Loading...
HomeMy WebLinkAbout2021.02.01 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL/REMOTE MEETING 14969 Fitzgerald Avenue North • Hugo. MN SS038 MONDAY. FEBRUARY 1. 2021— 7 P.M. Meeting was held remotely pursuant to MN Statute Sec. 13D.021. ZOOM Meeting ID: 867 2267 3276 Passcode: 440628 Call to Order 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, Community Development Assistant Emily Weber, Parks Planner Shayla Denaway, Senior Engineering Technician Liz Finnegan PRESENT AT CITY HALL: City Administrator Bryan Bear, City Clerk Michele Lindau Moment of Silence for Mike Gibbs Hass asked for a moment of silence for long-time Hugo resident Mike Gibbs. Mike was a church member, American Legion member, and a member of the Hugo Police Department before it merged with Washington County. He then became a Washington County Deputy and retired a few years ago. Mike was 70 years old. Approval of Minutes for the January 4, 2021 City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the City Council meeting held on January 4, 2021, as presented. Roll call vote — all ayes. Motion carried. Approval of Minutes for the January 19, 2021 Council Goal Setting Klein made motion, Miron seconded, to approve the minutes for the Goal Setting Session held on January 19, 2021, as presented. Roll call vote — all ayes. Motion carried. Approval of Minutes for the January 25, 2021 Commission Interviews Petryk made motion, Klein seconded, to approve the minutes for the Commissioner Interviews held on January 25, 2021, as presented. Roll call vote — all ayes. Motion carried. Hugo City Council Meeting Minutes for February 1, 2021 Page 2 of 9 Approval of Agenda Weidt made motion, Miron 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. Washington County had received many applications for the $5 million dollars they had available for relief grants, and they may need to prioritize. Bear encouraged businesses to join the Hugo Business Association where updates are given. Memberships are free for 2021, and they can attend by coming to the Oneka Room at City Hall or via zoom. City Hall remained open, and all services were available with modifications. Some staff continued to work remotely. The majority of building improvements had been completed including technology upgrades that allow for hybrid meeting, though Council meetings were continuing remotely as allowed by statute. Washington County and Minnesota Department of Health had been collaborating on a strategy for vaccine distribution. First responders had been vaccinated with both shots. Community Development Annual Report Community Development Assistant Emily Weber provided the Community Development Annual Report. She began with Met Council's annual population estimates for Hugo that showed 15,388 residents and 5,920 households. There were a total of 55 planning applications in 2020, which was an increase from 2019. Most applications were for PUD or preliminary and final plat approval. There were 165 permits issued for single family homes and 72 for multi- family that included Rosemary Apartment (45 units) and two of the Hugo Garden Apartment buildings. Five more buildings will be constructed in 2021. There was a total of 3,924 inspections conducted by the Building Department, including inspection being done in Scandia. There were 244 single family lots available in Hugo at the end of 2020 and no multi -family lots. Foreclosures were considerably down to two in 2020. There were five large construction projects in 2020 totaling 62,000 square feet valued at $11.5 million. Weber provided some details on the larger commercial projects. Upcoming projects in 2021were the new White Bear Lake elementary school, development of the City owned property on Egg Lake, and the Oneka Place 5t' Addition, Adelaide Landing Wh Addition, Meadows at Hugo, and Rice Lake Reserve Developments. Approval of Consent Agenda Weidt made motion, Klein seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Worker Neal Nelson 3. Approve Advertisement for Public Works Summer Seasonal Workers 4. Approve Purchase of New Radios for the Hugo Fire Department 5. Approve Cindy Petty as Alternate Member of Planning Commission 6. Approve Cindy Petty as Member of the Board of Zoning and Appeals Hugo City Council Meeting Minutes for February 1, 2021 Page 3 of 9 7. Approve Mike Roberts and John Chrun as Members of the EDA and Neil Arcand as Alternate Member 8. Approve Emily McGinnity as Member of Parks Commission and Meredith St. Pierre as Alternate Member 9. Approve Jason Arcand as Member of the Historical Commission 10. Approve Reduction in Cash Escrow for Hugo Gardens 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 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 Advertisement for Public Works Summer Seasonal Workers Staff had requested authorization to advertise and hire a total of six seasonal employees for the Public Works Department. In the 2021 General Fund Budget, Council approved the six seasonal positions to assist with mowing, garbage/litter removal, park maintenance, boulevard and general Public Works maintenance. A starting hourly wage of $12.00/hour was approved in the 2021 General Fund Budget for these positions. These positions will not exceed 40 hours per week. Adoption of the Consent Agenda approved the advertisement for Public Works Summer Seasonal Workers. Approve Purchase of New Radios for the Hugo Fire Department Included in the City's 2021 budget was funding for the purchase of eight new portable radios for the Fire Department. The new radios would replace eight model XTL2600 radios which would become obsolete in 2021. The radios being purchased were eight Motorola APX6000 radios for a total cost of $31,246. After this year, seven mobile radios will need to be replaced in 2022 and then all of the radios that the department has would be up to date. The cost of the new radios was as expected and staff had budgeted appropriately for the replacement. Adoption of the Consent Agenda approved the purchase of eight portable Motorola APX6000 radios through the State of Minnesota contract, from ANCOM. Approve Cindy Petty as Alternate Member of Planning Commission On January 25, 2021, Council interviewed nine residents to fill Commission vacancies. Cindy had been selected to be an alternate member of the Planning Commission. Adoption of the Consent Agenda approved the appointment of Cindy Petty as a Planning Commission alternate for a three year term ending December 31, 2023. Hugo City Council Meeting Minutes for February 1, 2021 Page 4 of 9 Approve Cindy Petty as Member of the Board of Zoning and Appeals On January 25, 2021, Council interviewed nine residents to fill Commission vacancies. Cindy Petty had been selected to serve on the Board of Zoning Appeals and Adjustments. Members of BOZA were appointed annually. Adoption of the Consent Agenda approved the appointment of Cindy Petty to the Board of Zoning Appeals and Adjustments with a term ending on December 31, 2021. Approve Mike Roberts and John Chrun as Members of the EDA and Neil Arcand as Alternate Member On January 25, 2021, Council interviewed nine residents to fill Commission vacancies. Mike Roberts and John Chrun had been selected to serve on the Economic Development Authority, and Neil Arcand had been selected as an alternate member. Adoption of the Consent Agenda approved the appointment of Mike Roberts to serve on the EDA with a term ending December 31, 2026, John Chrun to serve on the EDA with a term ending December 31, 2024, and Neil Arcand to serve as an alternate member on the EDA with a term ending December 31, 2023. Approve Emily McGinnity as Member of Parks Commission and Meredith St. Pierre as Alternate Member On January 25, 2021, Council interviewed nine residents to fill Commission vacancies. Emily McGinnity had been selected to serve as a member of the Parks Commission and Meredith St. Pierre had been selected to serve as an alternate. Adoption of the Consent Agenda approved the appointment of Emily McGinnity as a Parks Commission Member with a term ending on December 31, 2023, and Meredith St. Pierre as an Alternate Parks Commission Member with a term ending on December 31, 2023. Approve Jason Arcand as Member of the Historical Commission On January 25, 2021, Council interviewed nine residents to fill Commission vacancies. Jason Arcand had been selected to serve as a member of the Historical Commission Adoption of the Consent Agenda approved the appointment of Jason Arcand as a Historical Commission Member with a term ending on December 31, 2021. Approve Reduction in Cash Escrow for Hugo Gardens The Hugo Gardens Project had grading and utility work completed to date and the Hugo Garden Apartments, LLC. had requested a reduction in the Cash Escrow. The current amount of cash escrow for the Hugo Gardens Project was in the amount of $2,405,409. Staff had inspected the work completed to date and found it acceptable. Adoption of the Consent Agenda approved the reduction in cash escrow to $2,160,007 based on the value of work remaining to be completed. Approve 2021 City Focus Goals and Ongoing Priorities The Council held a workshop on January 18, 2021, to set goals and ongoing priorities for 2021. City Administrator Bryan Bear reviewed the list compiled by staff stating there would be a major focus on projects in and around downtown Hugo with the redevelopment of Lions Park, infrastructure improvements including the reconstruction of City streets, and the extension of Hugo City Council Meeting Minutes for February 1, 2021 Page 5 of 9 147th Street. There was also a purchase agreement for the City owned property along Highway 61, and the City will be doing a water reuse project on CSAH 8. The City will be exploring potential staffing needs at the Fire Department and evaluating staffing needs at the Sheriff's Department. Bear stated that staff also anticipated spending time managing the COVID-19 Pandemic. Klein made motion, Petryk seconded, to approve the 2021 City Focus Goals and Ongoing Priorities. Roll call vote — all ayes. Motion carried Approve Lions Park Pavilion and Park Design and Authorize Construction Documents City Administrator Bryan Bear began by explaining how the next three agenda items were interconnected and asked Council to consider each one individually but recommended proceeding with all these projects together. Lions Park redevelopment, street and parking improvements, and the stormwater reuse project were all dependent on each other and involved several funding sources. Bear stated it would be a priority to keep things moving and on schedule. Planner Shayla Denaway provided background on work done on the redevelopment of Lions Park. At the City Council meeting of October 5, 2020, proposals from WSB and Associates and HCM Architects were approved to develop the design of Lions Park to 50%. A community workshop was held on October 12, 2020. At the City Council meeting of October 19, 2020, three stakeholder committees were formed to design the playground, pavilion, and overall park site. At the meeting of January 20, 2021, the Parks Commission reviewed the committees' recommendations and recommended Council review and approve the Lions Park pavilion and park designs. Proposals were received from WSB and HCM to draft construction documents, and the Parks Commission recommended Council authorize this. Matt Lysne with HCM Architects presented the design for the pavilion and layout showing how the City Hall parking lot was redesigned with the new park building at the west end. Key features were the axis arrangement with the parking lot, City Hall and the large gathering space all in alignment. He showed the building layout and explained how it flowed with entry out to pavilion, garden spaces, and playground structures. There was a large community gathering room that would seat around 120 people. A catering service room with windows was shown connected to the gathering room that would also be accessible from outside. The building had large windows facing east and large doors to the north. There were also doors opening to the west that led into an outdoor seating area. The lobby would act as a hub to a small and a large meeting room. He showed where the mechanical room, janitor's room, large storage room, and restrooms were located and explained there would also be restrooms at the west end of the building with only outdoor access. There was also a large picnic shelter attached to the building. Lysne showed the building elevations and color renderings pointing out there would be a lot of windows to let light in. The exterior would be red brick and limestone similar to City Hall. There would be light gray metal panel components on the sides of the building and white framed windows. The large overhang on the north side of the building would have a wood ceiling to bring in warmer tones. Hugo City Council Meeting Minutes for February 1, 2021 Page 6 of 9 Petryk asked about the shedding of snow and ice on the sloped roof and the roof warranty. Lysne explained there were oversized roof drains that connect to the stormwater system and secondary overflow drain outlets that would run if the primary drain was plugged. He said they typically recommend a 20-year roof at a minimum. Klein asked about outside electrical outlets, maintenance of exterior wood materials, and quality of windows. Lysne showed where the outlets were located stating they would be secured with locks. There would be water service to the outside of the building that the public would not have access to turn on. Lysne explained the exterior would be prefinished materials made for the climate that would need to be on a ten-year maintenance plan. He stated double paned windows were in the budget, but they could look at the cost of triple panes. Petryk asked about heating and cooling costs and efficiencies. Lysne replied that it was designed to have modern heating and air, but he had not worked up any utility costs related to the building. Petryk questioned how this particular design was selected because she was envisioning a much more traditional design with a rural character. Lysne replied that three design ideas went to the steering committee, and this was a modified design with their guidance. Klein said it would be prudent to see how triple pane windows could help heating and cooling costs. Miron asked about the capacity on the rooms, and Denaway replied it would be nearly double the size of Hugo's current community rooms. Petryk asked if they had the opportunity to look at the other designs saying she was surprised by the modern look of the building. Weidt replied that this was the design approved by the steering committee. Klein said he liked that it was a little of old with new and thought the steering committee did a nice job. Lysne reviewed the building cost that included the main pavilion, exterior covered space, and picnic shelter. The cost was $2,639,175 plus a 7.5% contingency to deal with supply change interruptions for a total cost of $2,837,113. These numbers did not include furniture, AV, security, and low voltage cabling and devices. He emphasized that commercial construction had been hit hard by COVID, and since the cost estimate was done at the end of 2020, there was no construction escalation costs included for 2021. If the project went out to 2022, he anticipated a construction escalation cost of 8% ($211,000). Candace Amberg with WSB and Associates presented an updated site plan showing the parking lot design, trails that were a mixture of bituminous outlining the park and concrete within the park, and how those trails connected to existing trails. Also shown on the plan were playground, plaza, and seating areas. In the northwest corner of the park, there was an area for an optional parking lot with an opportunity to create a focal point. A spot designated for courts and a skate park was shown on the northeast corner, and Amberg talked about possible uses for the large open space in the center. She presented options for benches, retaining walls, planting areas, etc. Hugo City Council Meeting Minutes for February 1, 2021 Page 7 of 9 Miron talked about the feedback on the playground committee regarding the importance of having areas for all ages and spaces to be able to supervise and feel comfortable. Miron stated he felt good use was made of the space. Candice reviewed cost for general park construction, utilities, site development, pavilion plaza spaces, inclusive playground, City Hall parking lot, and site landscape and restoration. She provided an estimated total of $4,235,563, which included a 10% contingency and other fees. She also provide numbers for alternate work that included a sports court area, parking lot area on the northwest corner, and pedestrian park lighting. Denaway provided a summary of the cost estimates. The park was estimated at $4.2 million, pavilion at $2.8 million, and another $800,000 for alternates. Also estimated was $350,000 for architect fees, pavilion technology and furniture. She provided the next steps in the process which were to draft the construction documents, bid and determine funding in April and May, and begin construction after Good Neighbor Days in mid -June. Proposals were received from WSB and HCM Architects for the next phase that included drafting final construction documents, bidding management, and construction administration. The Parks Commission had reviewed the plans and cost estimates at their last meeting and recommended Council approve the park site plan and pavilion design and authorize drafting of the construction documents. Miron agreed with Petryk that the pavilion design was different than what he expected but said he trusted the judgement of the Parks Commission and the steering committee. He questioned the impact of the levy, tax rate, and financing aspect. Bear replied that the discussion of bonding would take place once all the numbers were in. He suggested Council discuss the alternates and decide whether to draft those construction documents as well. Miron stated it may be advantageous to see where the bids come in. Haas agreed with Miron. Klein stated that he thought it made sense to put it all into one package and eliminate alternates if necessary. He said interest rates were extremely low right now, and it may be a good opportunity to do this project in its entirety. Klein made motion, Miron seconded, to approve the Lions Park pavilion design and authorize drafting of construction documents including alternates. Roll call vote — all ayes. Motion carried Approve Feasibility and Set Public Hearing for the 2021 Downtown Improvement Project City Engineer Mark Erichson review the proposed 2021 downtown improvement project which consisted of the extension of 147th Street from Finale Avenue to Oneka Parkway, turn lanes on Oneka Parkway, reconstruction of 147th Street from just west of TH 61 to Finale Avenue, Flay Avenue north of 147th Street, Upper 146th Street, 146th Street, Finley Avenue, and Fitzgerald Avenue. Erichson explained how the street improvements, the stormwater reuse project, and improvements to Lions Park needed to be coordinated and done together. He provide a proposed project schedule and requested Council accept the feasibility report and set the public hearing for March 1, 2021. Bidding for the project would be done in May and construction would occur June -November. The assessment hearing would take place in October or November. Erichson provided background and reviewed how the roadway and trails were in alignment with the City's Comprehensive Plan. He talked about the importance of coordinating the road project with the Hugo City Council Meeting Minutes for February 1, 2021 Page 8 of 9 park improvement project, the Hugo Gardens project, and the CSAH8 stormwater reuse project to address drainage and stormwater. He provided details on the proposed improvements stating they were working on right-of-way needs and were working with the landowners and waiting for appraisals. The projected costs for the project was $3,656,800 and would be paid with City funding, state aid funding, and assessments. He informed Council the City was applying for a grant through the Local Road Improvement Program for $1.25 million. Erichson reviewed the assessment process and the City's assessment policy. Klein made motion, Haas seconded, to approve RESOLUTION 2021- 7 RECEIVING THE FEASIBILITY REPORT AND SETTING THE PUBLIC HEARING FOR THE 2021 DOWNTOWN IMPROVEMENT PROJECT. Roll call vote — all ayes. Motion carried CSAH 8 Water Reuse Update and Authorize Final Design City Engineer Mark Erichson explained the CSAH 8 Stormwater Reuse System would reconnect irrigation systems, serving 22 acres along CSAH 8, Lions Park, Keystone Place, Hugo Gardens, and City Hall. This would result in improved surface water quality through phosphorus reduction, decreased groundwater demand, and volume reduction. The CSAH 8 reuse system will pump water from the stormwater pond located in the NE quadrant of CSAH 8 and Oneka Parkway to the existing and future irrigation systems, conserving an estimated 14-16 million gallons of water annually. The project cost was estimated to be $729,000. The City had received funding totaling $542,400 to date, with an additional $76,000 grant still pending. If that was received, the City's cost would be $110,600. Haas made motion, Miron seconded, to authorize the preparation of plans and specifications for the CSAH 8 Water Reuse Project. Roll call vote — all ayes. Motion carried Update on the Yellow Ribbon Network Council Member Chuck Haas reported to Council on the Yellow Ribbon Network activities held recently. The YRN had received donations of a motorized wheelchair and hospital bed. The Family Assistant Center contacted the YRN to help get transitional housing for family in crisis. He thanked the Forest Lake Rotary for setting up a GoFundMe page for their care package event resulting in $700 in donations that helped pay for postage. The YRN had received many "thank yous" from the Secret Santa families. Breakfast was provided by the YRN to the 133`d Air Wing soldiers who were being deployed to Washington, DC. Haas was interviewed on Military Radio Hour where the YRN was featured. He asked people to tune into the podcast to hear the YRN story. Cancel Second Meeting in February Due to President's Day Holiday Annually, the President's Day Holiday falls on the same day as the second Council meeting in February and would need to be cancelled or rescheduled. City Administrator Bryan Bear informed Council that staff did not anticipate any items for that meeting agenda and recommended Council cancel the February 15, 2021, meeting. Hugo City Council Meeting Minutes for February 1, 2021 Page 9 of 9 Klein made motion, Weidt seconded, to cancel the regularly scheduled Council meeting of February 15, 2021. Roll call vote — all ayes. Motion carried Approve 2021 Citywide Cleanup Dates for April 17 and October 2 City Administrator Bryan Bear informed Council staff had worked with Washington County to secure the dates for the spring and fall citywide cleanup. He recommended Council approve Saturday, April 17 and Saturday, October 2, 2021 Miron made motion, Klein seconded, to approve Saturday, April 17 and Saturday, October 2 for the 2021, Citywide Cleanup Days. Roll call vote — all ayes. Motion carried Adjournment Klein made motion, Haas seconded, to adjourn at 9:42 p.m. Roll call vote — all ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk