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HomeMy WebLinkAbout2023.01.09 CC Minutes 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