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HomeMy WebLinkAbout2020.12.21 CC Minutes Meeting held remotely pursuant to MN Statute Sec. 13D.021. Meeting ID: 812 7450 9893 Passcode: 216680 Mayor Weidt called the meeting to order at 7:07 p.m. COUNCIL PRESENT REMOTELY: Klein, Miron, Petryk, Weidt COUNCIL ABSENT: Haas 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 Approval of Minutes for the December 7, 2020 City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on December 7, 2020, as presented. Roll call vote – all ayes. Motion carried Approval of Agenda Weidt made motion, Petryk 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 the City’s response to the COVID pandemic. The State of Emergency had been in place since March, 2020. Bear reviewed the most recent executive order and talked about a new round of grants and state programs that had been approved by the legislature. The County would be receiving funds for distribution to businesses that are in need. He did not believe there would be any funds coming to the City for distribution. The recent virus surge had an impact on City staff and department heads had plans in place. Some of staff was working remotely. City services remained available with modifications. The City’s online permitting system was in place for building permits, and 75% of November permits were issued online. Washington County would be involved with the distribution of vaccines, and they had been preparing for it through their pandemic planning. It was expected there would be direction from the Department of Health and the Center of Disease Control for vaccines to occur in phases. Vaccinations for Hugo’s first responders would likely occur within the next week or two. The Council was meeting virtually using ZOOM but City Hall was open for meetings. Audio Visual updates were complete, so hybrid meetings could occur allowing the Council and/or public to participate from several places. Bear talked about creating hybrid meeting rules that would address masking and social distancing. He noted that Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL REMOTE MEETING MONDAY, DECEMBER 21, 2020 – 7 P.M. Hugo City Council Meeting Minutes for December 21, 2020 Page 2 of 7 the Council and public would have different experiences depending on how they were participating. Council discussed waiting until into January, 2021, to see how things develop with the virus to determine if Council wanted to attend in person. They felt it was best to leave it to the discretion of the individual’s comfort level. It was also said that Plexiglas at the dais was not necessary at this time. Council discussed the meeting format acknowledging they need to have flexibility. They talked about maintaining as many meeting protocols that exist for “in-person” meetings such as being able to identify who is attendance. They also agreed the “chat” feature should not be available on ZOOM during Council meetings. Bear stated staff would draft a document outlining meeting protocols for Council to consider. Consent Agenda Petryk made motion, Miron seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Building Inspector Scott Baller 3. Approve Annual Performance Review for Community Development Director Rachel Juba 4. Approve Annual Performance Review for Public Works Worker Ryan McCullough 5. Approve Annual Performance Review for Public Works Worker Neal Nelson 6. Approve Donation to the Hugo Fire Department from the Hugo Lions Club 7. Approve Fire Department Job Descriptions for Assistant Chief and Deputy Chief 8. Approve Resolution on Statutory Tort Liability Limits 9. Approve Resolution Certifying Delinquent Utility Accounts 10. Approve Ordinance Establishing 2021 Fee Schedule and Publication of Summary Ordinance 11. Approve Resignation of Roly Guareschi from the Hugo Fire Department 12. Approve Resignation of Baily Lund from the Hugo Fire Department 13. Approve Renewal of Term for Planning Commissioner Matthew Derr 14. Approve Renewal of Terms for Parks Commissioner Mathew Rauschendorfer 15. Approve Renewal of Terms for Historical Commissioners Kathy Brevig and Craig Moen 16. Approve the Appointment of Maria Mulvihill as a Regular Planning Commission Member and Interim Board of Zoning Member 17. Approve Appointment of Brad LeTourneau to the Hugo Historical Commission 18. Approve Pay Request No. 4 from Ebert Construction for Public Works Facility 19. Approve Change Order No. 1 for Ebert Construction for Public Works Facility 20. Approve Reduction in Letter of Credit for the 140th Street Extension-Schwieters Addition Hugo City Council Meeting Minutes for December 21, 2020 Page 3 of 7 21. Approve Purchase of Used Skyjack 3226 Scissors Lift 22. Approve the Retirement/Recycling of 1967 Chevrolet Water Truck (Former Fire Department Tanker) 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 Building Inspector Scott Baller Scott Baller was hired by the City as a Building Inspector on January 1, 2006. Adoption of the Consent Agenda approved the annual performance review for Building Inspector Scott Baller. Approve Annual Performance Review for Community Development Director Rachel Juba Rachel Juba was hired as the City’s Associate Planner on January 2, 2007, and promoted to Planner in 2010, then Community Development Director in May, 2018. Adoption of the Consent Agenda approved the annual performance review for Community Development Director Rachel Juba. Approve Annual Performance Review for Public Works Worker Ryan McCullough Ryan McCullough was hired on January 2, 2007, as the City of Hugo’s new Public Works Maintenance Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Maintenance Worker Ryan McCullough. 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 Donation to the Hugo Fire Department from the Hugo Lions Club The Hugo Lions Club wanted to donate $1,400 to the Hugo Fire Department for their Automated External Defibrillator (AED) Program. Donations to the Fire Department needed to be approved by Council. Adoption of the Consent Agenda approved the donation of $1,400 from the Hugo Lions Club to the Hugo Fire Department. Approve Fire Department Job Descriptions for Assistant Chief and Deputy Chief Job descriptions for the Assistant Chief and Deputy Chief had been updated. Adoption of the Consent Agenda approved the Fire Department job descriptions for Assistant Chief and Deputy Chief as drafted. Hugo City Council Meeting Minutes for December 21, 2020 Page 4 of 7 Approve Resolution on Statutory Tort Liability Limits In the late 1990’s the League of Minnesota Insurance Trust required each City that obtained liability coverage from them to decide whether or not to waive the statutory tort liability limits to the extent of coverage purchased. Currently these limits were $500,000 per claimant and $1,500,000 per occurrence. At that time the City Council opted not to waive the statutory limits. LMCIT required each member city to reaffirm their position on an annual basis. Adoption of the Consent Agenda approved RESOLUTION 2020-70 TO NOT TO WAIVE STATUTORY TORT LIABILITY LIMITS. Approve Resolution Certifying Delinquent Utility Accounts Annually, the Finance Department reviews all delinquent utility bills, which are the result of nonpayment or underpayment of water and sewer utility bills. In accordance with City Ordinance, Council is required to adopt a resolution to certify delinquent utility bills to the property tax rolls. Property owners who have not paid their outstanding utility bill will have it certified to the property tax rolls. City staff recommends Council approve the resolution certifying delinquent utility bills for placement on property tax statements Adoption of the Consent Agenda approved RESOLUTION 2020-71 CERTIFYING UNPAID UTILITY BILLS TO THE COUNTY AUDITOR FOR COLLECTION. Approve Ordinance Establishing 2021 Fee Schedule and Publication of Summary Ordinance City staff annually reviews the fee, rates and charges schedule and recommends changes. The Finance Department has reviewed these changes and incorporated them into the fee schedule for 2021. Staff recommended Council approve the ordinance authorizing the establishment of fees, rates and charges for 2021, and approve the summary ordinance for publication. Adoption of the Consent Agenda approved ORDINANCE 2020-502 AUTHORIZING ESTABLISHMENT OF FEES, RATES AND CHARGES and the summary ordinance for publication. Approve Resignation of Roly Guareschi from the Hugo Fire Department Roly Guareschi had submitted his letter of resignation after serving on the Hugo Fire Department since January, 2009. Adoption of the Consent Agenda approved the resignation of Roly Guareschi effective January 4, 2021. Approve Resignation of Baily Lund from the Hugo Fire Department Baily Lund had submitted her letter of resignation after serving on the Hugo Fire Department since December, 2017. Adoption of the Consent Agenda approved the resignation of Baily Lund effective December 31, 2020. Hugo City Council Meeting Minutes for December 21, 2020 Page 5 of 7 Approve Renewal of Term for Planning Commissioner Matthew Derr Staff had contacted Planning Commissioner Matthew Derr regarding the expiration of his term as Commissioner at the end of 2020. Matthew indicated he would like to be reappointed to the Planning Commission for another four-year term. Adoption of the Consent Agenda approved the reappointment of Commissioner Matthew Derr for another four-year term on the Planning Commission to expire December 31, 2024. Approve Renewal of Terms for Parks Commissioner Mathew Rauschendorfer Staff had contacted Parks Commissioner Mathew Rauschendorfer regarding the expiration of his terms as Commissioner at the end of 2020. Mathew had indicated he would like to be reappointed to the Parks Commission. Adoption of the Consent Agenda approved the reappointment of Commissioner Mathew Rauschendorfer for a three-year term to expire on December 31, 2023. Approve Renewal of Terms for Historical Commissioners Kathy Brevig and Craig Moen Historical Commissioners Kathy Brevig and Craig Moen had terms that expired at the end of 2020. Kathy and Craig both indicated they would like to serve another three-year term on the Historical Commission. Adoption of the Consent Agenda approved the reappointments of Kathy Brevig and Craig Moen for three-year terms to expire on December 31, 2023. Approve the Appointment of Maria Mulvihill as a Regular Planning Commission Member and Interim Board of Zoning Member At its August 6, 2018 meeting, Council approved the appointment of Maria Mulvihill as a board member on the Board of Zoning Appeals and Adjustments. Maria was also appointed as an alternate member on the Planning Commission on October 15, 2018. Maria had submitted a letter of interest to serve as a regular member on the Planning Commission to fill a vacancy. Maria was currently on the Board of Zoning as a resident member. The Board of Zoning members are annual appointments consisting of a member of the Planning Commission, Council Member, and one resident. Adoption of the Consent Agenda approved the appointment of Maria Mulvihill as a regular member of the Planning Commission with a term to expire on December 31, 2024, and as Interim Board of Zoning Member until that position is filled by a resident not serving on another commission. Approve Appointment of Brad LeTourneau to the Hugo Historical Commission Brad Letourneau had been attending meetings of the Historical Commission and had submitted an application to become a regular member. Adoption of the Consent Agenda approved Brad Letourneau as a regular member of the Historical Commission to fill a vacancy with a term ending on December 31, 2022. Hugo City Council Meeting Minutes for December 21, 2020 Page 6 of 7 Approve Pay Request No. 4 from Ebert Construction for Public Works Facility Ebert Construction had submitted Pay Voucher No. 4 for work done on the new Public Works facility. Staff had reviewed the pay voucher and found it acceptable for work certified through December of 2020. Adoption of the Consent Agenda approved Pay Voucher No. 4 to Ebert Construction in the amount of $246,271.98. Approve Change Order No. 1 for Ebert Construction for Public Works Facility Ebert Construction had submitted change order No. 1 for proposed additional work and an extension of the completion date on the new Public Works facility. Staff had reviewed the change order and found it acceptable. Adoption of the Consent Agenda approved change order No. 4 to Ebert Construction. Approve Reduction in Letter of Credit for the 140th Street Extension-Schwieters Addition The 140th Street Extension as part of the Schwieters 2020 Addition Project had significant work completed to date. Victor Land Holdings, LLC. had requested a reduction in the letter of credit. The current letter of credit for the 140th Street extension was in the amount of $158,468.75. Staff had inspected and approved the work completed to date. Adoption of the Consent Agenda approved the reduction in the letter of credit to $23,206.25 based on the value of work remaining to be completed. Approve Purchase of Used Skyjack 3226 Scissors Lift Included in the City’s 2020 Equipment Purchasing Fund was funding for a used scissor lift. Public works staff currently rented a scissors lift or borrowed White Bear Township’s lift for any overhead building maintenance. Staff had been researching quality used scissor lifts and found one for sale at Duke Rentals of Savage, MN, completely reconditioned with a one-year warranty. Adoption of the Consent Agenda approved the purchase of a Skyjack 3226 Scissor Lift for $12,500.00. Approve the Retirement/Recycling of 1967 Chevrolet Water Truck (Former Fire Department Tanker) The Public Works Department had requested Council’s approval to transport the 1967 Chevrolet water truck (unit #203-67) to L.A.D. Auto Crushing/Recycling. Due to many mechanical issues, this truck was unable to be DOT certified and could not be operated on public roadways. The truck had not been operated in over eight years. The recycling of this truck was expected to generate $600-$700. Adoption of the Consent Agenda approved the recycling of the 1967 Chevrolet Water Truck through L.A.D. Auto Crushing/Recycling. Hugo City Council Meeting Minutes for December 21, 2020 Page 7 of 7 Discussion on Vacant Positions on Commissions and Board City Administrator Bryan Bear discussed with Council the vacancies on Hugo’s various Commissions and Boards and how to fill these vacancies. The last time interviews were conducted was the in the summer of 2018. Several candidates were interviewed for several positions at one time. At that time, Council decided to create alternate positions on these committees. Alternates would attend all meetings and become voting members when a regular member is absent. He informed Council that the City had received nine applications since the summer of 2018, mostly received prior to the pandemic. Covid-19 factors may have an influence over applicant interest and could impact the interview process. Council agreed the past process was a good one. They directed staff to get notice out to the community regarding the vacancies and schedule interviews in January. Schedule Goal Setting Session for January 19, 2021 City Administrator Bryan Bear recommended Council schedule their annual Goal Setting Session for Tuesday, January 19, 2021, at 6 p.m. Miron made motion, Klein seconded, to schedule the Annual Goal Setting Session for Tuesday, January 19, 2021, at 6 p.m. Roll call vote – all ayes. Motion carried. Adjournment Klein made motion, Petryk seconded, to adjourn at 8:01 p.m. Roll call vote – all ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk