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HomeMy WebLinkAbout2020.02.03 CC Minutes Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, FEBRUARY 3, 2020 – 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, City Engineer Mark Erichson, City Attorney Dave Snyder, Community Development Director Rachel Juba, Finance Director Ron Otkin, Parks Planner Shayla Denaway, City Clerk Michele Lindau Approval of Minutes for the January 6, 2020, City Council Meeting Miron made motion, Klein seconded, to approve the minutes for the regular Council meeting held on January 6, 2020, as presented. All Ayes. Motion carried. Approval of Minutes for the January 18, 2020, Hugo Fire Department Annual Banquet Petryk made motion, Klein seconded, to approve the minutes for the Hugo Fire Department Banquet held on January 18, 2020, as presented. All Ayes. Motion carried. Approval of Minutes for the January 27, 2020, Council Goal Setting Klein made motion, Miron seconded, to approve the minutes for the Goal Setting Session held on January 27, 2020, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as amended by adding a presentation by John Waller. All Ayes. Motion carried. Introduction of New Hugo Deputy Shawn Irvin Sergeant Joe Zerwas introduced the new Hugo deputy, Shawn Irvin. Shawn stated he was hired by Washington County in June, 2019. He started his career in the City of Blaine as a reserve, went to school, then worked in Colorado until he moved back to Minnesota to be close to family. He talked about the relationship between Hugo and Washington County and said he was excited to be a part of it. Hugo City Council Meeting Minutes for February 3, 2020 Page 2 of 11 Parks Commission Annual Report Parks Planner Shayla Denaway presented the 2019 Parks Commission Annual Report. She reviewed the goals that were approved by the Parks Commission at their December 19, 2019, meeting. She provided information on each category beginning with the development of trails. The Commission had received a grant of $10,000 from Washington County that will be used to th construct a trail on 130 Street to connect to the Hardwood Creek Trail. Trails were also thth constructed in Adelaide Landing and along 130 street as part of the 130 Street improvement project. She provided information on recreational programs and talked about improvements to neighborhood parks with the largest project being the resurfacing of the playground at Oneka Lake Park. In 2019, the Commission spent time engaging the community to identify priorities for improvements to Lions Park. A workshop was held in May regarding funding, and an increase in the tax rate was proposed and since approved. During the year, the Commission had reviewed and commented on proposed plats including the Meadows at Hugo, Rosemary Apartments, and Rice Lake Reserve. In 2019, the Commission began discussions on the City owned parcel on Sunset Lake and will continue to evaluate neighbor concerns. The Lions Club worked with the Parks Commission on installation of a memorial at Lions Park to honor Kathy Marier, who was the first chair of the Parks Commission and helped build the first playground in Lions Park. Consent Agenda Weidt made motion, Miron seconded to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Worker Neal Nelson 3. Approve Agreement with Northeast Youth and Family Services 4. Approve Lawful Gambling Exempt Permit for Pheasants Forever Banquet on February 9, 2020, at Sal’s Angus Grill 5. Approve Letter Supporting Community Development Block Grant for the Food Shelf 6. Approve Advertisement for Public Works Summer Seasonal Workers 7. Approve Purchase of New Radios for the Hugo Fire Department 8. Approve Request for Proposals for Adelaide Landing Playground 9. Approve Replacement of Public Works Utility Truck #107 stnd 10. Approve Reduction in Letter of Credit for Adelaide Landing 1 and 2 Addition and Release of Cash Escrow th 11. Approve Pay Voucher No. 6 for 130 Street Improvement Project 12. Approve Resolution Appointing Election Judges for 2020 Elections 13. Approve Donation to the Hugo Fire Department from Hugo American Legion 14. Approve Purchase of Asphalt Roller/Compactor 15. Approve Purchase of Asphalt Pan Tilt Trailer All Ayes. Motion carried. Hugo City Council Meeting Minutes for February 3, 2020 Page 3 of 11 Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Public Works Worker Neal Nelson Neal Nelson was hired on January 3, 2017, as a Public Works Worker. Adoption of the Consent Agenda approved the Annual Performance Review for Neal Nelson. Approve Agreement with Northeast Youth and Family Services Northeast Youth and Family Services (NYFS), located in White Bear Lake, has been providing counseling services to youth and families in the City of Hugo for many years. The City had paid NYFS $6,000 annually since the year 2009, and NYFS had requested an increase to $6,480 for continued service. Adoption of the Consent Agenda approved the agreement with NYFS for counseling services for 2020. Approve Lawful Gambling Exempt Permit for Pheasants Forever Banquet on February 9, 2020, at Sal’s Angus Grill Washington County Pheasants Forever Chapter 671 had requested a Lawful Gambling Exempt Permit to hold a raffle at their event on February 9, 2020, to be held at Sal’s Angus Grill. Adoption of the Consent Agenda approved the Lawful Gambling Permit for Pheasants Forever Chapter 671. Approve Letter Supporting Community Development Block Grant for the Food Shelf The Hugo Good Neighbor Food Shelf had requested a letter of support for their application for the Washington County Community Service Community Development Block Grant. The Food Shelf was seeking a grant for the construction of a refrigerator/freezer in their building at 15106 Francesca Avenue North. The grant requested was in the amount of $55,000 for construction related costs. The grant could not be used for the unit itself, so the remaining amount of approximately $35,000 would be funded with other grants and food shelf financial reserves. Staff had prepared a letter of support for Council consideration. Adoption of the Consent Agenda approved the letter supporting the CDBG for the Hugo Good Neighbor Food Shelf. Approve Advertisement for Public Works Summer Seasonal Workers Staff had requested authorization to advertise and hire a total of six (6) seasonal employees for the Public Works Department, as included in the 2020 General Fund Budget. Seasonal Public Works employees assist with mowing, garbage/litter removal, park maintenance, boulevard and general Public Works maintenance. A starting hourly wage of $12.00/hour was approved in the 2020 General Fund Budget for these positions. These positions will not exceed 40 hours per week. Adoption of the Consent Agenda approved the advertisement for Public Works summer seasonal workers. Hugo City Council Meeting Minutes for February 3, 2020 Page 4 of 11 Approve Purchase of New Radios for the Hugo Fire Department Included in the City’s 2020 budget was funding for the purchase of seven new radios for the Fire Department. These would replace seven model XTL2600 radios which become obsolete in 2021. The radios being purchased are seven APX6000 Motorola radios for a total cost of $27,356. Included in the 2020 budget was $28,000 for replacement of radios. After this year, seven more portable radios will need to be replaced. The cost of this radios are as expected and staff had budgeted appropriately for the replacement. Adoption of the Consent Agenda approved the purchase of seven Motorola APX6000 from ANCOM through the State of Minnesota contract. Approve Request for Proposals for Adelaide Landing Playground At the City Council meeting of June 3, 2019, a site plan was approved for a future neighborhood park in Adelaide Landing. Construction of the park was started in fall, 2019, and will continue in spring 2020, in partnership with Excelsior Group. The City will be overseeing installation of the playground, among other park amenities. A neighborhood meeting was scheduled to be held at the Parks Commission meeting on April 15, 2020. Residents will be asked to provide input on proposed playgrounds from a variety of vendors. Input will also be gathered on a name for the future park, which will be determined in the spring. At their meeting of January 19, 2020, the Parks Commission recommended that a request for proposals be submitted for construction of a playground in Adelaide Landing not to exceed $100,000. Adoption of the Consent Agenda approve the advertisement for the request for proposals for Adelaide Landing Playground. Approve Replacement of Public Works Utility Truck #107 Included in the City’s 2020 Equipment CIP was funding for the replacement of the Public Works Department 2002 Chevrolet crane/utility truck #107-02. Typically, the City replaces these types of trucks following a ten-year equipment replacement schedule. In 2012, Public Works staff recommended keeping truck #107-02 and continuing to use it, as it was mechanically sound and performing as expected. The truck was 18 years old and at the end of its useful life. Staff had requested Council approval to replace this truck with a 2020 Ford F-550 from Midway Ford equipped with a utility box and crane supplied by ABM Equipment and Supply. Once the City takes receipt of