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HomeMy WebLinkAbout2019.01.07 CC Minutes CITY of Minutes HUGO CITY COUNCIL MEETING t: EST. 1906 HUGO CITY HALL •. • 00 14669 Fitzgerald Avenue North•Hugo,MN 55038 MONDAY,JANUARY 7, 2019—7 P.M. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. PRESENT: Haas (Via Skype), Klein, Miron, Petryk, Weidt ABSENT: None 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 Oath of Office—Chuck Haas, Council Ward 3 Oath of Office—Becky Petryk, Council Ward 1 Oath of Office - Tom Weidt,Mayor On November 6, 2018, the City of Hugo held its municipal elections with races for Mayor, Council Member Ward 1 and Ward 3. Tom Weidt was successful in reelection as Mayor, Becky Petryk as Council Member Ward 1, and Chuck Haas as Council Member Ward 3. The Mayor and Council Members recited the Oath of Office. Approval of Minutes for the December 13, 2018, Holiday Party Klein made motion, Petryk seconded, to approve the minutes for the Holiday Party held on December 13, 2018, as presented. All Ayes. Motion carried. Approval of Minutes for the December 17, 2018, City Council Meeting Miron made motion, Klein seconded, approve the minutes for the City Council meeting held on December 17, 2018, as presented. All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Klein seconded, to approve the agenda as amended by staff to add the meeting notice from the Rice Creek Watershed District. All Ayes. Motion carried. Hugo City Council Meeting Minutes for January 7,2019 Page 2 of 9 Blanket Presentation to the Yellow Ribbon Network Oneka Elementary school students had made fleece blankets to send to deployed soldiers. Janet Dickinson, 4th Grade Teacher and Building Representative, presented the blankets to the Yellow Ribbon Network. Approximately 180 kids made 70 blankets to be included in care packages. The Council thanked Ms. Dickson and the students for supporting the Yellow Ribbon Network. Building Annual Report Annually, the Community Development Department compiles information on building permits, planning applications and other activities of the department for prior years. Community Development Assistant Emily Weber provided this report to Council. There were 39 planning applications processed during 2018, mostly plats and PUDs. One hundred twenty five permits for new construction were issued; 177 were for single family homes and eight were townhome units in the Generation Acres Development. Homes in Hugo are approximately 2/3 single family and 1/3 multi-family. Hugo's two building inspectors performed 6,209 inspections during the year, 1,104 of them were for the City of Scandia. There were currently 313 residential lots available and five residential projects being developed. Emily talked about the non-residential building during 2018 explaining there were five projects totaling 217,178 square feet. She concluded by saying residential construction seemed to be increasing and Hugo businesses seemed to be succeeding and wanting to expand and grow in the community. Staff continues to receive calls and meet with developers. Approval of the Consent Agenda Miron made motion, Klein seconded, to approve the following Consent Agenda: 1. Approval of Claims 2. Approve Appointment of Becky Petryk as Acting Mayor 3. Approve Appointment of WSB and Associates as City Engineer 4. Approve Appointment of Landform as City Planner 5. Approve Appointment of Johnson& Turner as City Attorney 6. Approve Appointment of Springsted, Inc. as Financial Advisor 7. Approve Appointment of Fire Chief Kevin Colvard as Emergency Management Director 8. Approve Appointment of US Bank as Depository for City Funds 9. Approve Appointment of The Citizen as Official Newspaper 10. Approve Appointments to Hugo Firefighter Relief Association 11. Approve Resolution on Statutory Tort Liability Limits 12. Approve Appointment of Bronwen Kleissler as Chair of the Planning Commission and Scott Arcand as Vice-Chair 13. Approve Appointment of Dave Strub as Chair and Cathy Moore-Arcand as Vice-Chair of the Parks and Recreation Commission 14. Approve Appointment of Cynthia Schoonover as Chair of Historical Commission Hugo City Council Meeting Minutes for January 7,2019 Page 3 of 9 15. Approve Appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA 16. Approve Appointment of Tom Weidt as the City Council Representative on the Board of Zoning Appeals and Adjustments 17. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Adjustments 18. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2019 19. Approve Purchase of a New Crew Cab Pickup Truck for the Hugo Fire Department to Replace Unit CV2 20. Approve Purchase of a New Crew Cab Pickup Truck for the Hugo Fire Department to Replace Unit U1 21. Approve Lawful Gambling Exempt Permit for Washington County Pheasants Forever 22. Approve Off-Site Gambling Permit for Merrick, Inc at the Hugo American Legion 23. Approve Premises Permit for Merrick, Inc. at the Hugo American Legion 24. Approve Resolution Designating Precinct Polling Places for 2019 25. Approve Reduction in Letter of Credit for Adelaide Landing 26. Approve Reduction in Cash Escrow for Oneka Place 27. Approve Release of Letter of Credit for Fox Meadows 28. Approve Decommissioning Escrow Agreement for Fast Sun4, LLC Regarding the 165th Street Solar Farm 29. Approve Hugo Fire Department Administrative Captain Job Description All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Appointment of Becky Petryk as Acting Mayor Each year, the Council appoints a member of the Council for the position of Acting Mayor. Adoption of the Consent Agenda approved the appointment of Council Member Becky Petryk as Acting Mayor for the year 2018. Approve Appointment of WSB and Associates as City Engineer WSB Engineers had been the City Engineer for the past 15 years. Mark Erichson handled the day-to-day civil engineering duties, and Pete Willenbring continued as the water resource engineer. WSB Engineers had requested to continue to provide this service to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of WSB Engineers and Mark Erichson as the City Engineer for 2019. Hugo City Council Meeting Minutes for January 7,2019 Page 4 of 9 Approve Appointment of Landform as City Planner Kendra Lindahl from Landform had worked over the past 16 years as the City Planner. Landform requested to continue to provide this service to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of Kendra Lindahl as the City Planner/Planning Consultant for the year 2019. Approve Appointment of Johnson & Turner as City Attorney City Attorney Dave Snyder had served the City with the law firm of Johnson & Turner for the past five years. Johnson& Turner requested to provide legal services to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of David K. Snyder and the Johnson & Turner Law Firm as the City Attorney for the year 2019. Approve Appointment of Sprinuted, Inc. as Financial Advisor Financial advisors Paul Steinman, Mikaela Huot, and Nick Dragisich and the other members of the Springsted, Inc. team had served the City very well over the years on a wide variety of projects and they requested to continue to provide this service. Adoption of the Consent Agenda approved the appointment of Paul Steinman, Mikaela Huot, and Nick Dragisich, from Springsted, Inc., as the City's financial advisors for the year 2019. Approve Appointment of Fire Chief Kevin Colvard as Emergency Management Director Each year, Council appoints a member of the City staff to serve in the role of Emergency Management Director. For the past decade, the Fire Chief had served in this position. Adoption of the Consent Agenda approved the appointment of the Fire Chief Kevin Colvard as the City's Emergency Management Director for 2019. Approve Appointment of US Bank as Depository for City Funds Each year, Council selects a depository/bank for the deposit of City funds. For many years, Council had selected the local Hugo branch of US Bank. Adoption of the Consent Agenda approved the appointment of U.S. Bank-Hugo as the official depository for City funds for 2019. Approve Appointment of The Citizen as Official Newspaper Each year, Council selects a newspaper as the official publication for all public notices and publishing of ordinances. For the past ten years, the City Council appointed The Citizen as the City's new official newspaper, and The Citizen would like to continue to provide this service at a slightly increased rate. The Citizen is delivered free to over 4,100 households and can be picked up free at 20 locations around town including Festival Foods, Oneka Elementary, and Kwik Trip. Adoption of the Consent Agenda approved The Citizen as the City's official newspaper for 2019. Approve Appointments to Hugo Firefighter Relief Association Minnesota State Statute requires the official appointment of the ex-officio members of the Hugo Fire Department Relief Association Board. Council needed to appoint two elected or appointed Hugo City Council Meeting Minutes for January 7,2019 Page 5 of 9 members. Adoption of the Consent Agenda approved the appointment of Mayor Tom Weidt, with Councilmember Chuck Haas as his designee in his absence, and Finance Director Ron Otkin as ex-officio members of the Hugo Fire Department Relief Association Board. Approve Resolution on Statutory Tort Liability Limits In the late 1990's the League of Minnesota Insurance Trust required each City that obtained liability coverage from them to decide whether or not to waive the statutory tort liability limits to the extent of coverage purchased. Currently these limits are $500,000 per claimant and $1,500,000 per occurrence. At that time, the City Council opted not to waive the statutory limits. LMCIT requires each member city to reaffirm their position on an annual basis. Adoption of the Consent Agenda approved RESOLUTION 2019-1 NOT TO WAIVE STATUTORY TORT LIABILITY LIMITS. Approve Appointment of Bronwen Kleissler as Chair of the Planning Commission and Scott Arcand as Vice-Chair Annually, Council appoints a member of the Planning Commission to serve as the chair and vice-chair. Bronwen Kleissler had been serving as the chair of the Planning Commission since August, 2015, and Scott Arcand had served as vice-chair since February, 2018. Adoption of the Consent Agenda approved the reappointment of Bronwen Kleissler as the chair of the Planning Commission and Scott Arcand as vice-chair for 2019. Approve Appointment of Dave Strub as Chair and Cathy Moore-Arcand as Vice-Chair of the Parks and Recreation Commission Annually, the City Council appoints members of the Parks Commission to serve as chair and vice-chair. Dave Strub had served as chair of the Parks and Recreation Commission since November, 2016, and Cathy Moore-Arcand had served as vice-chair since January 2017. Adoption of the Consent Agenda approved the reappointment of Dave Strub as chair and Cathy Moore-Arcand as vice-chair for the Parks and Recreation Commission for 2019. Approve Appointment of Cynthia Schoonover as Chair of Historical Commission Annually, the City Council appoints a member of the Historical Commission to serve as the chair of the Commission. Cynthia Schoonover had served as the chair of the Commission since July, 2015. Adoption of the Consent Agenda approved the reappointment of Cynthia Schoonover as the chair of the Historical Commission for 2019. Approve Appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA Annually, Council appoints two representatives from the Hugo City Council to serve on the Economic Development Authority (EDA). Adoption of the Consent Agenda approved the appointment of Mayor Weidt and Council Member Klein to continue to serve as the Council Representatives on the EDA for 2019. Hugo City Council Meeting Minutes for January 7,2019 Page 6 of 9 Approve Appointment of Tom Weidt as the City Council Representative on the Board of Zoning Appeals and Adiustments Annually, the Hugo City Council appoints a member of the Planning Commission, City Council, and a resident to serve on the Board of Zoning Appeals and Adjustments. Tom Weidt had agreed to serve another year on the Board as the City Council Representative. Adoption of the Consent Agenda approved the reappointment of Tom Weidt as the City Council representative to serve on the Board of Zoning Appeals and Adjustments for another one-year term. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Adiustments Annually, Council approves appointment of Chair of the Board of Zoning Appeals and Adjustments. Adoption of the Consent Agenda approved the reappoint Board Member Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2019 Since July 2013, Companion Animal Control and Otter Lake Animal Hospital had been providing animal control services to the City. Adoption of the Consent Agenda approved continuation of the current contracts with Companion Animal Control and Otter Lake Animal Hospital for 2019. Approve Purchase of a New Crew Cab Pickup Truck for the Hugo Fire Department to Replace Unit CV2 Included in the City's 2019 Equipment Purchasing Fund was funding for the replacement of the Fire Department's 2008 Chevy Silverado, which is the deputy chief's vehicle. CV2 is used to respond to calls and attend meetings. The 2008 Silverado would be sold and was valued at approximately $12,476.00. The new truck to be purchased was a 2019 Ford F-150 4x4 Crew Cab from Midway Ford through the Cooperative Purchasing Venture at a price of$41,845.76 plus tax and licensing. An additional $14,000.00 would be required to equip the new CV2 with emergency lights, sirens, radios, graphics, and other accessories. Adoption of the Consent Agenda approved the purchase of the new 2019 Ford F-150 4x4 Crew Cab and the related accessories. Approve Purchase of a New Crew Cab Pickup Truck for the Hugo Fire Department to Replace Unit U1 Included in the City's 2019 Equipment Purchasing Fund was funding for the replacement of the Fire Department's 2006 Chevy Silverado, which is the utility vehicle. UI is used to respond to medical calls where heavy equipment is not needed for rescue. The 2006 Silverado would be sold and was valued at approximately $11,338.00. The new truck to be purchased was a 2019 Ford F-150 4x4 Crew Cab from Midway Ford through the Cooperative Purchasing Venture at a price of$31,846.92 plus tax and licensing. An additional $8,000.00 would be required to equip the new Ul with emergency lights, sirens, radios, graphics, and other accessories. Adoption of the Consent Agenda approved the purchase of the new 2019 Ford F-150 4x4 Crew Cab and the related accessories. Hugo City Council Meeting Minutes for January 7,2019 Page 7 of 9 Approve Lawful Gambling Exempt Permit for Washington County Pheasants Forever Washington County Pheasants Forever, Chapter 0671, was preparing for their Stillwater Area High School/Pheasants Forever fundraiser to be held on February 17, 2019. This required a Lawful Gambling Exempt Permit to be approved by the City. Adoption of the Consent Agenda approved the Lawful Gambling Exempt Permit for the Washington County Pheasants Forever. Approve Off-Site Gambling Permit for Merrick, Inc at the Hugo American Legion Merrick, Inc., had requested an Off-Site Gambling Permit to conduct Purse Bingo at the Hugo American Legion on January 28, 2019. Adoption of the Consent Agenda approved the Off-Site Gambling Permit for Merrick, Inc. Approve Premises Permit for Merrick, Inc. at the Hugo American Legion For the past several months, Merrick, Inc. had been conducting off-site gambling at the Hugo American Legion for Purse Bingo. Merrick and the American Legion had requested to continue to do this monthly; however, state statute only allows Merrick twelve Off-Site Permits each calendar year, which prevents them from holding other events if all twelve permits are used for Purse Bingo at the Legion. Merrick had applied for a Premises Permit to allow them to conduct gambling in the form of Bingo at the Legion without the need for the Off-Site Permit. The City needed to approve the Premises Permit application before it would be approved by the MN Department of Public Safety, Alcohol and Gambling Control Board. This permit is accompanied by a lease agreement between the Hugo American Legion and Merrick, which includes a condition that only Purse Bingo would be done at the Legion by Merrick. Adoption of the Consent Agenda approved the Premises Permit application for Merrick, Inc. to conduct gambling at the Hugo American Legion. Approve Resolution Desi2natin2 Precinct Polling Places for 2019 A change was made during the 2017 legislative session to State Statute which discusses polling place designations. State law now requires municipalities to designate precinct polling places for all elections for the year by December 31 of the prior year. Adoption of the Consent Agenda approved RESOLUTION 2019-2 DESIGNATING PRECINCT POLLING LOCATIONS FOR THE 2018 ELECTIONS IN THE CITY OF HUGO, WASHINGTON COUNTY, MINNESOTA. Approve Reduction in Letter of Credit for Adelaide Landing 1St Addition Adelaide Landing has had significant work completed to date and the developer is requesting a second reduction in the letter of credit for the 1 st Addition. The current letter of credit is in the amount of$700,000. Adoption of the Consent Agenda approved the reduction in the letter of credit to $500,000 based on the value of work remaining to be completed. Approve Reduction in Cash Escrow for Oneka Place Oneka Place has had significant work completed to date, and the developer is requesting an initial reduction in the cash escrow. The current letter of credit and cash escrow for the Hugo City Council Meeting Minutes for January 7,2019 Page 8 of 9 improvements is in the amount of$1,916,036. Staff has inspected the work completed to date and recommends reducing the cash escrow by $183,000 based on the value of work remaining to be completed. The remaining value of the combined cash escrow and letter of credit for the improvements will be in the amount of$1,733,036. Additional cash escrow remains above and beyond the amount for the improvements and is intended for inspection and engineering services, etc. Adoption of the Consent Agenda approved the reduction in cash escrow for the Oneka Place development. Approve Release of Letter of Credit for Fox Meadows Fox Meadows had completed the warranty period with all necessary punch list items being addressed to the satisfaction of City staff. The $147,900 letter of credit being held in place for the duration of the warranty period can be fully released as outlined in the Development Agreement. Adoption of the Consent Agenda approved the release of the Letter of Credit for Fox Meadows Approve Decommissioning Escrow Agreement for Fast Sun4, LLC Regarding the 165th Street Solar Farm At its October 1, 2018, meeting the City Council approved an Interim Use Permit (IUP) for a solar farm located north of 165th Street North and west of Henna Avenue North. The IUP states that that the applicant, FastSun 4, LLC, shall deposit cash in the amount of$134,267 into an escrow account with the City. The escrow account would be used in the event that the City would need to remove the solar farm and complete site restoration if the applicant fails to do so per its decommissioning plan. If the applicant removed the solar farm per the decommissioning plan, the escrow money would be reimbursed to the applicant. The agreement outlined how the escrow account would be maintained and used. Adoption of the Consent Agenda approved the escrow agreement, subject to City Attorney review and approval. Approve Hugo Fire Department Administrative Captain Job Description Included in the 2019 budget was a part-time/paid on-call Administrative Captain position for the Hugo Fire Department with an annual salary of$2,750. This would replace the administrative lieutenant position and not create a new position. Fire Chief Kevin Colvard had created a job description for this position. Adoption of the Consent Agenda approved the Administrative Captain job description. Update on the Yellow Ribbon Network Council Member Chuck Haas and Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. There were 21 secret Santa volunteers adopting military families this year. The YRN provided help through the Family Assistance Center. Eight hundred pounds of care package items were sent, including blankets. Haas thanked Ship Thrifty, operated by a Forest Lake family, who took care of the packing labels and forms. Coffee and hot chocolate was collected by the students in Forest Lake Schools. Miron added that the students also wrote notes to the soldiers. The YRN has received many care packages thanks. Haas also thanked all those who donated time and money. The next Hamburger Night will be January 23rd and it will be sponsored by Lake Area Bank. Hugo City Council Meeting Minutes for January 7,2019 Page 9 of 9 Hugo Fire Department Annual Banquet on Saturday,January 26, 2019 City Administrator Bryan Bear informed Council they had been invited to attend the Hugo Fire Department Annual Banquet on Saturday, January 26, 2019, at the Hugo American Legion from 6-9 p.m. He recommended Council schedule this as a meeting if they wish to attend. Klein made motion, Petryk seconded, to schedule a meeting to attend the Hugo Fire Department Annual Banquet on Saturday, July 26, 2019. All Ayes. Motion carried. Council Meeting Cancelled for Mondav, January 21, 2019 City Administrator Bryan Bear reminded Council that their second meeting in the month of January falls on the Martin Luther King Holiday. At the December 17, 2018, meeting, Council cancelled the January 21, 2019, City Council meeting. Council Goal Setting Session on Tuesday,January 22, 2019 City Administrator Bryan Bear reminded Council they had scheduled their annual goal setting session for Tuesday, January 22, 2019. The meeting will take place in the Council Chambers at 5:00 p.m. RCWD Informational Meeting on Monday, January 28, 2019 City Administrator Bryan Bear added this to the agenda to notify Council that the Rice Creek Watershed District was holding an informational meeting on the planned maintenance on Judicial Ditch 3. He suggested Council schedule a meeting if they planned to attend. Miron made motion, Klein seconded, to schedule a meeting to attend the Rice Creek Watershed District informational meeting on Monday, January 28, 2019, at 6:30 p.m. in the Hugo Council Chambers. All Ayes. Motion carried. Adiournment Klein made motion, Petryk seconded, to adjourn at 7:30 p.m. All Ayes. Motion carried. Respectfully Submitted, J�q . uj�� Michele Lindau, City Clerk