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HomeMy WebLinkAbout2022.09.19 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 Engineer Mark Erichson, Community Development Director Rachel Juba, City Clerk Michele Lindau Moment of Silence for Bruce Bernin The Mayor called for a moment of silence for longtime resident Bruce Bernin who passed away on August 31, 2022, at the age of 87. Bruce and his wife Ginny had sold their parcel on Oneka Lake to the City of Hugo in 2002 for parkland. The Bernins then leased it back from the City and lived there for 20 years. Approve Minutes for the August 31, 2022, Midyear Budget Workshop Klein made motion, Miron seconded, to approve the minutes for the Midyear Budget Workshop held on August 31, 2022, as presented. All Ayes. Motion carried. Approve Minutes for the September 6, 2022, City Council Meeting Petryk made motion, Miron seconded, to approve the minutes for the City Council meeting held on September 6, 2022, as presented. All Ayes. Motion carried. Approve Minutes for the September 7, 2022, Public Works Grand Opening Miron made motion, Klein seconded, to approve the minutes for the Public Works Grand Opening held on September 7, 2022, as presented. All Ayes. Motion carried. Approve Minutes for the September 9, 2022, Dream of Wild Health Event Strub made motion, Klein seconded, to approve the minutes for the Dream of Wild Health Event held on September 9, 2022, as presented. All Ayes. Motion carried. Minutes HUGO CITY COUNCIL MEETING HUGO CITY HALL MONDAY, SEPTEMBER 19, 2022 – 7 P.M. Hugo City Council Meeting Minutes for September 19, 2022 Page 2 of 9 Approve Minutes for the September 10, 2022, Fire Department House Burn Miron made motion, Petryk seconded, to approve the minutes for the Fire Department House Burn held on September 10, 2022, as presented. All Ayes. Motion carried. Approve Minutes for the September 13, 2022 Hugo Area Business Association Breakfast Klein made motion, Strub seconded, to approve the minutes for the Hugo Area Business Breakfast held on September 13, 2022, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried Recognition of Retiring Hugo Firefighter Jodie Guareschi Hugo Firefighter Jodie Guareschi retired after 21 years of service. Fire Chief Jim Compton, Jr. talked about Jodie’s starting on the department by volunteering and her desire to be an EMT. He said Jodie was the longest serving woman on the Hugo Fire Department. Compton introduced Amanda Swenson, the Chief Deputy of the State Fire Marshal Division. Amanda presented her a pin on behalf of State Fire Marshal Jim Smith. Deputy Chief Dave Jensen presented her a plaque from the Hugo Fire Department Relief Association. Jodie spoke about the things she had learned on the Fire Department and thanked everyone who had helped her in her career. The Mayor and Council presented her a Certificate of Appreciation and thanked her for making a difference in the City of Hugo. The Mayor called for a five minute recess. The meeting reconvened at 7:28 p.m. Approval of Consent Agenda Miron made motion, Klein seconded, to approve the following Consent Agenda: 1. Approve Claims Roster Hugo City Council Meeting Minutes for September 19, 2022 Page 3 of 9 2. Approve Annual Performance Review for City Clerk Michele Lindau 3. Approve Special Event Permit for Hugo American Legion Oktoberfest Celebration and Craft Show on October 1, 2022 4. Approve Encroachment Agreement for 16237 Europa Avenue North - Meyers 5. Approve Resolution Approving Preliminary Tax Levy for 2023 6. Approve WSB Proposal for Construction Management Services for the Bernin Property 7. Approve Pay Request No. 13 to Shreiber Mullany for Lions Park Building 8. Approve Final Pay Request to Peterson Companies for Public Works Facility Landscaping All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for City Clerk Michele Lindau Michele Lindau was hired as the new City Clerk on January 1, 2008. Michele was originally hired by the City of Hugo as a part time Deputy Clerk in 1997 and a full-time Community Development Assistant in 1999. Adoption of the Consent Agenda approved the annual performance review for City Clerk Michele Lindau. Approve Special Event Permit for Hugo American Legion Oktoberfest Celebration and Craft Show on Saturday, October 1, 2022 The Hugo American Legion Post 620 had applied for a Special Event Permit for their annual Craft Show and Oktoberfest Celebration to be held on Saturday, October 1, 2022. This event required a Special Event Permit approved by Council because there would be about 200 people in attendance, alcohol sold outdoors, and music outside until approximately 9 p.m. Adoption of the Consent Agenda approved the Special Event Permit for the Hugo American Legion Post 620 in accordance with their application and conditions in the memo. Approve Encroachment Agreement for 16237 Europa Avenue North - Meyers Timothy and Emily Meyer had requested an encroachment agreement to allow construction of a fence within a drainage and utility easement on property located at 16237 Europa Avenue 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- 57APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A FENCE AND CONCRETE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 16273 EUROPA AVENUE NORTH. Approve Resolution Approving Preliminary Tax Levy for 2023 At its August 31, 2022, Midyear Budget Workshop, the City Council listened to a presentation Hugo City Council Meeting Minutes for September 19, 2022 Page 4 of 9 from Finance Director Anna Wobse highlighting revenues and expenditures to-date as well as projections for the 2023 fiscal year. It was the consensus of the Council that the 2023 preliminary tax levy allow for a decrease in the urban tax rate. The total proposed 2023 property tax levy of $10,988,874 would allow the urban tax rate to be lowered to 36.274% of tax capacity, down from 39.403% of tax capacity. Staff believed this levy was sufficient to fund the operating and capital budgets in 2023 and met the objectives of the City Council. Adoption of the Consent Agenda approved RESOLUTION 2022 - 58 APPROVING PRELIMINARY TAX LEVY PAYABLE IN 2023. Approve WSB Proposal for Construction Management Services for the Bernin Property In 2002, the City purchased the Bernin property at 6540 Greene Avenue North. Since then, the City had leased the property to the Bernin family. The lease expired on August 31, 2022 and the Bernin family had moved from the property. Staff was working with WSB & Associates to provide an Asbestos and Regulated Materials Assessment report for the property. After completion of the report, staff would make a recommendation for the demolition of some or all of the structures on the property. WSB & Associates had prepared a proposal to assist staff with the management of the demolition process. If approved, WSB and City Staff would work together to solicit demolition proposals and make a recommendation to the Council for moving forward. Adoption of the Consent Agenda approved WSB’s proposal for construction management services. Approve Pay Request No. 13 to Shreiber Mullany for Lions Park Building Schreiber Mullaney had submitted Pay Request No. 13 for the new building in Lions Volunteer Park in the amount of $32,519.10. 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 August 31, 2022 with a 5% retainage applied. The pay request included change order No. 4 in the amount of $27,352.63 for nine items including changes to windows, signage, and door hardware. It also included the addition of baby changing stations and fire extinguisher cabinets. The total retainage being held to date would be $156,909.46. Adoption of the Consent Agenda approved Pay Request No. 13 in the amount of $32,519.10 to Schreiber Mullaney Construction for the construction of the City of Hugo Peder Pedersen Pavilion. Approve Final Pay Request to Peterson Companies for Public Works Facility Landscaping Peterson Companies had submitted the final pay request for the landscaping at the Public Works facility. Adoption of the Consent Agenda approved the final pay request in the amount of $2,777.30 to Peterson Companies for the landscaping at Public Works. Assessment Hearing on 121st St. and Acres of Bald Eagle Improvement Project On September 21, 2021, the Council accepted bids and awarded a contract for construction of the 121st Street and Acres of Bald Eagle utility and street improvements between Everton Avenue and Falcon Avenue. City Engineer Mark Erichson explained the project improvements included extension of sanitary sewer and watermain to serve the Acres of Bald Eagle development, including storm sewer and street construction. The developer was responsible for the costs Hugo City Council Meeting Minutes for September 19, 2022 Page 5 of 9 associated with the Acres of Bald Eagle, which included surface and drainage improvements of 121st Street. The development costs were not considered as part of this assessment and would be paid by the developer under a separate agreement. The existing properties along 121st Street North and Falcon Avenue North would benefit from the extension of sanitary sewer services and water services to their individual lots. At the August 15, 2022, regular Council meeting, the Council adopted a resolution declaring costs to be assessed and scheduled the assessment hearing on the proposed assessments for September 19, 2022. The Notice of Assessment Hearing had been published in the official newspaper and mailed to the owners of each parcel described in the assessment roll at least two weeks prior to the hearing. Mark provided information on the costs saying the assessment rate would be $9,443 per unit. This amount was presented at the public hearing on July 17, 2021, when the project was approved. He noted that this amount was higher than the number given as a very rough estimate at the first neighborhood meeting to talk about a potential project. He reviewed the requirements on assessments as outlined in State Statute. He explained the assessments would be spread out over ten years at 4.25% interest. The entire amount could also be paid without interest by October 19, 2022. He also provided information on the deferral available to senior citizens saying interest would accrue on the balance. Mayor Weidt opened the public hearing. Council had received a written statement from Judy Schoeller, 4995 121st St. N. that stated concerns regarding the $2,000 increase. She also had a question on how interest was handled. Johanna Markeson, 4898 121st Street, said she had received the letter and questioned why the assess amount of $7,500 and was now $9,500, a 30% increase. Mark explained that at the initial meeting, there were no detailed plans, and residents were told it was very a rough estimate. At the public hearing and during approval of the feasibility study, the number $9,500 was presented. Johanna asked about when and where to pay it without interest, and why such a short time to do so. Mark explained that it could be paid to the City of Hugo prior to October 19, 2022, and the timeline was governed within the state statute. The numbers needed to be to the County so they could certify them and do their part in getting it on the property taxes. Petryk asked about a partial payment. Finance Director Anna Wobse replied they could pay off the full amount prior to being assessed, or they could pay off the entire remaining amount anytime after assessments start. Beth Lawrence, 4852 121st St., said she would like copy of letter that stated what the price was. She said no one had received it, and 30 days ws not enough time to pay. Erichson explained notices had been sent out on the public hearing. Beth said she should have received an official notice stating the amount. It was explained by the Mayor the reason to have a public hearing was to inform them of the project and amounts before moving forward. It was also explained to her that the 30 days was only if she wanted to pay off the full amount instead of being assessed over ten years. Beth said the City does what they want to do and they (residents) did not have a choice. Erichson explained the City was not driving the project. The decision was driven by the property owners. The project could have been done without extending utilities to the properties. If utilities were extended without the project without having the developers helping to pay, it would Hugo City Council Meeting Minutes for September 19, 2022 Page 6 of 9 have cost the property owners over $50,000. Beth further stated that communication for the project had been terrible. Garbage cans were not moved, the grass was terrible, there were rocks in her yard and the project wasn’t finished. Erichson explained the project had not been closed out. and the Council had not accepted the improvements. There was a punch list of remaining construction work that needed to be done, and he asked her to let him or City Engineering Technician Liz Finnegan know of any issues. Beth talked about wanting a reduced speed limit sign, and Erichson indicated the City would look into it. Jodie Sac, 4859 121st Street, said when the City realized the assessment was going to be $9,400, the project was already going. Erichson explained it did not happen before the project started. There was a public hearing where the number was shared, then the Council approved the feasibility study and the project. He stated residents were mailed the notice, and the City had the affidavit of mailing. It was noted that some residents present this evening did attend. She talked about the poor grass in her yard and asked for a 20 mile per hour speed limit on the road. She also inquired whether there was an extension in time to pay. Erichson provided her information on payment requirements. Clarissa Sacs said she was not in the project area but lived on the corner of 121st Street and Everton Avenue. She talked about the increase in traffic and she asked for signs. The Mayor indicated the issue would be evaluated. Jodie said Liz told her she was not the project manager anymore. Ericson said he would look into that, and he offered to meet Jodie on site and address any remaining concerns. There were no other comments, and Mayor Weidt closed the public hearing. Weidt stated he did not like the accusation that the City was doing it blindly without considering them and notifying them. He wanted to verify there were no issues with notices. Bear talked about the statutory requirements on the certification related to the tax rolls, and the preference would be to have a decision made tonight if possible. He provided two options for the Council. They could take a short recess at this point, and staff could produce the information, or staff could do so while Council finished the rest of the agenda, and the discussion could be continued afterward. Weidt made motion, Petryk seconded, to table the item and return to it at the end of the agenda. All Ayes. Motion carried. Reminder – Royal Credit Union Ribbon Cutting Thursday, September 22, 2022 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the Royal Credit Union Ribbon Cutting Event on Thursday, September 22, 2022, at 14602 Everton Avenue N. at 11 a.m. Hugo City Council Meeting Minutes for September 19, 2022 Page 7 of 9 Reminder - Lions Volunteer Park Grand Opening Thursday, September 22, 2022 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the Lions Volunteer Park Grand Opening at 5524 Upper 146th Street N. on Thursday, September 22, 2022, from 3-5 p.m. Schedule Kidz ‘n Biz on Saturday, September 24, 2022 City Administrator Bryan Bear informed Council the annual Kidz ‘n Biz event would be held on Saturday, September 24, 2022, at Hugo Elementary School, 4888 Heritage Parkway from 9 a.m. to noon. Weidt made motion, Miron seconded, to schedule a meeting to attend the Kidz ‘n Biz event on Saturday, September 24, 2022. All Ayes. Motion carried. Announcement – Hugo Lions Ribfest on Saturday, September 24, 2022 City Administrator Bryan Bear informed Council the Hugo Lions Club would be holding Ribfest on Saturday, September 24, 2022, at the Hanif Fields, 7032 137th Street North, from 6 a.m. to 10 p.m. Klein made motion, Petryk seconded, to schedule a meeting to attend the Hugo Lions Ribfest on Saturday, September 24, 2022. All Ayes. Motion carried. Schedule Birch Tree Ponds Neighborhood Meeting for September 29, 2022 The CIP project for 2023 had been identified as the Birch Tree Ponds development area. City Administrator Bryan Bear recommended Council hold a meeting on Thursday, September 29, 2022, at 6 p.m. in the Oneka Room with the residents in the area to discuss a potential project. Weidt made motion, Petryk seconded, to schedule a meeting with residents in the Birch Tree Ponds development area for Thursday, September 29, 2022. All Ayes. Motion carried. Reminder – Citywide Bus Tour Saturday, October 1, 2022 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the Citywide Bus Tour on Saturday, October 1, 2022, at 10 a.m. Schedule Council Photos for Monday, October 3, 2022 City Administrator Bryan Bear recommended Council schedule their photo to be taken at 6:30 Hugo City Council Meeting Minutes for September 19, 2022 Page 8 of 9 p.m. on Monday, October 3, 2022. This would be just prior to their regularly scheduled Council meeting at 7 p.m. Miron made motion, Strub seconded, to schedule a photo session for Monday, October 3, 2022, in the Council Chambers at 6:30 p.m. All Ayes. Motion carried. Schedule Liberty Classical Academy Ribbon Cutting on Friday, October 7, 2022 City Administrator Bryan Bear informed Council Liberty Classical Academy had invited them to attend a Ribbon Cutting Celebration on Friday, October 7, 2022, at 10158 122nd Street North (former Withrow School) beginning at 12:45 p.m. Klein made motion, Miron seconded, to schedule a meeting to attend the Liberty Classical Ribbon Cutting on Friday, October 7, 2022. All Ayes. Motion carried. Schedule Hugo Fire Department Open House on Saturday, October 8, 2022 City Administrator Bryan Bear informed Council the Hugo Fire Department Open House would be held on Saturday, October 8, 2022, from 11 a.m. to 3 p.m. Strub made motion, Petryk seconded, to schedule a meeting to attend the Hugo Fire Department Open House on Saturday, October 8, 2022. All Ayes. Motion carried. Schedule Board of Canvass for November 15, 2022 at 5 p.m. City Administrator Bryan Bear informed Council the Board of Canvass needed to meet between 3- 10 days after the General Election on November 8, 2022, to canvass the results. The Council acts as the Board of Canvass, and he recommend they meet on Tuesday, November 15, 2022, at 5 p.m. Strub made motion, Miron seconded, to schedule the Board of Canvas for Tuesday, November 15, 2022 at 5 p.m. All Ayes. Motion carried. Assessment Hearing on 121st St. and Acres of Bald Eagle Improvement Project (Continued) The Council returned to the public hearing. Mark Erichson had a copy of the affidavit of mailing of the public notice and the meeting minutes for said hearing. The minutes showed testimony from Johanna Markeson, Theresa Sorenson, Richard Degnan, and Tom and Denise Sames. Minutes showed Johanna had concerns regarding her driveway, Degnan encouraged the Council to approve sewer and water to the properties, and the Sames had provided similar testimony. Hugo City Council Meeting Minutes for September 19, 2022 Page 9 of 9 Jodie asked about that meeting and asked if the $9,443 dollar amount was in it. Erichson explained it was in the video and minutes for the July 19, 2021 meeting. He noted the dollar amount was not specified the letter. Bear explained the highly regulated process by the state the City Council must follow, and the City Engineer and staff do their best to follow rules on public hearings and notices. There was a lot of information to provide on the project and the objective was to have people come to hearings. He said it was the City’s objective to do better with communication than what seemed to be done on this project, and he would be happy to reengage with the team on the process to ensure residents are fully informed on what was being discuss. He noted this project was being done during covid where meetings were not normal. Becky Schoeller, explained her parents live at 4995 121st Street. She wanted to know if there was an increase to the developer’s cost as well. Mark explained the developer’s cost was not included, and he reiterated the cost did not increase from what was stated in the feasibility study. Becky asked about the punch list and mentioned items that needed to go on it. Erichson said it was important that staff is made aware of the issues so they are taken care of. Klein made motion Petryk to approve RESOLUTION 2022 - 59 ADOPTING ASSESSMENTS FOR THE 121ST STREET NORTH AND ACRES OF BALD EAGLE UTILITY AND STREET IMPROVEMENT PROJECT. All Ayes. Motion carried. Adjournment Klein made motion, Miron seconded, to adjourn at 8:22 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau City Clerk