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HomeMy WebLinkAbout2021.05.03 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL/HYBRID MEETING 14969 Fitzgerald Avenue North • Hugo. MN SS038 MONDAY. MAY 3, 2021— 7 P.M. The Council meeting was held using a hybrid model consisting of in -person and virtual via ZOOM, pursuant to MN Statute Sec. 13D.021. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Haas, Klein, Miron, Petryk, Weidt OTHERS PRESENT: City Administrator Bryan Bear, Development Director Rachel Juba, City Attorney Dave Snyder, City Engineer Mark Erichson, Community Development Assistant Emily Weber, Planner Shayla Denaway Moment of Silence for Sergeant Joe Bergeron Mayor Weidt called for a moment of silence in remembrance of Hugo resident and Maplewood Police Sergeant Joe Bergeron, who was killed in the line of duty on May 1, 2010. Approval of Minutes for the April 19, 2021, City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the Council meeting held on April 19, 2021, as presented. Roll call vote — all ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. Approval of Consent Agenda Klein made motion, Miron seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Parks Planner Shayla Denaway 3. Approve Donation to the Hugo Fire Department from the Hugo American Legion 4. Approve Contract with HCM Architects for Construction of a Pavilion at Lions Park 5. Award of 2021 Dust Control Contract 6. Approve Meadows of Hugo Final Plat and Development Agreement 7. Approve Wetland Replacement Plan for The Meadows at Hugo Residential Development Hugo City Council Meeting Minutes for May 3, 2021 Page 2 of 7 8. Approve Reduction in Cash Escrow for Hugo Gardens 9. Approve Pay Voucher No. 7 from Ebert Construction for New Public Works Facility All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Parks Planner Shayla Denaway Shayla Denaway was hired on May 11, 2009, as the Economic Development/Parks Intern. On May 3, 2010, Council approved promoting Shayla as the new Parks Planner. Adoption of the Consent Agenda approved the annual performance review for Parks Planner Shayla Denaway Approve Donation to the Hugo Fire Department from the Hugo American Legion The Hugo American Legion wanted to donate $2,000 to the Hugo Fire Department for training and equipment. Donations to the Fire Department needed to be approved by Council. Adoption of the Consent Agenda approved the donation of $2,000 to the Hugo Fire Department from the Hugo American Legion. Approve Contract with HCM Architects for Construction of a Pavilion at Lions Park At the February 1, 2021, meeting, the City Council reviewed a proposal from HCM Architects and authorized the drafting of construction documents for the new pavilion at Lions Park meeting. The proposal from HCM Architects for $204,700 included preparation of final construction documents, bidding management, and construction observation and administration. Adoption of the Consent Agenda approved the contract with HCM Architects for construction of the pavilion at Lions Park. Award of 2021 Dust Control Contract The City of Hugo applies dust control to approximately 23 miles of gravel roads located within its municipal boundaries. The City's 2021 General Budget had accounted for a dust control project in 2021. As in past years, staff would work with May Township to cost share for the application of dust control on the shared portion of Keystone Ave. north of County Road 4. Bids for dust control were received and opened on April 22, 2021. The following prices were received: Northern Salt Inc. - $1.119/gallon, Envirotech Services - $1.10/gallon (1st application) and $1.08 (2nd application). With City Council approval, staff would coordinate with Envirotech to deliver and place a total of 149,920 gallons of calcium chloride in two separate applications, once in mid -June and again in mid -August. Adoption of the Consent Agenda approved the contract with Northern Salt Inc. in the amount of $163,484.48 for the 2021 Dust Control Project. Hugo City Council Meeting Minutes for May 3, 2021 Page 3 of 7 Approve Meadows of Hugo Final Plat and Development Agreement Centra North, LLC had applied for final plat approval to plat 47 lots and 4 outlots in The Meadows at Hugo development. The development would be located north of 159th Street North and west of Highway 61, which was currently vacant land. The City Council reviewed and approved the preliminary plat and PUD for The Meadows at Hugo at its March 1, 2021 meeting. Adoption of the Consent Agenda approved RESOLUTION 2021-30 APPROVING FINAL PLAT AND DEVELOPMENT AGREEMENT FOR CENTRA NORTH, LLC, ON PROPERTY LOCATED NORTH OF 159TH STREET NORTH AND WEST OF HIGHWAY 61 FOR THE MEADOWS AT HUGO. Approve Wetland Replacement Plan for The Meadows at Hugo Residential Development Centra North, LLC proposed to develop an approximately 33 acre parcel located north of 159th Street North and west of Highway 61 to be known as The Meadows at Hugo. To accommodate the development, the applicant proposed to impact roughly 1.78 acres of wetlands out of the 5.92 acres of wetland on site. The applicant would create and restore 3.56 acres of wetlands and upland buffers on site to receive credit. The requirements under the MN Wetland Conservation Act (WCA) had been met. Adoption of the Consent Agenda approved The Meadows at Hugo wetland replacement plans, subject to final approval by the Technical Evaluation Panel (TEP). 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 $2,145,757. Staff had inspected the work completed to date and recommended Council approve the reduction in cash escrow. Adoption of the Consent Agenda approved the reduction in the cash escrow to $1,967,742 based on the value of work remaining to be completed. Approve Pay Voucher No. 7 from Ebert Construction for New Public Works Facility Ebert Construction had submitted pay request No. 7 for payment for the City of Hugo Public Works Facility project in the amount of $539,374.47. The quantities completed to date had been reviewed and agreed upon by the architect, contractor and City staff. The amount indicated above reflected the work certified through April of 2021, with a 5% retainage applied. Total retainage being held for the project to date was $86,430.08. Adoption of the Consent Agenda approved pay request No. 7 in the amount of $539,374.47 to Ebert Construction. Receive Bids and Award Contract for Salt and Materials Storage Building Public Works Director Scott Anderson provided Council with the results of the bid opening that took place on April 22, 2021 at 2:00 p.m. He explained that six bids were received with the low bid being submitted by Ebert Construction. Ebert Construction was currently doing the main Public Works building construction. The bidding documents included a salt storage building and a materials storage building. The 5,240 square foot building would have two separate purpose Hugo City Council Meeting Minutes for May 3, 2021 Page 4 of 7 areas. Anderson showed the site plan and explained there would be a concrete foundation and walls in the height of about 12 feet. The remainder of the walls would be timber frame sided with thermal treated siding, and it would have a steel roof. The inside would contain bins for dry storage. Haas made motion, Klein seconded, to award the contract to Ebert Construction for the construction of a salt and materials storage building in the amount of $662,200. All Ayes. Motion carried. Approve Resolution Approving Plans and Specs and Authorize Advertisement for Bids for the Downtown Street Project and Lions Park Previously, the Council had authorized staff to prepare plans and specifications for the 2021 Downtown Improvement and Lions Park Redevelopment Projects. City Engineer Mark Erichson informed Council the Plans and Specifications had been prepared for both projects and were ready to be advertised for bidding. Erichson provided Council information highlighting the projects in and around the area including the water reuse project. He explained the reason they would bid both projects together was to have the same contractor for both saying it would ease coordination work and be less expensive. The playground would be bid separately, and there were alternate bid items that included the northwest parking lot, City Hall landscaping and courts. The street project would be a full reconstruction with curb and gutter, and a new section of 147th Street would be constructed to State Aid standards. There would also be trails constructed and improvements to the intersection at Oneka Parkway that would include turn lanes. In the project area there would also be improvements to the storm sewer, and water and sanitary utilities. He provided the schedule saying they would like to award the project at the June 20, 2021, meeting but the project could not be awarded until the City received notification on whether it received the Local Road Improvement Program Grant, which was in the amount of $1.25 million. He explained there was work already being done in the area by utility companies who take the opportunity to do upgrades in advance of a project. Klein made motion, Petryk seconded, to approve RESOLUTION 2021-31 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 2021 DOWNTOWN IMPROVEMENT PROJECT AND LIONS PARK REDEVELOPMENT PROJECT. All Ayes. Motion carried. Approve Resolution Approving Plans and Specs and Authorizing Advertisement of Bids for the Pavilion at Lions Park Planner Shayla Denaway provided background saying the City Council had authorized the drafting of construction documents of a new pavilion at Lions Park at their February 1, 2021 meeting. HCM Architects had completed the construction plans and specifications. She showed images of the final pavilion design and explained the timeline included approval of the plans and specifications at this meeting and authorization to advertise for bids. The goal was to have a bid Hugo City Council Meeting Minutes for May 3, 2021 Page 5 of 7 opening on June 15, contract awarded at the June 21 meeting, and construction starting in July, 2021. Klein made motion, Miron seconded, to approve RESOLUTION 2021-32 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE NEW PAVILION AT LIONS PARK. Roll call vote - all ayes. Motion carried. Approve Advertisement for Bids for CSAH 8 Water Reuse Proiect City Engineer Mark Erichson provided background stating WSB had previously been directed to prepare plans and specifications for the CSAH 8 Stormwater Reuse Project. He showed the area to be served with the water reuse project saying the plan was to pump water from the stormwater pond located in the NW quadrant of CSAH 8 and Oneka Parkway to the existing irrigation system along CSAH 8 and future irrigation system to be constructed as part of the Lions Park Redevelopment Project and the 2021 Downtown Improvement Project. The project would conserve an estimated 14 million gallons of water annually. Plans and Specifications had been prepared and were ready to be advertised for bidding. The total project cost was $729,000, and Erichson was pleased to announce the City had already received grants for 85% of the cost, and $76,000 in grant funds was still pending. He stated the schedule was similar to the other projects with the contract to be awarded at the June 21, 2021, meeting. Miron asked if any disruptions were expected along the CSAH 8 corridor. Erichson replied that there would be work within in the right-of-way, but no road closures were expected with the project. Haas made motion, Klein seconded, to approve RESOLUTION 2021-33 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE CSAH 8 STORMWATER REUSE PROJECT. All Ayes. Motion carried. Approve Resolution Declaring Council Vacancy and Approving Appointment Process At its April 19, 2021, meeting, Council Member Haas announced his retirement effective May 31 after over 22 years on the Council. His term was to expire on December 31, 2021. Staff was directed to draft an appointment process to fill the vacancy and bring it back to Council for approval. City Administrator Bryan Bear explained the process as outlined in State Statute to fill the vacancy by council appointment until an election is held. A special election was not required if there was less than two years of the term remaining. He explained the qualifications that included residency in Ward 3. Applications were due by Wednesday, May 19, and an appointment could be made at the first meeting in June and the appointed person sworn in. Staff recommended Council approve the resolution accepting the resignation of Council Member Chuck Haas and declaring a vacancy to be filled by appointment. Staff further recommends Council select a date and time between Monday, May 24 and Friday, May 28 to hold interviews. Hugo City Council Meeting Minutes for May 3, 2021 Page 6 of 7 Motion by Haas, second by Miron, to approve RESOLUTION 2021- 34 ACCEPTING THE RESIGNATION OF COUNCIL MEMBER CHUCK HAAS AND DECLARING A VACANCY. All Ayes. Motion carried. Miron made motion by Miron, Klein seconded, to schedule interviews on May 26, 2021, at 6pm in the Oneka Room. All ayes. Motion carried. Authorize Lions Park/School Trail Study Parks Planner Shayla Denaway presented to Council a proposal for a feasibility study for a trail between Lions Park and the new White Bear Lake Area elementary school currently under construction. At their meeting of April 21, 2021, the Parks Commission reviewed a proposal from WSB and recommended approval to Council. Both the park and school were anticipated to be under construction in summer, 2021. The City owned property north of Lions Park which, in combination with property owned by the school district, could provide significant educational and recreational opportunities if made accessible with a trail. Grant funding may be available. The proposal received by WSB to study the feasibility of trails in this area would cost $16,000. It includes mapping of wetlands, as well as preparation and evaluation of conceptual trail alignments and a concluding report. Denaway showed where the current north/south trails were located. The Parks Commission had talked about this being a unique area of the City with an opportunity to provide passive activities that complement the existing facilities. Lions Park would serve as a hub with all proposed trails connecting to it. The trails would be primarily for recreational use and less of a pedestrian corridor. She talked about alternative recreation options along the corridor. Denaway provided a timeline that would lead to approval in the fall/winter 2021. The Parks Commission had recommended approval of the proposal from WSB for the trail feasibility study. Weidt asked if there had been conversations with the school district on partnering on this project. Denaway responded that they had not shared the proposal with them yet but will. She added that the money for the study would come out of the special parks fund. Petryk made motion, Klein seconded, to approve the lions park/school trail feasibility study. 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. Hamburger Night at the Legion had resumed last week, and the White Bear Lake Area Chamber sponsored it with 151 burger meals being served. St. Johns Men's Club will be the sponsor for May. Highway Credit will be the sponsor in June, and Leo's Malt Shop will serve Hugo City Council Meeting Minutes for May 3, 2021 Page 7 of 7 Scoops for the Troops, with the proceeds going to the Fallen Hero's Education Fund. Haas shared photos of the WBA Chamber from Burger Night, donations of Girl Scout cookies and other items for care packages, and pictures of soldiers who had received them. The YRN received requests for financial assistance and for assistance with medical bills. They recently received donations from the Hugo American Legion for $2,000 and $1,500 from Sal's Angus Grill from meat raffle proceeds along with another $2,000 to purchase wish list items. Schedule Annual Performance Review for City Administrator Bryan Bear Bryan Bear has been employed with the City since May 3, 2004. Bryan served as the Community Development Director until being appointed the City Administrator on November, 7, 2011. City Administrator Bryan Bear requested Council schedule his annual performance review. Haas made motion, Klein seconded, to schedule the annual performance review for May 17, 2020, at 6pm. All Ayes. Motion carried. Adjournment Klein made motion, Haas seconded to adjourn at 7:52 p.m. All ayes. Motion carried. Respectfully Submitted, Emily Weber, Community Development Assistant