review for Public Works Worker Ryan McCullough 5. Approve Resolution for Renewal of 2019 Liquor Licenses and Related Licenses 6. Approve 2019 Licenses for Refuse Haulers 7. Approve Resolution Certifying Delinquent Utility Accounts 8. Approve Resolution Establishing Water and Sewer Rates for 2019 9. Approve Ordinance Establishing 2019 Fee Schedule and Publication of Summary Ordinance 10. Approve Renewal of Term for EDA Member Cindy Petty 11. Approve Renewal of Terms for Planning Commissioners Corky Lessard and Kim Luchsinger Hugo City Council Meeting Minutes for December 17,2018 Page 2 of 9 12. Approve Renewal of Terms for Parks Commissioners David Strub and Roger Clarke 13. Approve Renewal of Term for Board of Zoning and Adjustments Member Maria Mulvihill 14. Approve Renewal of Terms for Historical Commissioner Grace Waugh 15. Approve Amendment to the Personnel Policy for Meal Reimbursement 16. Approve Amendment to the Personnel Policy for Fire Department Conference Pay 17. Approve Lawful Gambling Exempt Permit for Church of St. Genevieve for April 12, 2019 18. Approve Property Line Adjustment for 13530 and 13560 Homestead Ave. N. 19. Approve Property Line Adjustment for 12928 Jody Ave N and 9105 130th St.N. 20. Approve Letter to Washington County Board Recommending Reappointment of John Waller to the Rice Creek Watershed District Board 21. Approve Appointment of Scott Cregan to the Historical Commission 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 Baller Scott Baller was hired by the City as a Building Inspector on January 1, 2006. Over the past 13 years, Scott performed 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 Community Development Director Rachel Juba Rachel Juba was hired as the City's new Associate Planner on January 2, 2007, promoted to Planner in 2010, then Community Development Director in May, 2018. Over the past 12 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 Community Development Director 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. Hugo City Council Meeting Minutes for December 17,2018 Page 3 of 9 Approve Resolution for Renewal of 2019 Liquor Licenses and Related Licenses Staff received the appropriate applications for renewals of liquor, tobacco, and games licenses for 2019 and recommended Council approve the annual renewal of these licenses subject to payment of all requested fees, taxes, and certificates of liquor liability insurance. Adoption of the Consent Agenda approved the RESOLUTION 2018-46 APPROVING 2019 LIQUOR LICENSES &RELATED LICENSES. Approve Resolution for Renewal of 2019 Licenses for Refuse Haulers The City 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. Adoption of the Consent Agenda approved the RESOLUTION 2018-47 APPROVING 2019 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. Adoption of the Consent Agenda approve RESOLUTION 2018-48 CERTIFYING UNPAID UTILITY BILLS TO THE COUNTY AUDITOR FOR COLLECTION. Approve Resolution Establishing Water and Sewer Rates for 2019 Last year, the City Council adopted a resolution approving a pro-forma financial guide for water and sanitary sewer operations and established service rates. The Finance Department was directed to update the financial guide and review service rates on an annual basis going forward. The Finance Director had updated the pro-forma for the 2019 fiscal year and the service rates needed to fund operations. Adoption of the Consent Agenda approved RESOLUTION 2018-49 ADOPTING A PRO FORMA FINANCIAL GUIDE FOR WATER AND SANITARY SEWER OPERATIONS FOR THE 2019 FISCAL YEAR AND ESTABLISHING SERVICE RATES. Approve Ordinance Establishing 2019 Fee Schedule and Publication of Summary Ordinance City staff annually reviews the fee, rates and charges schedule and recommends changes. The Finance Department had reviewed these changes and incorporated them into the fee schedule for 2019. Adoption of the Consent Agenda approve ORDINANCE 2017-492 ADOPTING THE 2019 CITY HUGO FEE SCHEDULE and SUMMARY FOR PUBLICATION. Approve Renewal of Term for EDA Member Cindy Petty Staff had contacted Cindy Petty regarding the expiration of her term as member of the EDA at the end of this year. Cindy indicated she would like to be reappointed to the EDA for another six year term. Adoption of the Consent Agenda approved the reappointment of Cindy Petty to the EDA for a term to expire on December 31, 2024. Hugo City Council Meeting Minutes for December 17,2018 Page 4 of 9 Approve Renewal of Terms for Planning Commissioners Corky Lessard and Kim Luchsin2er Staff had contacted Planning Commissioners Corky Lessard and Kim Luchsinger 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 Corky Lessard and Kim Luchsinger for another four-year term on the Planning Commission to expire December 31, 2022. Approve Renewal of Terms for Parks Commissioners David Strub and Roger Clarke Staff had contacted Parks Commissioners David Strub and Roger Clarke regarding the expiration of their terms as Commissioners at the end of this year. Both indicated they would like to be reappointed to the Parks Commission. Adoption of the Consent Agenda approved the reappointment of Commissioners David Strub and Roger Clarke for a three-year term to expire on December 31, 2021. Approve Renewal of Term for Board of Zoning and Adiustments Member Maria Mulvihill Annually, the Council appoints a resident to serve on the Board of Zoning Appeals and Adjustments. Maria Mulvihill currently served in the position and indicated she would like to be reappointed to serve another one year term. Adoption of the Consent Agenda approved the reappointment of Maria Mulvihill to the Board of Zoning for a one-year term to expire on December 31, 2019. Approve Renewal of Terms for Historical Commissioner Grace Waugh Historical Commissioner Grace Waugh's terms expired 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 Grace Waugh for another three-year term to expire December 31, 2021. Approve Amendment to the Personnel Policy for Meal Reimbursement The City's Personnel Policy contained maximum reimbursement levels for meals (breakfast, lunch, and dinner) when an employee's duties keep them away from their home and the corporate limits of the City during normal meal hours. The reimbursement levels stated in the Personnel Policy have not been adjusted since 2011. Staff recommended that the Personnel Policy be changed to state that reimbursement levels will reflect the per diem meal reimbursement rates set forth annually by the U.S. General Services Administration for the corresponding destination city/county and that rates for Minneapolis and St. Paul/Hennepin and Ramsey be included yearly in the salary resolution. Adoption of the Consent Agenda approved the amendment to the Personnel Policy for meal reimbursement. Approve Amendment to the Personnel Policy for Fire Department Conference Pay As a way to encourage attendance at recognized Fire and EMS organization sponsored conferences, the Fire Chief had recommended that current members of the department be Hugo City Council Meeting Minutes for December 17,2018 Page 5 of 9 compensated for the conferences that they attend. The Minnesota State Fire Chiefs Association, Arrowhead Fire Officers, Duluth Fire Officers, Arrowhead EMS, and Regional State Fire were examples of organizations that sponsor conferences that help keep the department informed of the most recent advances in firefighting and medical techniques, as well as allow members to make important connections with other departments. Fire Chief Kevin Colvard had recommended that each firefighter be paid $125 per day (or a pro-rated portion thereof for less than a full day) for attendance at approved conferences. Adoption of the Consent Agenda approved the amendment to the Personnel Policy for Fire Department conference pay. Approve Lawful Gambling Exempt Permit for Church of St. Genevieve for April 12, 2019 The St. Genevieve's Men's Club was preparing for their Fish Fry Fridays and applied to hold a raffle on April 12, 2018. This required a Lawful Gambling Exempt Permit to be approved by the City Council. Adoption of the Consent Agenda approved the Lawful Gambling Exempt Permit for the St. Johns Site of St. Genevieve Church. Approve Property Line Adiustment for 13530 and 13560 Homestead Ave. N. Brian and Janell Wilke, 13530 Homestead Avenue North, and James and June Smith, 13560 Homestead Avenue North, had requested to adjust their common property lines. Both parcels would remain the same size at 12.04 acres and five acres. The property line adjustment complied with all lot size and setback requirements. Adoption of the Consent Agenda approved RESOLUTION 2018-50 APPROVING A PROPERTY LINE ADJUSTMENT FOR BRIAN AND JANELLE WILKE FOR PROPERTIES LOCATED AT 13530 HOMESTEAD AVENUE NORTH AND 13560 HOMESTEAD AVENUE NORTH. Approve Property Line Adiustment for 12928 Jody Ave N and 9105 130th St. N. Debra Orr, 12928 Jody Avenue North, and Shirley Nelson, 9105 130th Street North, had requested to adjust their common property lines to add an additional 6.21 acres to Orr's current 35.25 acre parcel. The Nelson parcel was 19.90 acres and would be reduced to 13.69 acres. The property line adjustment complied with all lot size and setback requirements. Adoption of the Consent Agenda approved RESOLUTION 2018-51 APPROVING A PROPERTY LINE ADJUSTMENT FOR DEBRA ORR FOR PROPERTIES LOCATED AT 12928 JODY AVE N AND 9105 130TH ST N. Approve Letter to Washington County Board Recommending Reappointment of John Waller to the Rice Creek Watershed District Board The term of John Waller on the Rice Creek Watershed District Board was to expire in January, 2019. The Washington County Board selects watershed district managers from lists of nominees submitted by municipalities. Adoption of the Consent Agenda approved the letter to Washington County recommending the reappointment of John Waller to the Rice Creek Watershed District Board. Approve Appointment of Scott Cregan to the Historical Commission Resident Scott Cregan had applied to be on the Historical Commission. There was a vacant term on the Commission expiring December 31, 2018. Adoption of the Consent Agenda approved the Hugo City Council Meeting Minutes for December 17,2018 Page 6 of 9 appointment of Scott Cregan to the Historical Commission with a three-year term to end on December 31, 2021. Award of Bid for Water Tower#4 City Engineer Mark Erichson provided background on the planning for water towers in Hugo and explained that increased development had created a need for a new tower. This tower would be located behind Well No. 6, and the existing 500,000 gallon water tower at Fenway Avenue and 130th Street would be eliminated in 2020 or 2021. Bids for the Water Tower No. 4 project were received on December 6, 2018. Four bids were received with the low bid being submitted by CB&I, LLC. Bids Ranged from $3,521,000 to $4,021,200. He explained the bidding documents included two alternates. Alternate No. 1 was for the removal of trees as outlined in the construction plans. The Public Works Department had requested this portion not be awarded as part of the construction contract because they intended to complete the work themselves this winter, saving $12,000. Alternate No. 2 was for an alternate integrator. The alternate integrator associated with Alternate 2 is a cost savings of$10,500. Miron made motion, Klein seconded, to award of a contract to CB&I, LLC for the base bid and Alternate 2 in the amount of$3,510,500. All Ayes. Motion carried. Approve Resolution for Bond Reimbursement Federal treasury regulations permit the City to issue bonds after construction begins on Water Tower 44 and use the proceeds to reimburse itself for expenses that have already been paid, subject to certain timelines. To comply with these regulations, the Council needed to approve a bond reimbursement resolution. Passage of this resolution would not require the City to issue bonds, but merely preserves the City's rights to do so. Klein made motion, Petryk seconded, to approve RESOLUTION 2018-52 ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE. All Ayes. Motion carried. Update on 130th Street Improvement Project Right-of-Way Acquisition Staff had been preparing construction plans and specifications for the reconstruction of 130th Street from Highway 61 to Goodview Avenue. As part of the design, a roundabout was planned for 130th Street at Flay Avenue along with a pedestrian trail on the north side of 130th Street, and sanitary sewer forcemain upsizing. Easement acquisition needs had been identified in the southeast and southwest quadrants of 130th Street and Flay Avenue to accommodate the construction of this roundabout. Staff had also identified easement needs at the east end of 130th Street to allow for the realignment of 130th Street to connect with Goodview Avenue at a right angle, as the intersection is currently skewed. Temporary easements would be needed for access for construction and the planting of trees to screen the roundabout traffic. Meetings with property owners have been ongoing to identify any concerns they have. The cost of the easements from the property owners totaled $32,600. One parcel belonging to David and Julie Hugo City Council Meeting Minutes for December 17,2018 Page 7 of 9 Johnson would be $6,650, the parcel belonging to the Beaver Ponds Development would be $8,850, and the parcel owned by Kevin Peltier would be $17,100. Construction would be scheduled for 2019. Miron made motion, Klein seconded, to approve RESOLUTION 2018-53 AUTHORIZING THE OFFER PRESENTATION ON THE PARCELS TO THE PROPERTY OWNERS AND TO ACQUIRE THE PROPERTY AREAS NEEDED EITHER BY NEGOTIATION OR CONDEMNATION FOR THE 130TH STREET PROJECT. All Ayes. Motion carried. Approve Purchase of Aerial Truck for the Hugo Fire Department The City Council had established a committee to evaluate and make recommendations on the purchase of a new aerial truck for the Hugo Fire Department. The Equipment Fund included the purchase of a truck in 2021 when another existing truck would be eliminated from the Fire Department fleet. The Committee had recently located a slightly used aerial truck that is available at a reduced price. Fire Chief Kevin Colvard explained a pumper truck would be taken out of service and this new truck would be a pumper and aerial truck. Mayor Weidt explained one of the goals of the committee was to be willing and able to act if the right vehicle was located. This truck had been used slightly for demos and was brought to the City's attention at the end of November, which was earlier than expected. The Committee recommended the Council approve the purchase of an aerial truck in an amount not to exceed $1.1 million subject to compliance with legal requirements. Weidt made motion, Petryk seconded, to approve the purchase of an aerial truck in an amount not to exceed $1.1 million subject to compliance with legal requirements. All Ayes. Motion carried. Discussion on Rice Creek Watershed District Maintenance of Judicial Ditch 3 RCWD Administrator Phil Belfiori and Engineer Chris Otterness presented to Council information on repairs to Judicial Ditch 3 and Judicial Ditch 2, Branches 1 & 2, located in Hugo. The Rice Creek Watershed District is the drainage authority for these ditches and was considering repairs to be completed in 2019-2020. Belfiori provided background on the Rice Creek Watershed District explaining they manage 120 miles of public ditches and tile systems on behalf of landowners as required by Minnesota law. The repairs are needed so ongoing maintenance is more cost effective. This will also provide predictable drainage and stormwater management for upcoming developments. Belfiori said Hugo is one of the most rapidly growing cities in the state, and this drainage system is critical infrastructure as the sole outlet for the area. He explained the four year repair process began with confirming the "as constructed"profile. Options are being identified to determine what depth the ditches should be repaired to. Meetings will then be held, repair funds will be identified, and if approved, a final report would be done and repairs completed. Otterness talked about things they found when surveying the system and noted there is a substantial amount of development close to the channels of the ditch system, which creates Hugo City Council Meeting Minutes for December 17,2018 Page 8 of 9 additional challenges when repairing. Trees and brush need to be removed to provide an access corridor for continued maintenance, which accounts for most of the cost. There is heavy vegetation in the channels and substantial amounts of sediments in the ditches. Discussions needed to be had with landowners about the removal of trees and placement of spoiled dirt removed from the ditches. Areas would be smoothed and seeded, and herbicides would be used to prevent tree regrowth. It was the RCWD's recommendation to leave native grasses and not mow, but if landowners wanted to replace turf grass,they would have to do so on their own. The RCWD also needed to discourage landowners from placing objects such as fences and sheds in the drainage system easement. It was their goal to work with the land owners to preserve trees, prevent damage to structures, and still be able to maintain the corridor. Belfiori stated that the RCWD is putting a lot of resources into communicating with landowners and there will be public meetings held during the winter of 2019. It was anticipated construction would begin in 2020. He added that this will be the largest and most costly repair the RCWD has done to date. Council asked about the north end of Bald Eagle Lake, funding for the project, and strategies for keeping the ditch in the repaired condition. Otterness explained there was a gap between the Bald Eagle Lake outlet and the drainage ditch. The DNR has jurisdiction of that public water course, and this creates challenges for completing work there with no right of access. Belfiori explained there was an alternative authority that would allow the district to fund repairs through ad valorem tax money, rather than direct assessment to benefitting landowners, that would require concurrence from the City prior to the District Board of Managers ordering the repair. This would be discussed at a future meeting. Belfiori talked about maintenance of the ditch saying the Board has made sure there was ample resources to inventory and assess the ditch systems, and equipment has been purchased to maintain it. Weidt acknowledged it was an important but painful project for the City, and he stressed the importance of notifying the landowners and working with them. Update on the Yellow Ribbon Network Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. He talked about Red Friday and how volunteers remembered the soldiers by shipping care packages. They have so far shipped over 8,000 pounds in care packages. He showed pictures of the Welcome Troops Pheasant Hunt field sponsors. There were 16 Secret Santa volunteers, and he recognized Excel Energy for helping them receive a grant for $ 4,000. The YRN receive a$400 donation from MN builders Association. Survivor Outreach Services requested funds for a mother and child to travel. Help was requested by a soldier who needed legal representation and a soldier who needed a new bed due to injuries. There will be no Burger Night in December, and he thanked everyone who has helped support the organization. Cancel January 21, 2019 Regular Council Meeting City Administrator Bryan Bear explained the Council's second meeting in January falls on January 21St, which is the Martin Luther King Holiday, and offices would be closed. Miron made motion, Klein second, to cancel the meeting on January 21, 2019. All Ayes. Motion carried. Hugo City Council Meeting Minutes for December 17,2018 Page 9 of 9 Schedule Goal Setting Session for Week of January 22-25 Annually, Council schedules a Goal Setting Session in January to establish goals and on-going priorities for the year. City Administrator Bryan Bear recommended Council select a date to hold the Goal Setting Session. Weidt made motion, Miron seconded, to schedule the annual Goal Setting Session for Tuesday, January 22, 2019, at 5 p.m. All Ayes. Motion carried. Adiournment Klein made motion, Petryk seconded, to adjourn at 8:31 p.m. All Ayes. Motion carried. Respectfully Submitted, 4� . Lv�'C� Michele Lindau, City Clerk