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HomeMy WebLinkAbout2023.01.09 CC Packet OATH OF OFFICE Tom Weidt, Mayor (Took the Oath of Office on January 4, 2023) Becky Petryk, Council Ward 1 Dave Strub, Council Ward 3 A. CALL TO ORDER B. ROLL CALL C. PLEDGE OF ALLEGIANCE D. APPROVAL OF MINUTES 1. December 15, 2022, Holiday Party 2. December 19, 2022, City Council Meeting E. APPROVAL OF AGENDA F. APPOINTMENTS/PRESENTATIONS 1. None Scheduled G. CONSENT AGENDA All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion and a roll call vote. If a member of the City Council or the public wishes to discuss an item, that item will be removed from the Consent Agenda and will be considered separately. 1. Approve Claims Roster 2. Approve Appointment of Mike Miron as Acting Mayor 3. Approve Appointment of WSB and Associates as City Engineer 4. Approve Appointment of Landform as City Planner 5. Approve Appointment of Johnson & Turner as City Attorney 6. Approve Appointment of Baker Tilly as Financial Advisor 7. Approve Appointment of US Bank as Depository for City Funds 8. Approve Appointment of The Citizen as Official Newspaper 9. Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2023 10. Approve Appointment of Fire Chief Jim Compton, Jr. as Emergency Management Director 11. Approve Appointments to Hugo Firefighter Relief Association 12. Approve Renewal of Term for Planning Commissioner Corky Lessard 13. Approve Renewal of Terms for Parks Commissioners Cathy Moore-Arcand and Ranell Tennyson 14. Approve Declaration of Vacancy on the Parks Commission 15. Approve Renewal of Terms for Historical Commissioners Cynthia Schoonover and Bradley LeTourneau Mayor: Tom Weidt Councilmembers: Phil Klein Mike Miron Becky Petryk Dave Strub City Council Agenda Monday, January 9, 2023 Address: 14669 Fitzgerald Ave. N. Hugo, MN 55038 Phone: 651-762-6300 Website: www.ci.hugo.mn.us 16. Approve Appointment of Alternate EDA Member Neil Arcand as Regular Member 17. Approve Appointment of Bronwen Kleissler as Chair and Matthew Derr as Vice-Chair of the Planning Commission 18. Approve Appointment of Meredith St. Pierre as Chair and Cathy Moore-Arcand as Vice- Chair of the Parks Commission 19. Approve Appointment of Cynthia Schoonover as Chair of Historical Commission 20. Approve Appointment of Tom Weidt and Phil Klein as Council Representatives on the EDA 21. Approve Appointment of Mayor Tom Weidt, Planning Commissioner Cindy Petty, and Resident Scott Arcand to the Board of Zoning Appeals and Adjustments 22. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments 23. Approve Donation from the Hugo American Legion to the Hugo Fire Department 24. Approve Special Event Permit for Beatercross Snowmobile Race on Saturday, January 28, 2023 25. Approve Lawful Gambling Exempt Permit for White Bear Lake Lacrosse Bingo Fundraiser on Sunday, March 26, 2023 26. Approve Resignation of Doug Millard as Chief Engineer and Approve a Three-Month Leave of Absence 27. Approve Amendments to the Personnel Policy for Fire Department Holiday Pay 28. Approve Pay Request No. 14 to Shreiber Mullany for Lions Park Building H. PUBLIC HEARING 1. Nothing Scheduled I. UNFINISHED BUSINESS 1. Approve Plans and Specifications and Authorize Advertisement for Bids for Birch Tree Ponds Street Improvement Project J. NEW BUSINESS 1. Discussion on Petition from Flay Avenue Residents K. VISITOR PRESENTATIONS 1. Nothing Scheduled L. COUNCIL PRESENTATIONS 1. Nothing Scheduled M. ADMINISTRATIVE PRESENTATIONS 1. Reminder - Hugo Fire Department Annual Banquet Saturday, January 14, 2023 2. Reminder - Council Goal Setting Session on Monday, January 23, 2023 3. Reminder – Fire Department Workshop on Wednesday, January 25, 2023 4. Schedule Local Board of Appeal for Thursday, April 6, 2023 N. ADJOURNMENT BACKGROUND MEMO FOR THE CITY COUNCIL MEETING ON JANUARY 9, 2023 Oath of Office Council Members Becky Petryk and Dave Strub will take the Oath of Office. Mayor Tom Weidt took the oath on January 4, 2023, administered City Clerk Michele Lindau at City Hall. D.1 Approval of Minutes for the December 15, 2022, Holiday Party D.2 Approval of Minutes for the December 20, 2021, City Council Meeting Staff recommends Council approve the above minutes as presented. G. 1 Approval of Claims Staff recommends Council approve the Claims Roster as presented. G. 2 Approve Appointment of Mike Miron as Acting Mayor Each year, the Council appoints a member of the Council for the position of Acting Mayor. On behalf of Mayor Tom Weidt, City staff recommends approval of the appointment of Council Member Mike Miron as Acting Mayor for the year 2023. G.3 Approve Appointment of WSB and Associates as City Engineer WSB Engineers has been the City Engineer for the past 19 years. Mark Erichson 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 the revised rate schedule as enclosed. City staff recommends approval of the appointment of WSB Engineers and Mark Erichson as the City Engineer for 2023. G. 4 Approve Appointment of Landform as City Planner Kendra Lindahl from Landform has worked over the past 20 years as the City Planner. Landform would like to continue to provide this service to the City at a revised rate schedule. City staff recommends approval of the appointment of Kendra Lindahl as the City Planner/Planning Consultant for the year 2023.   G. 5 Approve Appointment of Johnson & Turner as City Attorney City Attorney Dave Snyder has served the City with the law firm of Johnson & Turner for the past seven years. Johnson & Turner would like to continue to provide legal services to the City. City staff recommends approval of the appointment of David K. Snyder and the Johnson & Turner Law Firm as the City Attorney for the year 2023. G.6 Approve Appointment of Baker Tilly as Financial Advisor Financial advisors Paul Steinman, Mikaela Huot, and Nick Dragisich and the other members of the Baker Tilly Virchow Krause, LLP (formerly Springsted, Inc.) team have served the City very well over the years on a wide variety of projects. City staff recommends approval of Baker Tilly Virchow Krause, LLP, as the City’s financial advisors for the year 2023. G.7 Approve Appointment of US Bank as 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. City staff recommends the approval of U.S. Bank-Hugo as the official depository for City funds for 2023. G.8 Approve Appointment of The Citizen as Official Newspaper Each year, Council selects a newspaper as the official publication for all public notices and publishing of ordinances. For the past 15 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 rate increase from $12.70 to $13.33 per column inch. City staff recommends Council approve The Citizen as the City’s official newspaper for 2023. G.9 Approve Animal Control Service Contracts with Companion Animal Control and Otter Lake Animal Hospital for 2023 Since July 2013, Companion Animal Control and Otter Lake Animal Hospital have been providing animal control services to the City. Staff recommends continuation of the current contracts with Companion Animal Control and Otter Lake Animal Hospital for 2023. G.10 Approve Appointment of Fire Chief Jim Compton, Jr. as 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. City staff recommends the appointment of the Fire Chief Jim Compton, Jr. as the City’s Emergency Management Director for 2023. G. 11 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. City staff recommends appointment of Mayor Tom Weidt and Finance Director Anna Wobse as ex-officio members of the Hugo Fire Department Relief Association Board. G.12 Approve Renewal of Term for Planning Commissioner Corky Lessard The term for Planning Commissioner Corky Lessard expired on December 31, 2022. Corky indicated he would like to be reappointed for another four-year term. Staff recommends Council approve the reappointment of Commissioner Corky Lessard for another four-year term on the Planning Commission to expire December 31, 2026. G.13 Approve Renewal of Terms for Parks Commissioners Cathy Moore-Arcand and Ranell Tennyson Terms for Parks Commissioners Cathy Moore-Arcand and Ranell Tennyson expired on December 31, 2022. Both have indicated they would like to be reappointed for another three- year term. Staff recommends Council approve the reappointment of Cathy Moore-Arcand Ranell Tennyson for another three-year term on the Parks Commission to expire on December 31, 2025. G.14 Approve Declaration of Vacancy on the Parks Commission Nicole Schmid was a member of the Parks Commission and had a term that expired on December 31, 2022. Mayor Weidt recommends Council not approve the reappointment of Nicole and declare a vacancy on the Parks Commission. G.15 Approve Renewal of Terms for Historical Commissioners Cynthia Schoonover and Bradley LeTourneau Terms for Historical Commissioners Cynthia Schoonover and Bradley LeTourneau expired on December 31, 2022. Both have indicated they would like to be reappointed for another three- year term. Staff recommends Council approve the reappointment of Cynthia Schoonover and Bradley LeTourneau for another three-year term to expire on December 31, 2025. G.16 Approve Appointment of Alternate EDA Member Neil Arcand as Regular Member The term for EDA Member Mike Gallivan expired on December 31, 2022. Mike is not seeking reappointment. Staff recommends Council appoint Alternate Member Neil Arcand as a regular member on the EDA for a six-year term to expire on December 31, 2028. G.17 Approve Appointment of Bronwen Kleissler as Chair and Matthew Derr as Vice- Chair of the Planning Commission Annually, Council appoints a member of the Planning Commission to serve as Chair of the Commission. Bronwen Kleissler has been serving as the Chair of the Planning Commission since August, 2015, and Matt Derr was appointed as Vice-Chair in March, 2022. Staff recommends Council approve the reappointment of Bronwen Kleissler as the Chair and Matthew Derr as Vice-Chair of the Planning Commission for 2023. G.18 Approve Appointment of Meredith St. Pierre as Chair and Cathy Moore-Arcand as Vice-Chair of the Parks Commission Annually, the City Council appoints members of the Parks Commission to serve as chair and vice-chair. In September, 2022, Meredith St. Pierre was appointed as the Chair of the Parks Commission when former Chair Roger Clarke resigned. Cathy Moore-Arcand has served as Vice-Chair since January 2017. City staff recommends reappointment of Meredith St. Pierre as Chair and Cathy Moore-Arcand as Vice-Chair for the Parks and Recreation Commission for 2023. G.19 Approve Appointment of Cynthia Schoonover as Chair of Historical Commission Annually, the City Council appoints a member of the Historical Commission to serve as the Chair of the Commission. Cynthia Schoonover has served as the Chair of the Commission since July, 2015. Staff recommends Council approve the reappointment of Cynthia as the Chair of the Historical Commission for 2023. G.20 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). Staff recommends Council appoint Mayor Weidt and Council Member Klein to continue to serve as the Council Representatives on the EDA for 2023. G.21 Approve Appointment of Mayor Tom Weidt, Planning Commissioner Cindy Petty, and Resident Scott Arcand to 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 continue to serve another year as the City Council representative, and Cindy Petty has agreed to serve as the Planning Commission representative, and Scott Arcand as the resident representative. Staff recommends Council approve the reappointment of Tom Weidt as the City Council representative, and Cindy Petty as the Planning Commission representative, and Scott Arcand as the resident representative on the Board of Zoning Appeals and Adjustments for one-year terms. G.22 Approve Appointment of Tom Weidt as Chair of the Board of Zoning Adjustments Annually, Council approves appointment of Chair of the Board of Zoning Appeals and Adjustments. Staff recommends Council reappoint Board Member Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments for 2023. G. 23 Approve Donation from the Hugo American Legion to the Hugo Fire Department The Hugo American Legion has requested to donate $1,000 to the Hugo Fire Department from pull-tab proceeds for equipment and training. All donations to the Fire Department must be approved by the Council. Staff recommends Council approve the donation of $1,000 to the Hugo Fire Department. G.24 Approve Special Event Permit for Beatercross Snowmobile Race on Saturday, January 28, 2023 On behalf of the Hugo Knight Riders Snowmobile Club, Andy Michels has applied for a Special Event Permit to hold a vintage snowmobile race on the Whitaker Property at 7195 137th St. N., directly across from the Hanifl Fields. This requires a Special Event Permit approved by Council because there will be food and alcohol sold by a caterer, over 200 people in attendance, amplified sound for snowmobile race announcements, and use of the parking lot at Hanifl Fields during the event. Staff has worked with the applicant and the Washington County Sheriff’s Office on the details of the event. Staff recommends Council approve the Special Event Permit for Beatercross on January 28, 2023, according to conditions in the permit. G.25 Approve Lawful Gambling Exempt Permit for White Bear Lake Lacrosse Bingo Fundraiser on March 26, 2023 White Bear Lake Lacrosse Club is requesting a Lawful Gambling Exempt Permit to hold a Bingo at their fundraising event to be held at the American Legion on March 26, 2023. Gambling permits must be approved by the Council before being sent to the State for approval. Staff recommends Council approve the Lawful Gambling Exempt Permit for the WBL Lacrosse Club. G.26 Approve Resignation of Doug Millard as Chief Engineer and Approve a Three-Month Leave of Absence Doug Millard is requesting to resign as the Chief Engineer and remain on the Hugo Fire Department as a firefighter effective January 1, 2023. Doug is also requesting a three month leave of absence effective on January 1, 2023 for personal reasons. Staff recommends Council approve the resignation of Doug Millard as the Chief Engineer and three-month leave of absence as a firefighter effective January 1, 2023. G.27 Approve Amendments to the Personnel Policy for Fire Department The Hugo Fire Department is requesting to align their holiday pay days with the City of Hugo employees’ paid holidays. Specifically, they are requesting to add four holidays to the six they already have to be paid overtime if they work those days. Holidays to be added are: Martin Luther King Day, Presidents Day, Veterans Day, and the Friday after Thanksgiving. Staff recommends Council approve revisions to the Personnel Policy to include these days for firefighter emergency call holiday coverage. G.28 Approve Pay Request No. 14 to Shreiber Mullany for Lions Park Building Schreiber Mullaney has submitted Pay Request No. 14 for the new building in Lions Volunteer Park in the amount of $24,488.13. The quantities completed to date have been reviewed and agreed upon by the architect, contractor and City staff. The amount indicated above reflects the work certified through December 31, 2022 with a 5% retainage applied. The pay request includes change order No. 45 in the amount of $21,501.31 for seven items including solenoids, toilet partition modification, rope lighting, electrical changes, and replacement of the damaged east window. The total retainage being held to date will be $158,198.31. Staff recommends Council approve payment in the amount of $24,488.13 to Schreiber Mullaney Construction for the construction of the City of Hugo’s Peder Pedersen Pavilion. I.1 Approve Plans and Specifications and Authorize Advertisement for Bids for Birch Tree Ponds Street Improvement Project. At its November 21, 2022, meeting, Council had authorized staff to prepare plans and specifications for the 2023 Birch Tree Ponds Area Street Improvements. Plans and Specifications have been prepared and are ready to be advertised for bidding. If approved, staff will place the advertisement for bids, which is required to run for a minimum of 21 days. Plans and specifications are available for review at City Hall. Consideration of awarding a construction contract will occur at a future City Council meeting. Staff recommends approval of the resolution approving plans and specifications and authorizing advertisement for bids for the 2023 Birch Tree Ponds Area Street Improvements. J.1 Discussion on Petition from Flay Avenue Residents On June 9, 2022, the City Council held a neighborhood meeting with property owners that own property zoned Future Central Business (FCB) on Flay Avenue North. Staff has received a petition to rezone all of the properties in the neighborhood along Flay Avenue North to only allow residential uses. Not all property owners signed the petition. The signatures represent 60% of the properties in the neighborhood. To rezone the properties the City Council could direct staff to initiate a rezoning of all of the properties in Flay Avenue. Rezoning of properties includes evaluation of the approval criteria, public notice, and a public hearing at a Planning Commission meeting. Staff recommends not initiating a rezoning of the properties, at this time. Since not all of the properties are represented, staff recommends the City Council direct staff to write a letter to the neighborhood stating that the petition was received and rezoning to residential may be considered if all of the properties sign the petition. M.1 Reminder - Hugo Fire Department Annual Banquet Saturday, January 14, 2023 Staff would like to remind Council they are scheduled to attend the Fire Department Annual Banquet on Saturday, January 14, 2022, beginning at 5 p.m. at the Hugo American Legion M.2 Reminder Council Goal Setting Session on Monday, January 23, 2023 Staff would like to remind Council they have scheduled their Annual Goal Setting Session for Monday, January 23, 2023, at 5 p.m. in the Council Chambers. M.3 Reminder – Fire Department Workshop on Wednesday, January 25, 2023 Staff would like to remind Council they have scheduled a workshop at the Hugo Fire Department on Wednesday, January 25, 2023, to discuss staffing. L.4 Schedule Local Board of Appeals and Equalization for Thursday, April 6, 2023 The Hugo City Council acts as the Local Board of Appeals and Equalization. A meeting is held in April of every year to give residents an opportunity to appeal the classification of their property and/or value they are taxed on. Washington County is requesting Council schedule the LBAE meeting for, April 6, 2023. Staff recommends Council schedule the LBAE meeting for Thursday, April 6, 2023 from 5:30 – 7 p.m. at Hugo City Hall. N. Adjournment Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None OTHERS PRESENT: City Administrator Bryan Bear, City Engineer Nick Guilliams, City Attorney Dave Snyder, Community Development Director Rachel Juba, City Clerk Michele Lindau Minutes for the December 5, 2022, City Council Meeting Petryk made motion, Klein seconded, to approve the minutes for the Council meeting held on December 5, 2022, as presented. All Ayes. Motion carried. Minutes for the December 7, 2022, Santa Party Klein made motion, Strub seconded, to approve the minutes for the Santa Party held on December 7, 2022, as presented. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried Yellow Ribbon Network Burger Night Recognition Awards Yellow Ribbon member Barb Connelly presented pictures and provided information on recent activities of the Hugo Yellow Ribbon Network. Colonel Eduardo Suarez of the Minnesota National Guard said they couldn’t do what they do without support of the YRN. The team from Fresh Paint was in attendance to receive the Burger Sponsor of the Year plaque. Barb handed out the certificates to all the monthly Burger Night sponsors who were in attendance. The Mayor thanked them for supporting the community. Approval of Consent Agenda Miron made motion, Petryk seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Building Inspector Scott Baller 3. Approve Annual Performance Review for Community Development Director Rachel Juba Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, DECEMBER 19, 2022 – 7 P.M. Hugo City Council Meeting Minutes for December 19, 2022 Page 2 of 7 4. Approve Annual Performance Review for Public Works Worker Ryan McCullough 5. Approve Annual Performance Review for Public Works Worker Neal Nelson 6. Approve Resolution on Statutory Tort Liability Limits 7. Approve Resolution Certifying Delinquent Utility Accounts 8. Approve Ordinance Establishing 2023 Fee Schedule and Publication of Summary Ordinance 9. Approval Resolution Setting 2023 Salary and Reimbursement Levels 10. Approve Resolution Approving Agreement with State of MN for Federal Participation in Construction 11. Approve Pay Request No. 8 to Peterson Companies for the 2021 Downtown Improvement/Lions Park Project 12. Approve Pay Request No. 6 to A-1 Excavating, Inc. for the 121st Street/Acres of Bald Eagle Project 13. Approve Resolution Approving Shores of Oneka Final Plat and Development Agreement 14. Approve Culvert Maintenance Agreement with RCWD for Ditch Crossing for the Shores of Oneka Development 15. Approve Room Rental Application and Waiver of Liability Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Building Inspector Scott Baller Scott Baller was hired by the City as a Building Inspector on January 1, 2006. Adoption of the Consent Agenda approved the annual performance review for Building Inspector Scott Baller. Approve Annual Performance Review for Community Development Director Rachel Juba Rachel Juba was hired as the City’s new Associate Planner on January 2, 2007 and promoted to Planner in 2010, then Community Development Director in May, 2018. Adoption of the Consent Agenda approved the annual performance review for Community Development Director Rachel Juba. Approve Annual Performance Review for Public Works Worker Ryan McCullough Ryan McCullough was hired on January 2, 2007 as a Public Works Worker. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Ryan McCullough. 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. Hugo City Council Meeting Minutes for December 19, 2022 Page 3 of 7 Approve Resolution on Statutory Tort Liability Limits In the late 1990’s, the League of Minnesota Insurance Trust required each City that obtained liability coverage from them to decide whether or not to waive the statutory tort liability limits to the extent of coverage purchased. Currently these limits were $500,000 per claimant and $1,500,000 per occurrence. At that time the City Council opted not to waive the statutory limits. LMCIT required each member city to reaffirm their position on an annual basis. Adoption of the Consent Agenda approved RESOLUTION 2022-86 NOT TO WAIVE STATUTORY TORT LIABILITY LIMITS. Approve Resolution Certifying Delinquent Utility Accounts Annually, the Finance Department reviewed all delinquent utility bills, which were the result of nonpayment or underpayment of water and sewer utility bills. In accordance with City Ordinance, Council was required to adopt a resolution to certify delinquent utility bills to the property tax rolls. Property owners who had not paid their outstanding utility bill would have it certified to the property tax rolls. Adoption of the Consent Agenda approved RESOLUTION 2022 - 87 CERTIFYING UNPAID UTILITY BILLS TO THE COUNTY AUDITOR FOR COLLECTION. Approve Ordinance Establishing 2023 Fee Schedule and Publication of Summary Ordinance City staff annually reviewed the fee, rates and charges schedule and recommended changes. The Finance Department had reviewed these changes and incorporated them into the fee schedule for 2023. Adoption of the Consent Agenda approved ORDINANCE 2022-518 AUTHORIZING ESTABLISHMENT OF FEES, RATES AND CHARGES. Approval Resolution Setting 2023 Salary and Reimbursement Levels At the mid-year budget workshop, the City Council indicated their willingness to adjust the City’s salary matrix by 4.5% and to grant step increases to those employees who had not yet reached their pay grade maximums. Council approved the 2023 budget containing these adjustments at their December 5, 2022, Council Meeting. Fourteen of the City’s twenty-seven full-time employees would receive step increases. A new Associate Planner was hired in 2022, which took the place of the previously budgeted City Planner position. The net aggregate dollar increase was $146,258 and the overall budget for employee wages would increase by 6.3%. Using state supplied software, the Finance Department verified that the City would remain in compliance with Pay Equity Statutes. Adoption of the Consent Agenda approved RESOLUTION 2022 – 88 RESOLUTION SETTING 2023 SALARIES FOR CITY EMPLOYEES AND ESTABLISHING EMPLOYEE REIMBURSEMENT LEVELS. Approve Resolution Approving Agreement with State of MN for Federal Participation in Construction Pursuant to Minnesota Statutes Section 161.36, the City of Hugo was required to enter into an agreement with MnDOT for MnDOT to act as Hugo’s agent in accepting federal funds on the Hugo City Council Meeting Minutes for December 19, 2022 Page 4 of 7 local government’s behalf for the construction, improvement, or enhancement of transportation financed either in whole or in part by the Federal Highway Administration. This agreement covered the roles and responsibilities associated with federal aid funds and allowed for MnDOT to act as a local agency’s agent in accepting these funds for construction projects. Adoption of the Consent Agenda approved RESOLUTION 2022 – 89 APPROVING STATE OF MINNESOTA AGENCY AGREEMENT FOR FEDERAL PARTICIPATION IN CONSTRUCTION. Approve Pay Request No. 8 to Peterson Companies for the 2021 Downtown Improvement/Lions Park Project Peterson Companies, Inc. had submitted Pay Request No. 8 in the amount of $115,438.75 for work certified through November 30, 2022, on the 2021 Downtown Improvement/Lions Park Project. Substantial work had been completed on the project. The Contractor was currently installing the playground fence to make the project complete and would finish punch-list items in the spring. Adoption of the Consent Agenda approved payment to Peterson Companies, Inc. in the amount of $115,438.75. Approve Pay Request No. 6 to A-1 Excavating, Inc. for the 121st Street/Acres of Bald Eagle Project A-1 Excavating, Inc. had submitted Pay Voucher No. 6 in the amount of $12,214.13 for work certified through November 30, 2022, on the 121st Street/Acres of Bald Eagle Project. The project was substantially complete at the time and project retainage was being reduced to 1%. Adoption of the Consent Agenda approved payment to A-1 Excavating, Inc. in the amount of $12,214.13. Approve Resolution Approving Shores of Oneka Final Plat and Development Agreement M/I Homes Minneapolis/St. Paul, LLC, had requested approval of a final plat in order to plat 50 lots and 11 outlots on the parcels located north of Goodview Avenue and east of Highway 61. The City Council reviewed and approved the preliminary plat and PUD for The Shores of Oneka Lake at its June 6, 2022, meeting. The final plat would plat 50 lots from The Shores of Oneka Lake preliminary plat. The lots met the minimum lot standards and requirements outlined in the regulations for The Shores of Oneka Lake PUD. Adoption of the Consent Agenda approved RESOLUTION 2022-90 APPROVING A FINAL PLAT AND DEVELOPMENT AGREEMENT FOR M/I HOMES OF MINNEAPOLIS/ST. PAUL, LLC, FOR THE SHORES OF ONEKA LAKE. Approve Culvert Maintenance Agreement with RCWD for Ditch Crossing for the Shores of Oneka Development As part of The Shores of Oneka development a ditch crossing was required that would include the installation of a culvert under a public street. The ditch crossing was required to be reviewed and permitted by the Rice Creek Watershed District (RCWD). M/I Homes had submitted the plans to RCWD and had been given conditional approval. A condition of approval was a maintenance agreement with the City of Hugo for the culvert since it was under a public street and would be part of the City’s public infrastructure system. The City had similar agreements Hugo City Council Meeting Minutes for December 19, 2022 Page 5 of 7 with the RCWD for other culverts and bridges. Adoption of the Consent Agenda approved the culvert maintenance agreement, subject to review and approval by the City Attorney. Approve Room Rental Application and Waiver of Liability City staff had updated the facility rental application to require additional information from the applicant. Application additions included increased reporting on the envisioned event and changes to the agreement for assumption of responsibility and waiver of liability section. Adoption of the Consent Agenda approved the Facility Rental Application and Waiver of Liability. Approve Resolution Approving Oneka Prairie Preliminary Plan and Ordinance Approving PUD Rezoning Southwind Holdings, LLC, had requested approval of a preliminary plat and planned unit development (PUD) for a residential development. The property totaled 24.23 acres. The preliminary plat included 59 single family residential lots and seven outlots to be known as “Oneka Prairie”. The PUD General Plan would be for all 24.83 acres of the property and was proposed to be rezoned from Future Urban Service (FUS) to Planned Unit Development (PUD). The property included 3.92 acres of wetlands for a total buildable acreage of 20.28 acres. The net density for the development was 2.9 units per acre. This met the density requirement for the land use. At its December 8, 2022, meeting, the Planning Commission considered the request and held a public hearing. The Planning Commission unanimously recommended approval of requests. Klein removed this item from the Consent Agenda stating he had been contacted by Lee Ann Steffens who had questions on the application Lee Ann Steffens was present with her legal counsel, Patrick Doran. Lee Ann stated she was the property owner to the west and didn’t feel she had enough information to be comfortable with the road plan. Doran talked about the roadway going on a 20-year-old easement and said the City was going against the plan and changed it, likely due to the road created to the south. There were concern the City and developer would be using more of their property than necessary for this development. They had concerns that if the roadway connects identically going straight north, they would lose 10 feet of their property. Another issue was lack of access to half of their parcel. There was a wetland in the middle of the property, and the farmers use access points south of the wetland. With the curb and gutter being proposed with no curb cutouts, access would be restricted. He said if the developer would be willing to do a curb cut and driveway, they could figure that issue out. Steffens did not want to derail the development, but wanted to have discussions with the engineer and staff to resolve some of the issues. Community Development Director Rachel Juba explained they did not have all final construction plans yet. Once the application goes to final plat, they will have the construction documents that will be shared with the Steffens. Bryan suggested they meet with staff saying they were onboard with the road being as far east as is recommended for the road design. The City was not removing any access points, and those would typically be created with a driveway permit. Hugo City Council Meeting Minutes for December 19, 2022 Page 6 of 7 Weidt added that it was not at the final design stage yet, and Steffens brought up good points that would be addressed. Phil made motion, Petryk seconded, to approve RESOLUTION 2022-91 APPROVING PRELIMINARY PLAT FOR THE SOUTHWIND HOLDINGS, LLC, FOR “ONEKA PRAIRIE” ON PROPERTY LOCATED NORTH OF ONEKA PARKWAY AND NORTH OF EMPRESS AVENUE NORTH, and RESOLUTION 2022-92 APPROVING PUD GENERAL PLAN FOR SOUTHWIND HOLDINGS, LLC, FOR “ONEKA PRAIRIE” ON PROPERTY LOCATED NORTH OF ONEKA PARKWAY AND NORTH OF EMPRESS AVENUE NORTH, and ORDINANCE 2022-519 AMENDING CHAPTER 90 (ZONING ORDINANCE) OF THE CITY CODE TO CLASSIFY CERTAIN LAND LOCATED NORTH OF ONEKA PARKWAY AND NORTH OF EMPRESS AVENUE NORTH. All Ayes. Motion carried. Neighborhood Open House for the Birch Tree Ponds Improvement Project on Thursday, January 5, 2023 City Administrator Bryan Bear informed Council an informal informational open house had been scheduled from 5-7 pm, Thursday January 5, 2023, at Public Works to allow the Birch Tree Ponds area residents to review the project plans and ask questions. Weidt made motion, Klein seconded, to schedule a meeting to attend the Birch Tree Ponds Open House on Thursday, January 5, 2023. All Ayes. Motion carried. Schedule Meeting to Attend the Hugo Fire Department Annual Banquet Saturday, January 14, 2023 City Administrator Bryan Bear informed Council they had been invited to attend the Hugo Fire Department Annual Banquet to be held on Saturday, January 14, 2023, at 5:00 p.m. at the Hugo American Legion. Klein made motion, Strub seconded, to schedule a meeting to attend the Hugo Fire Department Annual Banquet on Saturday, January 14, 2023. All Ayes. Motion carried. Schedule Goal Setting Session for Monday, January 23, 2023 City Administrator Bryan Bear recommend Council schedule their annual Goal Setting Session for Monday, January 23, 2023, at 5 p.m. in the Council Chambers. Miron made motion, Klein seconded, to schedule the annual goal session session on Monday, January 23, 2023. Hugo City Council Meeting Minutes for December 19, 2022 Page 7 of 7 All Ayes. Motion carried. Adjournment Miron made motion, Petryk seconded, to adjourn at 7:37 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk PRESENT: Klein, Miron, Petryk, Strub, Weidt ABSENT: None OTHERS PRESENT: City Staff, Commissioners, Guests The Hugo City Council attended the City of Hugo Holiday Party held at the new Peder Pedersen Pavilion. The meal was catered by Stonehouse Catering. Happy Hour was at 5:30 p.m. and dinner was served at 6:30 p.m. The event ended at approximately 9:00 p.m. Respectfully Submitted, Michele Lindau City Clerk Minutes HUGO CITY COUNCIL MEETING HOLIDAY PARTY THURSDAY, DECEMBER 15, 2022 Landform® and Site to Finish® are registered service marks of Landform Professional Services, LLC. December 23, 2022 Rachel Juba City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 RE: 2023 Rate Schedule Dear Ms. Juba, Thank you for utilizing Landform to provide planning services for the City. We appreciate your confidence in us and we value our long-term relationship with the City. We look forward to working with your team to continue to provide planning and code enforcement services in support of City staff. I have attached our municipal rate schedule for 2023. As you know, employee recruitment and retention are the greatest challenges facing businesses and cities right now. Our rate schedule allows us to be competitive with other firms and provide a comprehensive range of services through retention of our most talented employees. We deeply value our 20+ year relationship with the City of Hugo and continue to discount our principal planner rates from our standard principal rates. These rates will become effective on January 1, 2023 for hourly work performed by Landform on behalf of the City in 2023. We look forward to working with the City of Hugo in the year ahead and continuing to provide professional planning services to assist your staff. Landform has a full-time staff of professionals, all of whom are committed to providing services that are truly tailored to the communities we serve and helping our clients plan great places. If you have any questions or comments, please do not hesitate to call me at 612.638.0225. Sincerely, Landform Kendra Lindahl, AICP Principal Planner Rachel Juba 2 December 23, 2022 2023 Municipal Rate Schedule Professional Services Title Hourly Rates Senior Principal $244 Principal $199 Principal Planner* $158 Associate $164 Studio Lead $164 Project Lead/Senior Designer/Senior CAD Manager $159 Planning Lead/Senior Planner $153 Planner III/Designer III/Survey Technician III $117 Planner II/Designer II/Survey Technician II $97 Planner I/Designer I/Survey Technician I $85 Survey Lead $164 Senior Surveyor $152 Crew Chief $159 Survey Coordinator $120 Field Technician $70 Construction Administrator III $152 Construction Administrator II $109 Construction Administrator I $100 Accounting/Business/Office Lead $95 Office Coordinator $96 Administrative Assistant $72 *Reduced Principal Planner rate 1. Standard Internal reimbursable expenses associated with prints, plots, scanning and mileage are included in our hourly rates. Deliverable plots and prints will be charged at internal rate. 2. External reimbursable expenses shall be billed at cost plus 15%. 1    Animal Control Agreement THIS AGREEMENT, made 9th of day of January, 2023, by Companion Animal Control LLC., 457 Sixth Street North, Bayport, MN 55003, hereinafter referred to as “Humane Officer” or “Contractor”, and the City of Hugo, Minnesota hereinafter referred to as “City”. Whereas, the City is desirous of utilizing an independent contractor to perform certain animal control services as provided herein. Otter Lake Animal Hospital hereinafter referred to as impound facility. WITNESSETH, that the Humane Officer and the City, for the consideration stated herein, mutually agree as follows: 1. STATEMENT OF WORK: Humane Officer shall furnish all labor, equipment, and services performed for the duty as humane officer for the City, as set forth below in an efficient and workmanlike manner in accordance with this Agreement. Humane Officer shall comply with all federal, state and local laws and ordinances in performing the duties herein. 2. FEE FOR SERVICE: The City will pay the Humane Officer for performance of this Contract, in current funds for the services set forth herein: a. A monthly 24 hour per day, 7 day a week availability retainer of Eighty Dollars ($80.00) per month for the recovery of contained dogs as directed by the members of the Washington County Sheriff’s Office, City Council, City Clerk (as a licensing official), or City Administrator. b. Ninety Five ($95.00) + mileage fee per dog recovered and delivered to impound facility during regular business hours defined as 7 AM – 7 PM, or returned to owner. 2    c. Sixty Five Dollar ($65.00) fee per extra dog recovered and delivered to impound facility between 7 AM and before 7 PM, or return to owner. d. Additional fee of Twenty Dollars ($20.00) fee per dog recovered and delivered to impound facility between 7 PM and before 7 AM, or returned to owner. e. Additional Twenty Dollar ($20.00) fee per dog recovered and delivered to impound facility or returned to owner on one of the following holidays: Easter, Memorial Day, Labor Day, Thanksgiving, Christmas Eve, Christmas Day, Independence Day, New Year’s Eve and New Year’s Day. f. When requested by City, the Humane Officer will be available to schedule kennel inspections for current kennel license holders and to inspect properties to approve kennel licensures. City will reimburse Humane Officer for mileage at current IRS rate and twenty five dollars ($25.00) per hour. 3. CONTRACTOR’S DUTIES: a. If the rightful owner of an animal is located by the Humane Officer at the time of animal pick-up and the animal is returned to owner by Humane Officer (within reasonable transportation range) the fees stated above apply. b. In the event that a dog is brought to impound facility for impound as a stray at large or bite-quarantine by a member of the public, the impound facility may contact Humane Officer to request a "sign off" on the animal so that it may full fill any arrangements agreed upon between impound facility and the City as a "seized animal". Humane Officer will go to said facility and sign off on the impounding of the animal, the fees stated above in sections B, C and D and E will apply in these circumstances. During this time all animal information will 3    be collected, finder information and the animal will be posted in accordance with Section 3. c. The Humane Officer will be required to collect and transport contained dogs only. The Humane Officer will not carry or utilize a firearm in the course of her work unless approved in writing by the City. Humane Officer will however be allowed to carry and utilize mace on a dangerous dog if the situation arises where safety is in serious question as determined by the Humane Officer. d. Invoices and requests for payment shall be in a form approved by the City and shall be processed in accordance with the City’s routine monthly payment schedules. e. Mileage will be billed at current IRS Mileage Rates from starting point when call is received, during call and then return back to starting point. f. Humane Officer shall, upon request of the members of the Washington County Sheriff’s Department Office, City Council, City Clerk, or the City Administrator, take all reasonable steps to take into custody and dog deemed to be at large or in violation of any City Ordinance or Minnesota State Statute. All apprehension of dogs directed by the aforementioned shall be treated humanely. g. Every reasonable effort shall be made to return the animal to its rightful owner, at which time owner information will be collected to facilitate the City to issue a citation for violation of the City’s leash law as it deems necessary. In the event that the animal cannot be returned to its owner, the animal shall be delivered into the custody of impound facility as designated by the City. The Humane Officer agrees to comply with all state laws regarding waiting periods. 4    Once released to impound facility the animal becomes the sole responsibility of the facility. h. In the circumstance that a citizen contests a citation and a court appearance is required by Humane Officer or Humane Officer is requested to attend a meeting the City will reimburse Humane Officer for mileage at the current IRS rate and will compensate Humane Officer time spent involved in such a case at a rate of $25.00 per hour. i. The Humane Officer shall supervise the publication of notice when an animal has been picked up on the "Companion Animal Control LLC" Facebook website. The publication of an animal impounded will be the responsibility of impound facility, as such should be outlined in the City's contract with the impound facility. Humane Officer will include in all monthly invoices a listing and description of all dogs impounded. The Humane Officer will also obtain owner information from the impound facility in the circumstance that a dog is reclaimed by an owner, this information will be included with the monthly invoices as well. j. In the rare circumstance that an animal is severely injured enough that it would be considered inhumane, as determined by the Humane Officer, to leave the animal at the designated impound facility until staff arrive then the animal is to be brought to Animal Emergency & Referral Center of Minnesota in Oakdale, Minnesota. All expenses resulting from care of said animal will be primarily the responsibility of the owner, if located, and then the City. Should this circumstance occur, City Administrator Bryan Bear will be notified by Humane Officer at bbear@ci.hugo.mn.us email address so that he/she may address the 5    issue accordingly. In the event that the rightful owner is contacted for said animal, recovery of any and all expenses from the owner is the sole responsibility of the City. Further, Humane Officer is not responsible for any outcome of the animal resulting from the injury, including death, but will make every reasonable effort to properly care for such an animal prior to and during transfer of the animal to the designated veterinary clinic stated above. k. Humane Officer shall maintain reasonably adequate books and records of its activities hereunder and make those available to the City upon request. l. If requested by either party the Humane Officer and the City shall conduct an annual review for the purpose of determining the effectiveness of the animal control program, review program costs and implement continuous improvement measures. m. Humane Officer shall assist the City in its construction of all animal-related ordinances or procedures to insure humane treatment. n. Humane Officer will, free of additional charge, take all calls from City citizens and reply back in a timely manner regarding animal husbandry, ordinances, licensing, adoption, surrender, spay/neutering, etc. Humane Officer will not provide any veterinary advice and instead will refer citizen to a licensed veterinarian or veterinary clinic. Humane Officer will also be available for public speaking if requested by City in an effort to supply educational opportunities to City citizens. City will reimburse mileage traveled at current IRS rate and will compensate Humane Officer time at a rate of twenty five $25.00 per hour. 6    4. CITY’S DUTIES: a. City agrees to pay billed fees and expenses within two weeks of billing by Humane Officer. b. City agrees to hold Humane Officer harmless against all claims, losses, causes of action, and expenses, including legal expenses, relative to Humane Officer’s performance of this Contract. Humane Officer shall not be liable for any actions or results of actions by any animal in the presence of or being handled by Humane Officer, including but not limited to biting, scratching, destruction of property, injury to a person or another animal. 5. INDEMNIFICATION: a. Humane Officer, on behalf of herself and her insurers, agrees to indemnify and hold the City harmless against all claims, losses, causes of action, and expenses, including legal expenses, relative to Humane Officer’s performance of this Contract. The City shall not be liable for any loss suffered by the Humane Officer due to personal injury or because of damage to, or destruction of, any property, or any loss of profits or other consequential damage or any inconveniences resulting from the theft, damage to, or destruction of personal property. City may, at its option, but with no obligation to do so, obtain insurance covering Humane Officer against liability to third parties relative to Humane Officer’s performance of this Contract. Humane Officer shall be solely responsible for obtaining at her own expense, any insurance coverage which she may desire insuring herself against personal injury, liability or property damage. 7    b. Humane Officer shall indemnify and defend the City with respect to all claims, demands, losses, lawsuits settlements, penalties and other charges arising out of or relating to the acts of the contractor arising out of or relating to its work for the City including reasonable attorney’s fees. c. Humane Officer shall comply with the Minnesota Data Practices Act and all other state and federal laws relating to data privacy or confidentiality. Humane Officer will immediately report to the City any requests from third parties for information. The City will immediately notify Humane Officer of any requests from third parties or the City for information. 5. LEGAL STATUS: a. The parties agree that the Humane Officer is in full control of the manner in which the work is pursued and the Humane Officer shall not receive health insurance, worker’s compensation insurance, salary, retirement benefits, PERA benefits, or any other fringe benefits offered to employees of the City and shall, in all respects be deemed an Independent Contractor. 6. TERMINATION: It is further agreed that this in a case of violation, breach or non-performance by Contractor or by City of any of the agreements contained in this Contract, both City and Contractor shall have the right to declare this Contract null and void upon written 30 day notice. 7. REPRESENTATION: The Contractor represents that she contractually employs others who are properly trained to perform the Contract under her direction and only when absolutely necessary. 8    8. TERM: This Contract shall become effective upon its execution by both parties and continue month to month, subject to termination upon 30-day advance written notification of termination by either party. No amendment or modification of this Contract shall be effective unless made in writing and signed by both the City and the Contractor. All provisions of this agreement relating to insurance, indemnity and compliance with the Minnesota Data Practices act shall survive termination to the full extent needed for the protection of the City. IN WITNESS THEREOF, the parties have executed this Contract as the City of Hugo, Minnesota, on the day and year first above written. _____________________________ Contractor CITY OF HUGO By:___________________________ Mayor Attested by: __________________________________ City Clerk   CONTRACT FOR ANIMAL CONTROL SERVICES This Agreement, entered into this 9th day of January, 2023, by and between the City of Hugo, 14669 Fitzgerald Avenue North, Hugo, MN 55038, hereinafter referred to as the "Municipality", and Otter Lake Animal Care Center, 6848 Otter Lake Road, Hugo, Minnesota 55038, hereinafter referred to as "Otter Lake" regarding the provision of animal control services in the City of Hugo. The parties hereto agree as follows: I. TERM The term of this contract shall be from January 1, 2023 through December 31, 2023 II. BASIC SERVICES Otter Lake agrees to provide the following services: 1. Shelter for animals on a 24 hour basis for the City of Hugo 2. Animal examinations and veterinary care as required whenever staff is available. 3. Boarding for up to ten (10) days. 4. Euthanasia and disposal of animals if required. 5. Assist in handling animal abuse/neglect cases in cooperation with Municipal officials when necessary III. COMPENSATION 1. Unclaimed Animals – Charges to be paid to Otter Lake by the City of Hugo  $8.00 Admin Fee  $20.00 Daily Boarding fee (up to ten days)  $100.00 Maximum for statutory veterinary services  $25.00 Euthanasia and Disposal Fee  $55.00 Cremation  $50.00 Relocation of animal 2. Claimed Animals – Charges to be paid to Otter Lake by the animal owner  $8.00 Admin Fee  $20.00 Daily Boarding fee (up to ten days)  Actual cost for veterinary services  $150.00 City of Hugo Impound Fee 3. Claimed Animals – Charges to be reimbursed to City of Hugo by Otter Lake  $100.00 City of Hugo Impound Fee 4. The Municipality will not be charged those costs recovered from pet owners. 5. Charges for services, shall be paid monthly or within thirty (30) days after submission of the monthly claims by Otter Lake to the Municipality. A copy of the impound sheet(s) shall accompany the monthly claims. IV. COMPLIANCE WITH LAWS In providing all services pursuant to this contract, Otter Lake Shall abide by all statutes, ordinances rules and regulations pertaining to or regulating the provision of such services, including those now in effect and hereinafter adopted. Otter Lake shall comply with all requirements of Minn. Stat. 346.37 and shall indemnify and defendant the City against any claimed violation of that statute, or any other statue, ordinance, rule or regulation pertaining to the services provided by Otter Lake. V. AUDIT DISCLOSURE AND RETENTION OF RECORDS Otter Lake agrees to make available to duly authorized representative of the Municipality and either the legislative auditor or the state auditor for the purpose to audit any books, documents, papers and records of Otter Lake that are pertinent to Otter Lake's provision of services hereunder. Otter Lake further agrees to maintain all such required records for three (3) years after receipt of final payment and the closing of all other related matters. VI. INSURANCE Otter Lake shall purchase, maintain in full force and effect during the term of this Contract the following insurance coverage: 1. WORKERS' COMPENSATION: Coverage at statutory limits as provided by the State of Minnesota. 2. COMPREHENSIVE GENERAL LIABILITY: Coverage shall have minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury liability and property damage liability. 3. BUSINESS AUTO LIABILITY: Coverage shall have minimum limits of $750,000 per occurrence, combined single limit of bodily injury liability and property damage liability. This shall include owned vehicles hired and non-owned vehicles and employee non- ownership. VII. TERMINATION This Contract may be terminated by either party, with or without cause, upon thirty (30) days written notice, delivered by certified mail or in person, to the other party. VIII. MODIFICATIONS Any material alteration, modifications or variations of any terms of the Contract shall be valid and enforceable only when they have been reduced to writing as an amendments and signed by the parties. IX. ENTIRE AGREEMENT Itis understood and agreed by the partied that the entire agreement of the parties is contained herein and that the Contract superseded all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between Otter Lake and Municipality . The parties hereto revoke any prior oral or written agreements between themselves and agree that this Contract is the only and complete agreement regarding the subject hereof. CITY OF HUGO By: _____________________________ Title: City Clerk OTTER LAKE ANIMAL CARE CENTER By: _____________________________ Title: 12/20/2022 City of Hugo Special Events Permit Application Background: I moved to Hugo in 2019 from a suburb 10 miles from our current home. As an avid snowmobiler, I connected with the Hugo Knight Riders in the fall of 2019. We began working as a team to open a new section of trail off CR-8. I quickly became friends with these guys and felt like there was a great sense of community involvement to keep snowmobiling alive in Hugo. In 2021, discussions began about how to make the Knight Riders a viable club. We needed some source of income to keep operations going – we have nothing at this point in time. As a racing promoter (MESC & Triplefest), I became involved in figuring that very thing out. We looked at a number of options for this. About a month ago, we had a small group meeting and Grant & Erika Whitaker were there. They were kind enough to offer their property up for a one day event. We landed on 1/28/23 as the date and we ran with it. Beatercross is a small format, short track, grassroots, low speed race for anyone from kids to pros that are able to participate. We have engaged people from Duluth on calls about participating because of the grassroots nature of the event. There is really nothing like this. I am tied into the racing community – grass roots is falling to large corporate racing which takes the fun and community out of it. Below is a list to satisfy the questions on page 2 of the application: Thank you for your consideration and support for this event and the Hugo Knight Riders Andy Michels Hugo Knight Riders – Event Coordinator 651-248-7534 • Estimated number of persons to attend. – 200, 300? As a first year official event, its hard to gauge a number. • Duration of the special event, including beginning and ending times. event timing is 10am – 4:00pm. Setup prior to event, take down after. • Any public health plans, including supplying water to the site, solid waste collections and provisions of toilet facilities, if applicable. Genes disposal for trash, Airfresh for porta potties • Any fire prevention and emergency medical services plans, if applicable. Several EMT / EMS folks will be in attendance and working our event with us. This works for our insurance needs with Fraizer Insurance. • Any security plans, if applicable. We will have the property fenced at the entry point in the front for ticket taking. In the past, with over 1200+ spectators and racers we have had 0 issues with a need for security. 12/20/2022 • The admission fee, donation or other consideration to be charged or requested for admission, if applicable. $10.00 for entry fee. All proceeds go to the Hugo Knight Riders • Whether food or alcohol will be served or sold at the event. – yes, catered by Yankee Tavern Co. • A detailed description of all public right-of-way and private streets for which the applicant requests the city to restrict or alter normal parking, vehicular traffic or pedestrian traffic patterns, the nature of such restrictions or alterations, parking and traffic management plan will be required if applicable. We plan to have Crosswalk workers at the beginning and end of the event to get folks from parking at Hinifil Fields to the property (right across the street) 9:30 – 10:30 and 3:30 – 4:30. Pedestrian signage as well. • A description of any services, city personnel, city equipment and city property which the applicant requests the city to provide, including the applicant’s estimate of the number and type needed, and the basis on which the estimate is made. None at this time • Whether any sound amplification or public address system will be used or if there will be any playing of any music or musical instruments. We will have an announcer with a small PA system during the event. Talking about the racers, the race and highlighting local sponsors. • Whether any tents or structures will be used. Only portable 10x20 tents. Nothing of large scale. • Whether signs, banners, or balloons will be used. Signage at the entry, event notice a week before likely at the property and then we will have blow up archways at the entrance to the property _____A statement signed by the applicant either agreeing to pay all fees and meet all other requirements of this section, or representing to the city that the applicant is duly authorized to make such agreement on behalf of the person or organization holding or sponsoring the Special Event _____Applicant signature and property owner’s signature, if different from applicant _____Any other information requested by the City deemed reasonably necessary in order to determine the nature of the Special Event and the extent of any Special Services required. _____The applicant shall sign a hold harmless agreement for the City for any accidents or damages caused by the event. Events subject to City Council approval: 1. Any event that serves alcohol. Yes, Catered by Yankee Tavern Co. 2. Any event that expects over 200 people in attendance. As a first time event, we do not know. 3. Any event that will include live or amplified music or sound yes, as described above. 4. Any event that will extend after dusk. No 5. Any event proposed in the same calendar year as two preceding events on the same property. Not applicable Special Event Permit Memorandum To: Hugo City Council From: City Clerk Michele Lindau Date: December 27, 2022 for Council Meeting on January 9, 2023 Re: Beatercross Snowmobile Racing on Saturday, January 28, 2023 BACKGROUND AND DESCRIPTION OF EVENT Andy Michels, Hugo Knight Riders Event Coordinator, has been a racing promoter for Minnesota Extreme Snowmobile Challenge (MESC), which has multiple venues in Minnesota, Wisconsin, Iowa, and Michigan, and for Triplefest, which is their ice race event held annually in Pequot Lakes, MN. As an avid snowmobiler, he would like to hold Beatercross, a fundraising snowmobile race event for the Hugo Knight Riders Snowmobile Club. Andy has been planning the event with the Snowmobile Club and Grant and Erika Whitaker to use their property at 7195 137th St. N. to hold the event. This property is located directly across from Hanifl Fields. The event would take place on Saturday, January 28, 2023, from 10 a.m. to 4 p.m. The event is described as a small format, short track, grassroots, slow speed race for all ages. Entry fee would be $10, and all proceeds would go to the Hugo Knight Riders Snowmobile Club. Their application includes their plans for trash disposal, porta potties, insurance, EMT/EMS services, ticket taking, food and alcohol, small portable tents, and signage. Some parking will be available on the event property, and the applicant is requesting the use of the parking lot at Hanifl Fields for additional parking. This requires a Special Event Permit approved by Council because there will be alcohol, likely over 200 people, amplified sound for snowmobile race related announcements, and use of public spaces. CONDITIONS The applicant has provided the City the completed application. In accordance with this permit, the applicant shall conduct the event as described on their application in addition to the following conditions. Prior to the Event 1. Applicant will pay the $75 application fee to the City. 2. Applicant will secure two deputies from the Washington County Sheriff’s Office to be present during the entire event. 3. Applicant will provide the City a copy of the Caterers License for the Yankee Tavern Co. 4. Applicant will notify M Health Fairview regarding EMS and will comply with all of their requirements. 2 5. Applicant will provide the City a copy of the Certificate of Insurance for the event naming the City as additionally insured. 6. Applicant will obtain electrical permits for the event, if applicable. 7. No signage will be in the road right-of-way unless a permit is obtained by Washington County for the county road ROW or the City of Hugo for City owned ROW. 8. Applicant will work with the Public Works Director for snow removal on parking area at the Hanifl Fields for the overflow parking. During the Event 9. Applicant shall conduct the event as described and in accordance with the approved plans submitted with the application. 10. Liquor will only be sold/served by Yankee Tavern Co. Wristbands will be worn by those 21 years of age and older to identify persons who can consume alcohol. 11. No traffic will be stopped or controlled by anyone except law enforcement or emergency personnel. 12. No open burning is permitted. 13. Weather conditions will be monitored during the event and delays/cancellations will be determined by the responsible person. After the Event 14. Applicant will properly dispose of all trash generated as part of this event, and all parking areas will be inspected and cleaned of all debris immediately after the event. 15. All event related signage on public property will be removed immediately after the event. 16. All event structures will be removed by end of day Sunday, January 29, 2023. CONCLUSION/RECOMMENDATION: If the event is held as stated herein, staff feels there will be no impacts to the health, safety, and welfare of Hugo’s residents and visitors. Event organizers have agreed to the above conditions. Staff recommends Council approve the Special Event Permit for Beatercross to be held on Saturday, January 28, 2023. Minor changes to this permit may be approved by City staff. Changes staff deems to be significant will require Council review and approval. This permit has been approved by the City Council on ____________________________ City Clerk Signature 14 If a mandatory training or drill is missed, employees have one year to make it up. If EMR Mod training is missed, the employee must make up the training in there recertification cycle. Those employees that fail to make up missed training or drills will be given a verbal warning. If an employee has already received a disciplinary action, the second offense shall be reviewed by the Fire Chief and appropriate discipline, up to and including termination, may be implemented based upon the circumstances. 11.4 Firefighter Emergency Call Expectations. The Hugo Fire Department is responsible for responding to emergency situations in a timely fashion with adequate resources. Firefighters are expected to respond promptly to the station unless released by a chief officer or duty officer and to remain until the call is completed or released by a ranking officer. In addition to training attendance, firefighters are required to respond to 25% of emergency calls. Call percentages are reviewed annually. If a firefighter does not meet annual attendance requirements, their superior will notify the employee following the release of the annual percentages.17 Any disciplinary action will be kept on record within the employee personnel file. Training and meeting attendance is tracked separately by assigned officers; however, it is the responsibility of each employee that they keep track of their training and meeting attendance to maintain good standing within the department. 11.5 Firefighter Emergency Call Holiday Coverage. The City will pay time and half for all calls that occur during the following holidays: New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving, and Christmas Day.on all city-recognized holidays as specified in section 29.0 a.18 12.0 Rest Periods and Meal Breaks Where practical, employees shall be allowed a fifteen minute break period, with pay, during each four hours of work. Break periods shall be scheduled at the discretion of department heads. Additionally, employees shall be permitted one- half hour per each eight (8) hour shift, without pay, for a meal period. 17 Amended 10-1-2012 18 Amended 1-9-2023 CITY OF HUGO PARKS COMMISSION REPORT TO: Bryan Bear, City Administrator FROM: Shayla Denaway, Parks Planner SUBJECT: Construction Payment Request #14 Lions Park Pavilion Schreiber Mullaney Construction DATE: January 4, 2023 for the City Council meeting of January 9, 2023 1. BACKGROUND: Please find the enclosed application for payment for the City of Hugo Lions Park Pavilion in the amount of $24,488.13. The quantities completed to date have been reviewed and agreed upon by the architect, contractor and city staff. This pay request includes a change order in the amount of $21,501.31. The change order was for seven items including solenoids, toilet partition modification, rope lighting, electrical changes, and replacement of the damaged east window. This is the fifth change order. The change orders total $141,075.73. The revised contract amount is $3,163,965.73 and is within the contingency estimate. This is the fourteenth payment request and the amount indicated above reflects the work certified through December 31, 2022. A 5% retainage is applied and the total retainage being held for the project to date is $158,198.31. 2. RECOMMENDATION: Staff recommends the City Council approve payment request #14 in the amount of $24,488.13 to Schreiber Mullaney Construction. 24,488.1301-03-23 January 3, 2023 Honorable Mayor and City Council City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 Re: 2023 Birch Tree Ponds Area Street Improvements Approve Plans and Specifications and Authorize the Advertisement for Bids WSB Project No. 020855-000 Dear Mayor and Council, Previously the Council had authorized staff to prepare plans and specifications for the 2023 Birch Tree Ponds Area Street Improvements. The 2023 Birch Tree Ponds Area Street Improvements consists of the following improvements within the Birch Tree Ponds Area:  Bituminous mill and overlay on Fountain Avenue South of Egg Lake Road  Partial street reconstruction on Foxhill Avenue North, 138th Street North, Geneva Avenue North, 135th Street North, 135th Court North, Freeland Avenue North, Freeland Court North, and Fountain Avenue North of Egg Lake Road Plans and Specifications have been prepared for the 2023 Birch Tree Ponds Area Street Improvements and are ready to be advertised for bidding. Staff is requesting approval of the plans and specifications for the project and authorization to advertise for bids. Staff will place the advertisement for bids which is required to run for a minimum of 21 days. Plans and Specifications are available for your review at City Hall. Consideration of awarding a construction contract will occur at a future City Council meeting. Staff recommends approval of the resolution approving plans and specifications and authorizing advertisement for bids for the 2023 Birch Tree Ponds Area Street Improvements. If you have any questions or items you wish to discuss, you can contact me at 612-419-3589. Sincerely, WSB Nick Guilliams, PE Senior Project Manager Attachment cc: Bryan Bear, City Administrator, City of Hugo Scott Anderson, Public Works Director, City of Hugo Liz Finnegan, Senior Engineering Technician, City of Hugo RESOLUTION NO. A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS 2023 BIRCH TREE PONDS AREA STREET IMPROVEMENTS WHEREAS, pursuant to direction by the Council, WSB has prepared plans and specifications for the 2023 Birch Tree Ponds Area Street Improvements and has presented such plans and specifications to the Council for approval; NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HUGO: 1.Such plans and specifications, a copy of which is on file at City Hall, are hereby approved. 2.The City Clerk shall prepare and cause to be inserted in the official City newspaper and the Finance and Commerce an advertisement for bids upon the making of such improvement under such approved plans and specifications. 3.The advertisement shall be published in each of said publications at least once not less than three (3) weeks before the date set for opening bids, shall specify the work to be done, and shall state that bids will be received on-line through QuestCDN vBid™ until the date and time set for opening bids. Immediately following expiration of the time for receiving bids, representatives of the City of Hugo will publicly view at an online bid opening meeting. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless accompanied by a bid security in an amount of 5 percent of the bidder’s maximum bid price. This resolution was adopted by the City Council of the City of Hugo on the 9th day of January 2023, by a vote of Ayes and Nays. ________________________ Tom Weidt, Mayor ATTEST: ___________________________________ Michele Lindau, City Clerk Memorandum To: Bryan Bear, City Administrator From: Rachel Juba, Community Development Director Date: January 3, 2023, for the City Council Meeting of January 9, 2023 Re: Discussion on Petition from Flay Avenue Neighborhood Residents 1. BACKGROUND: In April 2022, the Planning Commission and City Council reviewed a sketch plan application for Premier Banks. The bank proposed rezoning the northwest corner of 147th Street North and Highway 61 to Central Business (C-1) from Future Central Business (FCB). The City Council directed staff to have a neighborhood meeting with the surrounding property owners that own property zoned FCB on Flay Avenue North to provide background on the FCB zoning district and how the area might develop. The Future Central Business district (FCB) represents transition areas that have been identified as practical and generally suitable for future development as part of downtown. The purpose of the future central business district is to provide a holding zone until a landowner makes application for development, at which time the city may rezone the affected property commercial consistent with the downtown plan, provided the development does not result in the premature extension of public utilities or impede planned road improvements. Residential land uses are allowed to continue pending future redevelopment consistent with the city's downtown plan. On June 9, 2022, the City Council held a neighborhood meeting with property owners that own property zoned Future Central Business (FCB) on Flay Avenue North. In general, the neighborhood was unaware of the FCB zoning of their property and were under the impression that they were all zoned residential. Most of the neighborhood did not want to have commercial in the area. Some of the neighbors were okay with commercial uses in the area. Some property owners asked what would need to be done to rezone the property to residential. Staff stated that a petition could be made for the City to consider the rezoning to residential. It was noted that it would likely need to be all of the property owners agreeing on the rezoning for it to be considered. Staff has received a petition to rezone all of the properties in the neighborhood along Flay Avenue North to only allow residential uses. Not all property owners signed the petition. The signatures represent 60% of the properties in the neighborhood. To rezone the properties the City Council could direct staff to initiate a rezoning of all of the properties in Flay Avenue. Rezoning of properties includes evaluation of the approval criteria, public notice, and a public hearing at a Planning Commission meeting. J.1 2 2. STAFF RECOMMENDATION: Staff recommends not initiating a rezoning of the properties, at this time. Since not all of the properties are represented, staff recommends the City Council direct staff to write a letter to the neighborhood stating that the petition was received and rezoning to residential may be considered if all of the properties sign the petition. Attachments: 1. Petition 2. Location Map Flay Avenue Neighborhood Location Map Hugo, MN ¯ 1 in = 125 feet Document Path: S:\Mapping\Emily\LocationSite Maps\2022\Flay Ave Petitiion.mxdSite Flay Ave Neighborhood Parcels Parcel Boundary Signed Petition 11/4/2023 2:30 PMMichele LindauSu Mo Tu We Th Fr Sa12345678 9 10 11 12 13 1415 16 17 18 19 20 2122 23 24 25 26 27 2829 30 31January 2023Su Mo Tu We Th Fr Sa123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28February 2023January 2023Jan 1, 23234567New Year's Day (United States)New Year's Day (Observed) (United States)5:00pm Birch Tree PondsOpen House (Public Works)8910111213147:00pm Council meeting(Hugo Council Chambers) 6:30pm BOZA7:00pm Planning Comm5:00pm FD Banquet (Hugo Legion) 15161718192021Martin Luther King Day (United States)5:30pm EDA6:30pm Hist Comm7:00pm Parks Comm222324252627285:00pm Goal Setting (Council Chambers) 7:00pm FD Workshop (Hugo Oneka Room) 6:30pm BOZA7:00pm Planning Comm293031Feb 1234SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY 21/4/2023 2:30 PMMichele LindauSu Mo Tu We Th Fr Sa123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28February 2023Su Mo Tu We Th Fr Sa123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30 31March 2023February 2023Jan 293031Feb 12345678910117:00pm City Council6:30pm BOZA7:00pm Planning Comm121314151617187:00pm Parks Comm19202122232425Presidents' Day7:00pm City Council5:30pm EDA6:30pm Hist Comm6:30pm BOZA7:00pm Planning Comm262728Mar 1234SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY