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HomeMy WebLinkAbout2014.01.14 CC MinutesMINUTES FOR THE CITY COUNCIL MEETING ON JANUARY 14, 2014 Mayor Weidt called the meeting to order at 7:09 p.m. PRESENT: Bronk, Klein, Petryk (arrived at after roll call), Weidt ABSENT: Haas (was present via Skype; however, he was not participating as a voting member of the City Council) ALSO PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Jay Kennedy, and City Clerk Michele Lindau Approval of the Minutes for the December 10, 2013 Hugo Business Association Meeting Klein made motion, Bronk seconded, to approve the minutes for the December 10, 2013 Hugo Business Association meeting as presented. All Ayes. Motion carried. Approval of the Minutes for the December 12, 2013 Holiday Party Klein made motion, Bronk seconded, to approve the minutes for the December 12, 2013 Holiday party as presented. All Ayes. Motion carried. Approval of the Minutes for the December 16, 2013 City Council Meeting Klein made motion, Bronk seconded, to approve the minutes for the December 16, 2013 City Council meeting as presented. All Ayes. Motion carried. Approval of the Agenda Weidt made motion, Klein seconded, to approve the agenda as amended: Remove from Agenda - Presentation of Donation from the Bayport American Legion to the Yellow Ribbon Network Move to the beginning of Agenda - Request from Hugo Good Neighbor Food Shelf to Waive City Application Fees All Ayes. Motion carried Hugo City Council Meeting Minutes for January 14, 2014 Page 2 of 12 Recognition of Retiring Assistant Fire Chief and Fire Marshall Marty Schwartz Mayor Weidt spoke of the sacrifices made by the Hugo fire fighters and said he appreciated their volunteering. He specifically thanked Assistant Fire Chief Marty Schwartz for his 28 plus years of public service on the Hugo Fire Department, and he presented him a Certificate of Appreciation. Swearing in of New Assistant Fire Chief Jim Fordham Fire Chief Kevin Colvard and Former Assistant Fire Chief Marty Schwartz administered the Oath of Office to the new Assistant Fire Chief Jim Fordham. Swearing in of New Fire Marshal Colin Emans Fire Chief Kevin Colvard administered the Oath of Office to new Fire Marshal Colin Emans. Swearing in of New Hugo Firefighters Fire Chief Kevin Colvard administered the Oath of Office to the new Firefighters Brian Kindelberger, Rick Gregoire, and Tyler Scott. Presentation of Donation from the Bayport American Legion to the Yellow Ribbon Network A representative from the Bayport American Legion, who conducts gambling at Sal's Angus Grill, was planning on attending the meeting to present a donation to the Hugo Yellow Ribbon Network; however, due to inclement weather, she is planning on attending the February 3, 2014 meeting to present the donation. Request from Hugo Good Neighbor Food Shelf to Waive City Application Fees City Administrator Bryan Bear explained that former Community Development Intern Eric Mass worked with the Hugo Good Neighbor Food Shelf on their plan for a new building. Eric has since left the City of Hugo for employment with WSB but is continuing to work through the process with the Food Shelf. Eric Mass explained that a grant was applied for through Washington County for funds from the U.S. Department of Housing and Urban Development that are designated to benefit low to moderate income individuals. The City received a pre -award letter in the amount of $70,000. Food Shelf Board President Kris Emerson added that the building they are currently in is not equipped for a food shelf, and the number of people they serve is growing. She thanked Eric for his work on the grant, Southwind Builders for their building plan services, and Mark Schwope & Keller Williams for their work on the land purchase. There are three properties they are currently considering. She requested the Council waive City administrative fees for the permits and plan review. This does not include any SAC or WAC fee, Met Council Fee, Electrical Permit, or Hugo City Council Meeting Minutes for January 14, 2014 Page 3 of 12 engineering review. Notice of any fees waived would be sent to Washington County to show additional community support and further strengthen the project moving forward. Klein made motion, seconded by Petryk, to approve waiving of fees and to continue to provide support from staff and former intern Eric Mass. All Ayes. Motion carried. Approval of the Consent Agenda Weidt made motion, Klein seconded, to approve the following Consent Agenda items: Approval of Claims 2. Approve Appointment of Acting Mayor 3. Approve Appointment of City Engineer 4. Approve Appointment of City Planner 5. Approve Appointment of City Attorney 6. Approve Appointment of Financial Advisor 7. Approve Appointment of Emergency Management Director 8. Approve Appointment of Depository for City Funds 9. Approve Appointment of Official Newspaper 10. Approve Appointments to Hugo Firefighter Relief Association 11. Approve Appointment of Chair for Planning Commission 12. Approve Appointment of Chair and Vice Chair for the Parks and Recreation Commission 13. Approve Appointment of Chair of Historical Commission 14. Approve appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA 15. Approve Renewal of Term for Tom Weidt as the City Council Representative on the Board of Zoning Appeals and Adjustments 16. Approve Appointment of Rick Gwynn as the Planning Commission Representative on the Board of Zoning Appeals and Adjustments 17. Approve Appointment of Chair of the Board of Zoning Adjustments 18. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2014 19. Approve Thursday, April 17, 2014 as Annual Board of Appeal & Equalization Meeting 20. Reschedule Second Meeting in February to February 18, 2014 Due to President's Day Holiday 21. Approve Promotion of Probationary Firefighter Ross Hoernemann to Hugo Firefighter Hugo City Council Meeting Minutes for January 14, 2014 Page 4 of 12 22. Approve Resignation of Debra Casemore from the Hugo Fire Department 23. Approve Resolution Approving Submission of Capital Budget Request All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Appointment of 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 2014. Approve Appointment of City Engineer WSB Engineers has been the City Engineer for the past ten years. Jay Kennedy has handled the day-to-day civil engineering duties, and Pete Willenbring continues as the water resource engineer. WSB Engineers is requesting 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 Jay Kennedy as the City Engineer for 2014. Approve Appointment of City Planner Kendra Lindahl from Landform has worked over the past eleven years as the City Planner. Landform would like to continue to provide this service to the City at the revised rate schedule. Adoption of the Consent Agenda approved the appointment of Kendra Lindahl as the City Planner/Planning Consultant for the year 2014. Approve Appointment of City Attorney City Attorney Dave Snyder has served the City with the law firm of Turner & Johnson for the past year. Turner & Johnson would like to provide legal services to the City at the same rate as in the past. Adoption of the Consent Agenda approved the appointment of David K. Snyder and the Turner & Johnson Law Firm as the City Attorney for the year 2014. Approve Appointment of Financial Advisor Financial advisors Paul Steinman, Mikaela Huot, and Nick Dragisich and the other members of the Springsted, Inc. team have served the City over the past year on a wide variety of projects. Adoption of the Consent Agenda approved the appointment of Paul Steinman, Mikaela Huot, and Nick Dragisich, from Springsted, Inc., as the City's financial advisors for the year 2014. Hugo City Council Meeting Minutes for January 14, 2014 Page 5 of 12 Approve Appointment of 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 has served in this position. Adoption of the Consent Agenda approved the appointment of the Fire Chief Kevin Colvard as the City's Emergency Management Director for 2014. Approve Appointment of Depository for City Funds Each year, Council selects a depository/bank for the deposit of City funds. For many years, Council has selected the local Hugo branch of US Bank. Adoption of the Consent Agenda approved the U.S. Bank -Hugo to be the official depository for City funds for 2014. Approve Appointment of Official Newspaper Each year, Council selects a newspaper as the official publication for all public notices and publishing of ordinances. For the past seven years, the City Council appointed The Citizen as the City's new official newspaper, and The Citizen would like 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 2014. Approve Appointments to Hugo Firefighter Relief Association Minnesota State Statute requires the official appointment of the ex -officio members of the Hugo Fire Department Relief Association Board. Council must appoint two elected or appointed members. Adoption of the Consent Agenda approved the 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 Chair for Planning Commission Planning Commissioner Rick Gwynn has served as chairperson for the Planning Commission since November 21, 2011, and has indicated his desire to continue to serve as Chair of the Commission. Adoption of the Consent Agenda approved the reappointment of Rick Gwynn as Chair of the Planning Commission for 2014. Approve Appointment of Chair and Vice Chair for the Parks and Recreation Commission Jim Taylor has served as Chair of the Parks and Recreation Commission for the past four years with Rachel Berger serving as Vice Chair since 2007. Adoption of the Consent Agenda approved the reappointment of Jim Taylor as Chair and Rachel Berger as Vice Chair for the Parks and Recreation Commission for 2014. Approve Appointment of Chair of Historical Commission Annually, the City Council appoints a member of the Historical Commission to serve as the Hugo City Council Meeting Minutes for January 14, 2014 Page 6 of 12 Chair of the Commission. Kitty Cheesebrow has served as the Chair of the Commission for the past several years. Adoption of the Consent Agenda approved the reappointment of Kitty Cheesebrow to serve as the Chair of the Historical Commission for 2014. 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). In the past year, Mayor Tom Weidt and Council Member Phil Klein served on the EDA. Adoption of the Consent Agenda approved the reappointment of Mayor Weidt and Council Member Klein to serve as the Council Representatives on the EDA for 2014. Approve Renewal of Term for Tom Weidt as the City Council Representative 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 has agreed to serve another year on the Board as the City Council Representative. Adoption of the Consent Agenda approved the reappointment of Tom Weidt as the City Council representative to serve on the Board of Zoning Appeals and Adjustments for another one-year term. Approve Appointment of Rick Gwynn as the Planning Commission Representative on the Board of Zoning Appeals and Adjustments Rick Gwynn has served as the Planning Commission Representative on the Board of Zoning Appeals and Adjustments since January 2013. Members on the Board are appointed annually. Adoption of the Consent Agenda approved reappointment of Rick Gwynn to the Board of Zoning Appeals and Adjustments for 2014. Approve Appointment of Chair of the Board of Zoning Appeals and Adjustments Annually, Council approves appointment of Chair of the Board of Zoning Appeals and Adjustments. Staff recommends Council appoint Board Member Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2014. In July of 2013, the City contracted with Companion Animal Control and Otter Lake Animal Hospital for animal control services after the retirement of Richard Ruzicka, dba Animal Control Services, and staff is pleased with their services. Adoption of the Consent Agenda approved the contracts with Companion Animal Control and Otter Lake Animal Hospital to provide animal control services to the City for 2014. Hugo City Council Meeting Minutes for January 14, 2014 Page 7 of 12 Approve Thursday, April 17, 2014 as Annual Board of Appeal & Equalization Meeting Each year, Council meets as the Board of Appeal and Equalization with the sole purpose of providing Hugo residents and business owners an opportunity to appear personally in front of the Board to discuss their property market valuations. Washington County Assessor Bruce Munneke has selected Thursday, April 17, 2014 from 5:30 to 7:00 p.m. as the date and time on which to hold the meeting. Adoption of the Consent Agenda approved the date for the Board of Appeal and Equalization meeting for April 17, 2014. Reschedule Second Meeting in February to February 18, 2014 Due to President's Day Holiday Each year, the Hugo City Council reschedules or cancels the second meeting of the month of February, which is the President's Day Federal Holiday. Adoption of the Consent Agenda approved rescheduling the second meeting in February to Tuesday, February 18, 2014 in observance of President's Day. Approve Promotion of Probationary Firefighter Ross Hoernemann to Hugo Firefighter Hugo Fire Department Training Captain Andy Churchill had informed Fire Chief Kevin Colvard that Ross Hoernemann has completed the necessary training to move from probationary status to the rank of Firefighter on the Department. Adoption of the Consent Agenda approved the promotion of Probationary Firefighter Ross Hoernemann to Hugo Firefighter. Approve Resignation of Debra Casemore from the Hugo Fire Department Hugo Firefighter Debra Casemore has submitted her letter of resignation from the Hugo Fire Department as of December 10, 2013. Adoption of the Consent Agenda approved the letter of resignation. Approve Resolution Approving Submission of Capital Budget Request The City Council appointed a water conservation subcommittee that includes Mayor Weidt, Council member Haas, and several City staff. The committee has been working on strategies to encourage water conservation, as well as implementing water reuse projects that are included in the Stormwater CIP. City staff has been working with Representative Runbeck's office to develop a state bonding request in an effort to advance the highest priority reuse projects, and a resolution of support is necessary as part of the application. Adoption of the Consent Agenda approved RESOLUTION NO. 2014 -1 APPROVING SUBMISSION OF A CAPITAL BUDGET REQUEST TO THE MINNESOTA DEPARTMENT OF FINANCE FOR CONSIDERATION IN THE 2014 LEGISLATIVE SESSION. Discussion on Video Conferencing At the December 16, 2013 meeting, Council tabled discussion on video conferencing that would allow for a council member to participate from a remote location through conferencing software Hugo City Council Meeting Minutes for January 14, 2014 Page 8 of 12 such as Skype. For this evenings meeting, staff set up video and sound equipment in the Council Chambers to Skype with Council Member Haas, though he is not part of Council proceedings. City Clerk Michele Lindau explained to Council the State Statute that allows interactive TV for a Council Member to be considered in attendance, which, according to an opinion by the Information Policy Analysis Division at the State of Minnesota Department of Administration, would allow for use of Skype. Michele explained the requirements for a Council Member to attend remotely would include that all parties need to see and hear each other, and proper notice needs to be posted at each location. This was drafted in a policy for Council to consider. Council discussed a trial of the policy and added to the policy a set number of times it could be done in a calendar year. Klein made motion, Bronk seconded, to move forward with the policy for six months and add a statement of attendance. Ayes: Bronk, Petryk, Klein, Weidt. Nays: None Motion carried. Report on DNR Modeling Program At the December 16, 2013 meeting, Council Member Haas talked about a computer modeling system used by the DNR that measures hydrologic change. The model creates a picture how water and pollutants are moving from the land into the water, and this explains how changes in land use could affect the entire watershed. City Engineer Jay Kennedy stated that he spoke with DNR staff members and has found the modeling program is used on six large-scale projects along the Minnesota River Valley to measure runoff. The program is extremely hardware intensive and expensive to operate. Because it is a very intricate program, he does not see an immediate use of it in Hugo, which could change if the program becomes more user-friendly. The Council thanked him for looking into it. No formal action was taken. Update on January 8, 2014 Meeting with DNR Officials The DNR and the League of Minnesota Cities held a kickoff meeting on Wednesday, January 8, 2014 at the Shoreview Community Center to share information on the establishment of the first Ground Water Management Area, which will include the City of Hugo. City Administrator Bryan Bear provided the Council an update on the project that is planned for the north and east metro area. At the meeting, DNR staff shared information on the proposed area with those in attendance, which included state and local elected officials, city staff members, area residents, and the business community. Bryan stated that the DNR's presentations intended to explain the need for this management area. There was talk about the process they would likely go through and who would be involved. The intent is to limit total ground water appropriations, though how it would be accomplished was not clear. Communities were encouraged to work together. They also shared the proposed working boundary of this area, basically, cities above the Prairie du Hugo City Council Meeting Minutes for January 14, 2014 Page 9 of 12 Chien Aquifer, bordered by the St. Croix River on the east and the Mississippi River on the west, with the exclusion of a part of Minneapolis. This exclusion was discussed because Minneapolis has a bonding proposal to drill wells in the Prairie du Chien Aquifer. Bryan explained that 15 individuals have been appointed to serve on the advisory team, and he has been chosen as the one to represent cities. His appointment was the result of requests by Mayor Weidt to the DNR Commissioner. Petryk said she appreciated Bryan being appointed to the Advisory Board, though this Board has no legal power. If this is a goal of the DNR, the DNR has no plans to help small communities to meet these goals and it could impact the City's budget. Weidt stated that the boundary with Minneapolis was quite surprising and transparency was in question. He asked that Bear be put on the advisory team for that reason and because Hugo has been on the forefront of water conservation for years with the goal of minimizing the impact on groundwater. He appreciated the DNR inviting Bear to be a part of the committee. No formal action was taken by the Council. Report on St. Paul Port Authority Water Injection Proiect At the December 16, 2014 Council meeting, Council Member Haas added this to the agenda to talk about the St. Paul Port Authority who has a project underway to inject storm water back into the aquifer. Through an engineered solution by Loucks & Associates, they are able to measure the pollutants that are being removed. Haas thought Hugo should know more about this, and staff was directed to investigate. City Engineer Jay Kennedy informed Council that he had met with staff members of the Port Authority on this project, which is referred to as Beacon Bluff storm water system. It is located on 163 acres of a former 3M facility brownfield redevelopment area. This project is a storm water infiltration system that is very large and also directly monitors water quality. Jay explained that there are smaller applications like this in Hugo, such as the Oneka project, which has a groundwater infiltration system similar to that. No formal action was taken. Approve Schedule for Approval of Stormwater Management Plan City staff has been working on the update to the City's Comprehensive Stormwater Management Plan. City Engineer Jay Kennedy provided Council with an update regarding progress to date, and provide a schedule for completing the plan. Jay explained there is a Stormwater Management Plan currently in place that is ten years old, and many of the policies still apply. Rice Creek Watershed District rules will have an impact on the policy as well as the City's water reuse efforts. Staff will be working with the Water Resource Committee and the DNR on the plan. A draft will be presented to the Planning Commission at their February 27, 2014 meeting and to the City Council at their March 17, 2014 meeting for comment. Jay stated that the policy is critical with what the Council is doing for water conservation. No formal action was taken. Hugo City Council Meeting Minutes for January 14, 2014 Page 10 of 12 Update on CSAH 7/8 Intersection At its September 16, 2013 meeting, Washington County Engineer Wayne Sandberg presented five options to the Council for the intersection of CSAH 8 and CSAH 7. Road projects have been completed for both highways with the exception of the first 450 feet of CSAH 7, north of CSAH8. Staff was directed to evaluate all the options and report back to Council. City Engineer Jay Kennedy and staff worked with Washington County on an alignment that is more desirable with less shifting of the intersection as previous designs. He reminded Council that the City is responsible for the right-of-way purchase and the County is responsible for the construction of the road. Jay requested direction to work with property owners on the easement agreement. Weidt made motion, Klein seconded, to direct staff to meet with the affected property owner on an easement agreement. Community Development Director Bryan Bear suggested waiting until Council Member Haas was available to be included in this meeting. All Ayes. Motion carried. Update on 165th Street Reconstruction Proiect Feasibility Study The City Council authorized preparation of the Feasibility Report for the 165th Street project at their November 18, 2013 meeting. At its December 16, 2013 meeting, Council approved the resolution receiving the feasibility report and setting the hearing date for Monday, February 3, 2014. City Engineer Jay Kennedy updated the Council on the mill and overlay project on 165th Street between Highway 61 CSAH 4, and requested the Council consider options for the intersection at 165th Street and Ingersoll and the widening of the roadway. Jay explained that the intersection could remove the two gravel legs and install a curve with a connection to the middle. This was not a safety concern, but the realignment would reduce some maintenance. There may be wetland impacts and the additional cost would be $35,000. Jay also explained that the roadway is currently 24 feet wide and could be constructed at 28 feet to allow for an additional four feet that could be stripped on one side. Widening of the road would result in some storm water management costs and an added cost of $290,000 for payment and gravel. Weidt said the road widening could be money well spent. Klein pointed out that there is a bike trail planned along 170th Street (CSAH 4). Haas added that the Parks Plan has a trail along CSAH 4 connecting the bike trail from the Hardwood Creek trail east to Big Marine Park. Petryk said the wider road could result in higher speeds on that road. No formal action was taken. Update on the Yellow Ribbon Network Council Member Phil Klein reported to Council on the Yellow Ribbon Network activities held recently. Lake Area Bank will be the sponsor for the next hamburger Night from 5-8 p.m. on January Hugo City Council Meeting Minutes for January 14, 2014 Page 11 of 12 27th at the American Legion. Council Member Haas added that over the Christmas Holiday, the YRN received a donation of coffee from Caribou Coffee that was sent to navy members overseas. Warm Hearts for Charity Event on Saturday, January 18, 2014 City Administrator Bryan Bear reminded the Council that a meeting was scheduled for the Hugo Business Association's 7th Annual Warm Hearts for Charity event on Saturday, January 18, 2014. This event will be held at the Hugo American Legion from 5-8 p.m. Cindy Petty from the Hugo Business Association provided Council additional information on the event. City Council Goal Setting Session on Tuesday, January 21, 2014 City Administrator Bryan Bear reminded the Council of their Goal Setting Session scheduled for Tuesday, January 21, 2014 following the regular meeting at 7 p.m., which was rescheduled from Monday to Tuesday, due to the Martin Luther King Holiday. Sledding Party Saturday, February 1, 2014 City Administrator Bryan Bear informed the Council that the Parks, Recreation, and Open Space Commission will host the sixth annual Sledding Party at Oak Shore Park on Saturday, February 1St from 2-4pm. Hot Chocolate and cookies will be provided. Oak Shore Park is located at 12790 Exhall Avenue North. Petryk made motion, Klein seconded, to schedule a meeting for the annual sledding party on Saturday, February 1, 2014 from 2-4 p.m. All Ayes. Motion carried. Waters Edge Community's Master Board Meeting on Wednesday, February 5, 2014 City Administrator Bryan Bear informed Council that the Waters Edge Community's Master Board of Directors has invited the City Council to attend their upcoming Board of Directors Meeting on Wednesday, February 5, 2014 at 6 pm in the Waters Edge Community Center. The Board would like to discuss the City's current water -use and the possibility of the Waters Edge Development being a model site for water conservation. Petryk made motion, seconded by Klein to schedule a meeting to attend the Waters Edge Board meeting on Wednesday, February 5, 2014 at 6 p.m. All Ayes. Motion carried. Executive Session — White Bear Lake VS MN Department of Natural Resources City Attorney Dave Snyder asked for a few minutes of Council's time to discuss intervention in the pending lawsuit between the MN DNR and the White Bear Lake Home Owners Association/White Bear Lake Restoration Association. Dave offered introductory comments Hugo City Council Meeting Minutes for January 14, 2014 Page 12 of 12 explaining the lawsuit. In November, the DNR requested that cities near White Bear Lake intervene in a lawsuit brought forth by the White Bear Lake Restoration Association against the DNR alleging that the DNR has not managed groundwater properly, causing a reduction in water levels on White Bear Lake. They referred to a preliminary paper by the United States Geological Survey that indicates that municipal pumping is related to the water levels. Plaintiffs are seeking restriction or termination of water appropriations permits, regulations imposed by the DNR which they claim will raise water levels. Cities have been discussing intervention in the lawsuit. Meanwhile, the DNR has announced its intention to establish a groundwater management area with the intent to restrict groundwater pumping. Snyder requested to talk to the Council in executive session to discuss whether to participate in this litigation. Weidt made motion, Klein seconded, to enter into executive session. All Ayes. Motion carried. Return to Regular Session Weidt made motion, Klein seconded, to return to regular session. All Ayes. Motion carried. Klein made motion, Petryk, to stay out of the intervention of the lawsuit and use resources to reach out to other the communities and entities and pursue the different water conservation efforts that are being discussed by the City. Ayes: Petryk, Klein, Bronk, Weidt Nays: None Motion carried. Adiournment Klein made motion, Petryk seconded, to adjourn at 8:50 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk