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HomeMy WebLinkAbout2020.05.18 CC Minutes Meeting held remotely pursuant to MN Statute Sec. 13D.021. ZOOM Meeting ID # 821 8955 1731 Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT REMOTELY: Haas, Klein, Miron, Petryk, Weidt OTHERS PRESENT REMOTELY: City Attorney Dave Snyder, City Engineer Mark Erichson, Finance Director Ron Otkin, Community Development Director Rachel Juba PRESENT AT CITY HALL: City Administrator Bryan Bear, City Clerk Michele Lindau Moment of Silence to Recognize Law Enforcement Memorial Day Traditionally, the Council attended the Law Enforcement Day ceremony at the Historic Stillwater Courthouse to honor all those who were killed in the line of duty. In light of the COVID-19, the ceremony was cancelled for 2020. Mayor Weidt called for a moment of silence to remember and thank all those who made the ultimate sacrifice. Minutes for the May 4, 2020, City Council Meeting Miron made motion, Petryk seconded, to approve the minutes for the City Council meeting held on May 4, 2020, as presented. Roll call vote – all ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. Roll call vote – all ayes. Motion carried. Update on COVID-19 City Response City Administrator Bryan Bear provide information to Council on how the City was responding to the Governor’s orders regarding the coronavirus pandemic. Executive Order #56 had lifted the stay at home order. Business were allowed to be open with restrictions beginning June 1. Remote meetings were strongly encouraged, and employees were directed to work from home if they could. City services remained available, though slightly modified. Employees were working remotely and available. Park amenities were all open as well as the compost site and library kiosk. Building and planning applications were being accepted and processed. The Public Works Department had staff back fulltime with new guidelines for interaction. It was noted they were very busy with the normal summer work routine. City Hall was working on a plan to allow office staff to slowly return to work. Building permits slowed down at the beginning of the pandemic but had since accelerated with new homes and new projects. The Good Neighbor Days event had officially been cancelled as most other events that would have Minutes HUGO CITY COUNCIL MEETING REMOTE MEETING MONDAY, MAY 18, 2020 – 7 P.M. Hugo City Council Meeting Minutes for May 18, 2020 Page 2 of 5 large gatherings. Reservations were not being accepted for any of the City’s community rooms since there was no way to control the number of people. Hugo’s playgrounds had been open throughout the pandemic, and the CDC does not recommend closing them or using spray sanitizer. Portable restrooms were not in place; park use was short-term in duration and found unnecessary. Prior to making them available, disinfection actions needed to be determined. Athletic teams wanted to begin summer practice, and field rentals were targeted for June 1. The City had not officially closed any fields, but large groups would need a “return to play plan” to show how they would comply with outdoor guidelines. Peddler’s permits were not being issued. Bear talked about the August primary and November general elections. Absentee ballots were being encouraged. Staff was working on protocols and procedures on how elections will occur. Consent Agenda Petryk made motion, Miron seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Worker Rick Kieffer 3. Approve Notice of Retirement from Fire Chief Kevin Colvard 4. Approve Pay Request No. 2 to Scandia Trucking, LLC, for JD2 Ditch Maintenance 5. Approve Agreement for Services with M health Fairview Roll call vote – 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 Rick Kieffer Rick Kieffer was re-hired by the City of Hugo on May 31, 2005, returning after a short period of time in the private sector. Over the past 14 years, Rick has worked under the direction of Public Works Director Scott Anderson. Adoption of the Consent Agenda approved the Annual Performance Review for Public Works Worker Rick Kieffer. Approve Notice of Retirement from Fire Chief Kevin Colvard Hugo Fire Chief Kevin Colvard had submitted his notice of retirement. Adoption of the Consent Agenda approved the retirement of Chief Colvard effective December 31, 2020, and directed staff to begin the replacement process. Approve Pay Request No. 2 to Scandia Trucking, LLC, for JD2 Ditch Maintenance The City of Hugo had received a request from Scandia Trucking, LLC. for approval of its second pay request for the 2019-2020 maintenance on Judicial Ditch #2. City staff had reviewed the pay request and found it to be satisfactory for work completed to date. Adoption of the Consent Agenda approved Pay Request No. 2 to Scandia Trucking, LLC. in the amount of $50,870.15 Hugo City Council Meeting Minutes for May 18, 2020 Page 3 of 5 Approve Agreement for Services with M Health Fairview M Health Fairview will become the City’s Ambulance provider on June 1, 2020. M Health Fairview will provide the same medical directive and related service to the Fire Department as North Memorial. Adoption of the Consent Agenda approved the agreement for M Health Fairview Medical Directive Services. Approve Change Order for 130th Street Project As part of the design of the 130th Street Improvement Project, staff evaluated a number of ways access to the Beaver Ponds neighborhood could be maintained from both 130th Street and 125th Street. Access to 130th Street was viewed to be important, as the intersection of 125th Street and TH 61 did not have a traffic signal. Access to 130th Street during construction would allow access to a signalized intersection at TH 61 and 130th Street and Egg Lake Road at various stages of construction. City Engineer Mark Erichson reviewed several options that were evaluated by staff, and he recommended the option to utilize 129th Street, which is a private road, based on lower costs and better traffic flow. While evaluating costs for this option, staff identified the potential need for a mill and overlay on 129th Street should any damage occur due to the increased use of this private road. Even with this potential cost, Erichson said this option was deemed to be the least expensive and provided the best access. He explained that an agreement had been reached with the home owners association to utilize 129th Street for access. Prior to construction starting, staff had taken photos and video of the condition of 129th Street to document the pre-construction condition of the roadway. This spring, staff reviewed the conditions of 129th Street and noticed some additional cracking in the roadway that warrants completing a mill and overlay improvement project on 129th Street. Petryk made motion, Miron seconded, to approve Change Order No. 1 in the amount of $28,474.20 for the mill and overlay of 129th Street. Roll call vote – all ayes. Motion carried. Presentation of the 2020-2024 Capital Improvement Program City Administrator talked to Council about the draft 2020-2040 Capital Improvement Plan prepared by Finance Director Ron Otkin with the assistance of other staff members. An updated CIP was required if the City Council wished to issue Capital Improvement Bonds. The document included streets, a new Public Works facility, and the Lions Park Improvement Project. The Planning Commission would need to determine if the CIP was consistent with the 2040 Comprehensive Plan. In preparing the CIP, the flat tax rate had been assumed. The CIP could change if the rate was lowered or projects were eliminated or downsized. Also, the County’s assessment report was out, and the finance director had estimated the 2021 tax capacity increased by nearly 5%. This would result in a $49 increase in taxes for the median valued house in Hugo. Bear reviewed the street projects included in the draft CIP document. He explained the downtown street project was moved ahead to 2021 to coincide with the Lions Park project. The street project was now estimated at $2,820,000, which had been reduced by a change in the scope of the project. 145th Street and Finale Avenue were removed, and a short section of 147th street was added. Those streets and the cost of on-street parking improvements could be Hugo City Council Meeting Minutes for May 18, 2020 Page 4 of 5 included in the Lions Park Bond, since those items were associated with the park improvements. The Hugo Gardens Apartment project could include the improvements to Finale Avenue. The apartment project will be considered by the Planning Commission at their next meeting and by the Council at their June 1 meeting. A meeting with the neighborhood had not occurred yet. Bear reviewed other streets projected for improvements during the next five years, which included a cost share with Washington County for a traffic signal at CSAH 8 and Oneka Parkway in 2024. The street CIP assumed a 21% reduction in state aid due to a reduction in gas tax dollars, which was a direct impact of the Coronavirus Bear next discussed the construction of a new Public Works building, which could start in September of this year at a total cost of $12,200,000 with contingency. This would be paid for with a $7.2 million bond. Two-hundred seventy four-thousand dollars was levied 2020, and that levy was expected to increase to approximately $557,000 in 2021. One-million dollars would come from the sale of the existing Public Works facility, three-million from the water and sewer fund, and $878,000 from the capital facilities fund. Bear spoke briefly on the equipment fund saying it was fully funded, but to keep it balanced every year the levy must increase, and there were big purchases expected in 2025. Bear reviewed what was included in the CIP for parks. Revenues for parks come from the tax levy, park dedication fees, and grants. This year, Adelaide Landing Park was to be constructed, and the Goodview Trail Study would be completed at a cost of $17,750 with a portion to be paid with grant funds. The CIP also included other miscellaneous trail and park projects and Irish Avenue Park master planning. Last year, the Council added a tax levy for parks in the amount of $556,133 to start in 2020. The idea was to eventually issue bonds to pay for park improvements that include Clearwater Creek Preserve, Irish Avenue Park, and Lions Park. Bear explained the benefits of combining projects. Bear talked about projects included in utility construction funds. The water and sewer fund was paying for the completion of Water Tower No. 4 and other well and sewer related maintenance and improvements in the following years. The stormwater utility fund had an annual levy of $278,788 for stormwater utility maintenance projects and expenses associated with being the Local Government Unit (LGU). Bear talked about how the Water Edge Phase 2 and the CSAH 8 stormwater reuse projects were depleting these funds. Projects needed to be combined, and the City needed to receive grants. Bids will be received later this year for the new Public Works facility. The Lions Park feasibility study was to be done this month and built in 2021. The City was still working on the development agreement with Hugo Gardens Apartments. Bear reminded Council that the CIP was dependent on the tax rate remaining the same. He explained the next step was to forward the draft CIP to the Planning Commission for their recommendation. Petryk shared her concerns about the impact of the virus pandemic on the economy and appreciated the Council would have another chance to look at the CIP after it went to the Planning Commission. Hugo City Council Meeting Minutes for May 18, 2020 Page 5 of 5 Miron made motion, Klein seconded, to forward the CIP draft document to the Planning Commission for their consideration and for consistency with the Comprehensive Plan. Roll call vote – all ayes. Motion carried. Update on the Yellow Ribbon Network Council Member Chuck Haas and Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. Haas shared picture of care packaging events and said many thanks had been received. Support was given to soldiers that were to be returning, but their return had been delayed because their replacements could not be trained due to COVID. Also due to the coronavirus, the 24th Welcome Home Pheasant Hunt needed to be rescheduled. The YRN was not holding their monthly Burger Night, and they were looking for support. Hass thanked all who donated, and he talked about the MN Gard flyover on May 4th to show support for the healthcare workers. Schedule City Administrator Performance Review Weidt made motion, Klein seconded, to schedule City Administrator Bryan Bear’s annual performance for Tuesday, June 16, 2020, at 3:00 p.m. Roll call vote – all ayes. Motion carried. Adjournment Klein made motion, Petryk seconded, to adjourn at 7:57 p.m. Roll call vote – all ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk