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HomeMy WebLinkAbout2020.07.06 CC Minutes Meeting held remotely pursuant to MN Statute Sec. 13D.021. ZOOM Meeting ID # 864 2865 1960 Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT REMOTELY: Haas, Klein, Miron, Petryk, Weidt COUNCIL ABSENT: None OTHERS PRESENT REMOTELY: City Attorney Dave Snyder, City Engineer Mark Erichson, Community Development Director Rachel Juba, Finance Director Ron Otkin, Public Works Director Scott Anderson PRESENT AT CITY HALL: City Administrator Bryan Bear, City Clerk Michele Lindau Minutes for the June 15, 2020, Workshop on Lions Park Feasibility Study Klein made motion, Miron seconded, to approve the minutes for the Lions Park Feasibility Study Workshop held on June 15, 2020, as presented. Roll call vote – all ayes. Motion carried. Minutes for the June 15, 2020, City Council Meeting Miron made motion, Petryk seconded, to approve the minutes for the City Council meeting held on June 15, 2020, as presented. Roll call vote – all ayes. Motion carried. Minutes for the June 16, 2020, City Administrator Review Klein made motion, Petryk seconded, to approve the minutes for the City Administrator Performance Review Executive Session held on June 16, 2020, as presented. Roll call vote – all ayes. Motion carried. Minutes for the June 18, 2020, Neighborhood Meeting on Proposed Public Works Facility Miron made motion, Klein seconded, to approve the minutes for the neighborhood meeting on the proposed Public Works facility held on June 18, 2020, as presented. Roll call vote – all ayes. Motion carried. Minutes for the June 29, 2020, Joint Workshop on Lions Park Feasibility Study Klein made motion, Miron seconded, to approve the minutes for the Lions Park Feasibility joint workshop with the Planning Commission held on June 29, 2020, as presented. Minutes HUGO CITY COUNCIL MEETING REMOTE MEETING MONDAY, JULY 6, 2020 – 7 P.M. Hugo City Council Meeting Minutes for July 6, 2020 Page 2 of 5 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 provided an update on how the City was responding to the coronavirus pandemic. The City remained under the State of Emergency per the Governors last order, Order 20-74, from early June. Under this order, the City would remain under Phase III of the Stay at Home Plan. The COVID Preparedness Plan adopted by the Council at the last meeting allowed employees to work from home if possible, and it outlines special provisions when at City Hall, Public Works, and the Fire Department. Bear talked about the importance of the State of Emergency because it allowed for remote meetings by providing exceptions to the requirements for notices and access to public places. Council could conduct regular meetings if they choose with special rules, and this applied to all boards and commissions. Bear explained the way the public could also participate remotely. Bear talked about the CARES Act saying Hugo’s share was $1,148,713, which is figured on a per capita basis, unlike LGA, and it must be spent by November 15, 2020. Funds not spent must be returned by first transferring them to the County for their possible use. The City was documenting expenses, and enhancements would need to be done to the City’s AV system for virtual meetings. These funds could also be used for business grants, and the EDA would be discussing this at their next meeting. Bear asked Council to discuss and provide direction. Council talked about the ventilation system in City buildings and questioned whether improvements needed to be made. Bear stated the systems were reasonably modern, but staff would have a determination made by HVAC. Council also asked about the use of community rooms. Bear replied there has not been much use of the rooms. Smaller groups are using them and seem to be complying with COVID regulations. Consent Agenda Weidt made motion, Petryk seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Worker Jeff Maas 3. Approve Contract with Oertel Architects for the Public Works Facility 4. Approve Application for Water Surface Use Permit for David Strub on Sunset Lake Roll call vote – all ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Hugo City Council Meeting Minutes for July 6, 2020 Page 3 of 5 Approve Annual Performance Review for Public Works Worker Jeff Maas Jeff Maas was hired by the City of Hugo on July 24, 2006, as a Public Works Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Jeff Maas. Approve Contract with Oertel Architects for the Public Works Facility Staff had been working with Oertel Architects to prepare plans and specifications for the construction of a new Public Works facility located at the Irish Avenue Park property. Oertel Architects had prepared a standard agreement that outlines how they would assist the City in the delivery of the new facility once all approvals are in place. Adoption of the Consent Agenda approved the contract with Oertel Architects. Approve Application for Water Surface Use Permit for David Strub on Sunset Lake On behalf of residents living on Sunset Lake, resident David Strub had made application to the City of Hugo for a water surface use permit to allow residents to water ski on the slalom course on the lake. Washington County Sheriff’s Department had provided the application form that had been completed by David Strub. Adoption of the Consent Agenda approved the application for a water surface use permit for a water skiing course on Sunset Lake. Public Hearing on Capital Improvement Plan and Bonds Finance Director Ron Otkin explained to Council that Minnesota statutes allow cities to issue Capital Improvement Plan Bonds for certain public improvements, including public works facilities. The statutes require that a hearing be held to gather public input regarding the proposed five-year Capital Improvement Plan and the possible issuance of bonds. Otkin presented the plan to the Council. He explained the Council would only be authorizing the use of CIP bonds at this time, and after the bid opening, Council would authorize the issuance of these bonds. Otkin recommended the Mayor open the public hearing to take comment. Mayor Weidt opened the public hearing and explained to the public how to call in to comment. There were no comments, and the Mayor closed the public hearing. Haas made motion, Klein seconded, to approve RESOLUTION 2020-29 RESOLUTION GIVING PRELIMINARY APPROVAL FOR THE ISSUANCE OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS IN AN AMOUNT NOT TO EXCEED $8,000,000 AND ADOPTING THE CITY OF HUGO MINNESOTA, CAPITAL IMPROVEMENT PLAN THEREFORE Roll call vote – all ayes. Motion carried. Approve Site Plan for Public Works Facility City Planner Rachel Juba explained the City of Hugo’s Public Works Department was proposing to construct a new approximately 60,600 square foot Public Works facility to replace the current facility. This facility would be located on the south side of Irish Avenue Park off 140th Street Hugo City Council Meeting Minutes for July 6, 2020 Page 4 of 5 North (CSAH 8). Public works facilities are considered a public service building and allowed in the zoning district. The facility would include buildings for storage of salt and materials and outdoor storage of gravel, dirt, and rock. There would be a fence and landscaping around the perimeter of the site. The Parks Commission had discussed this at their May 20, 2020, meeting and had concerns regarding trails, access, and screening. Two neighborhood meetings had also been held and comments were heard from residents about continued use of the trails and an increase in the traffic on 140th Street. Residents also questioned why the City was planning for this facility when a master plan for the park had not yet been completed. There were also suggestions for moving the building to another location. The Public Works Director had explained to them that the site was chosen because it was centrally located in the City on a County road, the City already owned the property, and there was room for expansion. It was also noted the Parks Commission would be working on a master plan for the park this year. The Planning Commission discussed the new facility at their June 25, 2020, meeting and talked about access and how the facility would blend into the existing park. They generally liked the design and the plan and unanimously recommended approval. Juba reviewed with Council the site plan explaining the Irish Avenue Park property is approximately 125 acres in size, and the building and site improvements would take up approximately ten acres. The area included space for an approximately 45,000 square foot expansion of the building in the future. Washington County was presented the plans for review, and comments were received regarding improvements to the county road that included turn lanes. Staff would be working with them on an access permit. Juba reviewed the details of the site and building layout. She stated the proposal met all the requirements necessary for the City to approve the site plan as outlined in the City Code if the conditions in the approving resolution were met. Petryk asked if there would be any funding from Washington County for improvements to the county road. Juba stated it would be the responsibility of the City, and it was included in the budgeting, but the City would continue to work with the County. Petryk said she had heard concerns about the park use and she was happy to see it was set back from the road and adjacent properties with adequate landscaping for screening. There would be approximately 110 acres remaining for the park. Petryk made motion, Haas seconded, to approve RESOLUTION 2020-30 APPROVING A SITE PLAN FOR THE CITY OF HUGO PUBLIC WORK DEPARTMENT FOR A PUBLIC WORKS FACILITY ON THE PROPERTY LOCATED AT 14420 140TH STREET NORTH Roll call vote – all ayes. Motion carried. Approve Resolution Authorizing Advertisement for Bids for Public Works Facility Public Works Director Scott Anderson explained that Oertel Architects would have the final design and bidding documents for the new Public Works facility completed by July 16th. Bid packets would be available for distribution on July 20th. A bid opening date of August 11th was expected. Council would then review the bids at their August 17, 2020, meeting and consider award of the contract. Construction could begin in September, 2020. He recommended Council authorize advertisement of bids for the construction of the new Public Works facility located at the Hugo City Council Meeting Minutes for July 6, 2020 Page 5 of 5 Irish Avenue Property. Haas made motion, Klein seconded, to approve RESOLUTION 2020-31 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE NEW PUBLIC WORKS FACILITY PROJECT. 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. The YRN continued to send care packages to troops overseas. They were also working with the City of Stillwater on a deployment ceremony to be held on August 9th. Plans for a modified Hamburger Night were being considered. Adjournment Klein made motion, Haas seconded, to adjourn at 7:55 p.m. Roll call vote – all ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk