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Home My WebLink About2023.02.06 CC Packet A. CALL TO ORDER B. ROLL CALL C. PLEDGE OF ALLEGIANCE D. APPROVAL OF MINUTES 1. January 5, 2023, Birch Tree Ponds Neighborhood Open House 2. January 9, 2023, Council Meeting 3. January 14, 2023, Hugo Fire Department Annual Banquet 4. January 23, 2023, Council Goal Setting Session E. APPROVAL OF AGENDA F. APPOINTMENTS/PRESENTATIONS 1. Parks Commission Annual Report 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 Annual Performance Review for Public Works Worker Neal Nelson 3. Approve Annual Performance Review for Finance and Public Works Administrative Assistant Jennifer Compton 4. Approve Donation from the Hugo American Legion to the Hugo Fire Department 5. Approve Lawful Gambling Permit for Church of St. Genevieve’s Fish Fry on March 31, 2023 6. Approve Ordinances Revising Chapter 10 Animal Ordinance and Adding Section 90- 182 Salt Storage to Comply with MS4 Permit Requirements 7. Approve Advertisement for Public Works Summer Seasonal Workers 8. Approve Pay Request No. 3 for the Oneka Parkway Project 9. Approve Proclamation Recognizing the 100th Anniversary of the White Bear Area Chamber of Commerce Mayor: Tom Weidt Councilmembers: Becky Petryk, Ward 1 Phil Klein, Ward 2 Dave Strub, Ward 3 Mike Miron, Council at Large City Council Agenda Monday, February 6, 2023 Address: 14669 Fitzgerald Ave. N. Hugo, MN 55038 Phone: 651-762-6300 Website: www.ci.hugo.mn.us H. PUBLIC HEARING 1. Public Hearing on Application for On-Sale Wine and Beer Liquor License for C&J, Inc., DBA Amian American & Asian Bistro I. UNFINISHED BUSINESS 1. Hopkins Schoolhouse Progress Report and Request to Proceed 2. Oneka Commons Sketch Plan 3. Discussion on North Star Wetland Bank 4. Discussion on Reorganizations of Public Works Department and Approval of Job Descriptions 5. Approve 2023 City Council Focus Goals and Ongoing Priorities J. NEW BUSINESS 1. Consideration of Moratorium on Solar Energy Systems K. VISITOR PRESENTATIONS 1. Nothing Scheduled L. COUNCIL PRESENTATIONS 1. Nothing Scheduled M. ADMINISTRATIVE PRESENTATIONS 1. Sledding Party on Saturday, February 11, 2023 2. Schedule HBA Business Breakfast/State of the City Address on Tuesday, February 14, 2023 3. Cancel Regular City Council Meeting Due to Presidents’ Day February 20, 2023 4. Reschedule Workshop with the Fire Department for Tuesday, February 21, 2023 N. ADJOURNMENT BACKGROUND MEMO FOR THE CITY COUNCIL MEETING ON FEBRUARY 6, 2023 D.1 Minutes for January 5, 2023, Birch Tree Ponds Neighborhood Open House D.2 Minutes for the January 9, 2023, Council Meeting D.3 Minutes for the January 14, 2023, Hugo Fire Department Annual Banquet D.4 Minutes for the January 23, 2023, Council Goal Setting Session Staff recommends Council approve the above minutes as presented. F.1 Parks Commission Annual Report Parks Planner Shayla Denaway will present the 2022 Parks Commission Annual Report. G. 1 Approval of Claims Staff recommends Council approve the Claims Roster as presented. G.2 Approve Annual Performance Review for Public Works Worker Neal Nelson Neal Nelson was hired on January 3, 2017, as a Public Works Worker. Public Works Director Scott Anderson recommends Council approve the Annual Performance Review for Neal Nelson. G.3 Approve Annual Performance Review for Finance and Public Works Administrative Assistant Jennifer Compton At its February 7, 2022, meeting, Council approved the hiring of Jennifer Compton as the new Finance and Public Works Administrative. Public Works Director Scott Anderson recommends Council approve the annual performance review for Finance and Public Works Administrative Assistant Jennifer Compton. G.4 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.5 Approve Lawful Gambling Permit for Church of St. Genevieve’s Fish Fry on March 31, 2023 The Church of St. Genevieve’s has applied for a Lawful Gambling Permit to hold a raffle during their Fish Fry on March 31, 2023. Earnings will be split with the Hugo Good Neighbors Food Shelf and the Centennial Community Food Shelf. Staff recommends Council approve the Lawful Gambling Permit for the Church of St. Genevieve’s Fish Fry for a raffle on March 31, 2023 G.6 Approve Ordinances Revising Chapter 10 Animal Ordinance and Adding Section 90- 182 Salt Storage to Comply with MS4 Permit Requirements In reviewing the city’s Municipal Separate Stormwater Sewer System (MS4) General Permit, staff has found the need to pass two ordinances to comply with permit requirements that are designed to reduce the amount of sediment and pollutants entering state waters from stormwater systems. One ordinance addresses pet feces and one addresses salt storage at commercial, industrial, and institutional facilities. Staff recommends Council approve the ordinances as drafted by staff. G.7 Approve Advertisement for Public Works Summer Seasonal Workers Staff is requesting authorization to advertise and hire a total of six seasonal employees for the public works department. In the 2022 General Fund Budget, Council approved the six seasonal positions. Seasonal Public Works Employees assist with mowing, garbage/litter removal, park maintenance, boulevard and general Public Works maintenance. A starting hourly wage of $13.00/hour was approved in the 2022 General Fund Budget for these positions. These positions will not exceed 40 hours per week. Staff recommends City Council approval to advertise for Public Works Summer Seasonal workers. G.8 Approve Payment Voucher No. 3 for the 2022 Oneka Parkway Project North Valley, Inc. has submitted Pay Request No. 3 in the amount of $93,270.00 for work certified through January 31, 2022, on the Oneka Parkway Project. Substantial completion has occurred on all phases of the project. Signal work at Frenchman Road/Oneka Parkway is on- going and should be completed by the end of February. Punch-list items will be completed in the spring. Staff recommends Council approve payment to North Valley, Inc. in the amount of $93,270.00. G.9 Approve Proclamation Recognizing the 100th Anniversary of the White Bear Area Chamber of Commerce This year marks 100 years of the White Bear Area Chamber of Commerce. To celebrate there will be a Legislative Reception held on March 2, 2023 with state, county, and city leaders. Staff has prepared a proclamation recognizing their 100th Anniversary and recommends Council approve the proclamation. Staff will provide information on the Legislative Reception when available. H.1 Public Hearing on Application for On-Sale Wine and Beer Liquor License for C&J, Inc., DBA Amian American & Asian Bistro A public hearing is scheduled for this evening to consider the application of Jin Qin Liao, President of C&J, Inc, dba Amian American & Asian Bistro, for a Wine License and a 3.2% Malt Liquor License with a provision for strong beer. According to City Code, the Council can approve strong beer to be served under this license as long as 60% of sales is from food. Amian is located at 14755 Victor Hugo Boulevard, Unit 104, and has been in businesses since 2007 under the ownership of Guobin Wang, Amian Inc., which has now been sold to C&J, Inc. The applicant has paid the $500 application fee, completed the background check, and provided the Certificate of Insurance for Workmen’s Compensation and Liquor Liability. Staff recommends Council hold the public hearing and approve the application for C&J, Inc., dba Amian American & Asian Bistro subject to receipt of the prorated license fee. I.1 Hopkins Schoolhouse Progress Report and Request to Proceed A group of interested citizens began meeting in April, 2022, to come up with a plan to save the Hopkins Schoolhouse from demolition. They were given a six-month deadline by Council to present a plan that would be acceptable. At Council’s November 7, 2022, meeting, City Administrator Bryan Bear shared their plan with the Council that would involve conversion of the structure into a heritage center and recreation hub. Bear stated the group was very organized but needed a few more months to work on funding source details. The group had requested approval to tarp the roof to prevent more water damage in the meantime. Council approved the request to tarp the roof and an extension to the end of the year to report back to Council with their plan. Members of the group will be in attendance to present their plan to Council and ask for approval to proceed. I.2 Oneka Commons Sketch Plan Peter Stalland is requesting review and comments on a proposed sketch plan for a mixed-use development with residential and commercial uses. The properties are generally located in the area south of Frenchman Road/CSAH 8 and west of TH 61. In October 2022, the applicant received feedback from the Planning Commission and the EDA and is proposing a new sketch plan for review. At its January 12, 2023, meeting the Planning Commission reviewed the new concept plan and provided comments to the applicant. They provided comments on the layout, architecture, building orientation, road construction, and phasing. Staff will present the new sketch plan to the City Council at the meeting. Staff recommends the City Council provide unbinding informal comments to the applicant on the proposed sketch plan. I.3 Discussion on North Star Wetland Bank Parks Planner Shayla Denaway will give an update on the North Star Wetland Bank and next steps. At the meeting of May 2, 2022, Council approved a proposal from WSB to assess the vegetation and monitor the hydrology in the project area north of Lions Volunteer Park. Council also approved submittal of a draft prospectus. The site evaluation was completed July- October. WSB has provided a summary of their findings and are recommending that the City completes the draft prospectus phase of the wetland banking application process to receive comments and feedback from the Technical Evaluation Panel. Pending approval of the draft prospectus, staff is recommending that Council authorize cost estimates to be prepared and that an agreement with White Bear Lake Area Schools be drafted. I.4 Discussion on Reorganizations of Public Works Department At the City Council workshop held on July 25, 2022 the City Council and Public Works Director, Scott Anderson, discussed the potential restructuring of the Public Works Department. Anderson has prepared a new organizational chart that includes the creation of a Public Works Supervisor position and three Lead Worker positions. Anderson will present his plan for the Department to the Council and recommends Council approve the organizational chart and job descriptions as drafted. I.5 Approve 2023 City Council Focus Goals and Ongoing Priorities The Council held their annual Goal Setting Workshop on Monday, January 23, 2023. Council reviewed goals that were drafted by staff that included input from City staff and all commissions. City Administrator Bryan Bear will provide a recap of the meeting and request Council formally approve the 2023 City Focus Goals and Ongoing Priorities. J.1 Consideration of Moratorium on Solar Farms Solar Energy Systems Following discussions at the Planning Commission and at the Council Goals Setting Session, reviewing policies on solar energy is one of the City’s 2023 goals. Since there is increased interest in building solar in the City at this time, Council may wish to consider a moratorium on Solar Energy Systems while the ordinance is being reviewed. Staff will lead this discussion with the Council. M.1 Sledding Party on Saturday, February 11, 2023 The annual Sledding Party will be held on Saturday, February 11, 2023 from 10 a.m. to noon at Oakshore Park. M.2 HBA Business Breakfast/State of the City Address on Tuesday, February 14, 2023 The Hugo Area Business Association will hold a business breakfast on Tuesday, February 14, 2023, at the Blue Heron Grill from 7:30 -9 a.m. Mayor Weidt will present the State of the City Address. Staff recommends Council schedule this as a meeting to attend. M.3 Cancel Regular City Council Meeting Due to Presidents’ Day February 20, 2023, The second regular Hugo City Council meeting is scheduled for February 20, 2023. This is the same day as the Presidents’ Day Holiday. Staff recommends Council cancel their regular meeting on February 20, 2023, due to the Presidents’ Day Holiday. M.4 Reschedule Workshop with the Fire Department for Tuesday, February 21, 2023 The workshop with the Hugo Fire Department for January 25, 2023, had been cancelled. Staff recommends Council reschedule the workshop for Tuesday, February 21, 2023 at 7 p.m. at City Hall. N. Adjournment MINUTES City Council-Birch Tree Ponds Open House Public Works Building Monday, January 5, 2023 5:00 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None The Council attended the open house where the plans for improvement project in the Birch Tree Ponds area were on display for residents to review. The open house was held from 5-7 p.m. Only two residents attended. Respectfully Submitted, Liz Finnegan Senior Engineering Technician MINUTES City Council Meeting City Hall Council Chambers Monday, January 9, 2023 7:00 p.m. Call to Order Acting Mayor Petryk called the meeting to order at 7:00 p.m. Oath of Office Ward 1 Council Member Becky Petryk and Ward 3 Council Member Dave Strub recited the Oath of Office. Acting Mayor Petryk noted that Mayor Tom Weidt took the oath on January 4, 2023, in the clerk’s office at Hugo City Hall. Roll Call COUNCIL PRESENT: Klein, Miron, Petryk, Strub, COUNCIL ABSENT: Weidt OTHERS PRESENT: City Administrator Bryan Bear, City Engineer Nick Guilliams, City Attorney Dave Snyder, Community Development Director Rachel Juba, City Clerk Michele Lindau Approval of Minutes for the December 15, 2022, Holiday Party Klein made motion, Miron seconded, to approve the minutes for the Holiday Party held on December 15, 2022, as presented. All Ayes. Motion carried. Approval of Minutes for the December 19, 2022, City Council Meeting Klein made motion, Strub seconded, to approve the minutes for the Council meeting held on December 19, 2022, as presented. All Ayes. Motion carried. Approval of Agenda Miron made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried Approval of Consent Agenda Klein made motion, Strub seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Appointment of Mike Miron as Acting Mayor Hugo City Council Meeting Minutes for January 9, 2023 Page 2 of 9 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 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 All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Hugo City Council Meeting Minutes for January 9, 2023 Page 3 of 9 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, staff recommended approval of the appointment of Council Member Mike Miron as Acting Mayor for the year 2023. Adoption of the Consent Agenda approved the appointment of Mike Miron as Acting Mayor. Approve Appointment of WSB and Associates as City Engineer WSB Engineers had been the City Engineer for the past 19 years. WSB Engineers had requested 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 Mark Erichson as the City Engineer for 2023. Approve Appointment of Landform as City Planner Kendra Lindahl from Landform had worked over the past 20 years as the City Planner. Landform had requested to continue to provide this service to the City at a revised rate schedule. Adoption of the Consent Agenda approved the appointment of Kendra Lindahl as the City Planner/Planning Consultant for the year 2023. Approve Appointment of Johnson & Turner as City Attorney City Attorney Dave Snyder had served the City with the law firm of Johnson & Turner for the past seven years. Johnson & Turner had requested to continue to provide legal services to the City. Adoption of the Consent Agenda approved the appointment of David K. Snyder and the Johnson & Turner Law Firm as the City Attorney for the year 2023. 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 had served the City over the years on a wide variety of projects. Adoption of the Consent Agenda approved Baker Tilly Virchow Krause, LLP, as the City’s financial advisors for the year 2023. 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 had selected the local Hugo branch of US Bank. Adoption of the Consent Agenda approved U.S. Bank-Hugo as the official depository for City funds for 2023. 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 had appointed The Citizen as the City’s new official newspaper, and The Citizen had requested to continue to provide this service at a rate increase from $12.70 to $13.33 per column inch. Adoption of the Consent Agenda approved The Citizen as the City’s official newspaper for 2023. Hugo City Council Meeting Minutes for January 9, 2023 Page 4 of 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 had been providing animal control services to the City. Adoption of the Consent Agenda approved continuation of the current contracts with Companion Animal Control and Otter Lake Animal Hospital for 2023. 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 had served in this position. Adoption of the Consent Agenda approved the appointment of the Fire Chief Jim Compton, Jr. as the City’s Emergency Management Director for 2023. Approve Appointments to Hugo Firefighter Relief Association Minnesota State Statute required the official appointment of the ex-officio members of the Hugo Fire Department Relief Association Board. Council needed to appoint two elected or appointed members. Adoption of the Consent Agenda approved the appointment of Mayor Tom Weidt and Finance Director Anna Wobse as ex-officio members of the Hugo Fire Department Relief Association Board. Approve Renewal of Term for Planning Commissioner Corky Lessard The term for Planning Commissioner Corky Lessard expired on December 31, 2022. Corky had indicated he would like to be reappointed for another four-year term. Adoption of the Consent Agenda approved the reappointment of Commissioner Corky Lessard for another four-year term on the Planning Commission to expire December 31, 2026. 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 had indicated they wanted to be reappointed for another three-year term. Adoption of the Consent Agenda approved the reappointment of Cathy Moore-Arcand and Ranell Tennyson for another three-year term on the Parks Commission to expire on December 31, 2025. 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 recommended Council not approve the reappointment of Nicole and declare a vacancy on the Parks Commission. Adoption of the Consent Agenda approved the declaration of a vacancy on the Parks Commission. Hugo City Council Meeting Minutes for January 9, 2023 Page 5 of 9 Approve Renewal of Terms for Historical Commissioners Cynthia Schoonover and Bradley LeTourneau Terms for Historical Commissioners Cynthia Schoonover and Bradley LeTourneau had expired on December 31, 2022. Both had indicated they wanted to be reappointed for another three-year term. Adoption of the Consent Agenda approved the reappointment of Cynthia Schoonover and Bradley LeTourneau for another three-year term to expire on December 31, 2025. Approve Appointment of Alternate EDA Member Neil Arcand as Regular Member The term for EDA Member Mike Gallivan expired on December 31, 2022. Mike was not seeking reappointment. Adoption of the Consent Agenda approved the appointment of Alternate Member Neil Arcand as a regular member on the EDA for a six-year term to expire on December 31, 2028. 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 had been serving as the Chair of the Planning Commission since August, 2015, and Matt Derr was appointed as Vice-Chair in March, 2022. Adoption of the Consent Agenda approved the reappointment of Bronwen Kleissler as the Chair and Matthew Derr as Vice-Chair of the Planning Commission for 2023. 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 had served as Vice-Chair since January 2017. Adoption of the Consent Agenda approved the reappointment of Meredith St. Pierre as Chair and Cathy Moore-Arcand as Vice-Chair for the Parks and Recreation Commission for 2023. 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 had served as the Chair of the Commission since July, 2015. Adoption of the Consent Agenda approved the reappointment of Cynthia as the Chair of the Historical Commission for 2023. 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). Adoption of the Consent Agenda approved the appointment of Mayor Weidt and Council Member Klein to continue to serve as the Council Representatives on the EDA for 2023. Hugo City Council Meeting Minutes for January 9, 2023 Page 6 of 9 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 had agreed to continue to serve another year as the City Council representative, Cindy Petty had agreed to serve as the Planning Commission representative, and Scott Arcand as the resident representative. Adoption of the Consent Agenda approved 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. Approve Appointment of Tom Weidt as Chair of the Board of Zoning Adjustments Annually, Council approves appointment of the Chair of the Board of Zoning Appeals and Adjustments. Adoption of the Consent Agenda approved the reappointment of Board Member Tom Weidt as Chair of the Board of Zoning Appeals and Adjustments for 2023. Approve Donation from the Hugo American Legion to the Hugo Fire Department The Hugo American Legion had requested to donate $1,000 to the Hugo Fire Department from pull-tab proceeds for equipment and training. All donations to the Fire Department needed to be approved by the Council. Adoption of the Consent Agenda approved the donation of $1,000 to the Hugo Fire Department. Approve Special Event Permit for Beatercross Snowmobile Race on Saturday, January 28, 2023 On behalf of the Hugo Knight Riders Snowmobile Club, Andy Michels had 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 required a Special Event Permit approved by Council because there would 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 for overflow parking. Staff had worked with the applicant and the Washington County Sheriff’s Office on the details of the event. Adoption of the Consent Agenda approved the Special Event Permit for Beatercross on January 28, 2023, according to conditions in the permit. Approve Lawful Gambling Exempt Permit for White Bear Lake Lacrosse Bingo Fundraiser on March 26, 2023 White Bear Lake Lacrosse Club had requested 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 needed to be approved by the Council before being sent to the State for approval. Adoption of the Consent Agenda approved the Lawful Gambling Exempt Permit for the WBL Lacrosse Club. Hugo City Council Meeting Minutes for January 9, 2023 Page 7 of 9 Approve Resignation of Doug Millard as Chief Engineer and Approve a Three-Month Leave of Absence Doug Millard had requesting to resign as the Chief Engineer and remain on the Hugo Fire Department as a firefighter effective January 1, 2023. Doug had also requested a three month leave of absence effective on January 1, 2023 for personal reasons. Adoption of the Consent Agenda approved the resignation of Doug Millard as the Chief Engineer and a three-month leave of absence as a firefighter effective January 1, 2023. Approve Amendments to the Personnel Policy for Fire Department The Hugo Fire Department had requested to align their paid holidays with the City of Hugo employees’ paid holidays. Specifically, they requested to add four holidays to the six they already had to be paid overtime if they work those days. Holidays to be added were: Martin Luther King Day, Presidents Day, Veterans Day, and the Friday after Thanksgiving. Adoption of the Consent Agenda approved revisions to the Personnel Policy to include these days for firefighter emergency call holiday coverage. Approve Pay Request No. 14 to Shreiber Mullany for Lions Park Building Schreiber Mullaney had 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 had been reviewed and agreed upon by the architect, contractor, and City staff. The amount indicated above reflected the work certified through December 31, 2022 with a 5% retainage applied. The pay request included change order No. 14 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 would be $158,198.31. Adoption of the Consent Agenda approved payment in the amount of $24,488.13 to Schreiber Mullaney Construction for the construction of the City of Hugo’s Peder Pedersen Pavilion. 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 had been prepared and were ready to be advertised for bidding. If approved, staff would place the advertisement for bids, which was required to run for a minimum of 21 days. Plans and specifications were available for review at City Hall. Consideration of awarding a construction contract would occur at a future City Council meeting. City Administrator Bryan Bear stated several neighborhood meetings had been held regarding this project with the last one being an Open House on January 5, 2023 City Engineer Nick Guilliams showed a PowerPoint presentation with a map of the project area. He explained the proposed improvements would include partial street reconstruction and an urban roadway mill and overlay, and he provided details of those improvements. According to the proposed project schedule, if the Council accepted the plans and authorized the advertisement for bids at this meeting, the contract would be awarded in February-March, 2023. Construction Hugo City Council Meeting Minutes for January 9, 2023 Page 8 of 9 would take place June-September 2023, and the assessment hearing would take place in October, 2023. Miron talked about the discussion at the open house regarding strategies moving forward to keep the residents informed on road projects. Nick said letters had been sent and door hangers put out. He said they would also be putting up signage in the boulevard moving forward, but not now because of the snow. They were looking into social media applications to get contact information and send text messages out to keep residents informed. Klein made motion, Petryk seconded, to approve RESOLUTION 2023-1 APROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS 2023 BIRCH TREE PONDS AREA STREET IMPROVEMENTS. All Ayes. Motion carried. Discussion on Petition from Flay Avenue Residents Community Development Director Rachel Juba began by reminding the Council that in April, 2022, the Council approved Premier Bank’s request to rezone to C-1, Central Business. The property is located at 5616 Flay Avenue and had been zoned Future Central Business (FCB), which is a holding zone to be rezoned later. On June 9, 2022, the City Council held a neighborhood meeting with property owners that own property zoned FCB on Flay Avenue North to explain what the FCB district was, since most were under the impression they were zoned residential. The residents had asked what could be done, and there was a statement made that they could get a petition going to rezone. A petition was submitted to the City to rezone all the properties in the neighborhood along Flay Avenue North to only allow residential uses, but only 60% of the property owners in the neighborhood signed the petition. To rezone the properties, the City Council could direct staff to initiate a rezoning of all the properties on Flay Avenue. Rezoning of properties would include evaluation of the approval criteria, public notice, and a public hearing at a Planning Commission meeting. Staff had recommended not initiating a rezoning of the properties at this time, since not all the properties were represented, and recommended 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 property owners signed the petition. Miron asked how long the current zoning district existed and what it would take to approve a change. Juba replied the district was zoned FCB in 2002 or 2003, and a simple majority of the Council was needed to approve a change. Shane Rooney, 14816 Flay Avenue North, said they bought their house one year ago, have children, and do not want businesses in their secluded neighborhood. The bank entrance would be on their road, and he said he would not have moved there had he known. He said he thought they could get more to sign the petition but doubts 100% will. Alex Rooney, 14816 Flay Avenue North, added that two residents didn’t sign the petition because they did not believe it was possible to put more businesses in. Alex said it was dangerous for the kids. Hugo City Council Meeting Minutes for January 9, 2023 Page 9 of 9 Bob Shields, 14770 Flay Avenue North, talked about the new Lions Volunteer Park just being built adjacent to them, and they would like the neighborhood to be a residential area. Council agreed to give the residents time to see if they could get additional signatures. Klein made motion, Petryk seconded, to direct staff to write a letter to the neighborhood stating that the petition was received, and rezoning to residential was declined but could be revaluated and considered in the future if all the property owners sign the petition. All Ayes. Reminder - Hugo Fire Department Annual Banquet Saturday, January 14, 2023 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the Fire Department Annual Banquet on Saturday, January 14, 2022, beginning at 5 p.m. at the Hugo American Legion Reminder Council Goal Setting Session on Monday, January 23, 2023 City Administrator Bryan Bear reminded Council they had scheduled their Annual Goal Setting Session for Monday, January 23, 2023, at 5 p.m. in the Council Chambers. Reminder – Fire Department Workshop on Wednesday, January 25, 2023 City Administrator Bryan Bear reminded Council they had scheduled a workshop with the Hugo Fire Department on Wednesday, January 25, 2023, at 7:00 p.m. to discuss staffing. 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 had requested Council schedule the LBAE meeting for, April 6, 2023, from 5:30 – 7 p.m. at Hugo City Hall. Petryk made motion, Klein seconded, to schedule the Local Board of Appeals and Equalization meeting for Thursday, April 6, 2023. All Ayes. Motion carried. Adjournment Klein made motion, Strub seconded, to adjourn at 7:30 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk MINUTES City Council-Fire Department Banquet Public Works Building Saturday, January 14, 2023 5:00 p.m. COUNCIL PRESENT: Klein, Miron, Strub, Weidt COUNCIL ABSENT: Petryk The Council attended the Hugo Fire Department’s annual banquet that was held at the Hugo American Legion. Dinner was served and several firefighters were presented awards. Respectfully Submitted, Bryan J. Bear City Administrator MINUTES City Council Goal Setting Workshop City Hall Council Chambers Monday, January 23, 2023 5:00 p.m. Mayor Weidt called the meeting to order at 5:10 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None STAFF PRESENT: City Administrator Bryan Bear, City Clerk Michele Lindau, Finance Director Anna Wobse, Community Development Director Rachel Juba, Administrative Intern Joe Hinzman, City Engineer Mark Erichson 2022 Goals Summary City Administrator Bryan Bear reviewed some of the 2022 Goals saying staff felt all items were touched on; some were completed and some still in progress. In 2022, there were a lot of infrastructure projects, park projects and a new Public Works facility that kept staff very busy. Bear said he didn’t anticipate projects of that scope for 2023. Staff pays attention to County and State agencies to see what they are working on, and Bear offered to provide that information to the Council if they felt it would be helpful. He talked about things going on at the legislature that included issues related to housing and zoning, cannabis, and he talked about the White Bear Lake level issue. Washington County’s 2023 projects included pavement management project on CR57, traffic signal on CSAH 8, Highway 61 Visioning Study, and trail projects. The Rice Creek Watershed District has a new manager. RCWD Board Manager John Waller had been spending time at the State Capital advocating for legislation that requires money collected in taxes from a city be spent on projects within the same city. Bear said it was likely Waller would be talking to the Council in the near future and request their involvement. Presentation of 2023 Draft Goals Bear provided a draft of 2023 goals prepared by staff with the input of all commissions. There were challenges with water resource feedback and new developments. Staff was working with the DNR on the project for the City owned property along Egg Lake. Community Development’s priorities were to review policies on solar, apartments, mixed uses, single family lots, design guidelines, and working with the County on Highway 61 corridor planning. Other priorities identified were review of the assessment policy, road projects, ditch maintenance, and bridge maintenance. The Parks Commission identified Northstar wetland bank and the trail system by the Northstar Elementary School as being one of their goals. The Bernin property (6540 Greene Avenue North) had also become a priority since the buildings had been removed and there was development proposed to the north. Discussions would continue regarding a full- time fire chief for Hugo, and talks will take place with the Washington County Sheriff Department on staffing needs for 2024. Bear stated there was a lot of policy work to be done in the Administration Department, and there are ongoing discussions on the restructuring of the Public Works Department. The fate of Hopkins Schoolhouse needed to be determined, and staff will be working on communication strategies. Revamping the City’s website was budgeted for 2023. Hugo City Council Minutes for January 23, 2023 Goal Setting Workshop Page 2 of 3 The Council questioned how much time Bear would be spending on the White Bear Lake Lawsuit. Bear replied that he and City Attorney Dave Snyder had been involved since the beginning and likely be leaned on to guide the mediation. Council felt it was important for the City to take the lead. There was a question on bridge repairs and if there were funds available. City Engineer Mark Erichson replied that there were bridge funds available, and the City needed to get on the list with construction costs for those grants There was a question from Council about whether they should be more engaged on policy issues that were outside of Hugo’s control. Bear replied that Senator Karin Housley and Representative Patti Anderson would be invited to speak to the Council directly. Council indicated they approved the list of goals as drafted by staff. The list would be on the next Council agenda for formal approval. Discussion on ARPA Funds (Covid Cash) Bear began by explaining how the rules at the Treasury Department had changed and the rules for spending ARPA funds were relaxed. The City was given 1.6 M. in funding that needed to be appropriated to a project by the end of 2024 or the City would lose those funds. Suggestions to Council were to spend the money on paving of 165th Street, which would help with connecting other roads or paving of Elmcrest Avenue. The City was currently in discussions with the City of Lino Lakes. Also, at the next Council meeting, the Hopkins Committee would present their plan to Council on restoration of the Schoolhouse and their funding plan. Most of the discussion was about the Northstar Wetland Bank. This project would cost approximately $1 million to construct. The City would be able to sell the credits. The cost of the credits would be negotiable and would fluctuate. The use of that money would need to be identified. There was a suggestion it be used to construct the trails. The school has indicated they would like to have a cross-country trail. It was said they do not have revenue for the approximately $2 million it would cost to construct. The Council liked this idea for several reasons. It was said the ARPA money came from everyone, and it should not be used on a project that affects only a small number of residents. The wetland bank would have a long-term payback that would provide a new revenue stream for more community enhancement opportunities. The wetland bank would be environmentally friendly and could be used for educational and recreational purposes. Funding of trails could possibly be done with the sale of credits. Signage could be displayed on the property indicating how it was paid for. Bear added that this property for a wetland bank had been evaluated. The next steps would be the design phase, and it was not likely a project would be ready to start this year. Discussion on the wetland bank will be on the next Council agenda. Hugo City Council Minutes for January 23, 2023 Goal Setting Workshop Page 3 of 3 Adjournment Weidt made motion, Petryk seconded, to adjourn at 6:15 p.m. Respectfully Submitted, Michele Lindau City Clerk PARKS REPORT Commissioners: Meredith St. Pierre, Chair Cathy Moore-Arcand, Vice Chair Nicole Schmid Mat Rauschendorfer Ranell Tennyson Emily McGinnity Grand Opening Celebration on September 22, 2022, Pedersen and Mayor Weidt (above) Lions Park Construction Completed After a year of planning and a full year of construction, Lions Volunteer Park and the Peder Pedersen Pavilion was complet- ed in September 2022. The new park and pavilion has been very well received by residents and enjoyed by all ages. Grand Opening Held A celebratory ribbon-cutting was held on Thursday, September 22. Mayor Tom Weidt and honorary volunteer Peder Pedersen spoke at the ceremony. Attendees included Councilmembers, Parks Commissioners, Lions Club members, planning team stake- holders, design consultants, contractors, and community members. It was a beautiful day to celebrate the people and their efforts that made the new park a reality. Pavilion Named in Honor of Local Volunteer At the meeting of July 18, 2022, the City Council named the park Lions Volunteer Park to acknowledge the many volunteers that serve the Hugo community. The new building was named Peder Pedersen Pavilion. Peder Pedersen, nicknamed Pete, is a long-time resident of Hugo, Lions Club member, Parks Commissioner, and steadfast community volunteer. ANNUAL REPORT OF THE PARKS, RECREATION, AND OPEN SPACE COMMISSION 2022 North Star Wetland Bank At the December 15, 2021 meeting, the Parks Commission discussed conceptual trail alignments on city-owned property and the North Star Elementary property. The trails included connections between the school and Lions Volunteer Park as well as the Hardwood Creek Regional Trail and the city trail on Oneka Parkway. The potential to improve the wetlands as a means to fund trail construction was brought up. At the Parks Commission meeting of April 20, 2022, the Commission approved a proposal from WSB to evaluate wetland banking on the site. A wetland bank is created when existing wetlands and vegetation is improved and maintained. There is a market to purchase the credits received when such improvements are sustained to offset the wetland fill that is sometimes necessary with development. The school district was informed of the potential project and is supportive. The Council approved phase 1 of the evaluation at an estimated cost of $14,500. A vegetation assessment was completed and monitoring wells were installed in the summer of 2022. A report with recommendations is anticipated in early 2023. Freedom Trail At their meeting of April 20, the Commission approved funding to remove and re- place the paved trail near Freedom Trail. The condition of the trail was brought up by the neighborhood at a meeting to discuss the reconstruction of Oneka Park- way. The Commission discussed installing a fabric root barrier along portions of the trail to prevent damage from willow tree roots. This was added to the project at a cost of approximately $22,000. The reconstruction was bid and awarded with the Oneka Parkway Road Recon- struction project to help reduce costs of the trail project. It was partially funded through the Special Park Fund and partially with the road project funds. Arcand Park Pickleball Courts A Grand Opening of Arcand Park was held on September 17, 2020. The new park included a double pickleball court but complaints were immediate- ly received from residents that the courts were not fenced. The Parks Commission included funding to install fences in their 2022 CIP. Proposals were received from eight companies and Town and Country was the lowest at $24,895. The fence was completed in fall of 2022. Newly Paved Trail near Freedom Trail Pickleball Court Before New Fence Thank you Roger! Roger Clarke resigned from the Parks Commis- sion in November after serving as Chair for the last 2 years. Clarke has been on the Commission off and on since its begin- ning. We appreciate his ongoing leadership and volunteerism. We thank him for his service. Community Engagement The Commission values its responsiveness to res- ident requests and com- plaints as evident in two items of discussion in 2022. A neighbor voiced com- plaints that off-leash dogs were accessing their property from Irish Ave- nue Park. The Commis- sion addressed the com- plaint with signage, fenc- ing, and landscaping buff- ers. A resident requested that Val Jean park be graded to allow their neighbor- hood to put up an ice rink in the park. The Parks Commission approved the request. However, the resident moved and the neighborhood did not wish to continue the rink. The park was not graded. McCollar Park, Location of Responsible Irrigating Irrigation Controller Grant At the meeting of March, 2022, the Council approved an application for the Metro- politan Council Water Efficiency Grant Program. Grant funds would save an esti- mated 2,373,360 gallons of water through the installation of irrigation controllers and water sensors at six city parks and the Hugo Fire Hall. Each location was proposed to cost $7,638.42 by Peterson Companies for a city-wide cost of $53,468.94. Staff was notified in May that the City was awarded $36,000 from the Metropolitan Council. The remaining cost to the city of approximately $18,000 exceeds the required match. At the meeting of June 15, 2022, the Parks Commission authorized funding from the Special Park Fund for the project, however, funding from the Water Fund was used instead. The Council approved the proposal from Peterson Companies at their meeting of June 20, 2022. All of the new parks in Hugo use storm water for irrigation– Arcand, Cove, and Lions Volunteer Park. A re-use project was completed at Beaver Ponds Parks 2017. WaterSense certified controllers were installed at Diamond Point, Arbre, Oak Shore, McCollar, Val Jean, Heritage and Aspire Parks. All irrigation in the Hugo parks system is now monitored and controlled through the Baseline system which allows for reduced water use and responsible maintenance of the turf, plantings, and ball fields. Lions Volunteer Park Development Projects Shores of Oneka Lake At the meeting of April 20, the Parks Commission approved a park dedication proposals for the Shores of Oneka Lake which included 3.89 acres (40% of the requirement) of land adjacent to Oneka Lake and payment of 60% of the fee. The development is located east of Highway 61 off of 159th Street and includes 318 residential lots on 132 acres. Oneka Prairie At the July 20 meeting, the Commission approved park dedication of .66 acres and payment of the fee for Oneka Prairie. The proper- ty is 25 acres and located northeast of the current extent of Oneka Parkway. It has 59 residential lots and the developer is proposing to make improvements to the mini-park including a playground and shelter in exchange for PUD flexibility. Goodview Estates At the July 20 meeting, the Commission approved payment of park dedication fees for Goodview Estates. The proposed development includes 59 residential lots east of Adelaide Landing off of Goodview Avenue. Hugo Estates At the October 12 Meeting, the Commission approved payment of fees for the Hugo Estates development which included 16 manu- factured home sites and a 54 unit apartment building on 7 acres. Grand Opening Celebration on September 22, 2022, Pedersen and Mayor Weidt (above) Contact Us (651) 762-6300 Hugo City Hall 14669 Fitzgerald Avenue North Hugo, MN 55038 Staff Liaison: Shayla Denaway (651) 762-6342 Visit us on the web at www.ci.hugo.mn.us Hugo Estates (Above), Oneka Prairie (Below) Memorandum To: Hugo City Council From: Joe Hinzman, Administrative Intern Date: February 2, 2023, for the City Council Meeting of February 6, 2023 Re: MS4 Ordinances 1. BACKGROUND: In reviewing the city’s Municipal Separate Stormwater Sewer System (MS4) General Permit, staff has found the need to pass two ordinances to comply with permit requirements. An MS4 is defined as a system designed or used for the collection or conveyance of stormwater that is owned or operated by a public entity, is not a combined sewer, and is not part of a publically owner treatment works. MS4 systems must satisfy general permit requirements if they meet certain population criteria. Hugo’s MS4 must follow general permit requirements since the city has over 10,000 residents. The MS4 general permit is designed to reduce the amount of sediment and pollutants entering state waters from stormwater systems. The Minnesota Pollution Control Agency (MPCA) issued its most recent MS4 permit in 2020 which mandates new requirements. For these reasons, staff is proposing City Code amendments to comply with the 2020 MS4 general permit requirements. 2. OVERVIEW OF CITY CODE REVISIONS: Removal and disposal of dog waste According to section 18.5 of the MS4 General Permit, permit holders must require pet owners to remove and properly dispose their pet’s feces if said excrement is on the permittee’s owned land areas. Pet waste left uncontrolled can pollute stormwater systems with pathogenic bacteria and other parasites that are harmful to local ecosystems. Most of the proposed amendments pertain to section 10‐38 (Sanitation) of the City Code. Three major additions are proposed. First, animal owners would be required to immediately remove and dispose of their animal’s waste in a sanitary manner on public and private property. Second, animal owners would be required to dispose of their animal’s waste through bagging, flushing and burial, and prohibits disposal in storm drains and composts. Third, violators could be fined up to $300 unless their animal is exempt from penalty. These provisions are intended to decrease pollution by reducing the amount of animal waste within the city’s limits. Minor changes are proposed for sections 10‐1 (Definitions) and 10‐39 (Penalty). For section 10‐ 1, terms from section 10‐38 were added to improve clarity. For section 10‐39, section 10‐38 was added to list violations of that section as petty misdemeanors. 2 Salt storage at commercial, industrial, and institutional facilities According to section 18.6 of the MS4 General Permit, permit holders must require proper salt storage at commercial, institutional, and non‐NPDES permitted industrial facilities. Runoff from salt piles can increase the chloride concentration in the water supply, leading to toxic conditions for the local ecosystem. Sodium from salt piles can compromise nearby soil structures, reducing its water retention capacity and increasing the probability of erosion. The creation of a new section within the City Code is proposed to include the MS4 salt storage requirements. This section, titled Salt Storage at Commercial, Industrial, and Institutional Facilities, is numbered 90‐182 and located underneath the Environmental Protection article of the Zoning and Land Use chapter. The proposed section has three major additions. First, deicing materials must be stored indoors if possible and be on an impervious surface. If stored outdoors, a permanent roof or impermeable cover must be placed over the pile. Second, salt storage facilities must be in close proximity to its use, and be away from salt‐vulnerable natural areas. Third, practices must be implemented to prevent exposure when transferring salt piles. A definitions list is included at the beginning to improve clarity. These provisions are intended to decrease salt collection from runoff to reduce its impact on the local ecosystem. 3. STAFF RECOMMENDATION: Staff recommends approval of the proposed amendments to Sections 10‐1, 10‐38 and 10‐39 of the City Code related to the proper removal and disposal of animal waste and the proposed amendments to Section 90‐182 of the City Code related to salt storage at commercial, industrial, and institutional facilities. Attachments: 1. Ordinance 2023‐520 2. Ordinance 2023‐521 3. 2020 MS4 General Permit requirements 1 17.7 The permittee must document the following information: a. all relevant written input submitted by persons regarding the SWPPP; b. all responses from the permittee to written input received regarding the SWPPP, including any modifications made to the SWPPP as a result of the written input received; c. date(s), location(s), and estimated number of participants at events held for purposes of compliance with item 17.3; d. notices provided to the public of any events scheduled to meet item 17.3, including any electronic correspondence (e.g., website, e‐mail distribution lists, notices, etc.); and e. date(s), location(s), description of activities, and estimated number of participants at events held for the purpose of compliance with item 17.6. [Minn. R. 7090] 17.8 The permittee must conduct an annual assessment of the Public Participation/Involvement program to evaluate program compliance, the status of achieving the measurable requirements in Section 17, and determine how the program might be improved. Measurable requirements are activities that must be documented or tracked as applicable to the MCM (e.g., public input and involvement opportunities, etc.). The permittee must perform the annual assessment prior to completion of each annual report and document any modifications made to the program as a result of the annual assessment. [Minn. R. 7090] 18.1 MCM 3: Illicit Discharge Detection and Elimination (IDDE). [Minn. R. 7090] 18.2 New permittees must develop, implement, and enforce, and existing permittees must revise their current program as necessary, and continue to implement and enforce, a program to detect and eliminate illicit discharges into the MS4. The permittee must incorporate Section 18 requirements into their program. [Minn. R. 7090] 18.3 The permittee must maintain a map of the permittee's MS4, as required in Section 14. [Minn. R. 7090] 18.4 To the extent allowable under state or local law, the permittee must develop, implement, and enforce a regulatory mechanism(s) that prohibits non‐stormwater discharges into the permittee's MS4, except those non‐stormwater discharges authorized in item 3.2. A regulatory mechanism(s) for the purposes of the General Permit may consist of contract language, an ordinance, permits, standards, written policies, operational plans, legal agreements, or any other mechanism, that will be enforced by the permittee. The regulatory mechanism(s) must also include items 18.5 and 18.6, as applicable. [Minn. R. 7090] 18.5 For cities, townships, and counties, the permittee's regulatory mechanism(s) must require owners or custodians of pets to remove and properly dispose of feces on permittee owned land areas. [Minn. R. 7090] 18.6 For cities and townships, the permittee's regulatory mechanism(s) must require proper salt storage at commercial, institutional, and non‐NPDES permitted industrial facilities. At a minimum, the regulatory mechanism(s) must require the following: a. designated salt storage areas must be covered or indoors; b. designated salt storage areas must be located on an impervious surface; and c. implementation of practices to reduce exposure when transferring material in designated salt storage areas (e.g., sweeping, diversions, and/or containment). [Minn. R. 7090] ORDINANCE 2023-520 AN ORDINANCE AMENDING CHAPTER 10, ARTICLE I, SECTION 10-1 DEFNITIONS, AND ARTICLE II, SECTION 10-38 SANITATION AND SECTION 10-39 PENALTY FOR THE PROPER REMOVAL AND DISPOSAL OF ANIMAL WASTE THE CITY OF HUGO ORDAINS: Section 1. The City Council of the City of Hugo does hereby amend Chapter 10, Article I, Section 10-1 to add definitions and to amend Chapter 10, Article II, Sections 10-38 and 10-39 to state the following: 10-1 DEFINITIONS Animal means dog, cat or other animal kept for amusement or companionship. Soil/defile/defecate means to make unclean from excrement. Waste means solid matter expelled from the bowels of the pet, excrement. 10-38 SANITATION (1) Animal Waste. It is unlawful for any owner or custodian of any animal to cause or allow such animal to soil, defile or defecate on any public property or upon any street, sidewalk, public way, play area or common grounds owned jointly by the members of a homeowners' or condominium association, or upon private property other than that of the owner, unless such owner immediately removes and disposes of all feces deposited by such animal in a sanitary manner. a. Any person who owns, keeps or harbors any dog must remove all dog feces, on a daily basis, from all enclosed dog runs or kennels, and must remove, on a daily basis, any accumulations of dog feces which are visible from any location outside the borders of that person’s property. (2) Disposal. Proper disposal of animal waste shall be limited to burial where lawfully permitted, flushing in the toilet, bagging for disposal in the owner or keeper's waste receptacle, and bagging for disposal in a waste receptacle in a public park or park area. Disposal of animal waste in storm drains and public composts is prohibited. Ordinance 2023- 520 Page 2 of 2 2 (3) Violations. Violation of this section may be subject to a forfeiture of no more than $300. a. Any peace officer, animal control officer, park ranger, any duly authorized assistant, any duly authorized agent, or any person authorized by the animal control officer is responsible for issuing the citations. b. The provisions of this section shall not apply to the ownership or use of any properly identified service or tracking animals when used by or with the permission of the appropriate authorities. 10-39 PENALTY Any person found to be in violation of the provisions of sections 10-30, 10-33 and 10-38 of this article shall be guilty of a petty misdemeanor. Any person found to be in violation of the provisions of any other section of this chapter shall be guilty of a misdemeanor. Section 2. Severability. In the event that a court of competent jurisdiction adjudges any part of this Ordinance to be invalid, such judgment shall not affect any other provision of this Ordinance not specifically included with that judgment. Section 3. Effective Date. This amendment shall take effect upon its passage and publication. ADOPTED by the City Council this 6th day of February, 2023. ______________________________ Tom Weidt, Mayor ATTEST: _____________________________ Michele Lindau, City Clerk ORDINANCE 2023-521 AN ORDINANCE AMENDING CHAPTER 90, ARTICLE V, SECTION 90-182 RESERVED FOR PROPER SALT STORAGE AT COMMERCIAL, INDUSTRIAL, AND INSTITUTIONAL FACILITIES THE CITY OF HUGO ORDAINS: Section 1. The City Council of the City of Hugo does hereby amend Chapter 90, Article V, Section 90-182 to state the following. 90-182 SALT STORAGE AT COMMERCIAL, INDUSTRIAL, AND INSTITUTIONAL FACILITIES. (1) Definitions. The following words, terms, and phrases, when used in this section, shall have the meanings ascribed to them in this subsection, except where the context clearly indicates a different meaning: (a) Anti-icing means the application of a liquid deicer prior to the onset of a snow event. (b) Deicer means a substance used to melt snow and ice or used for its anti-icing effects. (2) Storage of Deicing Materials. (a) Indoor operations for the storage of deicing materials must be provided whenever possible in order to prevent such material from being affected by rain, snow, or melt water. (b) All salt, sand, and other deicing materials stored outdoors must be located on impervious surfaces and be covered at all times. When not using a permanent roof, a waterproof impervious, flexible cover must be placed over all storage piles. The cover must prevent runoff and leachate from being generated by the outdoor storage piles. The cover must be secured to prevent removal by wind or other storm events. Piles must be formed in a conical shape and covered as necessary to prevent leaching. (3) Facility siting. (a) The facility must be in close proximity to the area in which the deicing materials are to be used, if practical. (b) Salt vulnerable natural areas should be avoided as storage facilities to the extent possible. Where they cannot be avoided, specific measures should be instituted to protect vulnerable areas. Salt vulnerable areas include, but are not limited to: I. Areas with salt sensitive vegetation II. Areas serving as a source of drinking water (surface water and groundwater) III. Areas with bodies of water with low dilution, low volume, or salt sensitive species IV. Areas associated with groundwater recharge zones or shallow water table, with medium to high permeable soils. Ordinance 2023- 521 Page 2 of 2 2 (4) Transfer of Materials. Practices must be implemented in order to reduce exposure when transferring salt or other deicing material. Section 2. Severability. In the event that a court of competent jurisdiction adjudges any part of this Ordinance to be invalid, such judgment shall not affect any other provision of this Ordinance not specifically included with that judgment. Section 3. Effective Date. This amendment shall take effect upon its passage and publication. ADOPTED by the City Council this 6th day of February, 2023. ______________________________ Tom Weidt, Mayor ATTEST: _____________________________ Michele Lindau, City Clerk CITY OF HUGO Proclamation WHEREAS, the White Bear Area Chamber of Commerce is a respected organization that has been helping local businesses prosper since 1923; and WHEREAS, the White Bear Area Chamber of Commerce strives to Strengthen Business through Advocacy, Networking and Education; and WHEREAS, the White Bear Area Chamber of Commerce works with businesses, merchants, and industry to advance the civic, economic, industrial, professional, and cultural life in White Bear Lake and surrounding areas; and WHEREAS, the White Bear Area Chamber is a leading resource for its diverse business community; ensuring future growth opportunities to maintain a vibrant economic hub for all; and WHEREAS, the White Bear Area Chamber of Commerce is one of the largest business organizations in the White Bear Area, representing 12 communities; and WHEREAS, The White Bear Area Chamber of Commerce has served as a conduit of communication between the business community and local government to advance private and public collaboration; and WHEREAS, 2023 marks the 100th Anniversary of the founding of the White Bear Area Chamber of Commerce; and WHEREAS, with a century of achievement behind it, the White Bear Area Chamber of Commerce is looking forward with a continued commitment to ensure a lively and prosperous community for future generations. NOW THEREFORE, BE IT RESOLVED that the Hugo City Council formally recognizes the White Bear Area Chamber of Commerce in celebration of Its Centennial Anniversary, and publicly acknowledges the service that it has provided to its 12 communities over its past 100 years. In Witness Whereof, I have hereunto set my hand and caused the Seal of the City of the City of Hugo to be affixed this 6th day of February, 2023. Tom Weidt, Mayor Proposal to City of Hugo for Preservation, Restoration, and Use of the Hopkins Schoolhouse February 1, 2023 Submitted by: Hopkins Schoolhouse & Heritage Center Steering Committee: Justin Brink, Liz Cinqueonce, Angela Minner, Craig Moen, Cindy Petty, Floyd Petty Contents Letter from the Steering Committee ...................................................................................................................................... 3 About the Steering Committee Members .............................................................................................................................. 4 Introduction ............................................................................................................................................................................ 5 Proposal Summary .................................................................................................................................................................. 5 Hopkins Schoolhouse and Heritage Center Mission ........................................................................................................... 5 Hopkins Schoolhouse and Heritage Center Vision (Uses of the Building/Site) ................................................................... 5 Short Term Project Leadership ............................................................................................................................................... 6 Long Term Management ......................................................................................................................................................... 7 Business Model for the Hopkins Schoolhouse and Heritage Center ...................................................................................... 7 Approach for Restoration of the Schoolhouse and Capital Fundraising ................................................................................. 8 Strategy for Maintaining Momentum ................................................................................................................................. 9 Position the Schoolhouse Restoration Project as the first Community Engagement and Leadership initiative run by the Hopkins Schoolhouse and Heritage Center. ............................................................................................................. 9 Leverage a Strategic Communications Plan to provide a front row seat to the restoration, highlighting the people who are engaged and contributing to the effort. ........................................................................................................... 9 Accomplishments August – September 2022 ....................................................................................................................... 10 Accomplishments October 2022 – January 2023 ................................................................................................................. 10 Project-to-Date Financial Summary ...................................................................................................................................... 13 In Kind Support ................................................................................................................................................................. 13 Calendar Year 2023 Preliminary Budget ............................................................................................................................... 14 Overview of Timeline for Restoration ................................................................................................................................... 15 2023 Project Milestones ....................................................................................................................................................... 15 Attachments: 1.Letter from Christine Maefsky, Mayor, City of Scandia - Page 17 2.Draft Fiscal Sponsor Agreement - Page 18 3.Draft Articles of Incorporation for Hopkins Schoolhouse & Heritage Center - Page 20 4.Drafty Bylaws for Hopkins Schoolhouse & Heritage Center - Page 24 5.Correspondence from Davyd Snyder, Johnson and Turner - Page 30 6.Letter from Diane Fittipaldi, MBA Program Director, St Catherine University - Page 31 7. Round 1 Capital Campaign Letter - Page 32 8. Round 1 Capital Campaign Sponsor Information - Page 33 9. Round 2 Capital Campaign HSHC Brochure - Page 35 Letter from the Steering Committee About the Steering Committee Members The Steering Committee was formalized in August of 2022, and includes the following members: Justin Brink Justin serves as chair of the Steering Committee. He is a lifelong resident of Forest Lake and a Planning Commissioner. He is also the President of the Forest Lake Historical Society. Justin's past volunteer engagements include serving on the boards of directors for the Washington County Historical Society and Masquers Theatre, as well as volunteering with the Forest Lake Youth Service Bureau. He is a Registered Nurse and received his bachelor's degree from Bethel University. Craig Moen Craig serves as vice chair of the Steering Committee. He is a resident of Hugo and has been a member of the Hugo Historical Commission since 2014. In this capacity, he also serves as Hugo’s representative to the Washington County History and Museum network. Craig studied history at the University of Minnesota and is the author of “The Hugo Namesake Controversy” which proves Victor Hugo is the City’s namesake. Liz Cinqueonce Liz serves as the secretary of the Steering Committee. She is a resident of Hugo who grew up and raised her family in the community; her father attended school at the Hopkins Schoolhouse. Liz has more than 25 years of leadership and management experience in the non-profit and government sectors. She holds a bachelor’s degree in political science from the University of St Thomas, and a master’s degree in business administration from St Catherine University. Her other volunteer engagements include serving on the boards of directors for the Hugo Good Neighbors Food Shelf and the White Bear Lake Volleyball Club. Cindy Petty Cindy Petty serves as treasurer of the Steering Committee. She is a resident of Hugo who raised her family in Hugo and volunteered for numerous Hugo events and activities with them. She wants to save the schoolhouse for future generations to see, and to use it to celebrate the everyday citizens who made Hugo what it is today. She has done many fundraising events over the past 15 years for the Hugo Area Business Association and the Hugo Good Neighbors Food Shelf. She also helped increase membership in the HBA from 9 to 90 while on their leadership board. She is a former vice president and treasurer of the HBA, former Hugo EDA commissioner, current board member of the Hugo Good Neighbors Food Shelf, volunteer with the Yellow Ribbon Network, and a current Hugo Planning commissioner. Floyd Petty Floyd Petty serves as an at-large member of the Steering Committee. He is a resident of Hugo who raised his family in Hugo. He wants to save the schoolhouse to help maintain what historical buildings are left in Hugo. He has many years of volunteering with the Lions and the Hugo Good Neighbors Food Shelf, along with coaching his children's sports teams and volunteering at HBA events. He knows many citizens he can contact to volunteer with repair and upkeep of the schoolhouse. He is the current vice president of the Hugo Good Neighbors Food Shelf, a volunteer for the Yellow Ribbon Network, a former good neighbor of the year, and former Lion of the year. Angela Minner Angela serves as an at-large member of the Steering Committee. She is a resident of the City of Hugo and grew up in Forest Lake. Angela received a master’s in American Studies from Penn State University in a program specializing in material culture and historic preservation; her experience includes service as an intern and seasonal employee for the PA Historical and Museum Commission as a curatorial assistant at many of Pennsylvania’s state heritage sites and living history museums. Angela’s previous volunteerism includes youth sports, church, and school functions. Introduction The enclosed proposal is submitted on behalf of the Hopkins Schoolhouse and Heritage Center Steering Committee that has been led by representatives of the Forest Lake Historical Society (“the Society”) and the Hugo Historical Commission (“the Commission”) in partnership with area residents. The proposal was developed in consideration of guidance provided by the City of Hugo at the community meeting held in April 2022, and addresses the following questions presented by City staff: •What is the purpose for saving the building? •What will the building/site be used for? •What are the steps in the process? •Who will lead the project and what are everyone’s roles? •What is the plan for long term management of the building/site? •What is the schedule? The proposal includes a summary of the accomplishments of the Hopkins Schoolhouse and Heritage Center Steering Committee in the six-month period since the committee was formed. The progress made has reinforced the committee’s confidence that there is both sufficient community interest and volunteer dedication to complete the work necessary to achieve the goals of the restoration project and to ensure ongoing sustainability. Proposal Summary The Hopkins Schoolhouse is one of the few remaining historic buildings in the area that offers an opportunity for citizens, and others passing through, to connect with the past and the cultural history of Hugo, Forest Lake, and the surrounding area in a tangible way. This proposal focuses on both the restoration/preservation of the Hopkins Schoolhouse and the creation of a new non-profit organization: the Hopkins Schoolhouse and Heritage Center (HSHC), that will benefit the community in several ways. Hopkins Schoolhouse and Heritage Center Mission Promoting community engagement and leadership by honoring the heritage of Hugo, Forest Lake, and surrounding area; highlighting historic examples of citizens who made a difference in the community; and offering a place for community members to gather. The mission statement for the new non-profit has evolved based on input from community members, and has been carefully crafted to ensure that the mission includes: 1.A clear link to why and how the heritage center is relevant to our community today – this is achieved by focusing on both honoring our heritage and building our future together. 2.A description of how the restored schoolhouse contributes to serving both purposes – serving as the home for historical displays and a meeting place. 3.Diversity in the focus of programs and services (community engagement, leadership, history) that can be offered by the Heritage Center – creating a pathway for similar diversity in the sources of revenue that can be accessed to ensure long-term sustainability. Hopkins Schoolhouse and Heritage Center Vision (Uses of the Building/Site) The Hopkins Schoolhouse and Heritage Center can benefit the community in several ways. Historic Schoolhouse The restored building will provide a visually appealing point of interest within the City of Hugo, where people will have the opportunity to not only read about – but experience what it was like to attend a one-room schoolhouse; and learn about the history of the building, its architecture, the various ways it was used by the community, and the stories of the teachers, students, and others who passed through its doors. Historical Displays The restored schoolhouse will provide a home for the Hugo Historical Commission and the Forest Lake Historical Society, where they can showcase rotating displays that tell the stories of the civic leaders, businesses, and citizens who drove progress and made our community what it is today. Educational Displays The school grounds provide an opportunity for the partners to engage other organizations and companies in providing interactive educational displays that highlight cultural aspects that have been significant in shaping the community. Examples of interactive concepts that have been identified by community members are displays that recognize the Dakota tribes, early agriculture and farming methods, emergence and significance of the railroad, and the impact of rural electrification. Each display has the potential to connect the past to the present, and challenge visitors to consider their role in shaping the future. Community Engagement and Leadership Programs The Heritage Center’s focus on promoting community engagement and leadership provides an opportunity for the Heritage Center to partner with schools, local non-profits, and businesses – serving as a hub to connect area residents and youth with leadership programs and volunteer opportunities. Meeting Space The restored schoolhouse will also provide citizens and organizations actively engaged in the community with an additional place to gather for meetings and continue to advance progress in our community. Hardwood Creek Regional Trail Stop Even prior to the full restoration, the grounds can offer a place for those taking a break from the trails to rest, recharge, and learn about opportunities to get involved with the restoration of the building and creation of the Heritage Center and its programs. It is well established that museums and/or heritage centers as proposed here attract out of town visitors to the area who then patronize local businesses and eateries contributing to the local economy. As a testimonial to this fact, please reference the August 8, 2022, letter from Christine Maefsky, Mayor of the City of Scandia, included as Attachment 1. In her letter she describes how the Hay Lake School and the Gammelgarden Museum have contributed to their community’s economic vitality. Short Term Project Leadership As the new non-profit organization is being formed, a temporary fiscal host will be needed for the project. A draft Fiscal Sponsorship Agreement is enclosed as Attachment 2. The Forest Lake Historical Society (“the Society”) is a 501c-3 non-profit organization designated by the IRS as a public charity; its mission is to collect, preserve, and disseminate historical knowledge about the Forest Lake area. The Society has determined that sponsorship of the formation of the Hopkins Schoolhouse and Heritage Center is consistent with its goals and has agreed to serve as the temporary fiscal host for the project. In this capacity, the Society will serve as the temporary fiscal host organization for managing all governance, finance, legal, technical, and business operations outlined in the proposal, until the new non-profit is formed. This includes serving as the lead organization for any lease agreements, contracts, or insurance policies secured to carry out activities; preparing requests for proposals, securing bids, and selecting vendors as needed; developing and executing development plans and partnership agreements to secure necessary funding; recruiting and managing individual and corporate volunteers. Once the new non-profit is formed, these responsibilities will be transitioned, and the new organization will provide long-term management to carry out its mission and ensure the ongoing preservation and sustainability of the Hopkins Schoolhouse. The Hugo Historical Commission (“the Commission”), established by the City of Hugo in December 2002, will serve as a primary partner in leading the project. The role of the Commission is aligned with its mission as established by the City of Hugo. This includes contributing important information and artifacts that the commission has located, collected, and preserved regarding the Hugo Community for displays; and playing a leadership role in determining and executing the strategies that will be used to educate the community, encourage personal and community responsibility for preserving our past, and fostering an understanding and appreciation of our history. The Hopkins Schoolhouse and Heritage Center Steering Committee would continue to lead the project during the formation of the new non-profit, and transition to parallel roles on the Board of Directors for the new organization. During the formation period, the Steering Committee will seek to recruit additional members to join the board of directors of the new nonprofit organization once formed. Long Term Management The new nonprofit Hopkins Schoolhouse and Heritage Center will be responsible for the long-term management, preservation, and sustainability of the Hopkins schoolhouse and programs offered through the heritage center. It will be governed by a board of directors that includes representatives from the Forest Lake Historical Society and the Hugo Historical Commission, in addition to area residents, educators, and business leaders. The initial Board of Directors and officers will include: •Justin Brink, President (Ex-Officio, Voting Representative of Forest Lake Historical Society) •Craig Moen, Vice President (Ex-Officio, Voting Representative of Hugo Historical Commission) •Liz Cinqueonce, Secretary •Cindy Petty, Treasurer •Angela Minner, At-Large Member •Floyd Petty, At-Large Member Draft Articles of Incorporation and Bylaws for the organization have been drafted and are enclosed as Attachments 3 and 4. Confirmation from David Snyder indicating Johnson & Turner will assist with the legal review of the governance documents on a volunteer and gratis basis is included as Attachment 5. B. Scott Binion has also confirmed that Haugen Binion CPA will assist with the nonprofit filings on a volunteer basis. Business Model for the Hopkins Schoolhouse and Heritage Center The business model for the Hopkins Schoolhouse and Heritage Center will include multiple revenue sources including but not limited to grants, program/service fees, event/rental fees, as well as corporate and individual donations. Further research is needed in each of these areas to build out the long-term business model for the Heritage Center. To that end, the University of St Catherine master’s in business administration (MBA) program has confirmed they will provide a team of 3-4 MBA capstone students during July and August of 2023 to consult on the development of the business plan. The letter of confirmation is included as Attachment 6. The specifics of the project requirements will be determined based on the status of the project in early summer, but the following are examples of activities and key questions that may be considered for inclusion in the project description: 1.Conduct a market analysis to identify what other entities may be providing similar services in the region. Define how their services and capacities are similar or different from what is envisioned for the Hopkins Schoolhouse and Heritage Center. Summarize trends and themes that illustrate what similarly positioned and successful organizations do and why it works, and develop recommendations to inform the long-term business plan for HSHC. 2.Review case studies of comparable non-profits, and summarize trends and key themes that emerge as factors for success. What are the programs and services that have emerged as key contributors to sustainability for these organizations? What programs and services have emerged as unsustainable? How should the experience of these similar organizations inform the evolution of the business plan for HSHC? 3.Evaluate the Hopkins Schoolhouse and Heritage Center brand resonance with area residents, businesses, and nonprofits and summarize key findings pertaining to consumer insights, specifically highlighting the areas of greatest interest/need for the programs and services offered by the Hopkins Schoolhouse and Heritage Center. Deliver a roadmap and present a revenue model for program and service revenue during and after the Schoolhouse Restoration Period. 4.Expand on the initial grants analysis, conduct research, and document available funding opportunities (public and private), as well as corporate giving programs, that are aligned with each of the components included in the HSHC mission: community engagement, leadership, and historical preservation/education. Complete a feasibility assessment and deliver recommendations on the funding sources that should be prioritized based on the likelihood that the project is aligned with the goals of the funder, that the HSHC organization meets the qualifications required for applicants, and where the HSHC is well positioned to submit a competitive proposal. As noted in the letter from the University of St Catherine, “the capstone consultants are skilled professionals with experience in the workforce who have completed rigorous course work in the full range of business topics including management, strategic marketing, economics, accounting, corporate financing, and operations.” Approach for Restoration of the Schoolhouse and Capital Fundraising Restoration of the Schoolhouse Building is a long-term initiative that is estimated to require 6-8 years to complete. It is anticipated that each phase of the project will begin when the total amount of funds needed for the completion of the component has been secured. Each phase of work will be estimated separately, and the total cost of the phase will be used to establish and communicate fundraising goals. The phases identified for the project include: Phase 0: Grounds and Building Clean-up, and Preparation of Trail Stop. This phase of the project will span multiple years of the project, to progressively improve the condition of the schoolhouse grounds. This work will begin in the first year of the project with cleanup of the schoolhouse building and grounds, and engagement of community volunteers who are willing to contribute to the ongoing care of the grounds and help in monitoring the condition of the building and grounds. Throughout the project, the committee will also be consistently working to identify opportunities and secure donations and financial support to contribute to the development of the trail stop. Phase 1: Mothball Phase. In 2023, the committee will expand on the interim measures (beyond the temporary covering of the roof, soffits, and chimney) to further secure, stabilize, and protect the building from further damage, degradation, and vandalism. The work completed during the mothball phase is important to buy time for fundraising for the permanent restoration to occur – and preventing further damage to the structure that would drive up costs for restoration. Phase 2: Roof, Chimney, Soffits, Siding. Restoration of clay unit masonry, rough carpentry, shingles, and siding will be completed in the second phase of the project. New estimates for repair of the roof and siding has been secured, and discussions are in progress with a local volunteer for repair of the chimney. Further information is provided in the budget section. The soffits have been identified as a component of the building that the Committee would prefer to have restored (rather than replaced), and research is underway to identify the best resource to complete this work. The estimates for Phase 2 have been used to establish fundraising goals for 2023. Phases 3-5: Interior Restoration. The final three phases of the project focus on interior restoration, which includes but is not limited to addressing rough carpentry, wood doors, wood windows, and painting, in addition to HVAC systems, electrical, gas, plumbing. The specifics of what is included in each of the remaining three phases have not yet been determined. The Steering Committee will be consulting with volunteers with expertise in restoration during 2023 to inform the scope of work for each phase; the committee will then request estimates from local contractors to inform future fundraising goals. Strategy for Maintaining Momentum Recognizing the amount of time it will take to raise the funding to fully restore the schoolhouse, the Committee has closely considered how to maintain momentum in the years leading up to the opening of the heritage center, with a focus on ensuring that every dollar raised is used efficiently and effectively to accelerate progress toward the goal. Two key strategies have emerged: Position the Restoration Project as the first Community Engagement and Leadership initiative run by the Hopkins Schoolhouse and Heritage Center. Beyond raising the funds needed to restore the schoolhouse, the act of restoring the building provides an opportunity to demonstrate the mission of the new non-profit in action. To achieve this aim, we will: (1)Work to engage contractors from the local community to: •Provide updated estimates on all phases of the restoration work. •Enlist their support to approach vendors regarding donated materials and labor. •Inquire about other local community and business leaders who may wish to get involved with the project. This is an approach that has already proven successful for the project. Highlighted Example: Doug and DJ Amundson with Precise Exteriors installed the temporary covering on the roof, soffit, and chimney on the building, paid the labor charges directly, volunteered several hours to help with planning, hanging solar lights and signage, and providing guidance on options available to approach the first two phases of the project. •Precise Exteriors’ involvement saved the project more than $2,500 on the temporary roof and soffit covering. •The new estimate provided by Precise Exteriors for the permanent repair of the roof and siding is approximately $145,000 less than the amount quoted in the preliminary cost estimate provided by Greiner in October of 2021. Beyond the work on the building, Doug has also made important connections to others in the community who are making impactful contributions to the project. This includes connecting the team with Brigg Backer who donated his time to produce and release the YouTube video helping to raise awareness of the project – the video has been viewed more than 1,100 times. (2)Seek to partner with training programs that: •Engage with communities on restoration projects. •Play a role in connecting students with community engagement initiatives. This strategy can both help to demonstrate the mission of the Heritage Center in action and help lower restoration costs. Highlighted Example: The Northern Bedrock Project is a nonprofit organization whose mission is to develop enduring workforce and life skills through service learning in historic preservation and community stewardship. They use a conservation corps model to provide young adults (18-25) hands-on experience and training in the historic preservation trades. Each crew includes 5-6 corps members who complete a 9-day hitch rotation. They work along technical instructors who teach and mentor them to maintain and repair historic resources, including structures. The Northern Bedrock Project has agreed to come out to the site (as soon as weather allows) to assess and make recommendations on projects that would be suitable for their corps. A key component of our landscape assessment will include identifying other potential partners (e.g. technical colleges, trade unions) that could partner in similar ways. Leverage a strategic communications plan to provide a front row seat to the restoration, highlighting the people who are engaged and contributing to the effort. To-date communications for the project have been managed primarily through the Old Forest Lake and the Hopkins Schoolhouse and Heritage Center Facebook pages. While the committee has been able to engage with many area residents through that vehicle, it does not reach the full range of community members who may have an interest in this work. While social media will continue to be an important tool in distributing information on the project to community members, new channels for distributing information to community members will be added. One early operational investment will be the implementation of a customer relationship management system designed and priced for non-profits. The tool provides a mechanism to centralize project data and ensure that communications with stakeholders can be easily, routinely, and affordably managed. The system includes functionality to distribute electronic newsletters, manage volunteer projects/sign-ups, track data needed for reporting to funders, process donations, and manage event registration. Beyond direct communications with community members, the Committee will seek to partner with area businesses and non-profits to cross-promote volunteer opportunities, boost visibility of projects underway, and to recognize the difference volunteers are making in our community. Accomplishments August – September 2022 During the months of August and September, the Steering Committee focused on developing the initial concept for the proposal, and engaging with community members to better understand what they hoped the restoration of the schoolhouse would bring to the community. The primary mechanism used to gather community input were the Old Forest Lake and Hopkins Schoolhouse and Heritage Center Facebook pages. During this period, the committee met several times with the Snowmobile Association to explore opportunities to partner on the proposal to the City of Hugo. In October the two groups met with City staff for preliminary feedback on a joint proposal concept that would include both the restoration of the schoolhouse and the construction of a storage building and grooming station for the North Star Trail. A key benefit of the joint proposal concept was the potential for sharing costs for common needs (e.g. well, septic, utilities, parking). Following the meeting with City staff in October, the two groups mutually decided that the Steering Committee should proceed with the development of the proposal for the Hopkins Schoolhouse and Heritage Center, and revisit opportunities for the two organizations to partner in the future. City of Hugo staff agreed to request that the Council provide additional time for the Steering Committee to refine the proposal, and to allow the Committee to proceed with the temporary cover on the schoolhouse roof, soffits, and chimney, which was granted by the Council in October. Accomplishments October 2022 – January 2023 The following is a summary of what was accomplished during the period since the HSHC Steering Committee met with City of Hugo staff in October, and the Council acted to provide an extension for the committee to continue its work through the end of the year. Raising Public Awareness & Engaging the Community •Developed logo and brand for Hopkins Schoolhouse and Heritage Center •Built/launched website (https://hopkinsschoolhouse.org/) – 653 visits, 700 page views as of 1/31/2023 •Developed/released video with local volunteer to share the HSHC vision with the community (https://youtu.be/d8vB30Rd0nM). The video has been viewed more than 1,100 times. •Installed HSHC sign on schoolhouse building with link to website •Ongoing promotions on social media via Old Forest Lake (5,569 members) and Hopkins Schoolhouse and Heritage Center (154 members) Facebook pages. Improvements to Protect the Schoolhouse •Installed temporary roof, soffit, and chimney covering. •Installed lights on the north, west, and east sides of the building for security. •Completed temporary repair of stairs to basement and water-damaged floors to make it safe for contractors to enter. •Hauled off a load of brush that was cut down by the city. •Removed rocks and other debris that could be thrown through windows. •Shored up wood over windows and doors. •Painted over graffiti on the building. Preparation for Next Phase of Work on Building/Grounds: •Received updated estimates for permanent repair of roof and siding: $31,000 for material and labor; •Pending: estimates for permanent repair of chimney, soffit, and fascia •Pending: engagement of Northern Bedrock to assess, scope project for summer 2023 •Confirmed weekend for interior cleanup project – May 20-21, 2023* •Confirmed weekend for initial grounds clean up – June 10-11, 2023* •Secured commitment for local contractor to evaluate the status of the well on the property in the spring *Contingent on approval from City of Hugo to move forward. Donated Items/Services from Businesses: •Precise Exteriors LLC – paid $1,200 in labor costs for temporary roof covering •Lebens – assistance with landscaping/plants, specifics pending •Johnson & Turner – pro bono legal support for incorporation of new nonprofit •Haugen Binion CPA – pro bono accounting support for new nonprofit •Gene’s Disposal – assessing needs for disposal; working with committee on affordable options Donated Items/Services from Individuals: Donated items and services from individuals total approximately $3,300 and include: •Printing of Brochures and sponsor materials •Postage and mailing supplies for campaign •Purchase of website domain •Printing of signage for building •Purchase of solar lights •Purchase of paint/supplies to cover graffiti •Plywood and materials for floor patching and reinforcement of window and door coverings •Metal trash can and lid •Videography to raise awareness of the project Fundraising from Businesses: •Developed list of local businesses for targeted campaign •Developed/distributed sponsorship information to 250 local businesses – See Attachments 7-9. o Contribution Confirmed: Blacksmith Lounge as $5,000 = Gold Sponsor o Contribution Confirmed: Premier Bank as $1,000 = Bronze Sponsor o Contribution Confirmed: Wise Guys Pizza $100 o Contribution Confirmed: Speedway $250 o Contribution Confirmed: Hugo Dental $50 o Pledge: Petty Investments $1,000 = Bronze Sponsor o Pledge: Hugo Historical Commission $1,000 = Bronze Sponsor o Contribution Pending: Lakes Floral – promotion through end of holiday season o Decision Pending: Deadbroke Saddle Club o Decision Pending: Hugo Lions o TOTAL Donated/pledged as of 1/31/2023: $8,400.00 *Of note: Feedback from businesses noted the short turn-around time for a decision and the timing of the request for funds as challenges considering many are at the end of their fiscal year and have already spent down funds for charitable organizations. Fundraising from Individuals: Developed donor levels for individuals and promoted donation opportunities via the HSHC website, and the Old Forest Lake and Hopkins Schoolhouse and Heritage Center Facebook pages. •Donations 2/1/2022-10/1/2022: $1,480 •Donations since 10/1: $1,917.97 •Pledge: $5,000 ($1000/year for 5 years) •TOTAL donated/pledged as of 1/31/2023: $8,197.97 Fundraising from Granting Institutions: •In progress: matrix detailing prospective granting organizations, funding potential, application requirements, and submission deadlines for 2023. •Submitted three grant applications to local funders: o Forest Lake Lions Club Community Organization Investment Program. Application amount: $10,000. This grant was awarded in the amount of $1,200. o MidwestOne Bank Foundation. Application amount: Unspecified – sponsor levels provided. This proposal was not funded. The Steering Committee was encouraged to reapply. o Connexus Energy. Application amount: $25,000. The initial grant request was declined because the company’s focus areas for charitable giving are food and housing support for individuals. However, the group was encouraged to submit a revised request for a lower amount and in-kind services that could be funded out of other budgets to support the project. Preparation for the second grant is in progress. Business Planning: •Drafted articles of incorporation and bylaws for new nonprofit •Decided on initial board members and officers for the new nonprofit •Secured letter of commitment from University of St Catherine for an MBA capstone team to assist with business planning during summer of 2023 •In progress: preliminary business plan sufficient to proceed with the IRS application for exempt status •In progress: review of national registry details to determine whether to proceed with the application process. Project-to-Date Financial Summary The following is a summary of revenue and expenses for all the years where financial data are available. There are several items of note regarding the financial summary, including: •92% ($16,517) of the total revenue raised ($17,997) occurred between October 1 and January 31. •During the push for funds in October - December, feedback from businesses and individuals indicated that: o The uncertainty about whether the City would approve the project and/or whether contributions would definitely be deductible for 2022 were noted as concerns. o The short turn-around for making a decision on the contribution was problematic because there was not sufficient time to bring the request before leadership/boards of directors. o The timing of the request was problematic because several businesses were wrapping up their fiscal years and had already spent down funds allocated for charitable organizations. In Kind Support In addition to the cash donations and pledges, an estimated $3,300 of donated materials and services were provided in- kind to the project by businesses and individuals between October 1 and January 31. In-kind donations included payment of labor expenses for the temporary covering on the roof and soffits, printing of the brochures and sponsor materials, postage and mailing supplies for campaign, signage for the building to promote the website, solar lights for the exterior of the building, graphic design and website, and materials for temporary repairs on the building. Calendar Year 2023 Preliminary Budget Considering that 2023 will be a transition year where the new non-profit is just getting off the ground, and the project has not yet experienced a full 12-month fundraising cycle, it is difficult to precisely determine the level of revenue that is achievable. For purposes of 2023 budgeting, the committee used the most recent four months history as the basis for its projections. The following is the preliminary project budget for CY2023: Revenue assumptions: • The project budget for 2023 assumes that average monthly contributions received during 2023 will be in line with the average amount of contributions/pledges received each month during the period of October 1-January 31. [$16,517/4 = avg amount received per month: $4,129.25] • The average amount of pledges received per month was then applied to the 11 months of fundraising time remaining in 2023 to arrive at the total revenue projection included in the 2023 budget. [$4,129.25*11 = $45,421.75] Expense assumptions: • Operational expenses for: administrative filings, insurance, printing/advertising, and implementation of customer relationship management software. • Phase I assumes engagement with Northern Bedrock Corps for project in summer 2023. Expense/size of project will be scaled to funds available. •Phase II assumes permanent replacement of components listed; work would not commence until the level of funding needed to complete the component is secured. The order of the component repairs would be: (1) Roof and Chimney; (2) Siding. Targeted grants. The initial grants assessment conducted identified the following opportunities for consideration in 2023. Additional research is underway on each opportunity, and the scan for new potential funders will be ongoing. During first quarter, the team will be completing its review of the criteria and implications of pursuing inclusion on the National Register of Historic Places, and assessing whether the advantages of being placed on the register (e.g. access to new grants) are likely to outweigh the risks (e.g. higher costs for specified materials). Grant Name Institution/Business Minimum Maximum NRHP Req Match Req Heritage Preservation Grants Minnesota Historical Society Unspecified Unspecified No Unspecified Heritage Partnership Program Minnesota Historical Society 10,000.00$ Unspecified No Evaluated Minnesota Historical & Cultural Heritage Grants (Small) Minnesota Historical Society Unspecified 9,999.00$ No Encouraged Minnesota Historical and Cultural Heritage Grants ( Large) Minnesota Historical Society 10,000.00$ Unspecified No Encouraged Save America's Treasures (SAT) Grant National Park Service 125,000.00$ Unspecified Yes Yes Community Connectedness Grant St Paul & Minnesota Foundation 10,000.00$ 75,000.00$ No Unspecified Community Impact Grant F.R. Bigelow Foundation 10,000.00$ 100,000.00$ No Unspecified Community Impact Grant Mardag Foundation 7,500.00$ 50,000.00$ No Unspecified N/A Hanifl Foundation Unspecified Unspecified No Unspecified N/A MidwestOne Bank Foundation Unspecified Unspecified No Unspecified N/A Connexus Energy 500.00$ 25,000.00$ No Unspecified 2023 Budget REVENUE 2023 Cash from Individuals 7,000.00$ Prior Year Pledges Paid (Ind)1,000.00$ Cash from Businesses 20,000.00$ Prior Year Pledges Paid (Bus)2,000.00$ Grant Revenue 15,000.00$ TOTAL REVENUE 45,000.00$ EXPENSE 2022 Operational Expenses 5,000.00$ Temporary Roof Covering -$ Phase 0 - Grounds & Clean-Up 1,000.00$ Phase 1 - Mothball Phase 12,000.00$ Phase 2 - Roof, Siding, Chimney 31,000.00$ Phase 3 - Interior Phase I -$ Phase 4 - Interior Phase II -$ Phase 5 - Interior Phase III -$ TOTAL EXPENSE 49,000.00$ 2023 Net (4,000.00)$ Beginning Cash Balance 9,585.36$ Ending Cash Balance 5,585.36$ Overview of Timeline for Restoration The following is a high-level overview of the proposed schedule for restoration and creation of the Hopkins Schoolhouse and Heritage Center. If the project is approved to move forward, development of a detailed project plan for all years of the project will be developed in 2023. 2023 Project Milestones The following is a summary of major project activities/milestones identified for 2023. Governance/Finance Restoration Programs 2023 •Contract(s) with City of Hugo •Form new nonprofit •Transition from fiscal host •Board member recruitment •Set up business operations •Make determination regarding pursuit of national register status •Complete grants assessment •Complete long-range business plan for HSHC •Begin implementation of the business plan – engage with community leaders to explore strategic partnerships. •Prepare and submit grant applications to identified funders •Round 2 Capital Campaign Focus: Phase 0,2 2023 •Cleanup interior of building •Cleanup grounds on site •Develop site and volunteer engagement plan for grounds •Confirm scopes of work for interior restoration phases; secure estimates •Complete comprehensive project plan across all project years. •Complete mothball stage •Begin work on Phase 2 within available funds; 2023 •Introduce restoration project as first community engagement program offered by HSHC •Define scope of near term and long-term services as part of the business planning process •Engage Washington County Community Gardeners on planning for program/display •Engage local schools to gather input on opportunities to engage youth in the restoration project, and gather insights to inform program planning for the heritage center. ATTACHMENTS August 8, 2022 To Whom It May Concern: The economic vitality of small communities such as Hugo and Scandia is enhanced by promoting their uniqueness, often best seen through their history. For Scandia that has meant highlighting our Swedish immigrant heritage and subsequent development as an agrarian hub. To that effect we have in the city, among other things, a monument honoring the first Swedish settlers to the state of Minnesota, a museum, Hay Lake School honoring Scandia’s embracing of the education of its young people throughout its history, and the Gammelgarden Museum showcasing the pride of Scandia’s Swedish heritage. Our museums have both enriched our community for its residents and provided a draw for visitors. Residents enjoy the history our museums provide for them. Scandia elementary students have spent days using Hay Lake School as their classroom to experience what life was like for children in earlier days, providing a type of learning that cannot come from a textbook. Visitors brought to Scandia to see our museums help enhance the economic vitality of the City. They support our businesses and allow them to grow. Sincerely, Christine Maefsky Mayor, City of Scandia Attachment 1 Fiscal Sponsorship Agreement The Forest Lake Historical Society (“Fiscal Sponsor”) has determined that sponsorship of the formation of the Hopkins Schoolhouse and Heritage Center (“the Project” before incorporation) or (“the Sponsored Organization” after incorporation) are consistent with its goals and wishes to make arrangements with the City of Hugo for the implementation and operation of the Project. 1.The Forest Lake Historical Society hereby agrees to sponsor the Project/Sponsored Organization and to assume administrative, programmatic, financial, and legal responsibility for the purposes outlined in this proposal until such time as the Hopkins Schoolhouse and Heritage Center is (1) formally incorporated as a Minnesota non-profit organization; and (2) has secured a determination from the IRS confirming its status as a 501(c)(3) charitable organization. 2.The Forest Lake Historical Society agrees to implement and operate the Project as described in the proposal attached as Exhibit A, in accordance with the terms of this agreement and with requirements specified by the City of Hugo as described in Exhibit B. 3.The Project shall be operated in a manner consistent with the Fiscal Sponsor’s tax-exempt status and as described in this agreement. No material changes in the purposes or activities of the Project shall be made without prior written agreement of the Fiscal Sponsor, nor shall the Project carry on activities or use funds in any way that jeopardizes the Fiscal Sponsor’s tax- exempt status. 4.The Fiscal Sponsor will provide the City of Hugo with reports describing activities on the Project milestones with the following schedule: First Quarter – March 31, 2023 Second Quarter – June 30, 2023 Third Quarter – September 30, 2023 Fourth Quarter – December 31, 2023 5.The Fiscal Sponsor will establish and operate for the use of the Project a designated account (“Account”) segregated on the Fiscal Sponsor’s books. All amounts deposited into the Project’s Account will be used in its support, less administrative charges, if any, and subject to the conditions set forth below. 6.The Fiscal Sponsor will disburse funds from the Account in the following manner: a.As instructed in writing on properly filled-out Fiscal Sponsor vouchers accompanied by required documentation, and only as authorized by this agreement. b.The City of Hugo designates Craig Moen and Cindy Petty to act as authorizing officials. The authorizing officials shall act as principal coordinators of the project’s daily business with the Fiscal Sponsor and shall have authority to sign disbursement requests. Disbursements greater than $5,000 require two signatures for authorization. Attachment 2 c.Disbursements will be restricted to the support and implementation of the Project only. 7.The Fiscal Sponsor will maintain all financial records relating to the Project according to generally accepted accounting principles, retain records as long as required by law, and make records available to auditors as required by law. 8.The Fiscal Sponsor and the Sponsored Organization will reflect the activities of the Project, to the extent required, on their state and federal government tax returns and financial reports. All disbursements from an Account shall be treated as payments made to or on behalf of the Sponsored Organization to accomplish the purposes of the Project. The Sponsored Organization will provide the Fiscal Sponsor with proper documentation to accomplish this, including furnishing the Fiscal Sponsor with the Sponsored Organization's Federal Employer Identification Number once secured. 9.This agreement will be subject to review annually, and will terminate if any of the following events occur: a.The Fiscal Sponsor requests the Sponsored Organization to cease activities that it deems might jeopardize its tax-exempt status and the Project fails to comply within a period of ten (10) days; b.The Sponsored Organization fails to perform or observe any other covenant of this agreement, and this failure remains unremedied fifteen (15) days after notice in writing; c.Upon expiration of four weeks after either the Sponsored Organization or the Fiscal Sponsor has given written notice of its intent to terminate the agreement. 2.In the event this Agreement is terminated, the Fiscal Sponsor and Sponsored Organization will comply with any termination conditions imposed by funding organizations. In witness whereof, the parties hereto have executed this Agreement on the day and year first written above. Accepted for the Fiscal Sponsor: ____________________________ Authorized signer ____________ Date For the City of Hugo: ____________________________ Authorized signer ____________ Date Page 1 of 4 ARTICLES OF INCORPORATION OF HOPKINS SCHOOLHOUSE AND HERITAGE CENTER The undersigned Incorporator, being a natural person of full legal age, for the purpose of forming a nonprofit corporate entity under and pursuant to the provisions of Minnesota Statutes, Chapter 317A, known as the “Minnesota Nonprofit Corporation Act”, and laws amendatory thereof and supplementary thereto, does hereby adopt the following Articles of Incorporation. ARTICLE I 1.01 Name. The name of this Corporation shall be HOPKINS SCHOOLHOUSE AND HERITAGE CENTER. ARTICLE II 2.01 Registered Office. The registered office of the Corporation in Minnesota shall be located at 14669 Fitzgerald Avenue North, Hugo, Minnesota 55038. 2.02 Registered Agent. The Registered Agent at that address shall be [INSERT NAME]. ARTICLE III 3.01 Members. This Corporation shall not have members. 3.02 Absence of Capital Stock. This Corporation shall not have capital stock. ARTICLE IV 4.01 Incorporator. The name and post office address of the Incorporator is [INSERT NAME] [INSERT ADDRESS]. ARTICLE V DIRECTORS 5.01 Management. The management and direction of the business of the corporation shall be vested in its Board of Directors. The number, qualifications, terms of office, method of election, powers, authorities and duties of the Directors of the Corporation, the time and place of their meetings, and such other provisions and regulations with respect to them as are not consistent with the express provisions of these Articles of Incorporation, shall be as specified from time to time in the Bylaws of the Corporation. No director shall have any right, title, or interest in any property of the corporation. 5.02 Number and Qualifications of Directors. The Board of Directors of this corporation shall consist of a minimum of three and not more than fifteen natural persons or such other number of directors and qualifications as shall be fixed in the manner provided in the Bylaws of this corporation. 5.03 Actions Without a Meeting. Any action required or permitted to be taken by the Board of Directors of this Corporation, may be taken by written action signed by that number of Directors that would be required to take the same action at a meeting of the Board of Directors at which all Directors then in office are present, except as to those matters requiring membership approval, in Attachment 3 Page 2 of 4 which case the written action must be signed by all members of the Board of Directors then in office. All Directors shall be notified of the text of the written action prior to signing by any of the Directors and shall be notified immediately of the effective date of any such written action that is duly taken. 5.04 Liability of Directors. The Directors of the Corporation shall not be personally liable for the debts or obligations of the Corporation of any nature whatsoever, nor shall any of the property of the Directors or Officers of the Corporation be subject to the payment of the debts or obligations of the Corporation to any extent whatsoever. ARTICLE VI PURPOSE AND POWERS OF CORPORATION 6.01 Purpose. This Corporation is organized and shall be operated exclusively for charitable, religious, scientific, and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Laws). Within the framework and limitations of the foregoing, this Corporation is organized and shall be exclusively operated for the purpose of promoting community engagement and leadership by honoring the heritage of Hugo, Forest Lake, and the surrounding area, highlighting historic examples of citizens who made a difference in the community, and offering a place for community members to gather. This Corporation may receive and disburse funds or other property incident to or necessary for the accomplishment of the aforesaid purposes and do any and all acts incidental to the transaction of the business of this Corporation or expedient for the attainment of purposes stated herein. 6.02 Powers. For its purposes and not otherwise, this Corporation shall have only such powers as are required by and are consistent with the foregoing purposes, including the power to acquire and receive funds and property of every kind and nature whatsoever, whether by purchase, conveyance, lease, gift, grants, and contributions of, and to convey, transfer, and dispose of any funds and property and the income therefrom for the furtherance of the purposes of this Corporation hereinabove set forth, or any of them, and to lease, mortgage, encumber, and use the same, and such other powers which are consistent with the foregoing purposes and which are afforded to this Corporation by the Minnesota Nonprofit Corporation Act, as now enacted or as hereafter amended. Provided, however, that all such powers of this Corporation shall be exercised only so that this Corporation’s operations shall be exclusively within the contemplation of Section 501(c)(3) of the Internal Revenue Code of 1986. Notwithstanding any other provisions of these Articles, the Corporation shall not carry on any other activities not permitted to be carried on by a Corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986; or by a Corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1986. 6.03 References – Internal Revenue Code. All references in these Articles of Incorporation to sections of the Internal Revenue Code of 1986 include any provisions thereof adopted by future amendments thereto and any cognate provisions in future Internal Revenue Codes to the extent such provisions are applicable to this Corporation. Page 3 of 4 ARTICLE VII ACTIVITIES OF THE CORPORATION 7.01 Inurement of Income. This Corporation shall not, incidentally or otherwise, afford or pay any pecuniary gains, dividends, or other pecuniary remuneration to its Officers, Directors, and members as such, and no part of the net income or net earnings of the Corporation shall, directly or indirectly, be distributable to or otherwise inure to the benefit of any Officer, Director, member, trustee, individual, or other private person. Nothing herein shall be construed to prohibit the payment of reasonable compensation to Officers or Directors of this Corporation for services actually rendered by them to this Corporation. 7.02 Legislative or Political Activities. No substantial part of the activities of the Corporation shall consist of carrying on of propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of, or in opposition to, any candidate for public office. 7.03 Loans, Guarantees. Except as permitted by the Minnesota Nonprofit Corporation Act, this Corporation shall not lend any of its assets to any Officer, Director or member or trustee of this Corporation or guarantee to any person the payment of a loan by any Officer, Director or member or trustee of this Corporation. ARTICLE VIII DURATION 8.01 Duration. The period of duration of this Corporation’s corporate existence shall be perpetual. ARTICLE IX DISSOLUTION OF THE CORPORATION 9.01 Dissolution. The Corporation may be dissolved in accordance with the laws of the State of Minnesota. Upon dissolution of the Corporation and after the payment of all liabilities and obligations of this Corporation and all costs and expenses incurred by this Corporation in connection with such dissolution, any remaining property or assets of the Corporation shall be disposed of by transfer to one or more corporations, associations, institutions, trusts, or foundations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1986 and that are exempt from federal income taxes under Section 501(a) of the Internal Revenue Code of 1986, or to the State of Minnesota or any political subdivision or agency thereof for exclusively public purposes, in such proportions as the Board of Directors of the Corporation shall determine. Notwithstanding any provision herein to the contrary, nothing herein shall be construed to affect the disposition of property and assets held by the Corporation upon trust or other condition, or subject to an executory or special limitation, and such property, upon dissolution of the Corporation, shall be transferred in accordance with the trust, condition or limitation imposed with respect to it. Any such assets not so disposed of shall be disposed of by the District Court of the County in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations as said Court shall determine, and which are organized and operated exclusively for charitable, educational, religious, or scientific purposes under Section 501(c)(3) of the Internal Revenue Code of 1986. Page 4 of 4 ARTICLE X AMENDMENT OF ARTICLES OF INCORPORATION 10.01 Amendment. These Articles of Incorporation may be amended from time to time in the manner provided by law. I, the undersigned Incorporator, certify that I am authorized to execute these Articles of Incorporation and I further certify that by signing these Articles of Incorporation, I am subject to the penalties of perjury as set forth in Section 609.48 as if I had signed these Articles of Incorporation under oath. Dated this [INSERT DAY] day of [INSERT MONTH], [INSERT YEAR]. [INSERT NAME], Incorporator BYLAWS OF HOPKINS SCHOOLHOUSE AND HERITAGE CENTER This instrument constitutes the Bylaws of HOPKINS SCHOOLHOUSE AND HERITAGE CENTER (the “Corporation”) for the purpose of regulating and managing the internal affairs of the Corporation. ARTICLE I NAME AND PURPOSE Section 1.1 The name of this Corporation shall be HOPKINS SCHOOLHOUSE AND HERITAGE CENTER. It shall be a nonprofit organization incorporated under the laws of the State of Minnesota. Section 1.2 HOPKINS SCHOOLHOUSE AND HERITAGE CENTER is organized exclusively for charitable, religious, scientific and educational purposes. The purpose of this Corporation is promoting community engagement and leadership by honoring the heritage of Hugo, Forest Lake, and the surrounding area, highlighting historic examples of citizens who made a difference in the community, and offering a place for community members to gather. ARTICLE II CORPORATE SEAL Section 2. The Corporation shall not have a seal. ARTICLE III MEMBERS Section 3. Membership shall consist of the Board of Directors. ARTICLE IV BOARD OF DIRECTORS Section 4.1 General Purposes. The business and affairs of the Corporation shall be managed by or under the direction of a Board of Directors (“Board”). The Board is responsible for overall policy and direction of the Corporation and delegates responsibility of day-to-day operations to the staff and committees. Section 4.2. Number of Directors, Appointment. The Board shall have up to fifteen (15) but not fewer than three (3) voting members, including two voting ex officio directors. Except for the ex officio directors, the members of the Board shall be elected by the Board. The Board receives no compensation other than reasonable expenses. (a)Student Director. One student representative may be elected by the Board. The Student Board member must be a minimum age of sixteen (16) and a student of a surrounding area High School, be in good standing with such High School, and attend at least 75% of the Board meetings. (b)Ex Officio Directors. The President of the Forest Lake Historical Society and an appointed representative of the Hugo Historical Commission shall serve as ex officio voting members of the Board. Section 4.2 Directors shall serve for a term of three (3) years each and shall be so elected that approximately one-third (1/3) of the directors within each group of directors is elected each year. The student term is a one-year term and can be renewed. Directors terms shall expire at the Annual Meeting in Attachment 4 the year in which the term would expire, regardless of when during the year the Director is appointed at the time of their term commencement. Section 4.3 At all meetings of the Board, a simple majority of the directors then in office shall be necessary and sufficient to constitute a quorum for the transaction of business. Section 4.4 Except where otherwise required by law, the Articles of Incorporation or these bylaws, the affirmative vote of a majority of the directors present at a duly held meeting shall be sufficient for any action. Section 4.5 The Board shall have meetings at such places and times as the Board shall establish. The annual meeting of the Board shall be held at such time and place as may be designated by the Board. Any items which shall be placed on the agenda for any particular meeting must be submitted to the President at least five (5) days prior to that meeting. Section 4.6 A director may resign at any time by giving written notice of their resignation to the Corporation. The resignation is effective when received by the Corporation, unless a later date has been specified in the notice. Section 4.7 A director may be removed from office, with or without cause, by the affirmative vote of a majority of directors at a duly held meeting, to be held between five (5) and thirty (30) days from notice of such meeting stating that removal of such director is to be on the agenda for such meeting shall be given to each director. Two-thirds (2/3) of the Directors must be present at the meeting. Section 4.8 In the event of the death, removal or resignation of a director, the Board shall recruit applicants. The Board shall evaluate the applicants and appoint a successor to fill the unexpired term b the affirmative vote of a majority of the directors present at a duly held meeting. Section 4.9 Special meetings of the Board may be called at any time upon request of the President or any two (2) directors, provided that any such request shall specify the purposes for the meeting. The President shall set the date for the special meeting within three (3) working days of making or receiving such a request and shall give not less than five (5) days written notice of the time, place and purpose of such special meeting. Section 4.10 Emergency meetings of the Board may be called at any time by the President or any two (2)directors, provided that any such request shall specify the purpose or purposes for the meeting. The President shall set the place, date and time for the Emergency meeting within 24 hours of verbal or written notice. Section 4.11 The Board may establish committees, such as fundraising, public relations, data collections, grants, having the authority of the Board in the management of the business of the Corporation to the extent determined by the Board. The Board President shall appoint all committee chairs. Section 4.12 Any director may execute a written waiver of notice of any meeting required to be given by statute or by any provision of these Bylaws either before, at or after that meeting, and such waiver when signed and filed as hereinafter provided shall be equivalent to notice. Such waiver shall be filed with the Secretary, who shall enter such waiver upon the minutes or other records of that meeting. Appearance at a meeting by a director shall be deemed a waiver of notice thereof, unless the appearance is solely for the purpose of asserting the illegality of the meeting. Section 4.13 The Board may hold its meetings at such places, whether in this state or in any other state, as a majority of the directors then in office may from time to time appoint. Upon failure to appoint any other place, such meetings shall be held at the registered office of the Corporation. Section 4.14 Whenever under the provisions of these Bylaws notice is required to be given to any director, it shall be construed to require personal notice, but such notice may be given in writing by U.S. mail, facsimile, electronic mail or personal delivery. Section 4.15 Directors shall not be compensated for their duties as directors, except that a director may receive a salary for his or her services as an employee, and directors may be reimbursed for reasonable expenses incurred on behalf of the Corporation. Section 4.16 The directors are authorized to hire and Executive Director if necessary to handle day-to- day responsibilities of the Corporation, including carrying out the organization’s goals and policies and assisting the Board with their duties. The Executive Director will attend all board meetings, report on the progress of the Corporation, answer questions of the Board members and carry out any duties described in the job description. The board can delegate other duties as necessary. Section 4.17. The directors can authorize the Executive Director to hire staff members if necessary to assist the Executive Director with day-to-day responsibilities of the Corporation or to handle special events or projects. ARTICLE V EXECUTIVE BOARD Section 5.1 The Executive Board of the Corporation shall be a President, Vice President, Secretary, Treasurer, and such other officers as the members from time to time elect at a meeting held annually. Such meeting shall be the first meeting of every calendar year. All officers shall serve one (1) year terms and can be reelected for an indefinite number of terms. Section 5.2 The duties of the Executive Board of this Corporation shall be: (1)President. The President shall be the chief executive officer of the Corporation. In the event an Executive Director is not appointed or is unable to fulfill the duties, the President, or their designee, shall be responsible for the day-to-day management of the Corporation. In addition, the President shall perform such other duties as may be determined from time to time by the Board. The President shall preside at all meetings of the members of the Board and Executive board. The President, or their designee, shall be vested with all powers of and perform all the duties of the Treasurer in the Treasurer’s absence or inability to act, but only so long as such absence or inability continues. Any and all inquiries in any way regarding or affecting the Corporation shall be directed to the President. (2)Vice President. The Vice President shall perform such duties as may be determined from time to time by the Board. The Vice President shall be vested with all powers of and perform all the duties of the President in the President’s absence or inability to act, but only so long as such absence or inability continues. The Vice President shall plan meetings and handle the logistics for the same and shall process new Board applications and be responsible for the creation and coordination of all committees. (3)Secretary. The Secretary shall attend all meetings of the Board, maintain the Board membership list, keep the minutes of such meetings, give notices, prepare the Corporation’s official correspondence, publish the Corporation’s materials, maintain the Corporation’s attendance list, prepare any necessary certified copies of corporate records, and perform such other duties as may be determined from time to time by the Board. (4)Treasurer. The Treasurer shall have charge of the corporate treasury and be responsible for keeping monies of the Corporation, disbursing corporate funds as authorized, developing and reviewing fiscal procedures, recommending fundraising goals and keeping all financial records of the organization. The Treasurer shall regularly report to the Corporation as to the status of the Corporation’s funds and shall at a minimum, prepare budget proposals annually, in collaboration with Executive Director, for the approval of all Board members. The Treasurer shall perform such other duties as may be determined from time to time by the Board. Section 5.3 The salaries of all Executive Board members or employees of the Corporation shall be established by the Board. However, no such salary need be established if such service is voluntary. Section 5.4 An Executive Board member may resign at any time by giving written notice to the Corporation. The resignation is effective without acceptance when the notice is given to the Corporation, unless a later effective date is named in the notice. Section 5.5 Any Executive Board member may be removed, with or without cause, by the affirmative vote of a majority of the Board members present at a duly held meeting of the Board for which notice stating such purpose has been given. Two-thirds (2/3) of the Directors must be present at the meeting. Section 5.6 A vacancy in an Executive Board seat because of death, resignation or removal may be filled by a Board member. The vacancy shall be filled for the remainder of the one-year term by a majority vote of the Board. Section 5.7 The President, Vice President, Treasurer and Secretary serve as members of the Executive Board. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Board shall have all the powers and authority of the Board in the intervals between meetings of the Board in emergency situations. The Executive Board shall report any actions to the full Board as soon as reasonably possible, but no later than the next Board meeting. ARTICLE VI STANDARD OF CARE AND DEALING WITH OTHER CORPORATIONS AND ORGANIZATIONS Section 6.1 It is the responsibility of each Board member of this Corporation to discharge his or her duties as a director in good faith, in a manner the person reasonably believes to be in the best interests of this Corporation, and with the care an ordinarily prudent person in a like position would exercise under similar circumstances. Section 6.2 A contract or other transaction between this Corporation and one or more of its Board members, or between this Corporation and an organization in or of which one or more of this Corporation’s Board members are directors, Executive Board members or legal representatives or have a material financial interest, is not void or voidable because the Board members or directors or the other organizations are parties or because the Board members or directors are present at the meeting of the Board or a committee at which the contract or transaction is authorized, approved or ratified, if: (1)The contract or transaction was, and the person asserting the validity of the contract or transaction sustains the burden of establishing that contract or transaction was, fair and reasonable as to the Corporation at the time it was authorized, approved or ratified; or (2)The material facts as to the contract or transaction and as to the Board members’ or directors’ interest are fully disclosed or known to the Board or a committee, and the Board or committee authorizes, approves, or ratifies the contract or transaction in good faith by a majority of the Board or committee, but the interested Board member or directors shall not be counted in determining the presence of a quorum and shall not vote. Section 6.3 For the purposes of Section 6.2: (1)A Board member does not have a material interest in a resolution establishing the compensation of the Board member or establishing the compensation of another Board member as a Board member, Executive Board member, employee or agent of the Corporation, even though the first Board member is also receiving compensation from the Corporation; and (2)A Board member has a material financial interest in each organization in which the Board member, or the spouse, parents, children and spouses of children, brothers and sisters and spouses of brothers and sisters of the Board members, or any combination of them have a material financial interest. ARTICLE VII FINANCE Section 7.1 Any dues, contributions, grants, bequests or gifts made to the Corporation shall be accepted or collected only as authorized by the Board. Section 7.2 All funds of the Corporation shall be deposited to the credit of the Corporation under such conditions and in such banks as shall be designated by the Board. Section 7.3 All contracts, checks and orders for the payment, receipt, or deposit of money, and access to securities of the Corporation shall be as provided by the Board. Section 7.4 The annual budget of grant activity, estimated income, income expense and capital expense shall be approved by the Board. The Board must approve the budget and all expenditures must be within budget. Any major change in the budget must be approved by the Board or the Executive Board. Section 7.5 Title to all property shall be held in the name of the Corporation. Section 7.6 A summary report of the financial operation of the Corporation shall be made by the Treasurer at least annually to the Board. Section 7.7 The fiscal year shall be the calendar year. Section 7.8 All financial records of the Corporation are public information and shall be made available to Board members and the public upon written request to the Treasurer. ARTICLE VIII INDEMNIFICATION To the full extent permitted by the Minnesota Nonprofit Corporation Act, as amended from time to time, or by other provisions of law, each person who was or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, wherever and by whomever brought, including any such proceeding, by or in the right of the Corporation, whether civil, criminal, administrative or investigative, by reason of the fact that he or she is or was a Board member or Executive Board member of the Corporation, or he or she is or was serving at the specific request of the Board of the Corporation as a Board member, Executive Board member, employee, or agent of another corporation, partnership, joint venture, trust or other enterprise, shall be indemnified by the Corporation by the affirmative vote of a majority of the directors present at a duly held meeting of the Board for which notice stating such purpose has been given against expenses, including attorneys’ fees, judgments, fines, and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding; provided, however, that the indemnification with respect to a person who is or was serving as a Board member, Executive Board member, employee or agent of another corporation, partnership, joint venture, trust or other enterprise shall apply only to the extent such person is not identified by such other corporation, partnership, joint venture, trust or other enterprise. The indemnification provided by this Article shall inure to the benefit of the heirs, executors and administrators of such person and shall apply whether or not the claim against such person arises out of matters occurring before the adoption of this provision of the Bylaws. ARTICLE IX AMENDMENT OF BYLAWS The Board may from time to time adopt, amend or repeal all or any of the Bylaws of this Corporation by a two-thirds majority vote of the Board. Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements. Certification These Bylaws were approved at a meeting of the Board by a two-thirds (2/3) majority vote on the [INSERT DAY] day of [INSERT MONTH] [INSERT YEAR]. ____________________________________ [INSERT NAME], SECRETARY Attachment 5 2004 Randolph Avenue, St. Paul, 55105 | stkate.edu November 17, 2022 Liz Cinqueonce Chief Operating Officer MN Community Measurement 3433 Broadway Street NE, Suite 455 Minneapolis, Mn 55413 Dear Liz, Each year, St. Catherine University’s MBA program offers its students an opportunity to take a capstone class, which is a practicum experience where students who are about to graduate work directly with a nonprofit organization on a consulting basis. These consulting projects take various forms and are customized to the client’s needs. The St. Catherine University MBA program is accredited by the Accreditation Council for Business Schools and Programs. Students engaging in the consulting project are skilled professionals with experience in the workforce who have completed rigorous course work in the full range of business administration topics, including management, strategic marketing, economics, accounting, corporate finance, and operations. In July/August of 2023, we will offer a capstone course and seek to confirm a partnership with a Forest Lake Historical Society, which serves as the fiscal sponsor for a project involving Hopkins School House Project. This letter confirms we will have a group of 3-4 MBA students assigned to this project and we are looking forward to working together. Please let me know if there are any other questions or concerns related to this partnership. I can be reached at the contact information below. Thank you for your willingness to work with us. We are excited to move forward with the project. Diane Fittipaldi MBA Program Director dfittipaldi@stkate.edu 612-860-8625 (mobile) Attachment 6 A visually appealing point of interest where visitors can experience what it was like to attend a one-room schoolhouse; learn about the history of the building and its architecture; and hear the stories of the teachers, students, and others who passed through its doors. A new home for the Hugo Historical Commission and the Forest Lake Historical Society, where they can showcase rotating displays that tell the stories of the civic leaders, businesses, and citizens who drove progress to make our community what it is today. A place where area businesses can offer interactive educational displays that highlight cultural aspects that have been significant in shaping the community – connecting the past with the present and challenging visitors to consider their role in shaping the future. A new meeting place where community members can gather and collaborate to build on the work of those who came before us and continue advancing progress in our community. A welcoming place for those taking a break from the trails to rest, recharge, and learn about area history and programs offered by the HSHC. Dear Neighbors, I am reaching out to invite you to join us in an exciting collaboration to create a heritage center for our community. As you may know, the Hopkins Schoolhouse is one of the few remaining historic buildings in the area that offers an opportunity for citizens, and others passing through the area, to connect with the past and the cultural history of the community in a tangible way. The schoolhouse was built to serve children in the Hugo area, and was part of the Forest Lake School District. For the last several months, a group of volunteers has been meeting to develop a proposal to the City of Hugo to restore the Hopkins Schoolhouse and transform it into a heritage center that will benefit the community in several ways. Specifically, the proposed Hopkins Schoolhouse and Heritage Center (HSHC) will provide: While often the preservation of historic sites is pursued because of linkages with famous persons, most communities are built by everyday citizens who are active in their community (be it through public service, business leadership, volunteerism, or other civic engagement). The Hopkins Schoolhouse and Heritage Center offers a place where their stories can be shared, and future generations can be encouraged to follow in their footsteps. The City of Hugo has given the community until the end of the year to demonstrate substantial community support for the project, and we need your help. As current business leaders, we invite you to join us in this effort through pledges of financial or in-kind support. Five levels of corporate sponsorship with corresponding recognition levels are outlined on the attached Hopkins Schoolhouse and Heritage Center Sponsorship Form. To lend your support to this effort, please complete the form and return it to hopkinsschool.heritagecenter@gmail.com by Friday, December 9, 2022. If you have any questions, please reach out to me at 612-309-6382. With gratitude, Justin Brink, Chair Hopkins Schoolhouse and Heritage Center Steering Committee Attachment 7 RECOGNITION LEVELS Please see details of recognition provided for each sponsor level below. 2022-2028 Capital Campaign *Levels 1-5 are differentiated by print size and prominence of placement; with the highest recognition for Level 1 sponsors and the lowest recognition for Level 5 sponsors. Group social media posts recognize multiple sponosors at one time. Pledge Process The Hopkins Schoolhouse and Heritage Center Steering Committee is gathering pledges from area businesses that will be used in conjunction with the proposal to the City of Hugo to demonstrate substantial community support for the project. No payments will be expected until formal approval of the project is granted by the City Council. That decision is anticipated in late 2022 or early 2023. Businesses with an interest in providing in-kind donations of materials or services (e.g., legal, marketing, accounting, construction, HVAC, electrical, plumbing) should contact hopkinsschool.heritagecenter@gmail.com. Fair market value will be used to assess the value of donated materials and in-kind services. Pledges from businesses will be recognized on the Hopkins Schoolhouse and Heritage Center social media sites as they are received. Please see instructions at the bottom of the attached sponsorship form to submit your pledge - and thank you for your support! Attachment 8 SPONSORSHIP FORM Complete the form below to pledge your support for the HSHC. 2022-2028 Capital Campaign Pledge Organizational Information Sponsorship Pledge Amount Pledge Payment Schedule Company Name Primary Contact Website Full Address County E-Mail Date Of Pledge D D M M Y Y Zip Code City / Country $25,000 DiamondPledge Amount Signature:Title: One-time payment in full Annual Installments of Over Years (Max. 5) : : : : : : : $5,000 Gold $1,000 Bronze $10,000 Platinum $2,500 Silver Authorized Signature Other, please specify: Submission Instructions Please return completed pledge form to: hopkinsschool.heritagecenter@gmail.com Or by mail to: Forest Lake Historical Society 107 South Shore Drive Forest Lake, MN 55025 For questions regarding cash and in-kind sponsorship opportunities or recognition levels, please contact: Liz Cinqueonce 651-216-1242 hopkinsschool.heritagecenter@gmail.com The Hopkins Schoolhouse, located off of 170th St N. and Highway 61, was constructed in 1928 and served as an “ungraded Elementary school" until 1962. Students in grades 1- 8 attended Hopkins school until the mid-1940s. From then on, and until the school was closed in the spring of 1962, the school served grades 1-6 . In 1965 the property was purchased for $3,500 by Oneka Township from the Forest Lake School District. The structure was used by Oneka Township as their Town Hall until 1972, when Oneka Township was incorporated into the Village of Hugo; forming the City of Hugo. It was then that the City acquired the building. The building was briefly used as a youth center and a meeting place for Hugo Boy Scouts. However, the building has remained vacant since the early 2000's. Source: A brief history of Hugo's one room schoolhouse. City of Hugo. https://www.ci.hugo.mn.us/hopkins. Accessed 16 Oct. 2022. WHERE HERITAGE AND FUTURE COME TOGETHER The Forest Lake Historical Society is a 501c-3 non-profit. Its mission is to collect, preserve, and disseminate historical knowledge about the Forest Lake area. The Society will serve as the temporary fiscal and operational host for the project as a new non-profit is formed. The Society will then transition to a lead partner role. The Hugo Historical Commission was established by the City of Hugo in 2002, and is the second lead partner on the project. In this capacity, they will initially serve on the Hopkins Schoolhouse and Heritage Center Steering Committee, and later transition to serving on the board of directors for the new organization. Both the Society and Commission, will contribute historical content and artifacts collected and preserved from Hugo, Forest Lake and the surrounding area. They will also lead educational programs that encourage personal and community responsibility for preserving our past, and foster understanding and appreciation of our history. The new Hopkins Schoolhouse and Heritage Center will be the entity responsible for long- term management, preservation, and sustainability of the Hopkins Schoolhouse and programs offered through the Heritage Center. Project LeadershipAbout the Hopkins Schoolhouse Attachment 9 Business sponsors will receive recognition based on their level of sponsorship. These levels will be applied to both cash and in-kind support. Fair market value will be used to assess the value of donated materials and in- kind services. Sponsor levels are shown below. Please see registration form for details on recognition packages. $25,000 Diamond $10,000 Platinum $5,000 Gold $2,500 Silver $1,000 Bronze Individual donors will receive recognition on the Hopkins Schoolhouse and Heritage Center website, in the annual report, and on signage in the Heritage Center. Donate online by using the QR Code below. $5,000 Founder $2,000 Benefactor $1,000 Promoter $500 Advocate $100 Partner $1-$99 Friend Learn more: www.hopkinsschoolhouse.org Preparing the application to list the schoolhouse on the National Register of Historic Places Engaging with public and private granting agencies and preparing applications. Reaching out to area businesses and individuals for pledges, donations, and in-kind support. The Hopkins Schoolhouse and Heritage Center Capital Campaign goal is to raise $1 million over a six-year period to restore and preserve the schoolhouse and establish the heritage center. Several activities are underway that will help to make this goal achievable, including: The goal may be reduced, depending on the in-kind support offered by area businesses and volunteers. A point of interest where visitors can experience what it was like to attend a one-room schoolhouse; learn about the schoolhouse history and architecture; and hear the stories of the teachers, students, and others who passed through its doors. A new home for the Hugo Historical Commission and the Forest Lake Historical Society, where they can showcase rotating displays that tell the stories of the civic leaders, businesses, and citizens who drove progress to make our community what it is today. A place where area businesses can offer interactive educational displays that highlight cultural aspects that have been significant in shaping the community – connecting the past with the present and challenging visitors to consider their role in shaping the future. A new meeting place where community members can gather and collaborate to build on the work of those who came before us and continue advancing progress in our community. A welcoming place for those taking a break from the trails to rest, recharge, and learn about history and programs offered by the HSHC. "Never doubt that a small group of thoughtful, committed citizens can change the world. Indeed, it is the only thing that ever has." --Margaret Mead The Hopkins Schoolhouse and Heritage Center mission is to engage community members in experiencing history and sharing stories of the people who made our community what it is today -- and to inspire current and future citizens to build on their legacy. Our Vision Our Mission Our Goal Your Invitation 1 Oneka Commons Sketch Plan 2023 CITY OF HUGO COMMUNITY DEVELOPMENT DEPARTMENT Planning and Zoning Application Staff Report TO: Bryan Bear, City Administrator FROM: Rachel Juba, Community Development Director SUBJECT: Peter Stalland - Oneka Commons Sketch Plan DATE: February 1, 2023, for the City Council meeting of February 6, 2023 REVIEW DEADLINE: Review Deadline Waived by Applicant 1.BACKGROUND AND COMMISSIONS UPDATE: The Planning Commission and EDA reviewed a different sketch plan from the applicant in October 2022. The Commission’s did not like the idea of changing the land use to allow the apartment in the location proposed. The stated that it is proposed to be a key intersection in the City and highly visible and best fit commercial uses. They encouraged the applicant to find a better place on the property, behind the commercial areas for an apartment use, and come back with a revised sketch plan. The applicant has taken the feedback from the Planning Commission and the EDA and is proposing a new sketch plan for review. At its January 12, 2023, meeting the Planning Commission reviewed the new concept plan and provided comments to the applicant. The developer wanted to clarify that he has a purchase agreement on all of the property shown and will be working on developing the commercial uses and apartments in the development. He emphasized that the entire development would have a property owners association with covenants requiring a specific cohesive architectural design and quality materials. Although he stated that apartments would likely be first, he hopes that the commercial uses happen at the same time or soon after. He stated that the plaza area between the buildings was incorporated to help reduce the massing of the building. The Commission appreciated the changes that were made to the sketch plan. A commissioner asked about moving the roundabout to the south to ensure there is not conflict with the intersection as it meets CSAH 8/ Frenchman Road. The applicant stated that he is open to moving the location if it is feasible. He also stated he will be asking the City for a financial contribution for the construction. Staff has not seen a proposed request at this time. It is not is the City CIP. I.2 2 Oneka Commons Sketch Plan 2023 The Commission talked about reducing the massing of apartment building as it relates to the residential properties to the south. The Commission stated that the plaza between the buildings is very important and would like that area to be more significant. They stated depending on how that is designed and opened up, it could help reduce the massing of the building. The Commission discussed that the phasing plan for the development will be important to understand what improvements would need to be installed and timing of the improvements. The Commission agreed that the sketch plan is on the right track, but understood there are a lot of details to work out for a development of this type. 2. DESCRIPTION OF REQUEST: The properties are generally located in the area south of Frenchman Road/CSAH 8 and west of TH 61. The property owner, Marvin LaValle, as signed a contact with the applicant, Peter Stalland to develop the property. The applicant revised the sketch plan from the comments received from the EDA and Planning Commission. The applicant is requesting review and comments on a sketch plan for development of the properties with residential and commercial uses. These are informal nonbinding comments to the applicant on the plan. 3. CONCEPT PLAN: Current Zoning The property is zoned Central Business (C-1), with a very small portion zoned General Business (C-2) to the west. The purpose of the central business zoning district (C-1) is to provide for the establishment of a downtown which is a blend of cultural, recreational, civic, entertainment, retail sales, and office uses. Businesses requiring exterior storage for processing, retail sales, or wholesale activities are not permitted in this district. Current Land Use The property is guided Mixed-Use the 2040 Land Use Plan, with a very small portion to the west guided Commercial (COM). Mixed-Use (MIX) The Mixed-Use designation provides opportunities for multiple compatible uses on a single site. These uses can include residential, commercial, office, retail, and public/quasi-public uses. The MIX land use designation allows residential development at a minimum density of 10 units per net acre and maximum density of 60 units per net acre. 3 Oneka Commons Sketch Plan 2023 General Layout The applicant is showing development of parcels of land approximately 23 acres into a mixed use development with residential and commercial uses. The uses proposed are apartments various commercial business. In discussions with the applicant the proposed apartments, would be the first phase. The total number of number of units for the proposed apartments is 150. The apartments are located on approximately 7 acres with a density of 25 units per acre. The plan shows accesses into the site from Frenchman Road/CSAH 8. The applicant has not clarified if they will be applying for a Planned Unit Development (PUD), but it is likely. PUDs offer flexibility to develop a site through the relaxation of most normal zoning district standards. The use of PUD zoning can allow for a greater variety of uses, internal transfers of density, construction phasing and a potential for lower development costs. In exchange for this flexibility, the City has the expectation that the development plan will result in a significantly higher quality and more sensitive proposal than would have been the case with the use of other, more standard zoning districts. PUD approval may be granted if the applicant can demonstrate compliance with the following criteria: 1. The establishment of PUD zoning districts in appropriate settings and situations, to create or maintain a development pattern that complies with the City's comprehensive plan. 2. The mixing of land uses within a development when such mixing of land uses could not otherwise be accomplished. 3. Variations to the strict application of the land use regulations in this chapter in order to improve site design and operation, while at the same time incorporating design elements (e.g., construction materials, landscaping, lighting, open space, etc.) that exceed the City's standards to offset the effect of any variations. 4. A more creative and efficient approach to land use within the city, while at the same time protecting and promoting the health, safety, comfort, aesthetics, economic viability, and general welfare of the City. 5. Preservation and enhancement of natural features and open spaces, including but not limited to the width expansion of greenway corridors, conservation of wooded areas, development of buffer areas, reduction of impervious surface, and utilization of joint facilities and utilities. 6. Maintenance or improvement for the efficiency of public streets and utilities. 7. Establishment of appropriate transitions between differing land uses. Compliance with City Code, Comprehensive Plan, and Downtown Design Guidelines The areas that are guided mixed-use are within the boundaries of the downtown plan and are subject to the downtown design guidelines. The areas that are guided mixed-use are in highly visible areas of the City and, consequently, development in these areas will be expected to provide a higher level of site design and architectural design than other areas of the City. Typically, mixed-use development includes a combination of retail, office, cultural, or entertainment uses with the ability to integrate higher density residential uses as part of an overall master planned development. 4 Oneka Commons Sketch Plan 2023 Downtown Design Guidelines should be met by the development. The intent of the guidelines is to provide a baseline for quality in order to revitalize and expand the downtown business district. The downtown plan shows a mixed-use development blending commercial/office and multi- family housing uses in a master plan development. Some of the guidelines for downtown Hugo include: • Blending of commercial and residential development as a master planned mixed-use development. • Creating a sense of arrival in downtown by placement of gateway elements. • Enhancement of the public realm to maintain a pedestrian-oriented downtown. • High quality architecture, with specific emphases on French architectural elements, traditional downtown design and/or relating to existing buildings in the downtown. The proposed sketch plan vision for a mixed-use development that blends the uses together. There is an effort to integrate the residential uses together with common spaces and amenities, such as walking loops, gazebo, and gathering areas. The main entrances and focal point at the southwest corner of Highway 61 and Frenchman Road/CSAH 8 starts to form gateway elements with landscaping, building architectural features, and art. The plan shows pedestrian oriented elements with access to public features, such as Hardwood Creek Regional Trail. Architecture and Building Orientation The applicant has indicated that the design of the buildings in this area would be consistent with the downtown design guidelines. They have stated the architectural theme would be required for all buildings in the proposed sketch plan. The applicant did not provide a narrative on how the buildings would meet the design guidelines or what materials would be use on the buildings. Although it seems the buildings will be designed to be cohesive, the developer shall provide a design palette, including elevations, colors, and materials for the buildings, to ensure they are compatible and meet the guidelines. Commercial Buildings All commercial buildings are required to meet the Commercial and Industrial Design Guidelines and if the downtown area, the Downtown Design Guidelines. The applicant has shown a general building rendering examples for the commercial uses. All of the buildings within the project shall have four sided architecture, with equal treatment and visual qualities, and shall meet the requirements of the guidelines. The buildings seem to relate mostly to the traditional main street or Prairie style architecture encouraged in the downtown design guidelines. Prairie style architecture includes, hipped roofs, low and spreading with deep overhangs and eaves. With modifications to the elevations and using quality materials, it seems like the buildings could meet the intent of the design guidelines. The commercial buildings are oriented towards the streets as encouraged in the design guidelines. The commercial areas have pedestrian gathering spaces with connections to Hardwood Creek Regional Trail. 5 Oneka Commons Sketch Plan 2023 Multi-Family Residential/Apartments The applicant has provided building renderings for the two-story/three-story apartment building. All of the buildings within the project shall have four sided architecture, with equal treatment and visual qualities, and shall meet the requirements of the Multifamily Design Guidelines. The building rendering shows the building design with horizontal and vertical projections. Although the applicant did not provide information on the building material, it looks like there would be varying materials and colors. The guidelines encourage using a mix of materials and the ordinance states that the exterior of three-story structures shall have a high percent of brick, stone, or comparable material. With modifications to the elevations and using quality materials, it seems like the buildings could meet the intent of the design guidelines. The apartment includes underground parking. The building orientation has a large wall massing towards the residential development to the south. From the renderings it looks like in that area the first floor would be parking, making it a three/four story building on the south side. The applicant should work on reducing the large massing on that side. From the site plan it looks like there is a breezeway/plaza between two buildings. It would help to have truly two buildings with open space between to break up the long walls. The applicant is showing the access to the underground parking on the south side of the buildings and is likely to impact the residential development with noise and lights from the vehicles. Staff recommends the access to the underground parking be further evaluated for a new location. Parks/Trails Because of the residential density proposed and proximity to future businesses special attention should be paid to the trails and sidewalks for both recreation and transportation purposes. Additionally, the development is adjacent to the Hardwood Creek Regional Trail, which connects many of Hugo’s trails and parks. According to the Parks, Trails and Open Space Plan trails and sidewalks are to be built with new developments that connect the community and ensure safe access to parks, downtown, and other important areas in the City. The developer is proposing meandering trails connecting to the Hardwood Creek Regional Trail along the ditch. This would provide a scenic and desirable recreational amenity. There are other connections to the trail proposed in the development. There is a trail on the west side of Fenway Avenue North in the Oneka Estates neighborhood to the south. According to the Existing and Proposed Trails Map, this trail is planned to be extended to Frenchman Avenue with the extension of the roadway. This needs to be included in the development plans. Additionally, the planned trail on the south side of Frenchman Avenue needs to be included in the development plans. Sidewalks have been constructed along both sides of Victor Path, which should continue as it goes west of the roundabout. Park dedication is required for all residential development. The land dedication requirement percentage goes up as the residential density goes up. In lieu of land dedication, the Parks Commission could recommend the fee of $3,400 be paid per unit. The developer has a proposed park shown on the plan. The park does not show any amenities such as playground equipment. 6 Oneka Commons Sketch Plan 2023 The area where the park is located does not look like there is much usable space. The land dedication shall be usable land for the Parks Commission to give credit for park dedication. The park system and dedication proposal should be further evaluated by staff and the Parks Commission for the needs in the area. Landscaping and Screening The plan shows placement of some existing trees, particularly along the ditch to the south, and some new landscaping within the gathering spaces and along the streets. The plan shows landscaping within the roundabout and around the monument sign at the main entrance creating a feel that you’re entering the development. The ditch to the south has several mature trees along the edges. Ditches get maintained periodically which includes removal trees. The applicant should install additional landscaping along the south side of the property to provide screening/buffers, in case the trees are removed with ditch maintenance. Streets and Access Generally the proposed access locations and street locations meet the intent of the Comprehensive Plan. The applicant is showing a right-in/right-out access to Frenchman Road/CSAH 8 that is not on Washington County’s corridor plan and would need to be approved by the County. Washington County plans show future traffic signals at the prosed access points along Frenchman Road/CSAH 8 at Fenway Boulevard and Oneka Parkway. Developer contributions to the cost of the traffic signal will be considered with the development of the property. There is a roundabout show on the plans for access to the property. Generally staff is comfortable with the roundabout, however the location may need to be moved further to the south to provide proper separation from the full access on CSAH 8. Additionally, the plans show a proposed gas station entrance that is close to the CSAH 8 access. The access location could cause impacts to the future signal location and roundabout. The access should be relocated to Victor Path. The development of this property result in in the construction of a portion of Victor Path (frontage road) and Fenway Boulevard. This would require connecting to Fenway Boulevard to the south to the Bald Eagle Industrial Park and easements acquisitions will be required. Although a phasing plans has not been provided, the developer has indicted that the apartments would be the first phase of the development. The applicant has indicated that the access to the apartments would be constructed. The roundabout should be constructed with the first phase of the development. The parking for the apartments and the amenities should be constructed with the first phase. It’s unclear in the plan how and when the other streets would be constructed. A traffic study will likely be required for the development to determine the road phasing and required traffic improvements. 7 Oneka Commons Sketch Plan 2023 Stormwater Management/Water Reuse The plan is not showing how stormwater management would be handled. The applicant has indicated that regional stormwater management for the site, instead of individual stormwater management for each site as it develops. This will allow for efficient use of property and is encouraged for the properties. Staff has not evaluated if the stormwater management, but is supportive of regional stormwater management. Conditions for stormwater reuse for the site is ideal and should be incorporated into the development. Stormwater reuse can aid in meeting the stormwater management requirements for the development. The applicant has not indicated if stormwater reuse would be incorporated into the development. Utilities Sewer and water is available to the site in several locations. The applicant should work with the City Engineer on the connection locations and watermain loops. 4. CONCLUSION/ RECOMMENDATIONS: Generally the sketch plan is on the right track for creating a mixed-use development that meets the general guidelines for development in the downtown area. There are several details and expectations to work out with the applicant as the project moves forward. The development phasing will be very important with the project. Staff recommends the City Council provide unbinding informal comments to the applicant on the proposed sketch plan, including the following: 1. General layout 2. Phasing of development 3. Building architecture and orientation 4. Streets and access ATTACHMENTS: 1. Location Map 2. Engineer’s Memo 3. Letter from Washington County 4. Letter from MnDOT 5. Applicants Narrative 6. Applicants Updated Sketch Plan and Building Elevations 7. Applicants OLD Sketch Plan 8. Downtown Plan and Design Guidelines Forest Boulevard NorthFrench m an R oad 140th Street North 145th Street North Finale Avenue North141st Street North Flay Avenue N orth 146th Street North Fenway Avenue NorthFerrara Avenue North142nd Street North Fenway Boulevard NorthFondant Avenue North141st Circle NorthFlay Avenue NorthFinale Avenue NorthOneka C ommons Sketch Plan Location Map Hugo, MN Parcel Boundary selection Roads Hugo Border Parcel Boundary ¯Document Path: S:\Mapping\Site Maps\2023 Site Maps\Oneka Commons Sketch Plan.mxdSite S:\Users\R_Juba\DEVELOPMENT PROJECTS\Oneka Commons\Sketch Plan 2022\Engineer Memo\Engineers Memo Oneka Commons Sketch Plan Review 01.06.23.docx 178 E 9TH STREET | SUITE 200 | SAINT PAUL, MN | 55101 | 651.286.8450 | WSBENG.COM January 5, 2023 Ms. Rachel Juba Community Development Director City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 Re: Oneka Commons Concept Plan Review WSB Project No. 021674-000 Dear Ms. Juba: We have reviewed the concept plan submittal for the Oneka Commons located west of Highway 61, east of Everton Avenue and south of Frenchman Road. In particular, we have reviewed the following plans related to this particular request: • Concept Sketch Plan submitted by Knut Development for a multi-family residential site southwest of Frenchman Road at 145th Street prepared by G-Cubed, Inc. and dated 11/08/22. Based on the review of these documents, we offer the following comments related to this concept plan: Grading, Phasing, Street, and Utility Plans 1. Both MCES and City of Hugo has sanitary sewer adjacent to the site. Project phasing will help determine the best means to service the site. The City of Hugo can provide the applicant with the utility base map and appropriate as-builts for all adjacent sanitary sewer and watermain. 2. There are multiple watermain stubs provided to the property. These are located at Victor Path, Oneka Parkway, Fenway Avenue, and along Frenchman Road. 12” watermain will be required to be extended from the end of the existing 12” watermain within Victor Path, east to the existing 12” stubs located within Oneka Parkway, and continue east, making connection to the existing 12” watermain stub located within Fenway Avenue and sub along the south side of Frenchman Road. 3. The overall roadway configuration is consistent with the comprehensive plan and vision for this area. 4. Groundwater Separation: 4-feet of separation is required from the bottom of structures to groundwater elevation. Soil borings or piezometer readings will be required to determine groundwater elevations. 5. Lowest openings of structures must be 3-feet above the Atlas 14 100-year HWL for all waterbodies and BMP’s and 1-foot above any EOF. Ms. Rachel Juba January 5, 2023 Page 2 6. Erosion Control will be required to meet requirements for the NPDES stormwater permit and SWPPP requirements. Stormwater Management 7. Volume Control: Stormwater BMPs must be provided to meet a volume of 1.1 inches from new and reconstructed impervious surfaces. Infiltration BMPs and water reuse will receive full credit. Other BMPs such as filtration must incorporate a TP removal factor found in Table C1 of Rule C of the RCWD rules. Water reuse is the preferred BMP for residential developments. 8. Water quality requirement will be considered met if volume control is met. At a minimum, 85% of the impervious onsite is required to be treated. 9. Rate Control: Proposed discharge rates must be less than existing rates for the 2, and 10- year Atlas 14 rainfall event. Proposed 100-year Atlas 14 discharge rates be reduced to 0.1 cfs/acre for the site. 10. Two filtration basin locations were shown on the concept plan however overall sizing of the stormwater management needs has yet to be reviewed. Once appropriate submittals are provided as part of the preliminary plat process, staff will review for compliance with requirements. 11. Conditions for stormwater reuse for the site is ideal and should be incorporated into the project if feasible to meet volume reduction requirements. Stormwater reuse can be used to aid in meeting stormwater management requirements for the site. 12. An update on the proposed CLOMR/LOMR in the area should be provided as information on the LOMR has not been reviewed since June 2022. Approval from the MnDNR/FEMA of any modifications to the floodway/floodplain will be required. Typically, no habitable structures are allowed to develop in the floodway. 13. RCWD rules prohibit fill within the floodway. City Ordinance states no structure will be allowed in the floodway that will increase the base flood elevation or cause an increase in flood damages in adjacent reaches. 14. Fill within the floodplain requires compensatory storage per RCWD Rule E. 15. Proposed modifications to the public drainage system (Judicial Ditch 3) will require additional permitting with RCWD. A RCWD Rule I permit will be required for any proposed crossings of Judicial Ditch 3, and a RCWD Rule G permit will be required for any proposed crossings on regional conveyance systems (excluding public drainage systems). Rule G and Rule I permits are administered through RCWD rather than the City. Wetland 16. Approved wetland boundaries are shown correctly on the sketch plan. 17. The plan does show direct (fill) impacts to a portion of the wetlands, so this would require a replacement plan and most likely qualify for sequencing flexibility. However, these are sloped wetlands, so the developer would need to think about how to provide hydrology (from stormwater) so as not to result in drainage which would be an impact. Ms. Rachel Juba January 5, 2023 Page 3 18. Wetlands on this site may be ACOE jurisdictional and should be a consideration moving forward. A preapplication meeting would be beneficial. 19. A full understanding of the existing drain tile system will be helpful to as phasing of construction occurs as not to damage or remove portions of the system that are integral. Thank you for the opportunity to provide comments on this project. Additional comments may be necessary following the review of the responses to these. If you have any questions, please do not hesitate to contact me at 651-286-8463. Sincerely, WSB Nick Guilliams, PE Project Manager cc: Scott Anderson, Public Works Director (email only) Liz Finnegan, Senior Engineering Technician (email only) PUBLIC WORKS Wayne Sandberg, P.E., Director, County Engineer Frank D. Ticknor, P.E., Deputy Director January 5, 2022 Rachel Juba Community Development Director City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 Comments on Oneka Commons Concept Site Plan Dear Rachel, Thank you for the opportunity to review and provide comments on the application for the concept site plan for the property located at the intersection of County State Aid Highway 8 and Trunk Highway 61. Our development review team has reviewed the plan and offers the following comments. The site plan proposes a mixture of commercial and residential apartment buildings, and proposes a new right-in/right-out access point located approximately 550 feet west of the intersection of CSAH 8 and TH 61. CSAH 8 is currently classified as an “A-Minor Connector” roadway. The Washington County 2040 Comprehensive Plan contains access criteria for county roads related to spacing, sight lines, and availability of local road connections. The County would not allow any new access onto CSAH 8 between TH 61 and the existing median opening. New access onto CSAH 8 at the existing median opening would be allowed but will require a County Access Permit that would require some minor signing/striping work. The City should be aware that a traffic signal may be required in the future, which would include city cost share proportional to the number of legs of the intersection which are owned by the City. It may be beneficial for the city to require a traffic study as a condition of development, in order to determine if traffic signal warrants might reasonably be expected to be met. The site drawings indicate a roundabout on the northwest of the plan that is located approximately 300 feet from the access to CSAH 8. Additionally, the drawing indicates a proposed gas station entrance that is located approximately 120 feet from the CSAH 8 access. While access to the city street is a City decision, the County is concerned regarding the proximity to CSAH 8. The access location could cause impacts to the future signal and the proposed roundabout. The City should look to provide access to the gas station solely off of Victor Path, the frontage road that is planned south of CSAH 8. We also recommend that the City or developer provide a traffic study that provides information on potential queue lengths at the roundabout and for the northbound approach to CSAH 8. The County prefers a trail on the south side of CSAH 8 as opposed to the sidewalk the plans show. Washington County recommends that the proposed facility along CSAH 8 should be built 10 feet in width with a minimum boulevard between the trail and the roadway curb of 10 feet, matching the existing trail on the north side of CSAH 8. A great place to live, work and play…today and tomorrow Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006 P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246 www.co.washington.mn.us Washington County is an equal opportunity organization and employer The Washington County Regional Rail Authority (WCRRA) manages the right-of-way for the Hardwood Creek Regional Trail, which is approximately 100 feet in width. The WCRRA manages the corridor to preserve former and current railroad right-of-way for continued and future transportation use. The WCRRA accomplishes this by limiting or not allowing for encroachment and development in the right-of- way. The WCRRA has the goal to permit interim recreational trails and the County would like to thank the applicant for proposing internal trails connecting to Hardwood Creek Regional Trail through the site. These connections allow pedestrians to conveniently access the trail and connect to amenities throughout the trail. However, while the WCRRA welcomes the trail connections, the landscaping and patio shown within the WCRRA right-of-way are more permanent encroachments that the WCRRA would not allow. All encroachments to the WCRRA right-of-way would need to go through a permit process at a fee of $1.50 per square foot paid annually. Thank you again for the opportunity to provide comments on the concept site plan. We look forward to continuing to work with the City of Hugo to ensure that this project is well-served by the transportation network for all users. If you have any questions, please contact me at 651-430-4307 or daniel.elder@co.washington.mn.us. Sincerely, Daniel Elder Planner II c: Wayne Sandberg, Public Works Director/County Engineer Frank Ticknor, Deputy Director Public Works Lyssa Leitner, Public Works Planning Director Joe Gustafson, Traffic Engineer Kevin Peterson, Design Engineer Mitch Bartelt, Assistant Traffic Engineer Metropolitan District Waters Edge Building 1500 County Road B2 West Roseville, MN 55113 MnDOT Metropolitan District, Waters Edge Building, 1500 County Road B2 West, Roseville, MN 55113 Page 1 of 4 January 9, 2023 Rachel Juba Community Development Director City of Hugo 14669 Fitzgerald Ave. N. Hugo, MN 55038 SUBJECT: MnDOT Review #S22-048 (revised) Oneka Commons SW Quad US 61 & Frenchman Road Hugo, Washington County Dear Ms. Juba: Thank you for the opportunity to review the site plans for Oneka Commons. MnDOT has reviewed the documents and has the following comments: Noise: MnDOT's policy is to assist local governments in promoting compatibility between land use and highways. Residential uses located adjacent to highways often result in complaints about traffic noise. Traffic noise from this highway could exceed noise standards established by the Minnesota Pollution Control Agency (MPCA), the U.S. Department of Housing and Urban Development, and the U.S. Department of Transportation. Minnesota Rule 7030.0030 states that municipalities having the authority to regulate land use shall take all reasonable measures to prevent the establishment of land use activities, listed in the MPCA's Noise Area Classification (NAC), anywhere that the establishment of the land use would result in immediate violations of established State noise standards. MnDOT policy regarding development adjacent to existing highways prohibits the expenditure of highway funds for noise mitigation measures in such developed areas. The project proposer is required to assess the existing noise situation and take the action deemed necessary to minimize the impact to the proposed development from any highway noise. If you have any questions regarding MnDOT's noise policy please contact Natalie Ries in Metro District’s Noise and Air Quality Unit at Natalie.Ries@state.mn.us or 651-234-7681. Right-of-Way (ROW): The plans show trees planted in MnDOT right-of-way (ROW). This will not be permitted. Questions regarding this comment should be addressed to Michael Lynch, MnDOT Right of Way, Mike.Lynch@state.mn.us. or telephone: 651-234-7558. MnDOT Metropolitan District, Waters Edge Building, 1500 County Road B2 West, Roseville, MN 55113 Page 2 of 4 Development Access: MnDOT strongly recommends that a Traffic Impact Study (TIS) be completed for this development and that these results be shared with MnDOT. MnDOT Guidelines for TIS’s is located at Resources - Access Management - MnDOT (state.mn.us) , Chapter 5. According to the Institute of Traffic Engineers (ITE) Trip Generation Manual, 11th Edition, this development could produce approximately 7,600 new trips per day. If a development produces more than 2,500 new trips per day, or more than 250 new trips per peak hour then MnDOT Access Management Guide recommends that the City require a TIS. MnDOT is concerned about the impacts of this substantial increase in traffic to US 61 & Frenchman and also US 61 & Egg Lake Road. Additionally, there will be impacts to the signals at US 61 and Frenchman. The high volume of traffic entering and exiting the site will have impacts to the signal conduits, loop detectors and hand holes on the west leg of the intersection. There will need to be modifications to the fiber, the Flashing Yellow Arrow (FYA) operations, and the Pan Tilt Zoom (PTZ) cameras at the intersection. The City may also want a crossing on the south side of Frenchman. Currently the signal is a split phase operations-which will need to be removed if a second pedestrian crossing is added. Further details concerning signal design can be found on the attached .pdf entitled “Signal Design Comments”. Questions regarding these comments should be addressed to Kaare Festvog, MnDOT Traffic, 651- 234-7814 or kaare.festvog@state.mn.us. Pedestrian/Bicycles: Please ensure that all the sidewalks and trails on the site allow for a minimum pedestrian access route of 4 ft and that all pedestrian ramps meet American with Disabilities Act (ADA) standards. MnDOT also recommends that the sidewalk along the north side of the property remain level, with the driveway from Frenchman Rd sloping up to meet it. A number of destinations exist on the east side of US 61, such as the St John the Baptist church directly northeast. Hugo’s comprehensive plan also depicts a potential trail along the western shore of Egg Lake. Thus the pedestrian crossings at US 61 and Frenchman are important and may see increasing volumes in future years. Please consider coordinating with MnDOT and Hugo to ensure crosswalk striping is current. Ideally any future project would also involve the realignment of the crossing at Frenchman to make the pedestrian route straighter and safer to follow. Currently the trail and ramp at the SW corner does not align with the crossing. Please direct questions regarding these comments to John Zehnder of MnDOT Multimodal 651- 775-0405 or john.zehnder@state.mn.us. Maintenance: MnDOT has concerns about the area available for snow storage in the winter, as well as the drainage of the melt-off. There is only one small pond shown and the development results in a lot of new impervious surface. Additionally, the new trees and other plantings along the US 61 shoulder are so close to the roadway that snow thrown from the plows will cover and most likely damage or kill any vegetation so close to the roadway. MnDOT Metropolitan District, Waters Edge Building, 1500 County Road B2 West, Roseville, MN 55113 Page 3 of 4 For questions about MnDOT Maintenance policies, please contact Michael Kowski, MnDOT Maintenance at michael.p.kowski@state.mn.us or telephone: 651-234-7924. Water Resources: A MnDOT drainage permit will be required to ensure that current drainage rates to MnDOT right- of-way will not be increased. The actual HydroCAD models will need to be provided for review, not just project summaries. The drainage permit application, including the information below, should be submitted online to: https://dotapp7.dot.state.mn.us/OLPA/ The following information must be submitted with the drainage permit application: 1) A grading plan showing existing and proposed contours. 2) Drainage area maps for the proposed project showing existing and proposed drainage areas. Any off-site areas that drain to the project area should also be included in the drainage area maps. The direction of flow for each drainage area must be indicated by arrows. 3) Drainage computations for pre and post construction conditions during the 2, 10, 50 and 100 year rain events. 4) Time of concentration calculations. 4) An electronic copy of any computer modeling used for the drainage computations. 5) See also the attached Drainage Permits Checklist for more information. Once a drainage permit application is submitted, a thorough review will be completed and additional information may be requested. Please direct questions concerning drainage issues to Jason Swenson (651-234-7539) or Jason.Swenson@state.mn.us of MnDOT’s Water Resources section. Permits: In addition to the Drainage permit mentioned above, a Miscellaneous work permit is required for the water connection with the MN 95 ROW. Additionally, any other use of, or work within or affecting, MnDOT right of way will require a permit. Permits can be applied for at this site: https://olpa.dot.state.mn.us/OLPA/. Please upload a copy of this letter when applying for any permits. Please direct questions regarding permit requirements to Buck Craig of MnDOT’s Metro Permits Section at 651-775-0405 or Buck.Craig@state.mn.us. Review Submittal Options MnDOT’s goal is to complete reviews within 30 calendar days. Review materials received electronically can be processed more rapidly. Do not submit files via a cloud service or SharePoint link. In order of preference, review materials may be submitted as: MnDOT Metropolitan District, Waters Edge Building, 1500 County Road B2 West, Roseville, MN 55113 Page 4 of 4 1. Email documents and plans in PDF format to metrodevreviews.dot@state.mn.us. Attachments may not exceed 20 megabytes per email. Documents can be zipped as well. If multiple emails are necessary, number each message. 2. PDF file(s) uploaded to MnDOT’s external shared internet workspace site at: https://mft.dot.state.mn.usmetrodevreviews.dot@state.mn.us. Contact MnDOT Planning development review staff at for uploading instructions, and send an email listing the file name(s) after the document(s) has/have been uploaded. If you have any questions concerning this review, please contact me at (651) 234-7797. Sincerely, Cameron Muhic Senior Planner Copy sent via E-Mail: Buck Craig, Permits Lance Schowalter, Design Jason Swenson, Water Resources Michael Lynch, Right-of-Way Kaare Festvog, Traffic Kim Zlimen, Transit Adam Josephson, Area Manager Ryan Coddington, Area Engineer Natalie Ries, Noise Michael Kowski, Maintenance John Zehnder, Multimodal Jed Hanson, Metropolitan Council Bethany Brandt-Sargent, Metropolitan Council ENGINEERING SURVEYING PLANNING 14070 Highway 52 Southeast, Chatfield, Minnesota 55923 Phone 507-867-1666  Fax 507-867-1665  www.ggg.to December 28, 2022 City of Hugo Attn: Rachel Juba, City Planner 14669 Fitzgerald Ave. North Hugo, MN 55038 RE: Knut Development LLC - Sketch Plan Dear Ms. Juba, You requested a narrative of the project/sketch plan for the LaValle property. Following your formatted request: Specific Vision for the overall plan: In concert with prior planning and studies by the City of Hugo, provide a development which provides commercial and residential development opportunities. The anchor project being a multistory apartment building with understory parking in the area depicted for mix use applications. Commercial uses are anticipated to include a gas station/convenience store, restaurants and retail commercial. Buildings would be a combination of stand-alone structures and multi-tenant buildings. Proposed Land Use Changes and Proposed Uses: The plan as depicted closely matches the City’s 2040 Comp Plan. The current zoning does not match the Comp Plan so rezoning applications will need to be processed. These can be applied for as the project proceeds and internal street alignments are confirmed to be acceptable by the different departments which review the plans. For instance, all land east of the main access off Frenchman Road would meet the mixed use and land west of the access would meet the commercial use as defined by the City Zoning and Comp Plan. Phasing Plan: Phase one would include the main access off Frenchman Road and the streets, whether public or private, to access the apartment building and parking lot. The entire mixed use area east of the roundabout would likely be graded but not fully surfaced until commercial buildings in the mixed use are realized. The area of the gas station/convenience store would also be graded as that project would likely be one of the first commercial sites developed. Infrastructure - Sanitary sewer, watermain connections and storm sewer piping would be designed to serve the apartment building as well as the entire commercial depicted in the mixed use area and the gas station. Depending on interest in the commercial lots, that infrastructure may be deferred to a later installation date provided the surfacing required for the streets/parking would not be disturbed. Roads - The access off Frenchman Road would be constructed towards the round-about and to the apartment building. The actual surfacing of the round-about could be phased to make the G-Cubed Inc., 14070 Highway 52 Southeast, Chatfield, Minnesota 55923 Phone 507-867-1666  Fax 507-867-1665  www.ggg.to first phase of construction more affordable as the function of the round-about would not be required until there is more traffic than just the apartments and a couple of commercial tenants. The overall traffic plan will require additional discussion with reviewing agencies and to determine the timing of the signalization of the intersection with Frenchman Road. Stormwater Management - Initial stormwater management planning provides for a component of the water quality volume to be provided in greenspace area in the mixed use area with piping of larger storm events to be directed to the west where a regional pond can be constructed which will serve as much of the development as is determined feasible. Parkland: The parkland area depicted ties the pathway along Highway 61 into the development where a pathway could be run paralleling the Met Council sanitary sewer line. Near the roundabout is an area that we do not anticipate can be developed but would provide a nice greenspace area that ties pedestrian facilities together. The park that can be created will need to be discussed with staff and residents to ensure the dedication and improvements provide a community benefit matching the needs. Our initial vision is that the park would be more passive recreation (trails and assembly infrastructure) than active recreation (ball fields). Thank you, Mark R. Welch, PE Cc: Peter Stalland APARTMENTS PHASE 2 62 UNITS 62200 SF 142 SURFACE PARKING STALLS APARTMENTS PHASE 1 88 UNITS 85900 SF 2 STORY BLDG 1 STORY 3 STORY BLDG CLUBHOUSE AND AMENITIES AMENITY DECK 5000 SF 3 STORY BLDG GAS STATION BLDG A 5900 SF RETAIL BLDG C 6400 RETAIL BLDG D 3400 SF RETAIL RESTAURANT COMMERCIAL BLDG F 21800 SF PATIO PATIO GAZEBO PLAYGROUND DOG RUN PARK T RAI L P ARK T RAI L BLDG SIGN FRENCHMAN RD HIGHWAY 61PATIOGAR AGE E NT RY150 P ARK I NG PARK 160 COMMERCIAL PARKING STALLS BLDG E 9600 FILTRATION BASIN FILTRATION BASIN 2 STORY BLDG MONUMEN T SIGN 91 COMMERCIAL PARKING STALLS RESTAURANT BLDG B 6400 SF PATIO C MOMENTUM DESIGN GROUP LLC D0 ONEKA COMMONS - CONCEPT SITE PLAN HUGO, MN 11/30/22 22070 ONEKA COMMONS 1" = 60'-0" . N 12/09/22 2022 *Updated New Sketch Plan C 2022 MOMENTUM DESIGN GROUP LLC D7 CONCEPT PERSPECTIVE APARTMENT HUGO, MN 11/30/22 22070 ONEKA COMMONS Apartment Viewed from Bike Trail Apartment Viewed from Highway 61 C 2022 MOMENTUM DESIGN GROUP LLC D11 CONCEPT PERSPECTIVE RETAIL HUGO, MN 11/22/22 22070 ONEKA COMMONS Retail Viewed from North Parking Lot Retail Viewed from Center of Site C 2022 MOMENTUM DESIGN GROUP LLC D12 CONCEPT PERSPECTIVE RETAIL HUGO, MN 11/22/22 22070 ONEKA COMMONS Retail Viewed from Intersection of Frenchman Road and Highway 61 Retail Viewed from Interior Parking Lot C 2022 MOMENTUM DESIGN GROUP LLC D13 SITE FEATURES HUGO, MN 11/30/22 22070 ONEKA COMMONS SE 1/4 SW of NESE o f N ENW of SESW of SE NE o f S E 20SW 1 / 4 19ONEKA ESTATESNW1 / 4NE1/4 S E o f S E SW o f NW S E o f NW1231514131211109876512345612111098712345612111098712345612111098712345612111098712345612111098712345687123456123456FENWAY PLACE FENWAY AVE. N.BEACONDRIV E 142ND ST. N.FERRARA AVE. N.141ST COURT NORTHFINALE AVE. N.146TH STREET NORTHFINALE AVENUE NORTH FINLEY AVENUE NORTHUPPER 146TH STREET NORTH4TH AVENUE145TH STREET NORTH147TH STREET NORTHVICTOR GARDENS Old Sketch Plan City of Hugo Downtown Plan & Design Guidelines April 10, 2007 Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 1 of 23 Credits & Acknowledgements: We would like to thank the City of Hugo’s citizens – the residents and business owners – who attended the workshops and meetings, sent in their comments and gave their time to participate in the planning process. Their input has been invaluable in developing a master plan and design guidelines for the downtown area. We would like to thank the City of Hugo’s City Council, Planning Commission, City staff and consultants for leading this planning process. Funding for development of the downtown design guidelines and the preparation of this document was provided by a Livable Communities Opportunity Grant from the Metropolitan Council in 2004. City Council Fran Miron, Mayor Becky Petryk, Council Member Ward 1 Frank Puleo, Council Member Ward 2 Chuck Haas, Council Member Ward 3 Mike Granger, Council Member At Large Planning Commission Dave Schumann, Chairperson Bronwen Kleissler Tom Weidt Ron McRoberts Victoria Hoffbeck Bob Rosenquist Kelly Bailly City of Hugo Mike Ericson, City Administrator Bryan Bear, Community Development Director Michele Lindau, Community Development Assistant Mary Ann Creager, City Clerk Jay Kennedy, City Engineer (WSB) Kendra Lindahl, City Planner (Landform) Planning & Urban Design Consultant Carolyn Krall, AIA Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 2 of 23 Hugo Downtown Planning Framework Incorporated in 1906, Hugo is a rural small town with a family-oriented feel. As Hugo grew, the intersection of Forest Boulevard (now Highway 61) and Frenchman Road (now 145th Street) became the center of town. With a train depot and an active feed mill, this was the ideal location for local, small businesses. A downtown neighborhood began to grow into a comfortable, rural village. It is this small village familiarity that the residents of Hugo wish to preserve. Aerial Photograph of Hugo in 1974 Minnesota Historical Society The Hugo Downtown Framework Plan and Design Guidelines are intended to provide direction to new development in downtown Hugo and, where needed, to shape plans for redevelopment. The Plan illustrates the type of commercial and residential development, civic and community facilities, and amenities envisioned by the citizens of Hugo. The Plan extends beyond the central commercial business district (CBD) to illustrate the entire downtown commercial area of Hugo, both existing and envisioned in the future. This vision of future development in Hugo encourages commercial growth, while seeking to concentrate that growth, around the downtown area. The Planning Process The Hugo downtown plan and preliminary design guidelines were originally developed in 1998 to address redevelopment of the downtown commercial “Main Street” on Forest Boulevard (Highway 61). But the County Road 8 improvements and rerouting required that the original plan be revisited. The new plan was needed to address the developable area along County Road 8 and to consider the impact of the new County Road 8 and Highway 61 intersection. This planning process began in the fall of 2003 and included workshops with the City Council and downtown business and property owners. A community-wide open house was held in May 2004 to encourage public input on the final plan. In August 2004, the City was awarded an Opportunity Grant from the Livable Communities Demonstration Account to develop design guidelines for the downtown area to assist in implementation of the downtown plan. The process for developing these guidelines has continued through 2005-2006 with significant public participation in the planning process. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 3 of 23 The Influence of Transportation Improvements A major influence on the plan is the County’s re-alignment and improvement of County Road 8. The county’s plan will widen and reroute the road to the south, connecting to Highway 61 at approximately 143rd Street. The County Road 8 re- alignment will have a significant impact on the downtown, offering opportunities for growth, improved vehicle and pedestrian access around the downtown area, and the potential for redevelopment to make improvements to the core of the downtown CBD and surrounding public and civic spaces. It is vital that the CBD not be cut off from County Road 8 and from the high volume of traffic which will use this route to access the interstate. Highway 61 is planned to continue to run north and south through downtown and the CBD. Despite projections of increased traffic volumes, this highway should not be widened beyond four lanes except to provide for turn movements. Instead, improvements to the roadway and access improvements can help accommodate the increased volumes. The downtown plan recommends improvements to improve street access and connectivity within downtown, as well as enhancements to pedestrian access and walkability. The plan also calls for extending the regional trail south across County Road 8 on the existing railroad bed and allows for the possibility of future commuter transit within this corridor (in the railroad ROW or on Highway 61). If Hugo is to continue to have a healthy downtown, it is important to plan for these future transportation changes. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 4 of 23 Defining Downtown The downtown CBD in Hugo has always been located on Forest Boulevard (Highway 61) on both sides of the main traffic signal at 145th Street. But over time, the commercial area has grown and extended north and south along Highway 61, and the new development has been less compact and more auto- or highway-oriented than the older, more traditional downtown CBD. Without planning controls, this same pattern of commercial development could be expected to occur along the improved and upgraded County Road 8. While the core downtown central business district (CBD) is focused along Forest Boulevard- Highway 61 from County Road 8 to 147th Street, the Downtown Plan extends north to the Post Office and 150th Street, south to 140th Street, and from the shores of Egg Lake on the east to the bend in County Road 8 to the west. One of Hugo’s planning goals is to maintain a more compact and concentrated downtown CBD. This goal will be achieved by encouraging new development in and around the core of the downtown area, while planning for limited but well-ordered commercial development in specific areas along other commercial routes such as Highway 61 and County Road 8. Community feedback has consistently supported new CBD uses which complement downtown (such as restaurants and entertainment) and suggest that larger, single-use development and auto sales/service businesses, for instance, be located in commercial areas planned closer to I-35. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 5 of 23 To create a sense of arrival in downtown, the plan recommends placing gateway elements – a landscaped sign, monument, or other feature – at these key entry points into downtown. While the plan doesn’t specify the elements at each location, when you enter downtown you should know that you are downtown. New development at these “gateway” locations should be planned not only to allow for these gateway elements but to convey the sense of quality and character that the downtown plan envisions. Proposed monument sign, Nov. 29, 2004 RSP Architects for Contractor Property Development Company The Downtown Plan The plan is a tool to help the City of Hugo create a pedestrian-friendly downtown and concentrates new development and redevelopment around the existing intersection of 145th Street and Highway 61. As Hugo continues to develop, the actual projects built may differ from the Illustrative Downtown Plan in the details of the development of any specific block or site, but the primary elements of the plan, including the public infrastructure (roads, parks, trails, open space) and the quality and character which makes this plan unique to Hugo are expected to be maintained. Gateway elements – signs, flags or monuments – should be included in the new downtown area to welcome a resident or visitor into an established and thriving downtown. Elements depicting the quality and character of downtown Hugo are displayed based on the historical and current architectural elements of Hugo. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 6 of 23 The Downtown Plan City park with trails, gazebo, dock, pedestrian bridge Shared public parking Carpenters on the Lake Additional downtown senior housing Walkable community spaces along trail ROW Proposed trail connections New mixed-use development blending office and multi-family housing uses New mixed-use development with housing, offices and complementary retail/commercial uses Traditional residential blocks Improved park with future community center Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 7 of 23 Design Guidelines The intent of the Hugo Downtown Design Guidelines is to provide a baseline for quality in order to revitalize and expand the downtown business district. These guidelines are written to meet the community’s goals: Goal 1: Preserve the rural small town character of Hugo Goal 2: Establish a threshold or baseline for design and quality Goal 3: Maintain a harmonious visual environment within the existing architectural context Goal 4: Communicate the community's high expectations for new development in Hugo Objectives The specific objectives for downtown Hugo design guidelines are: • To establish a clear definition of urban design standards that informs property owners, developers, builders and decision-makers. • To serve as a tool that planners and designers can use and incorporate into their plans to achieve and support the City’s design objectives. • To act as a basis for a uniform and consistent review of development and redevelopment proposals by the City Council and Planning Commission. The design guidelines which apply specifically to the CBD also include principles that can be broadly applied to the entire Hugo Downtown Area. Downtown CBD The Design Guidelines apply specifically to the central business district or “Old Downtown” concentrated around Highway 61, from 147th Street to the new County Road 8 intersection. The guidelines provide more detailed definitions of requirements for site planning, placement of building mass, materials, architecture, lighting, signage, and design of the public realm. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 8 of 23 Framework Principles for Downtown Hugo 1. Preserve and celebrate Hugo’s small town character. 2. Enhance the public realm, to maintain a pedestrian-oriented downtown. 3. Expand civic space and uses around City Hall. 4. Add new retail which complements existing businesses and shops and supports downtown neighborhoods. 5. Encourage unique small businesses to locate downtown and larger, single-use developments closer to the I-35 corridor. 6. Provide life-cycle housing to encourage senior-living in the downtown area. 7. Provide recreational uses for diverse age groups in the downtown area. 8. Improve downtown access and circulation with improvements to Highway 61 and downtown intersections (147th, 145th, County Road 8). 9. Reduce the impact of development close to Egg Lake to improve lake quality and preserve wildlife habitat. 10. Build upon unique assets such as the church, feed mill and City Hall with complementary design and materials. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 9 of 23 Downtown District Design Guidelines General Design Standards • These design guidelines are intended to apply to the Downtown District CBD, but include principles that can be broadly applied to the greater Hugo Downtown Area (as indicated on the Downtown Plan), including the Central Business, Future Central Business and Central Residential zones If the CBD development extends beyond this boundary, the Downtown District boundaries may need to be extended accordingly. • On all streets in the downtown district, the guidelines are intended to apply to street frontage properties on both sides of the street. • New downtown development shall provide for pedestrian as well as vehicular circulation and shall create linkages to existing and proposed sidewalks and trails. • All new development should be sensitive to existing downtown neighborhoods and residences in the design and location of new uses and buildings with respect to shading, views, light or noise pollution; where necessary appropriate screening or buffering shall be provided. • All new development shall be designed to value, respect, and preserve identified natural features and resources. • A sense of City history should be encouraged, and landmarks such as St. John’s Cemetery and St. John’s Church should be preserved as important contributors to Hugo’s character. • Key points which have been identified as primary entrances to downtown Hugo should be designed as “gateways” to the City; gateway elements could include open space, unique landscaping, walls or gates, water features and City identity signage. These points include: • From the west – the bend in the County Road 8 at the western edge of Hugo; • From the east – At Egg Lake and the intersections where 147th and 140th meet Highway 61; • From the south – Where 140th meets Highway 61; • From the north – Where 147th meets Highway 61. • Along the west side of Highway 61, new downtown development will need to be designed to integrate with the railway corridor as it comes through the center of town: as a public open space, supporting the proposed trails, and considering future uses. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 10 of 23 General Land Use • Downtown development should be appropriate for a traditional downtown area: mixed- use buildings combining retail, commercial, and residential uses, and encouragement of multi-story buildings in the downtown. • Neighborhood retail, service, and commercial buildings and uses which support downtown residential neighborhoods such as drug stores, banks, and specialty markets or small grocers are encouraged. • Destination retail, restaurant and entertainment uses, particularly mixed with compatible, complementary, or other synergistic uses, are highly encouraged. • New auto-dominated commercial development such as fast food, auto service, or similar high traffic drive-through facilities and large, single-use developments are discouraged in the downtown CBD. • Uses appropriate to the downtown area such as banks, coffee shops and pharmacies which enhance their business by providing drive-through services may be permitted provided they are designed to minimize impact on local downtown traffic circulation and pedestrian access. • Parking lots should only be allowed as an accessory use, except for municipal or public district parking; larger parking areas should be broken up into smaller areas to reduce the overall area of paving and promote a friendlier pedestrian environment. • New residential development should provide for the full range of life-cycle housing, offering choices of housing types (single-level flats, condominiums or lofts, single-level and multi-story townhouses, and single-family attached or detached), styles and prices, at a density appropriate to the downtown area. • New residential development should be sensitive to existing residential neighborhoods and incorporate well-designed transitions from multi-family to existing single-family residential areas. • Traditional neighborhood design (TND) based on a traditional street grid is a desirable option for downtown, medium-density areas. Single-family homes (detached or attached) or row townhomes should line the street with front porches and stoops, front yards, sidewalks and boulevards with regularly spaced trees and street lights. TND example with traditional street grid and porches facing the street Garage access at rear of house Sidewalks and boulevards on both sides of the street with regularly spaced street trees Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 11 of 23 • All downtown residential developments should be planned and designed to minimize paving for driveways and surface parking. Garage-forward or “snout-house” homes or townhomes are highly discouraged. Streets, Public Space & Amenities • Forest Boulevard (Highway 61) and 145th Street should be restored to be closer to their original, traditional downtown “Main Street” form, lined with street trees and planters, pedestrian street lights, and street furniture including benches and trash receptacles. The fixtures that are selected for these streets should be required continuously within the downtown CBD district and highly encouraged throughout the downtown commercial area for visual continuity. • Downtown intersections should be designed to be safe for pedestrians; enhancements to safety include use of textured-colored paving or striping to mark crosswalks, narrowed or throated intersections, pedestrian-oriented street lighting, planted center medians or landscaped boulevards, and warning signage at busy crossings along Highway 61, such as 147th, 145th and County Road 8. Highly Discouraged: Example of Garage-forward design, dominating view from sidewalk and street. Change in paving or striping marks the safe crossing zone for pedestrians at major crosswalks. Planted center medians or landscaped boulevards provide resting points for pedestrians at major crosswalks, facilitate turning movements, and help calm traffic speeds. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 12 of 23 • The City street grid is a vital part of the way the downtown functions, so restoring streets or adding new streets that connect to the existing street grid are encouraged; disconnected streets and cul-de-sacs are highly discouraged. • Forest Boulevard (Highway 61) and 145th Street are the original “Main Streets” of downtown and, to an extent, the few remaining brick buildings along these streets should be preserved, renovated, or restored to productive use; new buildings close to these older structures warrant careful attention to design and detailing in order to relate well to the original structures. • The small park which is planned on Highway 61 across from City Hall is intended to act as a Town Square or Village Green – a community focal point with passive uses (green space, gardens, historical markers) and active uses (a gazebo, lake overlook, Farmers Market) incorporated into the design. Civic and mixed-use buildings should be located adjacent to the Town Square or Village Green, welcoming visitors to downtown Hugo. • The plan proposes a future pedestrian bridge over Highway 61, connecting the park and Egg Lake to City Hall and the bulk of the downtown area. This bridge, if well-designed, could also act as a visual cue to drivers to reduce speed and could create a sense of arrival and welcome for the downtown CBD. To be safe for both pedestrians and vehicles, downtown Hugo should include street improvements: narrowed intersections, pedestrian lighting (top left), planted medians (top right and bottom left), and visible signs warning of pedestrian crossings/vehicular speed decrease (top right). Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 13 of 23 The edge along the railroad ROW and the Hardwood Creek Regional Trail along the west side of Highway 61 should be maintained as an open-space corridor connecting City Hall and the CBD to new development to the south. This edge should include: • trail connections for bicycles and winter sports uses • landscaping to act as a year-round buffer; • pedestrian-oriented trail and street lighting; • places to rest with benches, planters and trash receptacles. • On downtown streets where retail and commercial uses are proposed, on-street parking is encouraged; streets should be designed with the parking lane designated either by curbing or with a change in paving materials. • Downtown district streets should allow for public right-of-way between the curb and the building wall, a minimum 10’-12’ wide. This area should be “zoned” to provide for street signs, landscaping and street trees, and both street and sidewalk lighting closest to the curb. There should be a clear pedestrian walking path in the center, and then an area designated for seating or other street furniture (trash receptacles, bus benches, etc) and commercial opportunities (including newspaper boxes). Where necessary, such as where the street ROW does not allow for a wider sidewalk, these amenities may need to be accommodated within the parcel boundaries. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 14 of 23 Minimum ROW from curb to building (10’-12’) 5’-6’ Walking Area Defined 8’ parallel parking lane 2’-3’ Shop related furniture & amenities 3’ Public Area: trash receptacles, newspaper stands, streetlights, signs & street trees planted where sidewalk widens another option is a defined 20’ head-in angled parking zone Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 15 of 23 Architecture • Architecture of new buildings should be respectful of the existing historical structures which enhance the character of Hugo; design which reflects the elements of vernacular “Main Street”, Hugo’s French trading post roots, or mid-western “prairie style” architecture is encouraged: Entry feature; well distinguished and covered from the weather Well defined roof line 1st story with glazed display windows Cornice or roof line distinguishes 1st story from 2nd story Awnings with accent lighting and graphics instead of applied signs Building base expressed with masonry Early trading post and mill buildings in rural Minnesota were often made of stone with a simple gabled roof and expressed chimney. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 16 of 23 Prairie Style: roofs are hipped, low and spreading with deep overhangs and eaves; Hugo City Hall has many of these elements. Traditional Main Street style building: flat roofs, often an extended or false parapet on “front” side or marking the main entrance. Hugo was once a French trading post, and many residents have expressed a desire to reflect those roots in the architecture of the downtown. Appropriate architectural elements include: steeper or mansard roofs with dormer windows, open storefronts with awnings, and exterior plaster, stone and brick. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 17 of 23 • Architecture of new buildings should be built upon Hugo’s existing assets such as the church, the feed mill, and the new City Hall, with complementary design and sense of scale. • Buildings should be designed to relate well to the existing natural and man-made environment and stay within context in massing, materials, style and color; design of the landscape and hardscape should be coordinated and harmonious with the building design and materials. • Buildings should be constructed and maintained for permanence and longevity; therefore durable, maintainable materials (brick, stone, etc.) should be used; temporary buildings, metal sheds, etc. shall not be permitted. • Building entries should be visible from the street, well lit, covered or protected from weather, and include significant glazing and glass doors where the public will be entering buildings. New “Main Street” buildings should complement an established downtown through their architectural character. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 18 of 23 • Awnings, overhangs and arcades are encouraged where pedestrians are expected to walk and shop ; flat awnings are preferred (no barrel awnings) with adequate clearance above sidewalk. • Building design elements should include an expression of a building base (of brick or stone), a middle, and a top with cornice elements at the top of the first floor and the top of the building. • Buildings should be designed with “four-sided architecture”, using the same quality materials on all sides: • all facades shall be articulated with a variety of materials, glazing, awnings, or other details to add visual interest; • roof lines and cornice details shall be completed in a three-dimensional manner so that the features on the back of the roof or similar unfinished areas are not visible; • the front façade may have a unique design or more significant glazing. • Buildings should be oriented to the street with fully articulated street facades based on traditional storefronts (doors and display windows) along the sidewalk. • Zero Lot Line commercial buildings are allowed and highly encouraged on all streets within the downtown district. • Along CR 8 and Hwy 61, entrances may be oriented to a side or rear parking lot, as long as the entry also has good pedestrian access and visibility from the street, and any building wall along these streets must contain significant amounts of “real” windows. • Equipment, mechanical systems, transformers, trash enclosures, etc. must be screened from view in a way that is integral to the architecture of the building with similar materials: • metal fencing or a mechanical vent screen alone is not sufficient; • access to these service areas needs to be provided at the alley, side or rear of the building. Rooftop equipment shall be screened from the line of site of pedestrians and integrated into the design and massing of the roof form Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 19 of 23 Parking & Service Areas • Within the downtown CBD, shared parking is encouraged to take advantage of varying parking demands between mixed uses. • Businesses are encouraged to establish or participate in a municipal parking district providing shared, public parking with reductions in required on-site parking. • Parking should not be located between a building and the street or main road the building faces and be distributed around the building, especially to the side and back of buildings. • Parking adjacent to the street should be minimized; • Where a parking lot is located along a street, the same zero-lot-line or setback conditions of the adjacent buildings should be maintained with a wall, ornamental fence, or similar landscape elements to continue the built edge along the street. • Where a parking lot is located along a street, it should be well landscaped and screened with a combination of fencing or wall plantings along the street edge. Landscaped edge combines fence with trees, low shrubs and ground cover for parking lot screening and buffering along the street 6’ zone between parking and sidewalk with fence or wall centered in zone Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 20 of 23 • Larger parking areas (over 25 vehicles) should be planned with internal landscaping, pedestrian sidewalks or walkways and be divided into smaller areas where possible: pedestrian walkways provided in larger parking lots should be landscaped, include path lighting, and provide direct access for pedestrians to an entrance of a commercial building; walkways should be raised, paved areas or defined paths distinguished by striping or a change in paving provided that pedestrians are kept safe from vehicular travel on the route to an entrance of a commercial building. Pedestrian walkways through busy parking lots are important because they provide a safe, well lit, direct access to the entrance of a building. Larger parking lots should have pedestrian walkways that are clearly identified and combined with landscaping to break up large areas of pavement. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 21 of 23 • Buildings should be oriented to minimize views of service areas and loading docks from the street; service areas should be buffered with a combination of landscaping and screening; mechanical equipment and trash areas must be fully enclosed and integrated into the architecture using the same materials as the building: • metal fencing or a mechanical vent screen alone is not sufficient; • access to these service areas needs to be provided at the alley, side or rear of the building. • Residential buildings (single-family homes and multi-family buildings) should be oriented to minimize views of garages and parking areas from the street: • free-standing or detached garages should not be allowed for multi-family residences. • parking should be located below buildings or underground where possible. Below-grade parking: side or rear access. Garages should not be as invisible from the street as possible to create a traditional neighborhood feel. Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 22 of 23 Signage • Downtown signage is critical to the character of the area, especially at night; all downtown signage is subject to careful review with the City and must comply with all zoning and ordinance requirements for size, placement, materials, etc; • Signage and graphics should be integral to the building architecture or used as a decorative design element. Back-lit, box signs are not acceptable downtown. • Decorative neon, moving or other decorative sign types are desirable only when displayed within storefront window interiors of downtown buildings. • Corporate chains are encouraged to customize their architecture to express their design “brand” within a design, context, and material appropriate to the character of downtown Hugo. Projecting or Hanging Sign Wall Sign integrated into the building design Awning sign should be located on the awning face or fringe Hugo Downtown Framework Plan Final Plan & Design Guidelines Page 23 of 23 Open Space and Storm Water Management • New development should provide both private and public usable open space, plazas etc; these spaces should be connected to existing or proposed trail and sidewalk networks. • The downtown area should plan cohesively for storm water management and for improving the water quality of Hugo, however, where possible rain gardens or similar infiltration and holding areas should be integrated into the design of parking areas; design which harmonizes more groomed and landscaped areas with more natural landscape is encouraged: • Storm water ponds, rain gardens and other storm water management or holding areas shall be designed to be attractive in both flooded and dry conditions; use of native plants for filtration around pond and wetlands and other sustainable design approaches to site and landscape design are encouraged: More formal and groomed landscape Trail or Sidewalk Egg Lake Filtration Vegetation Swales planted as a rain garden; plants and soil provide filtration Trail or sidewalk 2023 Goals Planning Commission Approved by the Planning Commission at its Thursday, January 12, 2023 meeting. •Discuss zoning language and geographic considerations for high density residential apartment projects in the City •Evaluate adoption of a mixed use zoning district •Evaluate the solar energy systems ordinance •Review and evaluate the Commercial and Industrial Design Guidleines related to new trends for building materials •Schedule regular Ordinance Review Committee (ORC) meetings Land Use and Design Topics •Monitor trends in planning and developments •Keep updated on land use related topics •Develop methods of communicating planning related issues to the public •Use the City's website to keep the public informed of projects completed and in development Training/Presentation Topics •Implementation of the 2040 Comprehensive Plan •Update ordinances/policies to be consistent with the Comprehensive Plan •Stay informed of the Highway 61 Vsioning Study •Discuss small area planning on 165th Street and Highway 61 2040 Comprehensive Plan F.2 6900 137th Street North Hugo Minnesota 55038 • (651) 762-6301 • www.ci.hugo.mn.us TO: Bryan Bear, City Administrator FROM: Scott Anderson, Public Works Director DATE: January 23, 2023 SUBJECT: Public Works Organizational Chart At the City Council workshop held on July 25, 2022 the City Council discussed the potential restructuring of the Public Works Department. This consists of the creation of a Public Works Supervisor position and 3 Lead Worker positions. The benefits of restructuring allows for the assignment of specific responsibilities to Lead Workers, provides better direction to crews in the field, allows for better focus on department goals and helps provide the highest level of service to the community. The proposed Public Works Department Organizational chart and job descriptions, attached, were prepared with the suggestions recommended by the council at the workshop. If they are approved by the Council, it is my intent to select an internal candidate for the PW Supervisor position and make a recommendation to the Council for formal approval. Interviews for the Lead Worker positions would then be held with interested in-house candidates and recommendations for formal Council approval would follow. Staff recommends Council approval of the attached Public Works Organizational chart and job descriptions and authorize staff to conduct interviews with in-house candidates who are interested. Please place this as a discussion item for the February 6, 2023 Council agenda. Public Works Organizational Chart Residents Mayor & City Council City Administrator Public Works Director Streets Lead Worker Utilities Lead Worker Parks Lead Worker 8 Full Time Workers & Seasonal Workers Mechanic Public Works Supervisor Administrative Assistant Engineering Technicians Page | 1 Public Works Supervisor Job Description ______________________________________________________________________________ Reports to: Public Works Director Communicates Internally with: Other Public works Department employees, Police and Fire Department personnel, administrative staff. Communicates Externally with: Contractors, suppliers, general public. Job Overview Provides supervision, direction, coordination, planning and support to the Public Works Department in the areas of utilities, streets, parks, buildings and fleet maintenance. Supervises Public Works staff and oversees staff development. Assists the Public Works Director with preparing and addressing annual budgets, carrying out City Council directives, and purchasing. Manages contracts and ensures maintenance services are consistent with the policies of the City. Essential Functions Public Works Supervision • Schedules and supervises employees concerning various tasks assigned to the Public Works Department. • Meets with Lead Workers weekly and prepares work schedules for all employees. • Makes recommendations to the Public Works Director regarding staffing needs. • Dispatches employees during snow or other emergencies. • Serves as the department head in absence of the Public Works Director. Department: Public Works Hours Worked: 40 Pay Grade: 7 FLSA: Non-Exempt Immediate Supervisor: Public Works Director Employees Supervised: Lead Workers, Public Works Workers, Seasonal Employees Page | 2 • Assists with the duties of Lead Worker positions when needed. • Enforces safety rules and procedures as outlined in the employee safety manual, OSHA rules and other applicable regulations. Public Works Operations • Participates in discussions and makes recommendations related to the City’s roadway CIP, utility infrastructure and parks infrastructure. • Assists in the preparation of the Public Works Department annual budget • Assists Director with purchasing responsibilities by researching product information and making comparisons based on price, quality and specifications. • Evaluates equipment and material needs and makes recommendations for purchases. • Monitors expenses and makes adjustments accordingly throughout the year. • Assesses gravel road conditions, determines maintenance needs, and coordinates/ supervises all gravel road maintenance activities. • Assesses road conditions and determines snow plowing and/or ice control operations. • Assist the Public Works Director with hiring full-time Public Works Department staff. • Coordinates with assistance from Lead Workers the hiring of seasonal Public Works Department staff. • Responds professionally to inquiries and complaints from members of the public. • Performs all of the essential functions of a Public Works Worker as needed. Other Duties and Responsibilities • Performs other duties as assigned. Required Knowledge, Skills, and Abilities Knowledge of: • City streets/geography, commercial/residential areas, and snow plowing routes. • Relevant City policies and ordinances. • Practices, procedures, tools and equipment, and materials used in the maintenance and repair of public works infrastructure. • DOT traffic control procedures. • Utility locates. • City infrastructure and ability to understand/use City maps and blueprints to locate items. • Municipal sewer and water systems. • OSHA rules/standards and DOT regulations and ability to apply to daily tasks. • City building codes and ordinances and traffic laws. • City safety policies and procedures and ability to apply them to daily tasks. • Street construction and maintenance practices such as crack sealing, patching and seal coating. Page | 3 Skill in: • Successfully leading a group of employees. • Using various equipment, tools and machines. Ability to: • Understand instructions, technical manuals, as-built drawings and other reference materials. • Work independently and as a team member without direct supervision. • Respond to emergency situations and make decisions regarding necessary repairs. • Understand written and verbal instructions. • Perform mathematical calculations. • Effectively and professionally communicate and maintain effective relationships with co-workers, contractors, suppliers and the general public. • Operate and maintain all City equipment and vehicles in a safe manner. • Operate all water and wastewater utility infrastructure including SCADA controls. • Train, assign, motivate, supervise, and evaluates the work of others. • Prepare and maintain all required and requested reports, schedules, and records. • Perform water testing and sampling. • Perform and document safety inspections on public works equipment and municipal facilities. Machines, Tools, and Equipment Used • Trucks • Loader motor grader • Sweeper • Roller • Tractor • Mower • Backhoe • Skid loader • Tamper • Jack hammer • Welder • Torches • Grinder • Chain saw • Chop saw • Circular saw • General hand tools • Chemical sprayer • Sewer cleaning equipment • Black top cutter • Safety tripods and harness • Traffic control equipment Education and Experience Requirements Minimum Qualifications: • High school degree or equivalent. • A combination of coursework, training and experience in a related program and at least 3 years of progressively responsible supervisory experience. Page | 4 • Demonstrated leadership skills and proficiency in one or more functional areas. • Demonstrated mechanical aptitude. • Class A commercial driver’s license with Tank Vehicle (N) endorsement or the ability to obtain one within 6 months. • Possesses at least a Class D water operator’s license and Class S-D Collection system license or equivalent. • Ability to attend employer-required training and obtain additional water and wastewater licenses. Preferred Qualifications: • Two-year degree in a public works-related program. • Five years of supervisory experience in a municipal Public Works department. Working Conditions and Physical Requirements Majority of time is spent outdoors performing work under a variety of adverse and stressful conditions. Some tasks are performed indoors and in confined spaces or at various heights. Regularly uses fine motors skills to coordinate eyes, hands, and feet for the operation of a variety of public works tools, machines and equipment. Regularly uses large motor skills to exert moderate to considerable physical effort while performing a variety of movements such as bending, crouching, twisting/turning, digging, lifting and climbing. Regularly lifts and manipulates objects such as manhole covers, plow blades, and equipment weighing up to 70 pounds. All vision abilities and senses, with the exception of taste, may be used depending on the particular task. Exposure to irritants/fumes, hazardous substances such as chlorine/hot asphalt/tar/fuels, temperatures extremes, vibrations, infectious diseases, dust and smoke, and noise can be occasional to frequent. Must be able to work safely and effectively in traffic situations. Works on weekends, evenings, and during the night with shifts that can last 12 hours or more during snow plowing and emergency situations. The City of Hugo is an Equal Opportunity Employer in compliance with federal legislation. The city will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with their employer. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. City Administrator City Administrator Date Approved Page | 1 Public Works Lead Worker - Parks Job Description ______________________________________________________________________________ Reports to: Public Works Director, takes direction from the Public Works Supervisor. Communicates Internally with: Other Public Works employees, Police and Fire Department personnel, administrative staff. Communicates Externally with: Contractors, suppliers, general public. Job Overview Organizes and leads a crew of workers in parks maintenance activities including prioritizing daily work tasks and implementing long range goals concerning the City’s park infrastructure. Leads crew in troubleshooting and performing complex maintenance repairs to the City’s park infrastructure. Essential Functions Parks Crew Leadership • Leads a crew of workers in parks maintenance activities by prioritizing work tasks, determining work methods, and ensuring proper resources are used. • Monitors progress and reviews work output and results to determine if standards are met and takes corrective action as needed. Department: Public Works Hours Worked: 40 Pay Grade: 6 FLSA: Non-Exempt Immediate Supervisors: Public Works Supervisor and Public Works Director. Employees Supervised: Part-Time and Seasonal Public Works Employees Page | 2 • Provides technical guidance to Public Works worker and seasonal staff and participates in training efforts. • Assists the Public Works Supervisor in developing work schedules. • Assists the Public Works Supervisor with interviewing and hiring seasonal employees. • Works with outside contractors and oversees and directs their work. • Dispatches employees during Public Works emergencies as needed. • Performs all the essential functions of a Public Works Worker. • Works with the Parks Planner to develop short and long term park infrastructure goals. • Makes recommendations for the preparation of budget items related to the City’s park infrastructure, including tools and equipment. • Assists with purchasing responsibilities by researching product information, making comparisons based on price, quality and specifications, and making recommendations. • Ensures proper maintenance and repairs of tools and equipment used to maintain the City’s park infrastructure. • Prepares a schedule of duties related to the maintenance of grounds, shelters, and other fixtures to be performed at City maintained property. • Performs routine park infrastructure inspections to determine maintenance needs. • Contributes to discussions related to the City’s trails and sidewalks maintenance programs. • Ensures playground safety inspections are performed and deficiencies are corrected. • Coordinates the removal of snow and ice from identified trails and sidewalks. • Stays up to date on modern practices regarding turf, trees and park infrastructure maintenance. Other Duties and Responsibilities • Assists with the duties of other lead positions when needed. • Responds to questions and concerns from residents and handles other customer service situations as directed. • Promotes workplace safety at all times. • Performs other duties as assigned. Required Knowledge, Skills, and Abilities Knowledge of: • City streets and geography, commercial and residential areas, and snow plowing routes. • Practices, procedures, tools and equipment, and materials used to repair and maintain public works infrastructure. • DOT traffic control procedures. • Utility locates. • City infrastructure. Page | 3 • Municipal water and sewer systems. • OSHA rules/standards and DOT regulations. • City building codes and ordinances and traffic laws. • City safety policies and procedures. Skill in: • Successfully leading a group of employees. • Operating various equipment, tools and machines. Ability to: • Understand instructions, technical manuals, as-built drawings, and other reference materials. • Work independently and as a team member without direct supervision. • Respond to emergency situations and make decisions regarding necessary repairs. • Understand written and verbal instructions. • Perform mathematical calculations. • Use City maps and blueprints to locate items. • Perform water testing and sampling. • Stay informed on safety, loss control, and hazardous materials topics through meetings, seminars, and workshops. • Perform and document safety inspections on public works equipment and municipal facilities. Machines, Tools, and Equipment Used: • Trucks • Loader motor grader • Sweeper • Roller • Tractor • Mower • Backhoe • Skid loader • Tamper • Jack hammer • Welder • Torches • Grinder • Chain saw • Chop saw • Circular saw • General hand tools • Chemical sprayer • Sewer cleaning equipment • Black top cutter • Safety tripods and harness • Traffic control equipment Education and Experience Requirements Minimum Qualifications: • High school degree or equivalent. • Training in related fields and at least three years of experience with a municipal public works department. • Demonstrated leadership skills and proficiency in the parks maintenance field. Page | 4 • Demonstrated mechanical aptitude. • Class A commercial driver’s license with Tank Vehicle (N) endorsement or the ability to obtain one within 6 months. • Possesses at least a Class D water operator’s license and Class S-D Collection system license or equivalent. • Ability to attend employer-required training and obtain additional water and wastewater licenses as directed. Preferred Qualifications: • Two-year degree in a related program or progressively responsible Public Works experience. • Three or more years of supervisory experience. Working Conditions and Physical Requirements Majority of time is spent outdoors performing work under a variety of adverse and stressful conditions. Some tasks are performed indoors and in confined spaces or at various heights. Regularly uses fine motors skills to coordinate eyes, hands, and feet for the operation of a variety of public works tools, machines and equipment. Regularly uses large motor skills to exert moderate to considerable physical effort while performing a variety of movements such as bending, crouching, twisting/turning, digging, lifting, and climbing. Regularly lifts and manipulates objects such as manhole covers, plow blades and equipment weighing up to 70 pounds. All vision abilities and senses, with the exception of taste, may be used depending on the particular task. Exposure to irritants/fumes, hazardous substances such as chlorine/hot asphalt/tar/fuels, temperatures extremes, vibrations, infectious diseases, dust and smoke, and noise can be occasional to frequent. Must be able to work safely and effectively in traffic situations. Works on weekends, evenings, and during the night with shifts that can last 12 hours or more during snow plowing and emergency situations. The City of Hugo is an Equal Opportunity Employer in compliance with federal legislation. The city will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with their employer. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. City Administrator City Administrator Date Approved Page | 1 Public Works Lead Worker - Streets Job Description ______________________________________________________________________________ Reports to: Public Works Director, takes direction from the Public Works Supervisor. Communicates Internally with: Other Public Works Employees, Police and Fire Department personnel, administrative staff. Communicates Externally with: Contractors, suppliers, general public Job Overview Organizes and leads a crew of workers in street maintenance activities including prioritizing daily work tasks and implementing long range goals concerning the City’s roadway infrastructure. Leads crews in troubleshooting and performing complex maintenance repairs to the City’s roadway infrastructure. Essential Functions Streets Crew Leadership • Leads a crew of workers in roadway maintenance activities by prioritizing work tasks, determining work methods, and ensuring proper resources are used. • Monitors progress and reviews work output and results to determine if standards are met and takes corrective action as needed. • Provides technical guidance to Public Works workers and seasonal staff and participates in training efforts. Department: Public Works Hours Worked: 40 Pay Grade: 6 FLSA: Non-Exempt Immediate Supervisors: Public Works Supervisor and Public Works Director Employees Supervised: Part-Time and Seasonal Public Works Employees Page | 2 • Assists the Public Works Supervisor in developing work schedules. • Provides recommendations to the Public Works supervisor for the hiring of seasonal employees. • Works with outside contractors and oversees and directs their work. • Dispatches employees during Public Works emergencies as needed. • Performs all the essential functions of a Public Works Worker. • Enforces safety rules and procedures as outlined in the employee safety manual, OSHA rules and other applicable regulations. • Works with City staff to develop short and long term roadway infrastructure goals. • Participates in discussions related to the City’s pavement rating system a roadway CIP. • Makes recommendations for the preparation of budget items related to the City’s roadway infrastructure, including tools and equipment. • Assists with purchasing responsibilities by researching product information, making comparisons based on price, quality and specifications, and making recommendations. • Ensures proper maintenance and repairs of tools and equipment used to maintain the City’s roadway infrastructure. • Perform and document safety inspections on public works equipment and municipal facilities. Other Duties and Responsibilities • Assists with the duties of other lead positions when needed. • Responds to questions and concerns from residents and handles other customer service situations as directed. • Promotes workplace safety at all times. • Attends meetings and gathers information to stay current on trends concerning street maintenance practices. • Performs other duties as assigned Required Knowledge, Skills, and Abilities Knowledge of: • City streets and geography, commercial and residential areas, and snow plowing routes. • Practices, procedures, tools and equipment, and materials used to maintain and repair public works infrastructure. • DOT traffic control procedures. • Utility locates. • City infrastructure. • Municipal water systems. • OSHA rules/standards and DOT regulations. • City building codes and ordinances and traffic laws. Page | 3 • City safety policies and procedures. Skill in: • Successfully leading a group of employees. • Operating various equipment, tools and machines. Ability to: • Understand instructions, technical manuals, as-built drawings and other reference materials. • Work independently and as a team member without direct supervision. • Respond to emergency situations and make decisions regarding necessary repairs. • Understand written and verbal instructions. • Perform mathematical calculations. • Perform water testing and sampling. • Use City maps and blueprints to locate items. • Stay informed on safety, loss control, and hazardous materials topics through meetings, seminars, and workshops. • Perform and document safety inspections on public works equipment and municipal facilities. Machines, Tools, and Equipment Used • Trucks • Loader motor grader • Sweeper • Roller • Tractor • Mower • Backhoe • Skid loader • Tamper • Jack hammer • Welder • Torches • Grinder • Chain saw • Chop saw • Circular saw • General hand tools • Chemical sprayer • Sewer cleaning equipment • Black top cutter • Safety tripods and harness • Traffic control equipment Education and Experience Requirements Minimum Qualifications: • High school degree or equivalent. • Training in related fields and at least three years of experience with a municipal public works department. • Demonstrated leadership skills and proficiency in the streets maintenance field. Page | 4 • Demonstrated mechanical aptitude. • Class A commercial driver’s license with Tank Vehicle (N) endorsement or the ability to obtain one within 6 months. • Possesses at least a Class D water operator’s license and Class S-D Collection system license or equivalent. • Ability to attend employer-required training and obtain additional water and wastewater licenses as directed. Preferred Qualifications: • Two-year degree in a related program or progressively responsible Public Works experience • Three or more years of supervisory experience. Working Conditions and Physical Requirements Majority of time is spent outdoors performing work under a variety of adverse and stressful conditions. Some tasks are performed indoors and in confined spaces or at various heights. Regularly uses fine motors skills to coordinate eyes, hands, and feet for the operation of a variety of public works tools, machines and equipment. Regularly uses large motor skills to exert moderate to considerable physical effort while performing a variety of movements such as bending, crouching, twisting/turning, digging, lifting and climbing. Regularly lifts and manipulates objects such as manhole covers, plow blades and equipment weighing up to 70 pounds. All vision abilities and senses, with the exception of taste, may be used depending on the particular task. Exposure to irritants/fumes, hazardous substances such as chlorine/hot asphalt/tar/fuels, temperatures extremes, vibrations, infectious diseases, dust and smoke, and noise can be occasional to frequent. Must be able to work safely and effectively in traffic situations. Works on weekends, evenings, and during the night with shifts that can last 12 hours or more during snow plowing and emergency situations. The City of Hugo is an Equal Opportunity Employer in compliance with federal legislation. The city will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with their employer. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Page | 5 City Administrator City Administrator Date Approved Page | 1 Public Works Lead Worker - Utilities Job Description ______________________________________________________________________________ Reports to: Public Works Director, takes direction from the Public Works Supervisor. Communicates Internally with: Other Public Works employees, Police and Fire Department personnel, administrative staff. Communicates Externally with: Contractors, suppliers, general public. Job Overview Organizes and leads a crew of workers in utility maintenance activities including prioritizing daily work tasks and implementing long range goals concerning the City’s utility infrastructure. Leads crews in troubleshooting and performing complex maintenance repairs to the City’s utility infrastructure. Essential Functions Utilities Crew Leadership • Leads a crew of workers in utility maintenance activities by prioritizing work tasks, determining work methods, and ensuring proper resources are used. • Monitors progress and reviews work output and results to determine if standards are met and takes corrective action as needed. Department: Public Works Hours Worked: 40 Pay Grade: 6 FLSA: Non-Exempt Immediate Supervisors: Public Works Supervisor and Public Works Director Employees Supervised: Part-Time and Seasonal Public Works Employees Page | 2 • Provides technical guidance to Public Works workers and seasonal staff and participates in training efforts. • Assists the Public Works Supervisor in developing work schedules. • Provides recommendations to the Public Works Supervisor concerning the hiring of seasonal employees. • Works with outside contractors and oversees and directs their work. • Dispatches employees during Public Works emergencies as needed. • Performs all the essential functions of a Public Works Worker. • Works with City Staff to develop short and long term utility infrastructure goals. • Recommends upgrades and maintenance activities related to wells, water towers and lift stations. • Recommends the preparation of budget items related to the City’s utilities infrastructure, including tools and equipment. • Assists with purchasing responsibilities by researching product information, making comparisons based on price, quality and specifications, and making recommendations. • Ensures proper maintenance and repairs of tools and equipment used to maintain the City’s utility infrastructure. • Ensures all Department of Health required water testing is fulfilled. • Ensures all duties of daily and monthly rounds are thoroughly completed. • Coordinates the reading of and service for City-issued water meters. Other Duties and Responsibilities • Assists with the duties of other lead positions when needed. • Responds to questions and concerns from residents and handles other customer service situations as directed. • Promotes workplace safety at all times. • Performs other duties as assigned. Required Knowledge, Skills, and Abilities Knowledge of: • City streets and geography, commercial and residential areas, and snow plowing routes. • Practices, procedures, tools and equipment, and materials used to repair and maintain public works infrastructure. • DOT traffic control procedures. • Utility locates. • City infrastructure. • Municipal water systems. • OSHA rules/standards and DOT regulations. • City building codes and ordinances and traffic laws. • City safety policies and procedures. Page | 3 Skill in: • Successfully leading a group of employees. • Operating various equipment, tools and machines. Ability to: • Keep informed on SCADA technology • Understand instructions, technical manuals, as-built drawings and other reference materials. • Work independently and as a team member without direct supervision. • Respond to emergency situations and make decisions regarding necessary repairs. • Understand written and verbal instructions. • Perform mathematical calculations. • Use City maps and blueprints to locate items. • Perform water testing and sampling. • Stay informed on safety, loss control, and hazardous materials topics through meetings, seminars, and workshops. • Perform and document safety inspections on public works equipment and municipal facilities. Machines, Tools, and Equipment Used • Trucks • Loader motor grader • Sweeper • Roller • Tractor • Mower • Backhoe • Skid loader • Tamper • Jack hammer • Welder • Torches • Grinder • Chain saw • Chop saw • Circular saw • General hand tools • Chemical sprayer • Sewer cleaning equipment • Black top cutter • Safety tripods and harness • Traffic control equipment Education and Experience Requirements Minimum Qualifications: • High school degree or equivalent. • Training in related fields and at least three years of experience with a municipal public works department. • Demonstrated leadership skills and proficiency in the utilities maintenance field. • Demonstrated mechanical aptitude. Page | 4 • Class A commercial driver’s license with Tank Vehicle (N) endorsement or the ability to obtain one within 6 months. • Possesses at least a Class C water operator’s license and Class S-C Collection system license. • Must obtain both Class B water and Class S-B sewer licenses within 12 months. • Ability to attend employer-required training and obtain additional water and wastewater licenses and education as directed. Preferred Qualifications: • Two-year degree in a related program or progressively responsible Public Works experience • Three or more years of supervisory experience. Working Conditions and Physical Requirements Majority of time is spent outdoors performing work under a variety of adverse and stressful conditions. Some tasks are performed indoors and in confined spaces or at various heights. Regularly uses fine motors skills to coordinate eyes, hands, and feet for the operation of a variety of public works tools, machines and equipment. Regularly uses large motor skills to exert moderate to considerable physical effort while performing a variety of movements such as bending, crouching, twisting/turning, digging, lifting and climbing. Regularly lifts and manipulates objects such as manhole covers, plow blades, and equipment weighing up to 70 pounds. All vision abilities and senses, with the exception of taste, may be used depending on the particular task. Exposure to irritants/fumes, hazardous substances such as chlorine/hot asphalt/tar/fuels, temperatures extremes, vibrations, infectious diseases, dust and smoke, and noise can be occasional to frequent. Must be able to work safely and effectively in traffic situations. Works on weekends, evenings, and during the night with shifts that can last 12 hours or more during snow plowing and emergency situations. The City of Hugo is an Equal Opportunity Employer in compliance with federal legislation. The city will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with their employer. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. City Administrator City Administrator Date Approved 2023 City Council Focus Goals •Evaluate water reuse projects •Address impacts of the White Bear Lake Lawsuit Court Order •Continue to promote conservation practices through education and incentives •Be a leader in regional activities related to water resource management •Strive for City‐wide self‐reliance on water Conservation Efforts •Work toward development of the Egg Lake property on Hwy 61 •Continue working on programs to encourage new businesses and expansions •Strengthen partnerships with Washington County, HBA, and marketing entities •Seek infrastructure improvements to promote economic development •Evaluate costs and benefits of street and utility improvements near 165th Street Economic Development •Review policies on solar energy, apartments, mixed uses, and single‐family lots •Review Design Guidelines for commercial and industrial development •Discuss area planning near 165th Street and Highway 61 •Evaluate justification reports concerning development fees Community Development •Evaluate and Update Assessment Policy •Reconstruct Birch Tree Ponds area streets •Complete ongoing maintenance activities on JD2 and JD3. •Participate in study of Hwy 61 expansion with MnDOT and Washington County Infrastructure •Work on planning and construction of Northstar Trails and wetland banking •Construct Clearwater Creek Preserve Phase 1 trails •Begin planning for Oneka Lake park/Bernin property •Plan recognition of volunteers/veterans in Lions Volunteer Park Parks Projects •Evaluate staff needs of the Fire Department including a full time fire chief •Conduct regular evaluations of emergency services •Target recruitment efforts toward daytime firefighters •Evaluate staffing needs of the Washington County Sheriff's Department Public Safety •Evaluate organizational structure of the Public Works Department •Determine future of Hopkins Schoolhouse •Review communication strategy and revamp City website •Prepare plan for use of ARPA funds •Create city policy regarding use of THC and marijuanna as required by state law. Administration 2023 Ongoing Priorities •Continue to provide training and education opportunities •Continue firefighter recruitment and retention •Continue internship program •Recruit qualified citizens for commissions •Provide adequate resources and technology •Monitor development activity and adjust staffing levels Maintain Quality Staff •Hold joint workshops with each Commission/Board •Continue training new Commissioners and Council Members •Continue to promote leadership within the Commissions/Boards Work Collaboratively with Commissioners •Develop long‐term strategies for industrial development •Proceed with street reconstruction program •Share services with neighboring communities •Manage growth responsibly Build a Diverse and Stable Tax Base •Provide transparency by keeping up‐to‐date postings in newsletters, website, and cable bulletin board •Maintain relationships with HBA, Senior's Club, Lions Club, American Legion, Food Shelf, YRN, recreational and other civic organizations •Continue annual citywide bus tour •Expand social networking where possible •Continue open meetings with residents Continue Community Outreach Efforts •Keep apprised of legislative issues that impact budgeting •Remain involved in LMC and Metro Cities activities •Work with Greater MSP and other regional entities Maintain Legislative Relationships •Continue discussions with school districts, counties, watershed districts, neighboring municipalities and other local and state agencies on regional issues •Review police protection services annually Build and Maintain Regional Partnerships C I T Y O F H U G O P R E S E N T S SLEDDINGPARTY2023! B r i n g y o u r s l e d a n d y o u r f r i e n d s ! W a r m u p b y t h e b o n f i r e w i t h h o t c h o c o l a t e ! S a t u r d a y , F e b r u a r y 1 1 O a k S h o r e P a r k 1 2 7 9 0 E x h a l l A v e 1 0 a m -n o o n U p d a t e s w i l l b e p o s t e d o n f a c e b o o k a s t h i s e v e n t i s d e p e n d e n t o n s n o w c o n d i t i o n s a n d w e a l t h e r . 12/2/2023 11:17 AMMeetings in green are scheduled/posted meetings.Su 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 Comm10:00am Sledding Party (Oakshore Park)121314151617187:30am HBA Breakfast (Blue Heron)7:00pm Parks Comm19202122232425Presidents' Day7:00pm City Council-cancel5:30pm EDA6:30pm Hist Comm7:00pm Fire DepartmentWorkshop (City Hall)6:30pm BOZA7:00pm Planning Comm262728Mar 1234SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY 22/2/2023 11:17 AMMeetings in green are scheduled/posted meetings.Su Mo Tu We Th Fr Sa123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30 31March 2023Su Mo Tu We Th Fr Sa12345678910111213141516 17 18 19 20 21 2223 24 25 26 27 28 2930April 2023March 2023Feb 262728Mar 12345678910117:00pm City Council6:30pm BOZA7:00pm Planning Comm121314151617187:00pm Parks Comm192021222324257:00pm City Council5:30pm EDA6:30pm Hist Comm6:30pm BOZA7:00pm Planning Comm262728293031Apr 1SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY