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HomeMy WebLinkAbout2021.05.17 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL/HYBRID MEETING 14969 Fitzgerald Avenue North • Hugo. MN SS038 MONDAY. MAY 17, 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, Community Development Director Rachel Juba, City Attorney Dave Snyder, City Engineer Mark Erichson, City Clerk Michele Lindau Moment of Silence for Finance Director Ron Otkin Mayor Weidt called for a moment of silence in remembrance of Hugo's Finance Director Ron Otkin who died at his home on May 5, 2021, from natural causes. Mayor Tom Weidt spoke about all Ron had contributed to the City since he began working there in 1989, saying he was the first and only Finance Director for the City. He credited him for his guidance and the judgements made by him that attributed to the financial stability of the City. Approval of Minutes for the May 3, 2021, City Council Meeting Miron made motion, Klein seconded, to approve the minutes for the Council meeting held on May 3, 2021, as presented. Roll call vote — all ayes. Motion carried. Approval of Agenda Weidt made motion, Haas seconded, to approve the agenda as presented. All Ayes. Motion carried. Fire Department 2020 Annual Report Fire Chief Jim Compton, Jr. presented the Hugo Fire Department's 2020 Annual Report. He began by thanking Finance Coordinator Anna Wobse for helping create the report, and he talked about how he appreciated Finance Director Ron Otkin's help in financing millions of dollars in equipment for the Fire Department including the ladder truck. Compton explained the department had 22 staff members with 11 salaried positions. In 2020, they responded to 326 total calls. There were 83 alarm calls, a lot of them due to routine maintenance, and they were trying to educate the public. The department responded to 47 fire and service calls, and he provided a breakdown on types saying there were four fully involved Hugo City Council Meeting Minutes for May 17, 2021 Page 2 of 7 structure fires, and grass/brush/and tree fires were the highest. The department assisted M Health in 133 calls. He compared the number of calls from the past years and pointed out the decline in 2015 when they transitioned the ambulance service. He talked about call volume being down 26% nationally from March -June, largely due to people being told to not call 911 unless absolutely necessary during COVID. He provided information on calls per hours with 54% of calls coming in between 8:00-17:00, which played into their staffing model to hire daytime people, and he said they planned to advertise to hire on June 1. Operational improvements in 2020 were Automatic Aid Agreements with Lino Lakes, Scandia, and Mahtomedi, which were in addition to the ones they already had with Forest Lake, White Bear Lake, and Stillwater. Compton talked about how the automatic aid response for structure fires helped the ISO rating. He provided information on how they adjusted to COVID last year by implementing a "scout" response and running with smaller crews. There were 1,644 training hours for weekly drills, which was down over 1,300 hours due to COVID, and one of the two live training burns were canceled. The department was planning on a live burn this year after the 4th of July holiday. Leadership development classes were also paused, and they were working to resume them. There were typically 13 community events the department participates in annually, but last year, only one blood drive was held. They had already received several requests for this year. Compton talked about Hugo being a Heartsafe community saying they maintained AEDs in three public buildings, and they will be upgrading them this year with donations from the Hugo American Legion, who now have their own that the department will maintain and train them on. There were 11 firefighters that had AEDs in their possession for quick response. The Lions Club and State Farm had also donated money towards the initiative. Goals for 2021 were to create a transition plan for a full-time fire chief, start discussions on daytime staffing models, review EMS in Hugo, and hire more paid on -call firefighters later in the year. He concluded by thanking retiring Council Member Haas for his support of the department over the years and wished him luck in the future. M Health Fairview EMS Annual Report M Health Operations Deputy Chief Tom Dunn explained M Health Fairview had been providing EMS to Hugo since they took over the region from North Memorial EMS in June of 2020, at the start of COVID. He explained Hugo was part of the Northern Region Primary Service Area (PSA) that included eight other cities. He talked about how their ambulances were not static, and they used algorithms and analyzed data and stats to have the shortest arrival times and make changes in equipment and staff to accommodate peak periods. They hold meetings with municipal leaders at least once a month to share data, review specific calls, and brainstorm on training needs. Dunn reviewed statistics of the entire PSA that showed that there were 3,724 ambulance requests with 222 cancelled in process. In the first year they had reached out to neighboring PSAs for Hugo City Council Meeting Minutes for May 17, 2021 Page 3 of 7 help 127 times, and 135 times they were asked to leave their PSA and help a neighbor's. They were on scene 3,502 times and transported 1,595 patients in a nonemergency mode (no lights or sirens) and 234 in an emergence mode. Ambulance responses were based on dispatch protocols to determine the urgency of the medical needs. It was determined that with lower needs, speed, lights, and sirens would not benefit them, but would put the general public at risk. He provided statistics on response times saying Hugo's average response time of 7:25 was lower than the PSA average. Dunn reviewed the nature of call in Hugo during the past 11 months saying most were related to falls, and many times the falls were related to something else. Manager Kevin Kane talked about his focus on Hugo's PSA when they took over last June and their ability to converse with fire department leaders on calls to see what went well or what could be done better. EMS actively participates on training with the Hugo Fire Department, but COVID had slowed things down. He talked about his squad having full ALS medical equipment and his ability to respond to calls before the ambulance arrived. They were currently developing a fire rehab program to evaluate firefighters on scene, which would allow chiefs and deputy chiefs to focus on their own roles. He talked about dynamic hosting locations and how ambulances were moved according to call volume and times. Approval of Consent Agenda Klein made motion, Petryk seconded, to approve the following consent agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Worker Rick Kieffer 3. Approve Special Event Permit for Outdoor Events at the Blacksmith Lounge 4. Approve Special Event Permit for MS 150 5. Approve Resolution Approving Encroachment Agreement for 13094 Fondant Trail N. 6. Approve Replacement of the CAT 938H Wheel Loader 7. Approve Hiring of Russ Pastorious as Summer Seasonal Staff 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 Rick Kieffer Rick Kieffer was re -hired by the City of Hugo on May 31, 2005 returning after a short period of time in the private sector. Over the past 15 years, Rick had worked under the direction of Public Works Director Scott Anderson. Adoption of the Consent Agenda approved the Annual Performance Review for Public Works Worker Rick Kieffer. Hugo City Council Meeting Minutes for May 17, 2021 Page 4 of 7 Approve Special Event Permit for Outdoor Events at the Blacksmith Lounge The Blacksmith Lounge Restaurant had submitted an application for a Special Event Permit to host seven car show events on their property between May and September, 2021. The events required City Council approval because they would be serving alcohol and there could be up to 200 people at the event. All events would be held outdoors on Sundays from May 31 through September 19 with the exception of two car shows on Mondays (Memorial Day and Labor Day). All signage and parking would be on the Blacksmith property. In past years, the Blacksmith had held around 14 events including car shows, auctions, swap meets, and a corn feed. The only events planned for 2021 were the seven car shows. Staff believed that the Blacksmith had done a good job organizing the events in the past years. Adoption of the Consent Agenda approved the Special Event Permit for the Blacksmith Lounge for their 2021 events. Approve Special Event Permit for MS150 The MS Society had submitted an application for a Special Event Permit for their annual bicycle fundraising event for MS on Saturday, June 12, 2012. This required a permit because there would be approximately 1,500 riders, and trails and streets in Hugo would be used. In the past, the bike ride took place from the cities to Duluth and back, and bikers rode south through Hugo on the Hardwood Creek Trail and TH61. This year, the ride had been scaled down from past years to a one -day ride instead of a two-day ride. This year, the MS 150 would be a 78 mile loop starting and ending in Blaine and would skirt the north and south borders of Hugo. Staff believed the applicant had done a good job organizing the event. Adoption of the Consent Agenda approved the special event permit for the MS 150. Approve Resolution Approving Encroachment Agreement for Emmanuel and Sifon Efiong 13094 Fondant Trail N. Emmanuel and Sifon Efiong had requested an encroachment agreement to allow construction of a fence within a drainage and utility easement on property located at 13094 Fondant Trail north. Staff had reviewed the request and recommended Council approve the encroachment agreement. Adoption of the Consent Agenda approved RESOLUTION 2021-35 APPROVING AN ENCROACHMENT AGREEMENT FOR EMMANUEL AND SIFON EFIONG TO ALLOW CONSTRUCTION OF A FENCE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 13094 FONDANT TRAIL NORTH. Approve Replacement of the CAT 938H Wheel Loader In 2011, the City purchased a used Caterpillar wheel loader (CAT 938H). Staff had been working with Finance Director, Ron Otkin, to schedule the replacement of this loader for this year. Staff had received quotes from Ziegler CAT and Lano Equipment for a new loader and attachments. These quotes were secured through the Mn/DOT Cooperative Purchasing Venture (CPV) equipment contracts. Adoption of the Consent Agenda approved purchase the loader and attachments from Ziegler and Lano Equipment at the prices consistent with the Mn/DOT CPV contract. Hugo City Council Meeting Minutes for May 17, 2021 Page 5 of 7 Approve Hiring of Russ Pastorious as Summer Seasonal Staff One of the six seasonal positions approved remained unfilled as a past seasonal employee was not able to return this summer. Seasonal Public Works Employees assist with mowing, garbage/litter removal, park maintenance, and street and boulevard maintenance along with general public works maintenance. Adoption of the Consent Agenda approved the hiring of Russ Pastorius as a seasonal employees for the public works department. Approve Revised Building Inspector Job Description and Advertisement for Position Community Development Director Rachel Juba talked about the staffing of the Community Development Department that included a Building Official, Building Inspector, and Building Department Receptionist. She explained that staff kept track of the number of permits and inspections each month. Commercial, industrial, and residential development had been increasing in the City over the last few years which increased related building permits and inspections required. Juba provided statistics from the past years that showed permits in 2020 doubled from 2019, and were up over 30% from last year at this time. There were also large projects such as the Public Works building, White Bear Lake School Transportation Facility and a new elementary school underway, which would increase inspections. She explained the department also tracked residential lot developments, and there were approximately 200 residential lots available for new construction in the City. Juba recommended Council approve the hiring of another building inspector. The position was not budgeted for, but a planner position had been budgeted and had not been filled. Miron made motion, Klein seconded, to approve the revisions to the Building Inspector job description and authorize to advertisement for a new Building Inspector position. All Ayes. Motion carried. Discussion on Vacancy in the Finance Department City Administrator Bryan Bear discussed with Council the need to fill the vacancy in the Finance Department. He explained the lack of transition and separation of duties led to challenges because duties were not shared. He stated the City was in extremely good financial position, and there was very capable staff in the Finance Department. He stated this was a key position that would eventually need to filled, and he talked about the importance to have the right financial philosophy. A Financial Director would advise and make recommendation on all financial matters. Bear talked about the need for an interim solution and a permanent solution. The permanent solution would be to find a new Finance Director, and the recruitment process could take up to six months. He stated he would like to come back to Council with recommendations on how the process should occur. He talked about the immediate need to appoint an Interim Finance Director to manage the day-to-day operations, finish the audit, begin the budget cycle and work on upcoming bond related issues. An Interim Finance Director would assign and reallocate work and would require support. Bear stated he would like to hire outside help to assist specific staff Hugo City Council Meeting Minutes for May 17, 2021 Page 6 of 7 and for special projects, which could be paid for from the Finance Department Budget. Bear recommended appointment of Finance Coordinator Anna Wobse as the Interim Finance Director. Haas made motion, Petryk seconded, to appoint Anna Wobse as the Interim Finance Director. 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. He talked about Ron Otkin being a big supporter and his role as one of the Secret Santas for military families. Haas shared photos of an award from Camp Ripley, and talked about pheasant hunts in St. Cloud, which WSB Engineering supported. There were photos of care package recipients in Kuwait, and he thanked 3M for donating command hooks and everyone who donated Girl Scout cookies. The total of care packages shipped to date overseas was 67,000 pounds. St. Johns Mens Club would be June's sponsor for Burger Night, Washington County Sheriff's Office will be October's sponsor, and the Hugo Fire Department will be September's sponsor. City Council Interviews on May 26, 2021 City Administrator Bryan Bear reminded Council interviews for Council appointment were scheduled for May 26, 2021, beginning at 6 p.m. Interviews would take place in the Oneka Room at Hugo City Hall. Schedule Memorial Event for Finance Director Ron Otkin for June 2 or 3, 2021 In recognition and remembrance of Finance Director Ron Otkin, staff requested to hold a memorial dedication and celebration of life on June 2nd or June 3rd at 1 p.m. at Hugo City Hall. Staff recommended Council approve closing City Hall and Public Works at that time and schedule it as a meeting to attend. Haas made motion, Klein seconded, to schedule the memorial dedication and celebration of life for Wednesday, June 2, 2021, from 1-4 p.m. All Ayes. Motion carried. Recognition of Retirement of Council Member Chuck Haas At the May 3, 2021 Council meeting, Council Member Chuck Haas had announced his retirement effective May 31, 2021. City Administrator Bryan Bear presented a PowerPoint presentation displaying old photos of Haas and highlighting how things had changed over the past 22 years while Haas was in office. Haas received mementos of appreciation and accolades from Anoka County Commissioner Jeff Hugo City Council Meeting Minutes for May 17, 2021 Page 7 of 7 Reinert; Bobby Benson, Deputy District Director from Congressman Tom Emmer' Office; Dave Jensen on behalf of the Hugo firefighters; Washington County Commissioner Fran Miron; and Dan Starry, Washington County Sheriff. Each council member spoke expressing appreciation for all Haas had contributed while serving on the Hugo City Council. Mayor Weidt read the resolution recognizing Haas's years of service. Weidt made motion, Miron seconded, to approve RESOLUTION 2021-36 RECOGNIZING COUNCIL MEMBER CHUCK HAAS FOR HIS 22+ YEARS OF PUBLIC SERVICE AS COUNCIL MEMBER SERVING THE CITIZENS OF HUGO, MINNESOTA. All Ayes. Motion carried. (A short reception was held in the Oneka Room following the meeting) Adjournment Haas made motion, Weidt seconded to adjourn at 8:55 p.m. All ayes. Motion carried. Respectfully Submitted, q� . Lvx,-r-� Michele Lindau City Clerk