the new truck, staff would make a recommendation on the process to sell the existing truck. Adoption of the Consent Agenda approved the purchase of a 2020 Ford F-550 to replace the 2002 Chevrolet truck at a total cost, including equipment, of $135,304.31. Approve Reduction in Letter of Credit for Adelaide Landing 1st and 2nd Addition and Release of Cash Escrow stnd Adelaide Landing 1 and 2 Additions have had significant work completed to date and the stnd Excelsior Group had requested a reduction in the letter of credit for both 1 and 2 Additions. st The current letter of credit for the 1 Addition was in the amount of $500,000. Staff had inspected the work completed to date and recommended Council approve the reduction in the letter of credit to $297,979. This was a reduction to 10% of the original letter of credit of nd $2,979,798. The current letter of credit for the 2 Addition was in the amount of $325,000. Staff had inspected the work completed to date and recommended Council approve the reduction in Hugo City Council Meeting Minutes for February 3, 2020 Page 5 of 11 the letter of credit to $157,849. This was a reduction to 10% of the original letter of credit of $1,578,491. The Excelsior Group was also requesting a release of the cash escrow for the grading of Phase 2. Phase 2 grading was complete, seeded and mulched. Staff had recommended the Council approve the release of cash escrow in the amount of $167,400. This was a release to 10% of the original amount of cash escrow of $186,000. Adoption of the Consent Agenda stnd approve the reduction in the letter of credit for Adelaide Landing 1 and 2 Addition and release of cash escrow for Phase 2 grading. Approve Pay Voucher No. 6 for 130th Street Improvement Project th The City had received Pay Voucher No. 6 from Dresel Contracting for work done on the 130 Street Improvement Project. Staff had reviewed the pay request and found it acceptable for the work certified through January 29, 2020. Adoption of the Consent Agenda approved payment in the amount of $252,376.44 to Dresel Contracting, Inc. Approve Resolution Appointing Election Judges for 2020 Elections Municipalities must, by resolution, appoint election judges 25 days prior to the election. Staff had prepared a resolution appointing judges to work the Presidential Nominating Primary on rdthrd March 3, the State Primary on August 11, and the General Election on November 3 of 2020. Adoption of the Consent Agenda approved RESOLUTION 2020-10 APPOINTING ELECTION JUDGES FOR PRESIDENTIAL NOMINATING PRIMARY, STATE PRIMARY, AND GENERAL ELECTIONS IN THE YEAR 2020. Approve Donation to the Hugo Fire Department from Hugo American Legion The Hugo American Legion Post 620 made a donation of $500 to the Hugo Fire Department. These funds will go toward department training and equipment. Adoption of the Consent Agenda approved the donation of $500 to the Hugo Fire Department. Approve Purchase of Asphalt Roller/Compactor The Public Works Department requested authorization to replace the existing Wacker asphalt roller/compactor used to assist in filling potholes and road patching. This piece of equipment had been in service for 14 seasons. Staff requested approval to purchase a Caterpillar CB22B through the Sourcewell Cooperative Contract, which is equivalent to the MnDOT Cooperative Purchasing Venture, to ensure best pricing. Staff had worked with the Finance Department, and the money is included in the 2020 Budget. Adoption of the Consent Agenda approved the purchase of a Caterpillar asphalt roller/compactor in the amount of $43,061. Approve Purchase of Asphalt Pan Tilt Trailer The Public Works Department requested authorization to replace the existing Felling pan tilt trailer used to haul the roller and other tools to aid in filling potholes and road patching. This piece of equipment had been in service for 14 seasons. Staff would like to purchase a Felling FT12IT pan tilt trailer through the MnDOT Cooperative Purchasing Venture to ensure best pricing. Staff had worked with the Finance Department, and the money was included in the 2020 Hugo City Council Meeting Minutes for February 3, 2020 Page 6 of 11 Budget. Adoption of the Consent Agenda approved the purchase of a Felling FT12IT in the amount of $9,748.72. Approve Pay Voucher No. 7 for Water Tower No. 4 Project The City had received Pay Voucher No. 7 from CB&I, LLC, for work done on Water Tower No. 4 in the amount of $76,600.59. Staff had reviewed the pay request and found it acceptable for work certified through December 19, 2019. Staff removed this from the Consent Agenda to add approval of the payment be contingent on staff confirming contractor’s ability and willingness to perform and complete construction. Weidt made motion, Petryk seconded, to approve payment of Voucher No. 7 to CB&I, LLC, contingent on the contractor’s ability to complete the project. All Ayes. Motion carried. Public Hearing on the Goodview Avenue Improvement Project On October 21, 2019, Hugo City Council was presented with a Capital Improvement Plan identifying and prioritizing roadway improvement projects. Upon approval of the Capital Improvement Plan, City Council authorized the preparation of a feasibility study for the Goodview Avenue Improvement Project. Staff had completed the feasibility study and City Council had accepted the study at its January 6, 2020, meeting and called for a public hearing to be held on February 3, 2020. City Administrator Bryan Bear talked about a legal dispute between two owners of one of the parcels being assessed. He explained there is a settlement agreement by court order to subdivide the property, which is unusual since the City had not reviewed or approved the subdivision. The City would require utilities to the property if it were subdivided. This could be done as a part of the street project at an amount over $700,000 that would only be assessed to the properties that benefit from it. As of this public hearing, the case had not been settled. City Engineer Mark Erichson provided background on the project and explained the project would include pavement reclamation, minor drainage improvements, and alternate sanitary sewer and watermain extension. He reviewed the options to either match the existing pavement width of 24 feet with a one-foot paved shoulder or widen it to 26 feet with a two foot wide paved shoulder. State Aid dollars would allow the widening of the road, and there was public support for it at the neighborhood meeting. He talked about the future trails map and utility maps included in the 2040 Comprehensive Plan stating there was no development pressure to include these in the project. Mark reviewed project costs and proposed funding explaining that most of the road project would be paid with Capital Improvement Project funding or Mutual State Aid funding. Less than 10% of the project cost would be assessed. The cost of the alternate utility extension project would be 100% assessed to those benefiting at an estimated cost of $718,000. Mark explained the assessment policy stating the process was governed by State Statute that requires two formal public hearings. He provided the project schedule showing construction beginning in May or June, 2020. Mark recommended holding the hearing and approving the resolution ordering the project and authorizing the preparation of plans and specifications. Hugo City Council Meeting Minutes for February 3, 2020 Page 7 of 11 Mayor Weidt opened the public hearing. Kevin Peltier, 13094 and 13194 Goodview Avenue, talked about a meeting he had with staff about connecting the farmhouse to a sewer line stubbed by the developer to the west, and he wondered why he couldn’t do that. Bryan explained that the expansion to the property had not been approved or constructed. Peltier talked about the pending litigation regarding the property he owns saying he didn’t agreed how the property was drawn up and he wanted to wait for sewer to be stubbed to the north end of the property. John and Judy Axelson addressed the Council. John explained he was the son of the owner of th the large parcel (southwest corner of Goodview and 125 Street North). He said his family had been there since 1910, and the potential assessment was very upsetting to his 85 year old mother who now lives now in Keystone Senior Living on a fixed income. He did not feel she should be charged 5.5 units on land that is being farmed. He asked for some relief. Judy added that the property is in Green Acres, and they are actively farming it. nd Raymond Bahm, 6310 132 Street, talked about excessive speed on the road and the school busses that stopped there. He said parents picking up their kids park there facing the wrong way. He said he talked to the sheriff about it, but nothing happens. Peltier asked about assessments for minor drainage improvements saying there is never a th drainage issue or water in the ditch. He questioned the culverts on 130 Street. Erichson explained they were replacing culverts in-kind, and the proposed drainage improvement would be presented at a future neighborhood meeting. He added that there would be no assessments for these improvements. Mike Atkinson, property owner of 13452 Goodview Avenue, asked for clarification of the proposed 24’ wide street with paved shoulder and future plans for a trail on the west side. Erichson responded that some areas of the street would be widened, and there would be a one or two foot paved shoulder on each side for bike and pedestrian traffic, depending on what option the Council chose. Peltier asked about speed limits. Erichson explained the City was working through that process. The City can set speed limits with certain guidelines. He said the City did not have a clear indication to what it can be set to yet, but staff knew it needed to be lowered. There were no more comments. Weidt closed the public hearing. There was a discussion among Council regarding road width and speed limits on the road. They preferred the 26 foot wide option. Erichson clarified speed limits are set by several factors, and new legislation was being introduced to allow more flexibility. There were questions on deferment of taxes with Green Acres. It was explained the assessment would not be included on taxes until it lost the Green Acres designation or changed hands. Finance Director Ron Otkin explained it could be paid off at the time of sale or the deferment could go to the new owner. Erichson stated staff would look into reducing the speed limit on Goodview Avenue and Weidt Hugo City Council Meeting Minutes for February 3, 2020 Page 8 of 11 asked the Sheriff Department to look into the complaint regarding the bus situation. Klein made motion, Petryk seconded, to approve RESOLUTION 2020-11 ORDERING THE PROJECT AND AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2020 GOODVIEW AVENUE IMPROVEMENT PROJECT All Ayes. Motion carried. Approve City Council Focus Goals and Ongoing Priorities for 2020 City Administrator Bryan Bear provided a recap of the Council workshop held on Monday, January 27, 2020, for the purpose of establishing goals for the year 2020. Included in the goal discussion was continuation of conservation methods and the construction of a new restaurant on the City owned property. Also discussed was working with the White Bear Lake School District on their projects including a bus facility, maintenance facility, construction of a new school, and expansion of their existing one. Goals also included improvements to Lions Park. Petryk made motion, Klein seconded, to approve the 2020 focus goals and ongoing priorities. All ayes. Motion carried. Update on North Monument Sign Rachel provided background on meetings of the Beautification Subcommittee regarding monument signs. There is an existing monument sign along CSAH8 at the western gateway, and the Subcommittee considered signs at the north and south gateway, but there was no desire for a south gateway sign. They reviewed concept designs for a northern gateway sign to be located on th the west side of TH61, south of 180 Street within the Washington County Rail Authority and the TH61 shared right-of-way. They had also discussed updating the existing west entry monument sign to include the new logo. Juba explained that included in the budget was $72,000 for a new monument sign. Last summer, the Council had reviewed two options for the northern monument sign and had asked staff for more information. WSB had provided a new rendering for Council to consider that replicates a smaller version of the existing monument sign. At their meeting on January 8, 2020, the Beautification Subcommittee recommended Council move forward with the new entry monument sign option, including modifications to the existing entry monument sign with the new logo and additional landscaping. Juba provided cost estimates for the sign that were prepared by WSB & Associates. Preparation of the construction documents was estimated at $3,000 to $5,000, and the estimate for the new sign was $109,000 with a 20% contingency. There were no estimates for modification to the existing western monument sign except for landscaping at $8,000. Klein made motion, Weidt seconded, direct staff to move forward with new entry monument sign and modification to existing sign as recommended. Council discussed the cost and benefits of the sign. Haas said he did not feel money needed to be spent on a sign. Miron agreed saying it was a considerable amount considering other needs of Hugo City Council Meeting Minutes for February 3, 2020 Page 9 of 11 the City. Petryk had concerns about the cost and wondered if the City could get a better price. Juba replied the City worked with WSB for estimates; the project has not gone out for bid, which could be done after preparation of the construction documents. Weidt commented that the sign would be something unique to Hugo, and though he hoped the cost would be less, this is something the City has talked about for a number of years. He understood the price being higher considering the construction climate. Klein expanded on that saying the sign would help identify Hugo and welcome growth and opportunities. Ayes: Klein, Petryk, Weidt Nay: Haas, Miron Motion carried. Bear added staff would bring this item back to Council once the construction documents were prepared and there is a firm estimate. Discussion on TH61 Corridor Plan Council added to the 2019 goals direction to staff to initiate a discussion with Washington County and MnDOT regarding improvements to the TH61 corridor. City Administration Bryan Bear talked about TH61 being a state highway that may eventually be turned over to Washington County and the Regional Rail Authority. He informed Council that staff had been having discussions with entities involved where they considered the access management plan done about 12 years ago and questioned whether it was still the right plan. He said officials believed it has some merit, but there was consensus that the corridor plan needed to be updated. Bear asked Council if they wanted to initiate the process to update the plan by sending a letter to Washington County Miron made motion, Haas seconded, to direct staff to draft a letter to Washington County and other partners regarding reevaluation the Highway 61 corridor plan. All Ayes. Motion carried Presentation by John Waller John Waller, 14010 Homestead Avenue North, addressed the Council saying he was a member of the Rice Creek Watershed District Board of Directors, but was speaking as a resident. He talked about proposed legislation that would save money collected by RCWD for spending in Hugo. He stated the RCWD Board has no elected officials on it; therefore, there is no check and balance by the vote. Waller said he thinks the legislation is important, and there has been tremendous public support with over 900 signatures from Hugo residents. He asked council to send letters to legislators in support of the bill. No formal action was taken Update on the Yellow Ribbon Network Council Member Chuck Haas and Phil Klein reported on the Yellow Ribbon Network activities held recently. Haas shared a photo of the January Burger Night sponsor, Lake Area Bank, who Hugo City Council Meeting Minutes for February 3, 2020 Page 10 of 11 sold 160 burgers. A local business was making valentine baskets. There was a request for more command hooks, and thanks to 3M and a Lions Member, more hooks were received. Another care package event was being planned. The YRN was asked to do a Welcome Home Lunch on th April 4, and will be doing another Welcome Home Pheasant Hunt on March 15. Cancel Second Meeting in February Due to President’s Day Holiday Annually, the President’s Day Holiday falls on the same day as the second Council meeting in February and needs to be rescheduled. City Administrator Bryan Bear informed Council that staff did not anticipate any items for that meeting agenda and recommended Council cancel their second meeting in February. Miron made motion, Klein seconded, to cancel the February 17, 2020, Council meeting. All Ayes. Motion carried. Schedule Workshop to Discuss Possible Public Works Facility Expansion Consistent with the Council’s Goals and authorized by the Council, staff had been working with Oertel Architects, Ltd. to develop options for a new Public Works Department facility. City Administrator Bryan Bear recommended holding a workshop on Monday, February 10, 2020, at 5:30 p.m. in the conference room to discuss the Public Works Department facility options. Miron made motion, Klein seconded, to schedule a workshop to discuss the Public Works Facility on Monday, February 10, 2020, at 5:30 p.m. All Ayes. Motion carried. HBA Business Breakfast/State of the City Address on Tuesday, February 11, 2020 City Administrator Bryan Bear informed Council the Hugo Area Business Association would be holding their annual Business Breakfast/State of the City Address on Tuesday, February 11, 2020, at the Blue Heron from 7:30 – 9:00 a.m. Klein made motion, Miron seconded, to schedule a meeting to attend the HBA Business Breakfast/State of the City address on Tuesday, February 11, 2020. All Ayes. Motion carried. Food Shelf Comedy Show Fundraiser on Saturday, February 29, 2020 City Administrator Bryan Bear informed Council the Hugo Good Neighbors Food Shelf was holding a Comedy Show Fundraiser on Saturday, February 29, 2020, at the Vines Vineyard in Dellwood at 7 p.m. Hugo City Council Meeting Minutes for February 3, 2020 Page 11 of 11 Adjournment Klein made motion, Miron seconded, to adjourn at 9:16 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk