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HomeMy WebLinkAbout2020.03.02 CC Minutes 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, City Clerk Michele Lindau Moment of Silence for Lynn Pedersen Longtime resident and former Parks Commissioner Pete Pedersen tragically lost his daughter, Lynn, suddenly over the weekend. The Mayor called for a moment of silence. Minutes for the February 3, 2020, City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on February 3, 2020, as presented. All Ayes. Motion carried. Minutes for the February 10, 2020, Public Works Facility Workshop Petryk made motion, Klein seconded, to approve the minutes for the workshop to discuss the Public Works Facility held on February 10, 2020, as presented. All Ayes. Motion carried. Minutes for the February 11, 2020, HBA Business Breakfast/State of the City Address Klein made motion, Miron seconded, to approve the minutes for the Hugo Area Business Association/State of the City Address Business Breakfast held on February 11, 2020, as presented. All Ayes. Motion carried. Minutes for the February 19, 2020, Public Works Facility Workshop Klein made motion, Petryk seconded, to approve the minutes for the workshop to discuss the Public Works Facility held on February 19, 2020, as presented. All Ayes. Motion carried. Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, MARCH 2, 2020 – 7 P.M. Hugo City Council Meeting Minutes for March 2, 2020 Page 2 of 9 Approval of Agenda Weidt made motion, Miron seconded, to approve the agenda as amended by adding a Council presentation by Haas regarding the Carnelian Marine St. Croix Watershed District Listening Sessions. All Ayes. Motion carried. Swearing in of Firefighter Baily Lund At its November 18, 2019, meeting, Council approved the promotion of Baily Lund as Regular Firefighter. Fire Chief Kevin Colvard performed the official swearing in of Firefighter Baily Lund. Fire Department Annual Report Fire Chief Kevin Colvard presented to Council the 2019 Fire Department Annual Report. Colvard reported the Department consists of 26 staff members who responded to 325 calls in 2019. The largest percentage of those call were to assist North Memorial in 126 rescue calls. The Hugo Department only responds to major medical calls, and has been assisting North Memorial for five years. Colvard reported that Fire Department operations improved in 2019 with automatic aid with Forest Lake, which works very well during day and weekend hours. In the past year, there was full implementation of Hugo’s first aerial apparatus. Training highlights included 2,945 man-hours in weekly drills and over 600 hours of additional training with the aerial apparatus. The department participated in two live burn exercises and flammable liquid fire training at the Flint Hills Refinery. Colvard stated the department will continue with leadership development, and he highlighted a few of the many community activities the department participates in. The department has three volunteer firefighters who trained 81 people in CPR. There are AEDs in three public buildings, and currently eight volunteers on the department carry one so they can respond directly to the scene. Included in goals for 2020 was the need to recruit and retain firefighters, continue applying for grants, review EMS service in Hugo, and continue leadership development. The Mayor called for a short recess, and the meeting reconvened at 7:35 Jerry Hromatka, President & CEO Northeast Youth & 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 at least the past 20 years. President and CEO Jerry Hromatka of the Northeast Youth & Family Services was in attendance to present their annual report to Council. They served about 4,000 youths, adults, and families on a $3.4 million budget. He talked about their three programs: mental health, youth development, and case management. They have clinics in White Bear Lake and Shoreview and are in 17 school buildings in three school districts. Jerry explained how they connect adolescent-aged kids to positive things in their life through diversion, the senior chore program, and community case management to see that family and kids get basic needs. He talked about revenue sources and how they are no longer strong on contracts, and not everyone has insurance. He said services for residents are assured, and benefits are shown through educational attainment, effective Hugo City Council Meeting Minutes for March 2, 2020 Page 3 of 9 workforce, and citizenship. Jerry stated he would soon be retiring, and the NYFS has reorganized and has a succession plan. Jerry said he hoped to introduce his replacement at the next leadership lunch on May 6, 2020 at Midland Hills, and he invited the Council to attend. He said what makes them successful is partnerships, and they appreciated the partnership with Hugo. Consent Agenda Miron made motion, Klein seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Performance Review for Building Department Secretary Debi Close 3. Approve Performance Review for Senior Engineering Technician Liz Finnegan 4. Approve Advertisement of Bids for 2020 Dust Control 5. Approve Sale of 2006 Sterling Plow Truck to City of Sandstone 6. Approve Property Line Adjustment for 17636 and 17742 Keystone Avenue 7. Approve Reduction in Cash Escrow for Waters Edge 6th Addition 8. Approve Lawful Gambling Exempt Permit for East Metro Waterfowler’s 9. Approve Joint Powers Agreement with Washington County for Code Red 10. Approve Updated Job Description for Firefighter Engineer Position 11. Approve Revision in Collection of Technology Fee 12. Approve Agreement with Payment Service Network (PSN) for Online Transactions 13. Approve Donation to the Hugo Fire Department from Hugo American Legion 14. Approve Notice of Decision for Wetland Replacement Plan for Rice Lake Reserve 15. Approve Resolution Approving a Limited Use Permit for TH61 Right-of-Way for 130th Street Improvement Project All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Performance Review for Building Department Secretary Debi Close Debi Close was hired as the City’s Building Department Receptionist on March 20, 2006. Adoption of the Consent Agenda approved the annual performance review for Building Department Receptionist Debi Close. Approve Performance Review for Senior Engineering Technician Liz Finnegan Liz Finnegan was hired in March, 2019, as the new Senior Engineering Technician after the retirement of Steve Duff in January, 2018. Adoption of the Consent Agenda approved the performance review for Senior Engineering Technician Liz Finnegan. Hugo City Council Meeting Minutes for March 2, 2020 Page 4 of 9 Approve Advertisement of Bids for 2020 Dust Control Staff had requested authorization from the Council to advertise for bids for the City's 2020 gravel road dust control project for approximately 28 miles of gravel roads located within its municipal boundaries. Following City Council approval, staff will advertise and solicit bids through the City newspaper and will hold a bid opening in early April. This will be followed by the Council considering bids in April. The dust control/stabilization would be applied in two separate applications, once in mid-May and again in early to mid-August. Adoption of the Consent Agenda approved the advertisement for bids for the City's 2020 gravel road dust control project.  Approve Sale of 2006 Sterling Plow Truck to City of Sandstone Staff recently held a sealed bid process for the sale of the 2006 Sterling plow truck (#206-06) that was recently replaced in the Public Works Department. Staff was extremely pleased to inform the Council that a high bid of $40,000 was submitted by the City of Sandstone, MN. A minimum bid reserve of $32,000 was placed on the truck. Adoption of the Consent Agenda approved the sale of the 2006 Sterling plow truck (#206-06) to the City of Sandstone in the amount of $40,000.00. Approve Property Line Adjustment for 17636 and 17742 Keystone Avenue Richard O’Brien and Marla Anderson had requested to adjust their common property lines on parcels generally located north of 170th Street North and west of Keystone Avenue North. Both properties are zoned Agricultural. The applicant proposed to adjust the common property line between the properties so that there was an even transfer of property and both parcels would remain the same the size. Adoption of the Consent Agenda approved RESOLUTION 2020-12 APPROVING A PROPERTY LINE ADJUSTMENT FOR RICHARD O’BRIEN FOR PROPERTIES LOCATED AT 17636 KEYSTONE AVENUE NORTH AND 17742 KEYSTONE AVENUE NORTH. Approve Reduction in Cash Escrow for Waters Edge 6th Addition Waters Edge 6th Addition had significant work completed to date, and the developer had requested a reduction in the cash escrow. The current cash escrow was in the amount of $366,836. Staff had inspected the work and found it acceptable. Adoption of the Consent Agenda approved the reduction in cash escrow to $198,000 based on the value of work remaining to be completed. Approve Lawful Gambling Exempt Permit for East Metro Waterfowler’s The East Metro Waterfowler’s Association had applied for a Lawful Gambling Exempt Permit to conduct a raffle at their event on Thursday, April 16, 2020, at the Hugo American Legion. Adoption of the Consent Agenda approved the Lawful Gambling Exempt Permit for East Metro Waterfowler’s. Hugo City Council Meeting Minutes for March 2, 2020 Page 5 of 9 Approve Joint Powers Agreement with Washington County for Code Red In August of 2011, Council entered into a Joint Powers Agreement with Washington County to participate in the Code Red mass notification system. The agreement renewed in 2015 for five years and since expired. This mass notification system alerts residents within a specified area by land telephone or by cellular phone and/or email if registered by the resident. The City is able to utilize this emergency notification system with the assistance of the Washington County 911 personnel. As part of this agreement, the City agreed to pay $1,047.89 for the purpose of purchasing its proportionate share of the cost of emergency notification minutes per year. This amount remained the same as in 2011. Adoption of the Consent Agenda approved the Joint Powers Agreement with Washington County for the Code Red emergency notification system. Approve Updated Job Description for Firefighter Engineer Position The Hugo Fire Department had requested Council approval of a revised job description for the engineer position. Educational requirements were updated because they were out of date with the current operational model. For example, the department no longer required engineers to be EMT certified since the City had stopped running an ambulance service. Adoption of the Consent Agenda approved the revised Firefighter Engineer Position job description. Approve Revision in Collection of Technology Fee The fee schedule ordinance approved by Council for 2020 included a 3% fee on all building permit transactions to help offset the cost of permitting software. After considering the logistics of adding a 3% fee, staff would like to charge a flat fee of $2 per permit in lieu of that, resulting in approximately the same amount of revenue. Adoption of the Consent Agenda approved a flat fee of $2 per permit in lieu of the 3% established by ordinance for the year 2020. Approve Agreement with Payment Service Network (PSN) for Online Transactions One of the Councils goals for 2019 was to implement an online permitting system. Over the year, staff had evaluated options, and in September of 2019, Council approved an agreement with OPG-3 for on online permitting solution that works with the City’s current permitting software, PermitWorks. As part of the solution, staff had explored online payment options and found Payment Service Network to best fit the City’s needs. A finance fee of 2.75% per transaction would be the responsibility of the payee, and the City would be responsible for an annual Payment Card Industry (PCI) compliance fee of $89. This credit card service would be only used for building permit transactions, but could eventually be expanded to accept payment for other City fees. Adoption of the Consent Agenda approved the service agreement with PSN for payment of online transactions. Approve Donation to the Hugo Fire Department from Hugo American Legion The Hugo American Legion Post 620 made a donation of $200 to the Hugo Fire Department. These funds would go toward department training and equipment. Adoption of the Consent Agenda approved the donation of $200 to the Hugo Fire Department. Hugo City Council Meeting Minutes for March 2, 2020 Page 6 of 9 Approve Notice of Decision for Wetland Replacement Plan for Rice Lake Reserve To accommodate the residential development to be known as Rice Lake Reserve, Melissa Barrett of Kjohlhaug Environmental submitted an application on behalf of Mark Guenther of Fenway Land Company for sequencing and wetland replacement for the project. They proposed to impact 0.54 acres of wetland on the site and replace 1.08 acres from a wetland bank owned by the City of Lino Lakes, which is within the same major watershed and bank service area. Based on staff’s review of the application and supporting documentation, the requirements under the MN Wetland Conservation Act (WCA) had been met. Adoption of the Consent Agenda approved the wetland replacement plan for Rice Lake Reserve. Approve Resolution Approving a Limited Use Permit for TH61 Right-of-Way for 130th Street Improvement Project On May 6, 2019, Hugo City Council entered into a contract with Dresel Contracting for the 130th Street Improvement Project. The project was substantially complete with final paving and bituminous trail improvements to be completed in the spring of 2020. Following MnDOT Municipal State Aid (MSA) approval of the project, the City was required to execute a Limited Use Permit (LUP) with MnDOT for the portion of the trail within the TH 61 right-of-way. MDOT had recently provided the Limited Use Permit along with a figure identifying the portion of the trail that fell within the MnDOT TH 61 right-of-way. The LUP was limited to the construction, maintenance, and operation of the trail within the TH 61 right-of-way. Adoption of the Consent Agenda approved RESOLUTION NO. 2020 – 13 APPROVING LIMITED USE PERMIT WITH THE STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION FOR A NON-MOTORIZED RECREATIONAL TRAIL IN THE RIGHT-OF-WAY OF TRUNK HIGHWAY 61 (FOREST BOULEVARD) FOR THE 130TH STREET IMPROVEMENT PROJECT. Update on Public Works Workshop and Schedule Meeting for Wednesday, March 4, 2020 The Council and City staff held workshops on February 10 and February 19, 2020, for the purpose of discussing the facility needs of the Public Works Department. The City owned property, known as Irish Avenue Park, had been identified as a potential site for a new Public Works building. At the workshops, there was discussion of holding a neighborhood meeting to provide information and get feedback. City Administrator Bryan Bear informed Council that staff had scheduled a meeting with the residents to be held at Hugo City Hall in the Oneka Room on Wednesday, March 4, 2020, at 7 p.m. Weidt made motion, Petryk seconded, to schedule a meeting for Wednesday, March 4, 2020. All Ayes. Motion carried. Approve Resolution on Award of Contract for Elmcrest Avenue/Cedar Street Joint Improvement Project with Lino Lakes The City of Hugo and City of Lino Lakes had entered into a Joint Powers Agreement for improvements to Elmcrest Avenue in Hugo and Cedar Street in Lino Lakes. Bids were initially received on August 15, 2019, with the low bid of $777,551.60, but were rejected due to Hugo City Council Meeting Minutes for March 2, 2020 Page 7 of 9 unfavorable bid prices. The project was rebid, and bids were opened on Tuesday, January 28, 2020. Erichson presented a PowerPoint showing the project location and explained the City did some work on the City’s street last fall, and paving needed to be done. There would be minor shouldering work and connections to existing driveways. Erichson talked about a culvert replacement that was not part of the bidding process. He explained that the Rice Creek Watershed District would be cleaning and lowering the elevation of some of the ditches, and the culvert would need to be at a different elevation, requiring culvert replacement be done prior to the road improvements. Also considered as part of the project was an alternate bid for utility extension for development of some property along Elmcrest, but the developer was no longer interested in doing that. Mark explained the engineer’s estimate for the project was $733,757.20. There were six bids received ranging from $700,636.80 - $968,304.25, with the low bidder being North Valley, Inc. The estimate for Hugo’s portion was $222,872.10, and the low bid was $206,286.07. Erichson pointed out the low bid amount from last fall was $211,959.80, so this was considerably lower. The Hugo bid also included $33,000 for the culvert replacement. Erichson recommend Council approve the resolution recommending the City of Lino Lakes award the contract to North Valley, Inc. Lino Lakes would be consider awarding the contract at its March 9th City Council meeting. Weidt asked about the $33,000 issued for the culvert. He questioned if it was being shared with or reimbursed by the RCWD. Erichson stated that it was the City’s responsibility, but staff would continue to have conversations with the RCWD as they work on the ditch maintenance project. Miron asked how the project would be communicated to Hugo residents since Lino Lakes was managing the project. Erichson replied that once Lino Lakes awards the contract, the City would be involved in the preconstruction and would be sending out detailed information on the project to property owners. Petryk asked about the reputation of North Valley, and Erichson replied they are a very reputable contractor and do a lot of work in the community, most recently the Oneka Lake project. Klein questioned the safety of pedestrians on the road and asked if there were any accommodations being made for that. Erichson replied the roadway was currently 24’ wide. There will be some shouldering done, and they will stripe the road a little narrower. Weidt made motion, Klein seconded. RESOLUTION NO. 2020 – 14 RECEIVING BIDS AND RECOMMENDING LINO LAKES AWARD A CONTRACT TO NORTH VALLEY, INC. FOR THE EAST CEDAR STREET & 24TH AVENUE/ELMCREST AVENUE NORTH IMPROVEMENT PROJECT. All Ayes. Motion carried. Hugo City Council Meeting Minutes for March 2, 2020 Page 8 of 9 Discussion on City of Roseville’s Request to Create Joint Powers Entity for Metro I-Net Services City Administrator Bryan Bear explained the City entered into an agreement with the City of Roseville in 2012 for Information Technology (IT) services for City Hall, Public Works, and the Hugo Fire Department. Hugo is a part of a group of 44 organizations in what is known as Roseville’s Metro I-Net division which operates similar to an enterprise fund. Metro I-Net is under the organizational control of the City of Roseville’s city manager and city council, and employees are City of Roseville employees. The IT director retired last fall, and a committee was established to discuss the future. A new organizational structure was being considered for Metro I-Net to be its own entity governed by a Metro I-Net Board of Directors. This would allow members more direct control over governance of Metro I-Net including costs, personnel, and policies. The City of Roseville was seeking commitments by the governing boards of its members to enter into a Metro I-Net Joint Powers Agreement before proceeding with formal agreements. The new Metro I-Net would be established in January, 2021. Staff had been receiving excellent service at a great value and recommended Council support the reorganization. Miron made motion, Klein seconded, to support reorganization of Metro I-Net into a standalone entity. All Ayes. Motion carried. Update on the Yellow Ribbon Network Council Members Chuck Haas and Phil Klein updated the Council recent activities of the Yellow Ribbon Network. A photos was shown of 500 pounds of donated items for their last packing event. There was also a photo of the group from Bald Eagle Sportsman Association, who served 242 burgers at February Burger Night, and a picture of 350 pounds of coffee donated by a southern Minnesota company to be sent as care packages. Emagine Theaters donated season passes to military families. Hugo Lion Jayne Hurt, who works at 3M, put together a care package event at her place of work. The 23rd Welcome Home Pheasant Hunt will take place on March 15, 2020. Listening Session by Carnelian Marine Watershed District Haas recalled last year talking about the Carnelian Marine Watershed District’s responsibility to the residents when the district increased their taxes. Haas added this to the agenda to note that the CMWD had scheduled listening sessions for the property owners in the district. Presidential Nominating Primary on Tuesday, March 3, 2020 City Administrator Bryan Bear reminded Council the Presidential Nominating Primary would be held on Tuesday, March 3, 2020. All polling locations in Hugo will be open from 7 a.m. to 8 p.m. New Creations Child Care Open House on Thursday, March 5, 2020 City Administrator Bryan Bear informed Council that New Creations Child Care and Learning Hugo City Council Meeting Minutes for March 2, 2020 Page 9 of 9 Center was holding an Open House on Thursday, March 5, 2019 from 4-6:30 p.m. at their new location at 5448 140th Street North (former Kidzplace). Petryk made motion, Miron seconded, to schedule a meeting to attend the Open House at New Creations Child Care on Thursday, March 5, 2020. All Ayes. Motion carried. “Those Were The Days” Historical Commission Event on Thursday, March 19, 2020 City Administrator Bryan Bear informed Council the Hugo Historical Commission was holding a “Those Were the Days” event on Thursday, March 19, 2020, from 1-6 p.m. in the Oneka Room at Hugo City Hall. WBL School District Community Listening Session on Thursday, March 26, 2020 City Administrator Bryan Bear informed Council the White Bear Lake School District was holding a New Elementary School Community Listening Session on Thursday, March 26, 2020, at the Oneka Elementary School from 6-7 p.m. Cleanup Days on Saturday, April 11 and October 3, 2020 City Administrator Bryan Bear informed Council the Citywide cleanup was scheduled for Saturday, April 11 and October 3, 2020, at the Public Works building from 8 a.m. to noon. Kidz n’ Biz on April 18, 2020 City Administrator Bryan Bear informed Council the Hugo Area Business Association was holding their annual Kidz n’ Biz event on Saturday, April 18, 2020, from 11:00 a.m. to 2:00 p.m. at the Oneka Elementary School. Petryk made motion, Miron seconded, to schedule a meeting to attend the Kidz n’ Biz event on Saturday, April 18, 2020. All Ayes. Motion carried. Adjourn Miron made motion, Klein seconded, to adjourn at 8:32 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk