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HomeMy WebLinkAbout2022.07.05 CC Minutes Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None OTHERS PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, City Engineer Mark Erichson, Community Development Director Rachel Juba, City Clerk Michele Lindau Approve Minutes for the June 6, 2022 Executive Session - City Administrator Review Miron made motion, Klein seconded, to approve the executive minutes for City Administrators review held on June 6, 2022, as presented. All Ayes. Motion carried. Approve Minutes for the June 20, 2022, City Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the regular Council meeting held on June 20, 2022, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Strub seconded, to approve the agenda as presented. All Ayes. Motion carried Approval of Consent Agenda Klein made motion, Petryk seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Performance Review for Building Inspector Terry Hagstrom 3. Approve Retirement of Jodie Guareschi from the Fire Department 4. Approve Lawful Gambling Excluded Bingo Permit for Northern Lights Car Show at Blacksmith Lounge on September 18, 2022 5. Approve Resolution Appointing Election Judges for 2022 Elections 6. Approve Hugo Firefighter’s Relief Association Request for Increase in Lump-Sum Pension 7. Approve Resolution Receiving Bid and Awarding Contract for Demolition of Water Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL TUESDAY, JULY 5, 2022 – 7 P.M. Hugo City Council Meeting Minutes for July 5, 2022 Page 2 of 7 Tower No. 2 8. Approve Change Order No. 3 for Water Tower No. 4 9. Approve Resolution Approving an Encroachment Agreement for Fence at 4472 158th Street N - Kaufenberg 10. Approve Cost Share Agreement with Washington County for Oneka Parkway/CSAH8 Traffic Signal 11. Approve Maintenance Agreement with Washington County for Oneka Parkway/CSAH 8 Traffic Signal 12. Approve Resolution and Master Partnership Contract with MnDOT All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claim Roster as presented. Approve Performance Review for Building Inspector Terry Hagstrom Terry Hagstrom was hired on July 12, 2021, as a new Building Inspector. Adoption of the Consent Agenda approved the annual performance review for Building Inspector Terry Hagstrom. Approve Retirement of Jodie Guareschi from the Fire Department In October 2001, Jodie Guareschi was hired as a firefighter on the Hugo Fire Department. After almost 21 years, Jodie had submitted her letter of retirement. Adoption of the Consent Agenda approved the retirement of Jodie Guareschi effective September 19, 2022. Approve Lawful Gambling Excluded Bingo Permit for Northern Lights Car Show at Blacksmith Lounge on September 18, 2022 The Northern Lights Car Club had applied for a permit to conduct Excluded Bingo at their car show to be held on September 18, 2022, at the Blacksmith Lounge, 17205 Forest Boulevard North. The City Council needed to approve the application before it was sent to the State for approval. Adoption of the Consent Agenda approved the Lawful Gambling Excluded Bingo Permit for the Northern Lights Car Show on September 18, 2022. Approve Resolution Appointing Election Judges for 2022 Elections The Hugo City Council needed to pass a resolution approving the appointment of election judges for the Primary Election on August 9 and the General Election on November 8, 2022. Staff had prepared a resolution with a list of 68 judges. All judges needed to complete a two-hour training prior to serving as an election judges. Adoption of the Consent Agenda approved RESOLUTION 2022-36 APPOINTING ELECTION JUDGES FOR 2022 ELECTIONS. Hugo City Council Meeting Minutes for July 5, 2022 Page 3 of 7 Approve Hugo Firefighter’s Relief Association Request for Increase in Lump-Sum Pension The Board of Trustees for the Hugo Firefighter’s Relief Association had formally requested City Council ratification of an increase of $100 per year of service in their lump-sum pension benefit. The Finance Department had reviewed this request and found it to be financially feasible and consistent with the Pension Fiscal Policy adopted in April, 2012. Adoption of the Consent Agenda ratified the Board of Trustees’ request for a $100 increase in their lump-sum pension benefit and corresponding change to their by-laws. Approve Resolution Receiving Bid and Awarding Contract for Demolition of Water Tower No. 2 Quotes were received for the demolition of Water Tower No. 2 on Wednesday, June 22, 2022. One quote was received. The low lump sum quote was submitted by Iseler Demolition, Inc., Kinde, Michigan in the amount of $83,700.00. Iseler planned to remove the water tower July 13-14, 2022, if the contract is awarded. Iseler Demolition had also requested an expansion of working hours that would allow them to start at 6:30 a.m. rather than 7:00 a.m. to start with cooler temperatures. Staff was supportive of the expansion of working hours considering it is only for 1-2 days. Adoption of the Consent Agenda approved RESOLUTION 2020-37 RECEIVING QUOTES AND AWARDING A CONTRACT FOR THE WATER TOWER NO. 2 DEMO PROJECT. Approve Change Order No. 3 for Water Tower No. 4 Change Order No. 3 for the