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HomeMy WebLinkAbout2021.06.21 CC MinutesMinutes HUGO CITY COUNCIL MEETING HUGO CITY HALL 14969 Fitzgerald Avenue North • Hugo. MN SS039 MONDAY. JUNE 21. 2021— 7 P.M. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Klein, Miron, Strub, Weidt COUNCIL PRESENT REMOTELY: Petryk OTHERS PRESENT: City Administrator Bryan Bear, Community Development Director Rachel Juba, Community Development Assistant Emily Weber, Parks Planner Shayla Denaway, City Engineer Mark Erichson, City Clerk Michele Lindau OTHERS PRESENT REMOTELY: City Attorney Dave Snyder Approval of Minutes for the June 7, 2021, City Council Meeting Klein made motion, Miron seconded, to approve the minutes for the City Council meeting held on June 7, 2021, as presented. All Ayes. Motion carried. Approval of Minutes for the June 7, 2021, City Council Executive Session for Acquisition of Property for Downtown Street Proiect Klein made motion, Strub seconded, to approve the minutes for the City Council Executive Session held on June 7, 2021, as presented. 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 Special Event Permit for Tough Mudder 3. Approve Temporary Liquor License for Hugo Lions Club for the Tough Mudder 4. Approve Resolution Authorizing Acceptance of the Coronavirus Local Fiscal Recovery Funds Hugo City Council Meeting Minutes for June 21, 2021 Page 2 of 9 5. Approve Resolution Approving Encroachment Agreement for Fence at 14276 Evergreen Avenue North - Anna Lovegren 6. Approve Extension of Purchase Agreement Timeline for City Owned Property 7. Approve Application for Washington County CDA Predevelopment Grant All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claim Roster as presented. Approve Special Event Permit for Tough Mudder The Tough Mudder had applied for a Special Event Permit to hold their two- day endurance sport event at Wild Wings Game Farm on July 10 and 11, 2021. This would be the fifth year the event was held at Wild Wings. This event was not held last year due to COVID. A Special Event Permit approved by Council was required because there would be approximately 7,305 people on site on Saturday and 1,436 on Sunday, impacts to public streets, use of an amplified sound system, and alcohol served. Staff had reviewed the application with Wild Wings, the Hugo Fire Department, and the Washington County Sheriff's Department. Adoption of the Consent Agenda approved the Special Event Permit for the Tough Mudder event to be held on July 10 and 11, 2021, with the conditions attached to the permit. Approve Temporary Liquor License for Hugo Lions Club for the Tough Mudder The Hugo Lions Club had applied for a Temporary Liquor License to serve beer at the Tough Mudder event on July 10 and 11, 2021. Beer would be supplied by Goose Island, and race participants would receive one free beer with the registration if they are 2 1 + years of age. Identification would be checked and wristbands used. Two deputies would be located in the base area where alcohol is served. Adoption of the Consent Agenda approved the Temporary Liquor License for the Tough Mudder event on July 10 and 11, 2021. Approve Resolution Authorizing Acceptance of the Coronavirus Local Fiscal Recovery Funds At their June 7, 2021 City Council meeting, Council expressed interest in accepting the estimated $1,600,000.00 in Coronavirus Fiscal Recovery Funds that the City of Hugo was eligible to receive under the American Rescue Plan Act. The Coronavirus Fiscal Recovery Fund was established to provide a substantial infusion of resources to help turn the tide on the COVID-19 pandemic, address the pandemics economic fallout, and lay the foundation for a strong and equitable recovery. Eligible uses of the recovery funds included responding to the COVID-19 public health emergency and the negative economic impacts of the pandemic, premium pay for essential workers, replacement of revenue lost due to the pandemic that would be used to provide vital government services, and necessary investments in water, sewer and broadband infrastructure. Guidance issued by the United States Department of Treasury classified cities under 50,000 in population, which included the City of Hugo, as non -entitlement units of local Hugo City Council Meeting Minutes for June 21, 2021 Page 3 of 9 government and directed these cities to receive their per capita share of the recovery funds from their state government. The State of Minnesota and Minnesota Management and Budget had finalized the certification process for non -entitlement cities and opened the portal for applications. Adoption of the Consent Agenda approved RESOLUTION 2021-39 AUTHORIZING ACCEPTANCE OF THE CORONAVIRUS LOCAL FISCAL RECOVERY FUNDS ESTABLISHED UNDER THE AMERICAN RESCUE PLAN ACT. Approve Resolution Approving Encroachment Agreement for Fence at 14276 Evergreen Avenue North - Anna Lovegren Anna Lovegren, 14276 Evergreen Avenue North, had applied for an encroachment agreement to allow a fence to be constructed within a drainage and utility easement on her property. Adoption of the Consent Agenda approved RESOLUTION 2021-40 APPROVING AN ENCROACHMENT AGREEMENT FOR ANNA LOVEGREN TO ALLOW CONSTRUCTION OF A FENCE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 14276 EVERGREEN AVENUE NORTH. Approve Extension of Purchase Agreement Timeline for City Owned Property At their September 15, 2020, meeting, the Hugo EDA made a motion to direct staff to work with Denny Trooien on his proposal for the purchase agreement for City -owned property along Egg Lake. The Council approved the purchase agreement at their December 7, 2020, meeting, and the agreement was executed on January 20, 2021. Trooien had presented his concept plan to the EDA, which included restaurants and retail spaces as well as common space and a dock area. Mr. Trooien had been working on putting together concepts for the property and had meet with staff and other entities such as the MN DNR to work out development details. The applicant requested more time to determine if flexibility would be allowed on some of the regulations such as shoreland setbacks. The existing term of the purchase agreement stated that phase one was to be closed on November 20, 2021. Mr. Trooien had requested a six month extension to allow the closing to occur on May 20, 2022. The EDA considered this at their June 15, 2021, meeting and unanimously recommended approval. Adoption of the Consent Agenda approved a six- month extension of the purchase agreement. Approve Application for Washington Countv CDA Predevelopment Grant Washington County CDA had a pre -development grant program for planning areas of communities that have not been developed yet. Each city in the county could apply for $40,000 per year with a 1:1 match. The match could be local or by a private entity or landowner; however, the City was required to apply for the grant. Marvin and Judith LaValle had requested that the City apply for the grant for land use planning for their property south of County Road 8 and west of Highway 61. The property was mostly vacant with a few barns. LaValles wanted to complete an Alternative Urban Areawide Review (AUAR) to determine the best land uses for their property. The AUAR was a planning tool that communities can use to evaluate different development scenarios and environmental impacts on the property. The AUAR would also satisfy the environmental requirements that could be triggered with development of the property. The LaValle's had proposed to request a $40,000 grant for the market study and AUAR and Hugo City Council Meeting Minutes for June 21, 2021 Page 4 of 9 would be responsible for the match. The EDA considered the request at its June 15, 2021, meeting and unanimously recommended approval to the Council. Adoption of the Consent Agenda approved RESOLUTION 2021-41 AUTHORIZING SUBMITTAL OF AN APPLICATION FOR FUNDING FROM THE WASHINGTON COUNTY CDA PREDEVELOPMENT FINANCE FUND. Award of Bid for Downtown Improvement Project and Lions Park Site Improvements City Engineer Mark Erichson explained that the City had received bids on the storm water reuse project on June 1 lth, the Lions Park pavilion project on June 15th, and the Lions Park site improvements and the downtown street project on June 16th, saying all projects were intertwined. He showed where the projects were located and the master plan for the park. On Wednesday, June 16, 2021, bids were opened for the 2021 Downtown Improvement Project / Lions Park Project. Four bids were received with the base bid plus four alternates ranging from $6,229,214.95 to $9,644,833.95 with the Engineer's Estimate totaling $6,934,656.55. The low bidder was Peterson Companies, Inc. in the amount of $6,229,214.94. This included the base bid and the alternate bids. Alternate A related to the court development, Alternate B related to was for the northwest parking lot, Alternate C was for the building demo, and Alternate D was for the pedestrian lights. Klein made motion, Petryk seconded, to approve the bids and award the contract to Peterson Companies, Inc. in the amount of $6,229,214.94. All Ayes. Motion carried. Approve Proposal from Flagship Recreation for the Playground in Lions Park Parks Planner Shayla Denaway showed the final rendering of the playground equipment and explained the Lions Park Playground Stakeholder Committee reviewed four proposals from playground vendors and selected Flagship Recreation. The committee met four times to refine their preferred playground design which included embankment activities, a large climbing tower, zip lines, and sensory activities. It also included installation, aggregate base, pour -in -place surfacing and play sand. She stated staff recommended Council approve the proposal from Flagship Recreation in the amount of $499,907.22 Strub made motion, Klein seconded, to approve the proposal from Flagship Recreation in the amount of $499,907.22. All Ayes. Motion carried Award of Bid for Pavilion in Lions Park At their May 3, 2021 meeting, City Council had approved plans and specs and authorized advertisement of bids for an approximately 5,500 square foot pavilion with an attached picnic shelter at Lions Park, 5524 Upper 146th Street North. Parks Planner Shayla Denaway showed the final rendering of the pavilion and explained it was designed with the help of a stakeholder Hugo City Council Meeting Minutes for June 21, 2021 Page 5 of 9 committee. Bids were open on June 15, 2021, and 11 bids were received. The base bids ranged from $3,009,890 to $3,311,000, with the low bidder being Schreiber Mullaney Construction Co. Denaway explained there were two alternatives in the project. One was to provide a sun control window film instead of the solar glazing, and staff recommended that alternate be rejected because the cost reduction was viewed as not worth it. Another alternate was to provide a 90 mil roof liner instead of the 60 mil roof liner, and staff recommended they accept that. Miron made motion, Klein seconded, to approve bids for the Lions Park Pavilion, including $13,000 in alternatives, and Award a Contract to Schreiber Mullaney Construction Co., Inc in the amount of $3,022,890. All Ayes. Motion carried. Schedule Public Hearing on Tax Abatement for July 19, 2021 Park Planner Shayla Denaway summarized the bids the Council had just awarded. The downtown street and park improvement project was approximately $2.9 million in City funds and $3.3 million in park project funding. The pavilion bid was approximately $3,022,000. Excel had estimated the undergrounding of powerlines to cost $100,000. Legal, engineering, administrative, and financing costs came to $731,786 for the downtown project in general, and $601,890 for the park, which included the drafting of the construction documents and work already done. Estimates for items associated with the pavilion were at $286,000, and the playground equipment $499,907. Total for the street improvement project was $3,658,931 and the park project $7,809,871 City Engineer Mark Erichson added that 147th Street was a State Aid street, so those improvements and the turn lanes at Oneka Parkway were reimbursable through those funds, and some of the grants for the CSAH 8 water reuse project would be used for both projects. Denaway concluded by saying that since the Council decided to move forward with the Lions Park Improvement Project, staff was recommending Council schedule a public hearing on tax abatement at the July 19, 2021, City Council meeting as preparation in considering of the sale of Tax Abatement Bonds to pay for the improvements. Weidt made motion, Petryk seconded, to schedule a public hearing on tax abatement at the July 19, 2021, City Council meeting. All Ayes. Motion carried. Award of Bid for CSAH 8 Stormwater Reuse Project City Engineer Mark Erichson reviewed the bids for the CSAH 8 Stormwater Reuse Project and explained the project would reconnect irrigation systems and serve 22 acres along CSAH 8, Lions Park, Keystone Place, Hugo Gardens, Lions Park, and City Hall. Water would be pumped 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 million gallons of water Hugo City Council Meeting Minutes for June 21, 2021 Page 6 of 9 annually. The City of Hugo had secured $568,450 in grants for the project. On Friday, June 11, 2021, bids were opened. Two Bids were received, ranging from $514,500.65 to $1,046,128.00 with the Engineer's estimate totaling $534,985.00. He explained the low bidder, Peterson Companies, was also the low bidder for the downtown street and Lions Park site improvements projects and had successfully bid on other water reuse projects in Hugo. Staff recommended the Council consider these bids and award a contract in the amount of $514,500.65 to Peterson Companies, Inc., based on the results of the bids received. Miron made motion, Klein seconded, to receive these bids and award a contract in the amount of $514,500.65 to Peterson Companies, Inc., based on the results of the bids received. All Ayes. Motion carried. Before going on the next item, Mayor Weidt asked if staff could look at what Phase 2 of the playground project would cost. Shayla provided a rough estimate, depending on what was chosen for equipment, of between $175,000 and $250,000. She said if Council could consider it at the next meeting. A budget would be set, and the committee could refine what it would look like. Weidt made motion, Klein seconded, to direct staff to come up with a design and estimate for the Phase 2 of the playground area. Al Ayes. Motion carried. Erichson said the next step would be to schedule preconstruction meetings, and he provided completion dates for the projects. The road construction was to be substantially complete by November 19, 2021, the Lions Park site improvements by November 24, 2021, the Lions Park pavilion by April 1, 2022, and outdoor spaces of the park by July 15, 2022, and final completion of all projects by August 8, 2022. Erichson recommend they set a date for groundbreaking sometime between July 6-8. Weidt made motion, Klein seconded, to schedule the groundbreaking for Lions Park for Tuesday, July 6, 2021, at 4 p.m. All Ayes. Motion carried. Receive Feasibility Study and Set Public Hearing for 121St Street Improvement Project In February, City Council reviewed the Acres of Bald Eagle sketch plan (Drengson Subdivision) and provided the development team feedback. At the June 7, 2021, City Council meeting, the Council authorized the preparation of a feasibility study for the project. City Engineer Mark Erichson explained the project was located in the Metropolitan Urban Service Area, and utilities would be extended to this area and adjacent areas. Also proposed were road improvements and drainage improvements. He showed the sketch plan that consisted of nine lots adjacent to 121st Street and explained the preliminary design had utilities extended Hugo City Council Meeting Minutes for June 21, 2021 Page 7 of 9 past 12 existing properties that were not included in the concept plan. These property owners had individual wells and septic systems and were interest in connecting. Erichson showed the utilities being proposed and the properties that would be assessed. The improvements funded through assessments would be sanitary sewer from the development street to two existing properties on Falcon Avenue and sewer and water service to properties abutting 121St Street and Falcon Avenue. All other improvements would be the responsibility of the developer. He provided the overall improvement costs explaining the Acres of Bald Eagle would pay $711,881.18, the City's cost would be $49,932.44 for oversizing the water main, and the assessments would pay for $113,315.64, for a total cost of $875,129.26. He recommended Council approve the resolution receiving the feasibility study and setting the public hearing for the utility and street improvement project. There was a question by Council on whether assessments included hookup to the homes. Erichson explained the assessment would be for extending service to the property, and the homeowner would be responsible to pay for hookup. Weidt made motion, Petryk seconded, to approve RESOLUTION 2021-42 RECEIVING THE FEASIBILITY REPORT AND SETTING THE PUBLIC HEARING FOR THE 121ST AVENUE AND ACRES OF BALD EAGLE UTILITY & STREET IMPROVEMENTS PROJECT. All Ayes. Motion carried. Discussions on Possible DNR Restrictions Concerning Outdoor Water Use City Administrator Bryan Bear informed Council that the City had been notified by the DNR that an order banning outdoor water use may be forthcoming if drought conditions continued. Community Development Assistant Emily Weber presented information on what the City's role would be when such and order is issued. Weber provided background on the City's Local Water Supply Plan that stated how to allocate water during an emergency and outlined the City's conservation objectives and strategies. City Code also allowed the Council to adopt a resolution imposing regulations. A resolution adopted in 2001 imposed an odd/even watering restriction on properties that used the City's water supply system. Addresses ending in an odd number could water on odd days, even number on even days, except for new sod and vegetation. A resolution was also adopted that established a $25 penalty for the first offense and $50 for each subsequent offences within one year. Weber explained if dry conditions continued, the MN DNR may ask cities to implement water restrictions. Additionally, if the Governor declared a critical water deficiency by executive order, Hugo would need to adopt and enforce water conservation restrictions on non -essential uses as outlined in MN State Statute. Weber explained that stormwater reuse projects helped the City conserve water, and there was no concern with the City's infrastructure meeting demand; however, concerning behaviors pertaining to water usage had been noticed such as water during the middle of the day, and residents were concerned about low stormwater ponds. She asked Council to discuss the current water restrictions and stated there was an opportunity to educate residents. Hugo City Council Meeting Minutes for June 21, 2021 Page 8 of 9 It was asked by Council if the levels of the current stormwater ponds were meeting their minimum and if some of the stormwater reuse systems were converting to City water. Bear replied that there were a couple of ponds that were very low, and restrictions placed on residents by their HOAs were causing some residents to connect a hose to the City's water supply for outside irrigation. It was asked if even/odd restriction applied to private wells, and it was explained the resolution only pertained to City water. Bear talked about neighborhoods continuing the frequent watering that began when they were establishing sod. This was monitored and regulated by the HOAs. Weidt talked about how fragile access to water was and felt education needed to be done. Rules needed to be considered that included stormwater ponds. The Council generally agreed it was important to be proactive. It was suggested engaging the HOAs to help with implementation and education on water conservation. There was also a suggestion to send a friendly letter to the top water users, as was done in the past, as a reminder and heads up that more restrictive measures may be forthcoming. Weidt made motion, Klein seconded, to direct staff to look at the City's ordinance to strengthen the requirements and language on both the City water users and water reuse users and to work on the education piece. All Ayes. Motion carried. Cancel July 5, 2021 Council Meeting City Administrator Bryan Bear informed Council the first regular Council meeting in July was on July 5, 2021, the same day as Independence Day (4th of July) was observed. He explained Council could cancel the meeting or reschedule it. Staff had no agenda items, and he recommended Council cancel the meeting. Weidt made motion, Klein seconded, to cancel the first regular Council meeting in July. All Ayes. Motion carried. Schedule National Night Out for Tuesday, August 3, 2021 City Administrator Bryan Bear informed Council that National Night Out was scheduled for Tuesday, August 3, 2021. In the past, Council attended neighborhood parties along with the Hugo Fire Department and Washington County Sheriff's Office personnel. Klein made motion, Miron seconded, schedule a meeting to attend National Night Out events on Tuesday, August 3, 2021. All Ayes. Motion carried. Hugo City Council Meeting Minutes for June 21, 2021 Page 9 of 9 Schedule Midyear Budget Workshop for Thursday, August 19, 2020 City Administrator Bryan Bear requested Council schedule the Midyear Budget Workshop. Miron made motion, Klein seconded, to schedule the Midyear Budget Workshop for August 19, 2021, at 5 p.m. in the Council Chambers. All Ayes. Motion carried. Adjournment Klein made motion, Strub seconded, to adjourn at 8:00 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, 4� . Lvv,-" City Clerk