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HomeMy WebLinkAbout2021.01.04 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL/REMOTE MEETING 14969 Fitzgerald Avenue North • Hugo. MN SS038 MONDAY. JANUARY 4. 2021— 7 P.M. Meeting was held remotely pursuant to MN Statute Sec. 13D.021. ZOOM Meeting ID: 897 6177 7807 Passcode: 408516 Oath of Office On November 3, 2020, the City of Hugo held its municipal elections. Tom Weidt was reelected as Mayor, Phil Klein as Council Member Ward 2, and Mike Miron as Council at Large. The Weidt, Miron, and Klein recited the Oath of Office. Call to Order Mayor Weidt called the meeting to order at 7:05 p.m. COUNCIL PRESENT REMOTELY: Haas, Klein, Miron, Petryk, Weidt COUNCIL ABSENT: None 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 21, 2020, City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the City Council meeting held on December 21, 2020, as presented. Roll call vote — all ayes. Motion carried. Approval of Agenda Weidt made motion, Haas seconded, to approve the agenda as presented. Roll call vote — all ayes. Motion carried. Update on COVID-19 City Response and Approval of Hybrid Meeting Protocols City Administrator Bryan Bear provided an update on the City's response to the COVID pandemic. The City continues to operate under the State of Emergency declared in mid -March and the current Executive Order 20-103. He talked about the new state and federal grant program and invited all businesses interested in the program to attend the next Hugo Business Association meeting on January 12, 2021. Representatives from Washington County will be there to provide information on how to receive the funding. City Hall remained open and all services were available. Bear talked about the Family First Coronavirus Response Act that included 80 hours paid emergency sick leave. This Act expired on December 31, 2020, and he noted that the impacts would be on -going after that time. He referenced a consent agenda item that would extend the paid emergency sick leave until a time the vaccine was available to staff. Hugo City Council Meeting Minutes for January 4, 2021 Page 2 of 8 Bear talked about hybrid meetings as allowed by the State of Emergency. Technology upgrades had been complete and hybrid meetings could occur when Council felt it was appropriate to have some people in the Council Chambers and some remote. At the last meeting of the Council, staff was directed to prepare protocols for hybrid meeting. Bear reviewed the draft outline protocols that included rules on social distancing and masks while in the Chambers. Those participating via Zoom would be required to use the mute feature, and the chat feature would be disabled. Protocols would be different in workshops. Weidt made, Miron seconded, to approve the meeting protocols as drafted. Roll call vote — all ayes. Motion carried. Approval of Consent Agenda Klein made motion, Petryk seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Appointment of Becky Petryk as Acting Mayor 3. Approve Appointment of WSB and Associates as City Engineer 4. Approve Appointment of Landform as City Planner 5. Approve Appointment of Johnson & Turner as City Attorney 6. Approve Appointment of Baker Tilly as Financial Advisor 7. Approve Appointment of Fire Chief Jim Compton, Jr. as Emergency Management Director 8. Approve Appointment of The Citizen as Official Newspaper 9. Approve Appointments to Hugo Firefighter Relief Association 10. Approve Appointment of Bronwen Kleissler as Chair of the Planning Commission and Scott Arcand as Vice -Chair 11. Approve Appointment of Dave Strub as Chair and Cathy Moore-Arcand as Vice -Chair of the Parks and Recreation Commission 12. Approve Appointment of Cynthia Schoonover as Chair of Historical Commission 13. Approve Appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA 14. Approve Appointment of Mayor Tom Weidt and Planning Commissioner Scott Arcand as Representatives on the Board of Zoning Appeals and Adjustments 15. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments 16. Approve Resolution Designating Polling Places in Hugo 17. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2021 18. Approve Reduction in the Letter of Credit for Oneka Place 4 Addition 19. Approve Resolutions Approving Preliminary Plat, Final Plat, CUP, Site Plan, Variance, and Easement Vacation for the property located at 130th Street North and Fenway Boulevard North Hugo City Council Meeting Minutes for January 4, 2021 Page 3 of 8 20. Approve Resolution Approving Site Plan for Hugo Good Neighbors Food Shelf at 15106 Francesca Avenue North 21. Approve Resolution Approving Property Line Adjustment for 15121 Everton Avenue North 22. Approve Extension of Emergency Paid Sick Leave Related to COVID-19 Roll call vote — all ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Appointment of Becky Petryk as Acting Mayor Each year, the Council appoints a member of the Council for the position of Acting Mayor. Adoption of the Consent Agenda approved the appointment of Council Member Becky Petryk as Acting Mayor for the year 2021. Approve Appointment of WSB & Associates as City Engineer WSB & Associates had been the City Engineer for the past 17 years with Mark Erichson handling the day-to-day civil engineering duties. WSB & Associates had requested to continue to provide this service to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of WSB Engineers and Mark Erichson as the City Engineer for 2021. Approve Appointment of Landform as City Planner Kendra Lindahl from Landform had worked over the past 18 years as the City Planner. Landform had requested to continue to provide this service to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of Kendra Lindahl as the City Planner/Planning Consultant for the year 2021. Approve Appointment of Johnson & Turner as City Attorney City Attorney Dave Snyder served the City with the law firm of Johnson & Turner for the past six years. Johnson & Turner requested to continue to provide legal services to the City. Adoption of the Consent Agenda approved the appointment of David K. Snyder and the Johnson & Turner Law Firm as the City Attorney for the year 2021. Approve Appointment of Baker Tilly as Financial Advisor Financial advisors Paul Steinman, Mikaela Huot, and Nick Dragisich and the other members of the Baker Tilly Virchow Krause, LLP (formerly Springsted, Inc.) team had served the City over the years on a wide variety of projects. Adoption of the Consent Agenda approved Paul Steinman, Mikaela Huot, and Nick Dragisich, from Baker Tilly Virchow Krause, LLP, as the City's financial advisors for the year 2021. Hugo City Council Meeting Minutes for January 4, 2021 Page 4 of 8 Approve Appointment of Fire Chief Jim Compton, Jr. as Emergency Management Director Each year, Council appoints a member of the City staff to serve in the role of Emergency Management Director. For the past decade, the Fire Chief had served in this position. Adoption of the Consent Agenda approved the appointment of the Fire Chief Jim Compton, Jr. as the City's Emergency Management Director for 2021. Approve Appointment of The Citizen as Official Newspaper Each year, Council selects a newspaper as the official publication for all public notices and publishing of ordinances. For the past 13 years, the City Council appointed The Citizen as the City's new official newspaper. The Citizen had requested to continue to provide this service at a slightly increased rate. Adoption of the Consent Agenda approved The Citizen as the City's official newspaper for 2021. Approve Appointments to Hugo Firefighter Relief Association Minnesota State Statute required the official appointment of the ex-officio members of the Hugo Fire Department Relief Association Board. Council needed to appoint two elected or appointed members. Adoption of the Consent Agenda approved appointment of Mayor Tom Weidt, with Councilmember Chuck Haas as his designee in his absence, and Finance Director Ron Otkin as ex-officio members of the Hugo Fire Department Relief Association Board. Approve Appointment of Bronwen Kleissler as Chair of the Planning Commission and Scott Arcand as Vice -Chair Annually, Council appoints a member of the Planning Commission to serve as the chair and vice -chair. Bronwen Kleissler had been serving as the chair of the Planning Commission since August, 2015, and Scott Arcand had served as vice -chair since February, 2018. Adoption of the Consent Agenda approved the reappointment of Bronwen Kleissler as the chair of the Planning Commission and Scott Arcand as vice -chair for 2021. Approve Appointment of Dave Strub as Chair and Cathy Moore-Arcand as Vice -Chair of the Parks and Recreation Commission Annually, the City Council appoints members of the Parks Commission to serve as chair and vice -chair. Dave Strub had served as chair of the Parks and Recreation Commission since November, 2016, and Cathy Moore-Arcand had served as vice -chair since January 2017. Adoption of the Consent Agenda approved reappointment of Dave Strub as chair and Cathy Moore-Arcand as vice -chair for the Parks and Recreation Commission for 2021. Approve Appointment of Cynthia Schoonover as Chair of Historical Commission Annually, the City Council appoints a member of the Historical Commission to serve as the chair of the Commission. Cynthia Schoonover had served as the chair since July, 2015. Adoption of the Consent Agenda approved the reappointment of Cynthia as the chair of the Historical Commission for 2021. Hugo City Council Meeting Minutes for January 4, 2021 Page 5 of 8 Approve Appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA Annually, Council appoints two representatives from the Hugo City Council to serve on the Economic Development Authority (EDA). Adoption of the Consent Agenda approved appointment of Mayor Weidt and Council Member Klein to continue to serve as the Council Representatives on the EDA for 2021. Approve Appointment of Mayor Tom Weidt and Planning Commissioner Scott Arcand as Representatives on the Board of Zoning Appeals and Adjustments Annually, the Hugo City Council appoints a member of the Planning Commission, City Council, and a resident to serve on the Board of Zoning Appeals and Adjustments. Tom Weidt had agreed to serve another year as the City Council Representative, and Scott Arcand had agreed to serve another year as the Planning Commission representative. Adoption of the Consent Agenda approved the reappointment of Tom Weidt as the City Council representative and Scott Arcand as the Planning Commission representative to serve on the Board of Zoning Appeals and Adjustments for another one-year term. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Adjustments Annually, Council approves appointment of Chair of the Board of Zoning Appeals and Adjustments. Adoption of the Consent Agenda approved reappointment of Board Member Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments. Approve Resolution Designating Polling Places in Hugo State Statute required that municipalities designate precinct polling places by resolution annually. Though there was no foreseen elections for 2021, this was still a requirement. Adoption of the Consent Agenda approved RESOLUTION 2021- 1 DESIGNATING PRECINCT POLLING LOCATIONS FOR ELECTIONS IN THE CITY OF HUGO. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2021 Since July 2013, Companion Animal Control and Otter Lake Animal Hospital had been providing animal control services to the City. Adoption of the Consent Agenda approved continuation of the current contracts with Companion Animal Control and Otter Lake Animal Hospital for 2021. Approve Reduction in the Letter of Credit for Oneka Place 4 Addition Oneka Place 41 Addition had substantial work completed to date and the developer, CPDC-Pratt- Oakwood, LLC. had requested a reduction in the letter of credit. The current letter of credit was in the amount of $1,743,680. Staff had inspected the work completed to date and found it satisfactory. Adoption of the Consent Agenda approved the reduction in the letter of credit to $174,368. Hugo City Council Meeting Minutes for January 4, 2021 Page 6 of 8 Approve Resolutions Approving Preliminary Plat, Final Plat, CUP, Site Plan, Variance, and Easement Vacation for the property located at 130th Street North and Fenway Boulevard North Victor Land Holdings, LLC, (JL Schwieters) had requested approval of a preliminary plat, final plat, CUP, and site plan for three one-story office/warehouse buildings totaling 38,800 square feet. The three buildings would have a total of 14 office/manufacturing/warehouse units. The applicant also requested a variance from the commercial and industrial construction standards to allow the buildings to be built with architectural metal panels, where architecturally enhanced concrete panel, architecturally enhanced masonry block, masonry with block, masonry with exterior insulation and finish system (EIFS), brick, dressed stoned or glass are required by ordinance. There were drainage and utility easements on the property that were not applicable to the project and would be vacated with this project. New drainage and utility easements would be placed over the required areas such as the stormwater management facilities. The Planning Commissioners generally liked the plans and the overall design of the building, including the architectural metal panel building material. They found the applications met all the requirements necessary to approve the applications. The Planning Commission unanimously approved the applications, subject to the conditions in the resolutions, with the revision to the site plan resolution to remove the requirement to add brick, stone, or block (or like material) three feet in height to the building. Adoption of the Consent Agenda approved RESOLUTION 2021-2 APPROVING A PRELIMINARY PLAT, FINAL PLAT, AND SITE PLAN FOR VICTOR LAND HOLDINGS, LLC, FOR THREE OFFICE/MANUFACTURING/WAREOUSE BUILDINGS ON THE PROPERTY LOCATED AT THE NORTHEAST CORNER OF 130TH STREET NORTH AND FENWAY BOULEVARD NORTH, and RESOLUTION 2021-3 APPROVING A CONDITIONAL USE PERMIT FOR VICTOR LAND HOLDINGS, LLC, TO ALLOW A CAMPUS DEVELOPMENT ON THE PROPERTIES LOCATED ON THE NORTHEAST CORNER OF 130TH STREET NORTH AND FENWAY BOULEVARD NORTH, and RESOLUTION 2021-4 APPROVING A VARIANCE FOR VICTOR LAND HOLDINGS, LLC FOR THREE OFFICE/WAREHOUSE BUILDINGS ON THE PROPERTY LOCATED NORTHEAST OF 130TH STREET NORTH AND FENWAY BOULEVARD NORTH. Approve Resolution Approving Site Plan for Hugo Good Neighbors Food Shelf at 15106 Francesca Avenue North The applicant, nai Architects, Inc., had requested approval of a 400 square foot addition to an existing building located at 15106 Francesca Avenue North. The owner and occupant of the site is the Hugo Good Neighbors Food Shelf. The existing building on site was 1,455 square feet and was approved in 2014. The Hugo Planning Commission discussed the request at their December 17, 2020 regularly scheduled meeting and generally thought the applicant did a good job at incorporating the addition to the existing building and recommended approval of the site plan for the Hugo Good Neighbors Food Shelf. Adoption of the Consent Agenda approved RESOLUTION 2021-5 APPROVING A SITE PLAN FOR NAI ARCHITECTS INC. ON BEHALF OF HUGO GOOD NEIGHBORS FOOD SHELF FOR CONSTRUCTION OF AN ADDITION TO THE EXISTING BUILDING ON THE PROPERTY LOCATED AT 15106 FRANCESCA AVENUE NORTH. Hugo City Council Meeting Minutes for January 4, 2021 Page 7 of 8 Approve Resolution Approving Propertv Line Adjustment for 15121 Everton Avenue North Paul and Linda Holman and Xcel Energy had requested approval of a property line adjustment for properties located at 15121 Everton Avenue North. The applicants were proposing to have the Xcel Energy property that dissects the parcel be adjusted to the north. Mr. Holman would dedicate an easement to Xcel Energy in the same location. The applicants had agreed on the easement location. Adoption of the Consent Agenda approved RESOLUTION 2021-6 APPROVING A PROPERTY LINE ADJUSTMENT FOR PAUL AND LINDA HOLMAN AND XCEL ENERGY FOR THE PROPERTY LOCATED AT 15505 FOREST BOULEVARD NORTH. Extension of Emergency Paid Sick Leave Related to COVID-19 The Families First Coronavirus Response Act (FFCRA) went into effect on April 2, 2020 and contained provisions which required employers to provide their employees with paid sick leave for specified reasons related to COVID-19. The Act and related emergency paid sick leave was to expire on December 31, 2020. The Act stated that employers must provide employees with up to two weeks (80 hours, or a part-time employee's two week equivalent) of paid sick leave based on their regular rate of pay, paid at 100% if an employee has been advised by a health care provider to self -quarantine related to COVID-19 or was experiencing COVID-19 symptoms and were seeking a medical diagnosis. With the Act expiring on December 31, 2020, but with the Coronavirus still impacting daily lives staff recommended the City Council extend emergency paid sick leave and provide employees with up to 80 hours of paid sick leave for employees who are experiencing COVID-19 symptoms or who need to quarantine because of COVID-19. The paid sick leave extension would expire when employees have the option to receive the Coronavirus vaccine. Adoption of the Consent Agenda approved extension of the paid sick leave to Hugo employees under the act. Approve Appointment of US Bank as Depository for City Funds Each year, Council selects a depository/bank for the deposit of City funds. For many years, Council had selected the local Hugo branch of US Bank. Haas removed this from the Consent Agenda to talk about an email he received questioning whether the City should continue using US Bank considering immense community support other financial intuitions have provided. Haas made motion to table this item to the next meeting and get reports from staff on the involvement of other local banks in the community and the difficulty for the City staff to switch banks. Motion failed for lack of second. Bear explained that appointments are made at the beginning of the year, but the Council could change an appointment at any time. The staff could explore other banking options. Miron made motion, Klein seconded, to approve U.S. Bank -Hugo as the official depository for City funds for 2021. Roll call vote — all ayes. Motion carried. Hugo City Council Meeting Minutes for January 4, 2021 Page 8 of 8 Update on the Yellow Ribbon Network Council Member Chuck Haas reported to Council on the Yellow Ribbon Network activities held recently. He had pictures of the Lakeside Dentistry staff and the Change Starts With Me group who were a few of the 30 secret Santa volunteers. There were volunteers that delivered the gifts, including Mayor Weidt who said he appreciated the opportunity to do it. Haas showed a photo of Barb Connolly being presented with the 133rd Airlift Wing Beyond the Yellow Ribbon Supporter of the Year Award. There was a photo of soldiers in Kuwait who received care packages sent by the Forest Lake Rotary High School students with notes of "thanks". Pictures were taken at the 24th Welcome Home Pheasant Hunt. There were and over 30 field sponsors including the Hugo Lions Cub. Council Meeting Cancelled for Monday, January 18, 2021 The second Council meeting in the month of January falls on the Martin Luther King Holiday. City Hall will be closed. City Administrator Bryan Bear recommended Council cancel their regular meeting scheduled for that day. Weidt made motion, Petryk seconded, to cancel the Monday, January 18, 2021, Council meeting. Roll call vote — all ayes. Motion carried. Council Goal Setting Session on Tuesday, January 19, 2021 City Administrator Bryan Bear reminded Council they had scheduled their annual goal setting session for Tuesday, January 19, 2021, at 6:00 p.m. Schedule Commission Interviews for Week of January 25-29, 2021 At its December 31, 2020, meeting, the Council discussed holding interviews for vacancies on Hugo's commissions and directed staff to advertise. Staff has done so and recommended Council schedule interviews for the week of January 25-29, 2021. This would likely be a hybrid meeting. Miron made motion, Klein to schedule commission interviews for Monday, January 25, 2021 at a time to be determined dependent on how many candidates there were. Roll call vote — all ayes. Motion carried. Adjournment Miron made motion, Klein seconded, to adjourn at 7:44 p.m. Roll call vote — all ayes. Motion carried. Respectfu lly Submitted, 4� . Michele Lindau City Clerk