Water Tower No. 4 project included liquidated damages related to delays in substantial completion, deduction in unused material and other miscellaneous deductions and a minor addition. These were detailed in the change order. Change Order No. 3 reflected a net decrease of $250,090.50 in the contract price. Adoption of the Consent Agenda approved Change Order No. 3 for Water Tower No. 4. Approve Resolution Approving an Encroachment Agreement for Fence at 4472 158th Street N - Kaufenberg   Sarah and Josh Kaufenberg had requested an encroachment agreement to allow construction of a fence within a drainage and utility easement on property located at 4472 158th Street North. The Senior Engineering Technician had reviewed the location of the fence and was comfortable with the request. Adoption of the Consent Agenda approved RESOLUTION 2022-38 APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A FENCE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 4472 158th STREET NORTH. Approve Cost Share Agreement with Washington County for Oneka Parkway/CSAH8 Traffic Signal As Council was aware, Washington County had agreed to move up the construction of the signal Hugo City Council Meeting Minutes for July 5, 2022 Page 4 of 7 at the intersection of CSAH 8 and Oneka Parkway to accommodate including it with the Oneka Parkway Project. This was beneficial for both parties in terms of cost and lessened impact on residents with construction occurring over a 2-year period. Based on bids received on June 29, 2022, Washington County was responsible for $222,210. The cost share was consistent with the County cost share policy. Adoption of the Consent Agenda approved the Cooperative Agreement between the City of Hugo and Washington County for construction of a traffic signal system on CSAH 8 at its intersection with Oneka Parkway outlining cost share responsibilities. Approve Maintenance Agreement with Washington County for Oneka Parkway/CSAH 8 Traffic Signal The City of Hugo had a signal maintenance agreement with Washington County for the intersection of CSAH 8 and Victor Hugo Boulevard. As part of the Oneka Parkway Project, the City of Hugo was working with Washington County to construct a new signal system at CSAH 8 and Oneka Parkway. This new signal would be subject to an agreement with Washington County for maintenance of the system. The proposed cooperative agreement between the City of Hugo and Washington County for maintenance of the traffic signal systems on CSAH 8 (Oneka Boulevard and Victor Hugo Boulevard) would supersede and replace the maintenance agreement for the signal at Victor Hugo Boulevard with one that covers both signals. Maintenance responsibilities would not change for the intersection at Victor Hugo Boulevard, and the responsibilities for maintenance for the signal at Oneka Parkway were consistent with current County policy. Adoption of the Consent Agenda approved the cooperative agreement between the City of Hugo and Washington County for Maintenance of Traffic Signal Systems on CSAH 8 (Oneka Boulevard and Victor Hugo Boulevard). Approve Resolution and Master Partnership Contract with MnDOT The City of Hugo had a Master Partnership Agreement with MNDOT that would soon expire. The Master Partnership Contract provided a framework for Mn/DOT and local agencies to provide services and payment to each other. A few MnDOT provided routine services were included in the contract, but all other services would require work orders describing costs and scope. Adoption of the Consent Agenda approved RESOLUTION 2022-39 TO UPDATE THE MASTER PARTNERSHIP CONTRACT WITH THE MN DEPARTMENT OF TRANSPORTATION (MnDOT). Receive Bids and Award Contract for Oneka Parkway Improvement Project City Engineer Mark Erichson explained bids were received for the Oneka Parkway Improvement Project on Wednesday, June 29, 2022, and were opened and read aloud. Five bids were received, and the bids were checked for mathematical accuracy. He stated the bids were favorable considering the bid environment was not great. The bid summary provided to Council showed the low bid was submitted by North Valley, Inc., Nowthen, Minnesota, in the amount of $2,041,044.25 for the Base Bid and Alternate 1 for Freedom Trail Improvements. The Engineer’s Estimate was $2,111,900.00 for the base bid and Alternate 1. It was noted that the cost share and maintenance agreements with Washington County for the signal construction was approved as part of the Consent Agenda. Road construction would start late July or early August. The signal Hugo City Council Meeting Minutes for July 5, 2022 Page 5 of 7 would likely be installed in early spring of next year or possibly during the winter. Miron made motion, Klein seconded, to approve RESOLUTION 2022-40 RECEIVING BIDS AND AWARDING A CONTRACT FOR THE 2022 ONEKA PARKWAY IMPROVEMENTS PROJECT. All Ayes. Motion carried. Confirm CIP Priority and Approve Resolution Authorizing Preparation of Feasibility Study for the 2023 Birch Tree Ponds Area Street Improvement Project Each year the City reviews and assesses priorities for upcoming capital improvement projects throughout the City. City Engineer Mark Erichson explained staff wanted to start the process earlier than usual considering it may take significant lead time to acquire materials. He requested feedback from the Council to confirm the improvements identified for 2023 remain the Council’s next priority. The project identified for 2023 in the Capital Improvement Plan was the Birch Tree Ponds area. Erichson provided a map of the project area and explained it would be a complete pavement replacement and curb and catch basin repairs. If the Council authorized the preparation of the feasibility study this evening, bids could be opened in February, 2023, and the project could start as soon as ready. This would allow for flexibility and provide for better prices. Council questioned if there was any feedback from the neighborhood. City Administrator Bryan Bear explained the neighborhood has acknowledged the streets are in poor condition. He said there had been discussions on the timing of the project because potential development to the south may cause some construction traffic. He said staff was comfortable with recommending the project. Klein made motion, Petryk seconded, to approve RESOLUTION 2022-41 ORDERING PREPARATION OF A FEASIBILITY REPORT FOR PUBLIC IMPROVEMENTS TO ALL OR PORTIONS OF ROADWAYS IDENTIFIED AS THE 2023 BIRCH TREE PONDS AREA STREET IMPROVEMENT PROJECT. All Ayes. Motion carried. Discussion on Signs at Lions Park As work was nearing completion on Lions Park, the City needed to make a decision regarding signs at the park entrances and on the buildings. City Administrator Bryan Bear presented drawings that showed where the signs were to be located and said staff was looking for formal approval prior to the installation. Weidt talked about how the park had been under discussed for over nine years with many groups being involved in the park design. He talked about how volunteerism makes the world go around and the park had been a site of the Lions Clubs’ volunteerism. The Lions Club ran the Hugo City Council Meeting Minutes for July 5, 2022 Page 6 of 7 festival in the park for many years and raised over one million dollars to give back to the community. Weidt listed many other volunteer groups that have served the Hugo area. He defined a volunteer as someone who gives without being asked, and he thought the park should remain a place to honor all the volunteers of the community. He recommended the park be named “Hugo Volunteer Park” to honor the Lions and all volunteers. He said it would be a place to honor those that have served in the past and to promote volunteerism. He talked about the volunteer work done by Pete Pederson over the years and recommended the building be named “Peder Pederson Pavilion”. Klein agreed with “Hugo Volunteer Park”. He said Hugo is renowned for its volunteerism, and it makes Hugo a nice place to live. He talked about how people needed to be involved to make a good community happen. Klein agreed Pete had gone above and beyond volunteering, and he supported both of Council’s recommendations. Petryk said she was fortunate and honored to have known Pete as a neighbor in the Oakshore Park Neighborhood saying he has helped many over the years. She said Pete does things quietly and inconspicuously and has been there for the neighborhood and the entire community. She thought it would be a wonderful thing to name the pavilion after him, and she agreed to the park name. Miron agreed with Klein and Petryk comments and talked about it being an opportunity for a broader vision of using the park to recognize and acknowledge other members of the community for their contributions. Weidt agreed the park would be the place to recognize volunteers and suggested there be a set of criteria for acknowledging individuals and groups. Strub suggested a name for the park could be “Good Neighbors Park” since it is Hugo’s identity and trademark. Klein commented that “Volunteer Park” was above and beyond being a good neighbor. Klein made motion, Klein seconded, to name the park “Hugo Volunteer Park” and the pavilion “Peder Pederson Pavilion”. Weidt talked about “pavilion” not being the correct term for the building and suggested other options be looked at. Bear suggested part of the direction be for staff to put together a sign package for Council consideration. Miron made motion, Klein seconded, to direct staff to come back to Council with a sign package for final Council approval. All Ayes. Motion carried. Hugo City Council Meeting Minutes for July 5, 2022 Page 7 of 7 Schedule Midyear Budget Workshops Staff recommended Council schedule the Midyear Budget Workshop for Wednesday, August 31, 2022, at 5 p.m. in the Council Chambers. City Administrator Bryan Bear suggested a preliminary budget workshop be scheduled to discuss topics such as Hugo’s flat tax rate, Public Works and Fire Department organizational topics, and the use of ARPA funds. Miron made motion, Klein seconded, to schedule a Preliminary Budget Workshop for Monday, July 25, 2022, at 5 p.m. All ayes. Motion carried. Miron made motion, Petryk seconded, to schedule the Midyear Budget Workshop for Wednesday, August 31, 2022, at 5 p.m. All Ayes. Motion carried. Adjournment Klein made motion, Strub seconded, to adjourn at 7:40 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk