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HomeMy WebLinkAbout2019.10.07 CC Minutes Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, OCTOBER 7, 2019 - 7 P.M. 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, City Engineer Mark Erichson, City Attorney Dave Snyder, Community Development Director Rachel Juba, Community Development Assistant Emily Weber, City Clerk Michele Lindau August 17, 2019 Fire Department Rescue Demonstration at Keystone Place Miron made motion, Klein seconded, to approve the minutes for the Fire Department Rescue Demonstration at Keystone Place held on August 17, 2019, as presented. All Ayes. Motion carried. September 16, 2019 City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting on September 16, 2019, as presented. All Ayes. Motion carried. September 24, 2019 Burger Night and YRN Award Klein made motion, Petryk seconded, to approve the minutes for the Burger Night and Yellow Ribbon Network award presentation held on September 24, 2019, as presented. All Ayes. Motion carried. September 27, 2019 Movie Night Klein made motion, Petryk seconded, to approve the minutes for Outdoor Movie Night held on September 27, 2109, as presented. All Ayes. Motion carried. September 28, 2019 Rib Fest/Yellow Ribbon Network Fundraiser Miron made motion, Klein seconded, to approve the minutes for the Rib Fest and Yellow Ribbon Fundraiser held on September 28, 2019, as presented. All Ayes. Motion carried. Hugo City Council Meeting Minutes for October 7, 2019 Page 2 of 6 Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as amended by adding the approval of hiring Ashley Carlson as Administrative Intern to the Consent Agenda. All Ayes. Motion carried. Donation by Hugo Lion Club to the Yellow Ribbon Network Members of the Lions Club presented a donation of $3,000 to the Hugo Yellow Ribbon Network. These funds were raised at the Community Golf Scramble at the Oneka Ridge Golf Course. This is the seventh year the Lions have held this charitable event and the third year the YRN has been the recipient. There were at total of 116 golfers at this year’s scramble. 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 Public Works Worker Adam Greeder 3. Approve Hiring of Connor Coenen and Tim Stoltzman as Temporary Public Works Seasonal Employees 4. Approve Donation from Hugo American Legion to the Hugo Fire Department 5. Approve Statement of Work from OPG-3 for Online Permitting 6. Approve Proclamation Proclaiming October as Toastmasters Month 7. Approve Reduction in Cash Escrow for Oneka Place 8. Approve Leave of Absence for Firefighter Billy Lusk 9. Approve Hiring of Ashley Carlson as an Administrative Intern All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Public Works Worker Adam Greeder In 2007, Adam Greeder was hired by the City of Hugo as one of its summer seasonal maintenance workers in the Hugo Public Works Department. On October 6, 2008, Adam became part of the department as a full-time employee as an apprentice for the Public Works Maintenance Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Adam Greeder. Hugo City Council Meeting Minutes for October 7, 2019 Page 3 of 6 Approve Hiring of Connor Coenen and Tim Stoltzman as Temporary Public Works Seasonal Employees Staff requested authorization to hire Connor Coenen and Tim Stoltzman as a temporary seasonal employees for the public works department. Each fall, with the start of the school year, several seasonal employees leave employment with the City to attend college. The addition of these two, as seasonal employees, would assist the Public Works Department in continuing the maintenance of park property and other City owned properties into the fall until such time that park grounds maintenance has stopped for the season. Adoption of the Consent Agenda approved the hiring of Conner Coenen and Tim Stoltzman as temporary Public Works seasonal employees Approve Donation from Hugo American Legion to the Hugo Fire Department The Hugo American Legion had donated $200 to the Hugo Fire Department for training and equipment. Donations to the Fire Department must be approved by the City Council. Adoption of the Consent Agenda approved the donation of $200 from the Hugo Legion. Approve Statement of Work from OPG-3 for Online Permitting OPG-3 had developed a statement of work to implement online permitting through the City’s current PermitWorks program using Laserfiche forms. Earlier this year, the City had worked with Accela on their online system but found it did not fit the needs of the Building Department. Since then, OPG-3 had developed a solution at a fixed cost of $22,200 with no annual fee. This was a considerably lower cost than the other solutions considered by staff and would fulfill the department needs while utilizing the current permitting software. Adoption of the Consent Agenda approved the SOW with OPG-3 for an online permitting solution. Approve Proclamation Proclaiming October as Toastmasters Month The City of Hugo had been contacted by a member of a Toastmasters group in White Bear Lake requesting the City of Hugo proclaim the month of October as Toastmasters month. Adoption of the Consent Agenda approved the proclamation proclaiming October as Toastmasters Month. Approve Reduction in Cash Escrow for Oneka Place Oneka Place had significant work completed to date, and the developer requested a reduction in the cash escrow. The current letter of credit and cash escrow was in the amount of $1,200,881. Staff had inspected the work and recommended reducing the cash escrow by $1,009,277.40 based on the value of the work remaining to be completed. The remaining value of the combined letter of credit and the cash escrow would be in the amount of $191,603.60, which is 10% of the original amount. Adoption of the Consent Agenda approved the reduction in cash escrow for Oneka Place. Approve Leave of Absence for Firefighter Billy Lusk Firefighter Billy Lusk had requested a Leave of Absence for personal reasons. Lusk has been on the Fire Department since August, 2018. Adoption of the Consent Agenda approved the Leave Hugo City Council Meeting Minutes for October 7, 2019 Page 4 of 6 of Absence for Billy Lusk effective September 27, 2019 through October 11, 2019. Approve Hiring of Ashley Carlson as an Administrative Intern City Administrator Bryan Bear added to the Consent Agenda the hiring of Ashley Carlson as an Administrative Intern. Adoption of the Consent Agenda approve the hiring of Ashley Carlson as an Administrative Intern. Receive Bids and Award Contract for the Water’s Edge Stormwater Reuse – Phase 2 Improvement Project City Engineer Mark Erichson provided background on the second phase of the Water’s Edge Stormwater Reuse Project and highlighted project goals. This project will reuse 24 million gallons of stormwater annually, improve water quality by reducing runoff into lakes, and save homeowner associations money by providing water at a reduced rate. HOAs can expect to see a savings of $1.4 million over the 25 year life of the project. Phases 2 includes the installation of 12,000 feet of lineal pipe and addition of a second pump to operate all zones at the same time. At the bid opening on September 26, 2019, only one bid was received from Peterson Companies Inc. in the amount of $610,000. The engineer’s estimate was $585,000. In addition to the construction costs, there were design, management, and inspection costs bringing the total estimated project cost to $730,030. Grants had been received from the Met Council and the Rice Creek Watershed District totaling $417,500. Homeowner associations will contribute $62,500 per year for 25 years. Staff had worked on agreements with the three HOAs: Water’s Edge, Prairie Village, and the Prairie Village Villas Homeowners’ Association, that outline financial obligations and maintenance of the system. Erichson recommend Council award the contract to Peterson Companies. Preconstruction meetings would be held this month and construction would begin in October. Final completion of the project was scheduled for July 2020. Haas made motion, Klein seconded, to approve RESOLUTION 2019 – 40 RECEIVING BIDS AND AWARDING A CONTRACT FOR THE WATER’S EDGE PHASE II WATER REUSE PROJECT All Ayes. Motion carried. Miron made motion, Klein seconded, to approve RESOLUTION 2019 – 41 APPROVING STORMWATER REUSE AGREEMENTS WITH WATER’S EDGE HOMEOWNERS’ ASSOCIATION, PRAIRIE VILLAGE HOMEOWNERS’ ASSOCIATION AND THE PRAIRIE VILLAGE VILLAS ASSOCIATION. All Ayes. Motion carried. Discussion on RCWD Watershed Management Plan 60-Day Review Period Comments The Rice Creek Watershed District (RCWD) had been preparing an update to its Watershed Management Plan (WMP) over the past several months. Staff had been involved in attending meetings and providing input and comments along the way as they developed the plan. The RCWD had provided the City a draft Watershed Management Plan for a 60-day review comment period. Staff had drafted a letter to provide comments, which were due October 9, 2019. Community Development Director Rachel Juba presented these comments to the Council for review and approval. Hugo City Council Meeting Minutes for October 7, 2019 Page 5 of 6 Juba explained that a lot of the comments were technical. She specifically addressed some of the proposed policies and goals, and strongly encouraged they delete the section addressing impacts to land uses since the City is the land use authority, and drainage issues are only one of the factors. She talked about the section regarding stormwater reuse and had language in the comment letter encouraging the district to keep supporting these projects. The letter also addressed the need for geographic equity in funding distribution, and passing along part of the savings to the City for performing the functions of permitting and enforcement for the district as the Local Government Unit (LGU). The letter encouraged the district to evaluate the cost recovered from that program and look at ways other cities can reduce costs. City Administrator Bryan Bear clarified the role of the City as the LGU stating it is efficient for the City because the City has a cost recovery method. The district does not have the same cost recovery method so the taxpayers pay. Through the RCWD tax levy, Hugo residents are paying for a program they don’t use. Staff answered questions from Council on how their comments would be responded to by the district, if comments would be seen by the RCWD Board of Managers, and if there would be a chance for another review of their plan. Juba responded that it is assumed the board would review it. Bear added that it is expected they will make the changes or provide some feedback or rational as to why they are not changing it. Miron made motion, Klein second, to direct staff to send the comment letter to the Rice Creek Watershed District. All Ayes. Motion carried. Yellow Ribbon Network Update Council Member Chuck Haas and Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. A donation of $400 was made to the YRN by a military member whose band receives donations every time they play. Muller Memorials sponsored the past YRN Burger Night. Volunteers from Loucks and Associates prepared care packages for the th 934 Airlift Wing. Toiletry items were donated by a group in White Bear Lake that went out in care packages. Pictures were shown of troops in Syria, and it was noted that the U.S. was pulling th the troops out. Photos were shown of the military youth hunt held on September 28 and the Rib Fest sponsored by Dave and Monica Fry held on the same day. Proceeds from the Rib Fest went to the YRN. The Gold Meadows Hunt Club in St. Cloud hosted 30 people on a pheasant hunt. Twenty four were military members and six were first responders including two from the Hugo Fire Department. The YRN helped a family in Mahtomedi by providing gift cards for meals. A Circle Pines family facing deployment was looking for snow plowing. They received a donation from Mystic Lake Casino. The YRN was getting ready for the December Welcome Home Pheasant Hunt. Rice Creek Watershed District JD3 Informational Meeting on Tuesday, October 8, 2019 City Administrator Bryan Bear informed Council the Rice Creek Watershed District would be holding an informational meeting on Tuesday, October 8, 2019, at 6:30 p.m. at Hugo City Hall to provide information on the Judicial Ditch 3 repair project. This had been posted as a meeting if Council wanted to attend. Hugo City Council Meeting Minutes for October 7, 2019 Page 6 of 6 Klein made motion, Petryk seconded, to schedule a meeting to attend the October 8, 2019, JD3 Information meeting at Hugo City Hall. All Ayes. Motion carried. Press Publications Open House on Wednesday, October 9, 2019 City Administrator Bryan Bear informed Council they had been invited to attend the Open House at Press Publications (The Citizen) on Wednesday, October 9, 2019, from 4-6 p.m. at 4779 Bloom Ave., White Bear Lake. This had been posted as a meeting if Council wanted to attend. Petryk made motion, Klein seconded, to schedule a meeting to attend the Press Publications Open House on October 9, 2109, in White Bear Lake. All Ayes. Motion carried. Vacancies on Carnelian-Marine-St. Croix Watershed District and Brown’s Creek Watershed District City Administrator Bryan Bear informed Council the Carnelian-Marine-St. Croix Watershed District and the Brown’s Creek Watershed District had notified the City of vacancies on their boards. The County Board selects district managers from lists of nominees submitted by the municipalities. Haas talked about the Carnelian-Marine-St. Croix Watershed District’s plan to increase their levy by s significant amount, and he felt they were taxing excessively. He questioned whether a district representative would come to a Council meeting to talk about their capital projects. Bear informed Council a public information meeting on their budget was scheduled for Wednesday, October 9, 2019, at 5:30 p.m. He stated he would be attending and will report back to the Council. Haas made motion, Klein seconded, to direct City Administrator Bryan Bear to invite the Watershed District to a Council meeting. All Ayes. Motion carried. Adjournment Klein made motion, Miron seconded, to adjourn at 7:50 p.m. All Ayes. Motion carried. Respectfully submitted, Michele Lindau, City Clerk