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HomeMy WebLinkAbout2023.03.06 CC Minutes MINUTES City Council Meeting City Hall Council Chambers Monday, March 6, 2023 7:00 p.m. Call to Order Acting Mayor Miron called the meeting to order at 7:00 p.m. Roll Call COUNCIL PRESENT: Klein, Miron, Petryk, Strub (via Zoom) COUNCIL ABSENT: Weidt OTHERS PRESENT: City Administrator Bryan Bear, City Engineer Mark Erichson, City Attorney Dave Snyder, Associate Planner Max Gort, City Clerk Michele Lindau Approval of Minutes for the February 6, 2023, Council Meeting Klein made motion, Petryk seconded, to approve the minutes for the Council meeting held on February 6, 2023, as presented. All Ayes. Motion carried. Approval of Minutes for the February 11, 2023, Sledding Party Klein made motion, Petryk seconded, to approve the minutes for the sledding party held on February 11, 2023, as presented. All Ayes. Motion carried. Approval of Minutes for the Approval of Minutes for the February 14, 2023, HBA Business Breakfast Petryk made motion, Klein seconded, to approve the minutes for the Hugo Area Business Association Business Breakfast and State of the City Address held on February 14, 2023, as presented. All Ayes. Motion carried. Approval of Minutes for the February 21, 2023, Fire Department Workshop Klein made motion, Petryk seconded, to approve the minutes for the Fire Department Workshop to discuss staffing needs that was held on February 21, 2023, as presented. All Ayes. Motion carried Hugo City Council Meeting Minutes for March 6, 2023 Page 2 of 8 Approval of Agenda Miron made motion, Klein seconded, to approve the agenda as amended by adding a presentation by Commissioner Fran Miron regarding the Hardwood Creek Regional Trail extension and also making a correction to the Consent Agenda for the approval of the purchase of a riding lawn mower for Hugo Public Works Department, not for the purchase for a truck for the Building Department as put on the agenda by error. All Ayes. Motion carried Legislative Update - MN House Representative Patti Anderson MN House Representative Patti Anderson was scheduled to be in attendance to provide an update to the Council on the current legislative session. Representative Anderson was unable to attend, so the item was tabled. Hardwood Washington County Commissioner Fran Miron regarding the extension of the Hardwood Creek Trail This was added to the agenda to provide an opportunity for Commissioner Fran Miron to update the Council on a grant application for the extension of the Hardwood Creek Trail. He said the project deadline came very quickly and he felt the County could use an additional letter of support for the grant. He explained that community project funding allows members of congress to advocate for projects in their district, and money allocated goes directly to the district. Washington County was represented by Angie Craig, Betty McMollum, and Pete Stauber, and requests would be submitted to all of them for the Hardwood Creek Trail extension project. This was the missing one-mile link that would connect the 11 miles of existing trail to 40 more miles of trails in Chisago and Ramsey County. City staff had been working closely with the County in recent years on this alignment. The project was estimated to cost $2 million dollars, and the County was requesting $1.5 million through the Community Project allocation system. The City’s and County’s cost would be drawn down and prorated. In addition, the County had submitted some public safety requests as well. To meet the deadline, City Administrator Bryan Bear recently sent a letter of support to accompany the application, and Commissioner Miron stated the County was now asking for a signed letter from the Mayor. Klein thanked the County for working with the representatives and taking the initiative to help connect the trails in the community. Commissioner Miron said he felt it was important for the County as well. He said he was pleased they were able to work with the City of Hugo on a project he felt the representatives could embrace, and he was optimistic they may be able to receive these funds. Miron asked for clarification that this would be the same alignment the City had been working on in the past. Bear said it was. Commissioner Miron added the implementation of this project was listed for 2025-2026, so planning had been done, and he assumed it would follow that alignment. Hugo City Council Meeting Minutes for March 6, 2023 Page 3 of 8 Klein made motion, Petryk seconded, to approve the 2024 Community Project Funding application for the extension of the Hardwood Creek Regional Trail. All Ayes. Motion carried. Community Development Department Annual Report-Associate Planner Max Gort Associate Planner Max Gort presented to Council the 2022 Community Development Annual Report. He began by talking about the City’s population count passing 16,000. He reviewed community development information stating 60 planning applications had been submitted in 2022. Applications for development projects was slightly lower than the peak of 2020, and the most application were for encroachment agreements. One hundred and nine permits were issued for new single family home construction. There was no multi-family construction, but a site plan application had been brought to Council for comments on a 54-unit apartment building. Multi- family construction was expected to pick back up in the next few years. He showed on a map where the new single-family construction was being done, which was primarily in Adelaide Landing, Oneka Place, and Rice Lake Preserve Developments. There were currently 118 single family lots available in the City as of December 31, 2022. The number of inspections done by the Building Department for Hugo in 2022 was 4,674. The Building Department also did 636 inspections in Scandia and 60 in Lino Lakes. Two non-residential permits issued for 2022, one for Schwieters building 7 and one for an addition to the Oneka Lake Elementary School. Several residential projects were set in motion in 2022 including the Shores of Oneka Lake and Hugo Estates manufactured home park with the expansion of the park and addition of apartment buildings. Oneka Prairie received preliminary plat approval, and concept plans had been reviewed for the Rosemary Place Apartment buildings and Oneka Commons for a mixed use residential and commercial development. Nonresidential projects in motion were development of City owned property on Egg Lake, Xcel Energy training center expansion, and construction of Premier Banks. Staff had also been working with Washington County on the TH61 Visioning Study. A traffic signal was installed on 152nd Street and TH61 near the new North Star Elementary School, improvements to Oneka Parkway and CSAH8 were nearly complete, and 159th Street and TH61 roundabout construction was expected to take place this summer. He provided an overview of the goals for the Planning Commission in 2023 that included discussions on high density residential projects, solar energy systems and commercial and industrial design guidelines. Approval of the Consent Agenda Petryk made motion, Klein seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Performance Review for Building Department Secretary Debi Close 3. Approve Performance Review for Senior Engineering Technician Liz Finnegan 4. Approve Six Month Performance Review for Public Works Mechanic Steve Garcia 5. Approve Six Month Performance Review for Public Works Worker Riley Hollerbach 6. Approve Six Month Performance Review for Public Works Worker Corey Triemert 7. Approve Six-Month Performance Review for Associate Planner Max Gort 8. Approve Mike Loeffler as Public Works Supervisor 9. Approve Donation from the Hugo American Legion to the Hugo Fire Department 10. Approve Amended Purchase Agreement Extending Deadline for Dennis Properties for Hugo City Council Meeting Minutes for March 6, 2023 Page 4 of 8 City Owned Property 11. Approve Letter of Support to MN DEED for Comcast Broadband Grant Application 12. Approve Video Camera/Security Surveillance/Dash Camera Policy 13. Approve Purchase of Riding Lawnmower for the Hugo Public Works Department 14. Approve Northeast Youth and Family Services Agreement All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Performance Review for Building Department Secretary Debi Close Debi Close was hired as the City’s Building Department Receptionist on March 20, 2006. Adoption of the Consent Agenda approved the annual performance review for Building Department Receptionist Debi Close. Approve Performance Review for Senior Engineering Technician Liz Finnegan Liz Finnegan was hired in March, 2019, as the City’s Senior Engineering Technician. Adoption of the Consent Agenda approved the performance review for Senior Engineering Technician Liz Finnegan. Approve Six Month Performance Review for Public Works Mechanic Steve Garcia Steve Garcia was hired on June 7, 2022, as the new Public Works Mechanic. Adoption of the Consent Agenda approved the six-month performance review and completion of probationary period for Public Works Mechanic Steve Garcia. Approve Six Month Performance Review for Public Works Worker Riley Hollerbach Riley Hollerbach was hired on June 20, 2022, as a Public Works Worker. Adoption of the Consent Agenda approved the six-month performance review and completion of probationary period for Public Works Worker Riley Hollerbach. Approve Six Month Performance Review for Public Works Worker Corey Triemert Corey Triemert was hired on June 30, 2022, as a Public Works Worker. Adoption of the Consent Agenda approved the six-month performance review and completion of probationary period for Public Works Worker Corey Triemert. Approve Six-Month Performance Review for Associate Planner Max Gort Max Gort was hired on August 8, 2022, as the new Associate Planner. Adoption of the Consent Agenda approved the six-month performance review and completion of probationary period for Associate Planner Max Gort. Hugo City Council Meeting Minutes for March 6, 2023 Page 5 of 8 Approve Mike Loeffler as Public Works Supervisor The City Council, at their February 6, 2023 meeting, approved the job description for a Public Works Supervisor and gave authorization to make a recommendation for an internal candidate to fill the position. This position would be Pay Grade 8 (non-exempt) and would begin at step 4 of the salary matrix. Adoption of the Consent Agenda approved the promotion of Mike Loeffler to the position of Public Works Supervisor. 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 Amended Purchase Agreement Extending Deadline for Dennis Properties for City Owned Property Denny Trooien of Dennis Properties had a purchase agreement on the City owned property along Egg Lake. The EDA considered a purchase agreement amendment to extend the closing dates for the first phase. The proposed first phase closing date was July 31, 2023, with the availability to extend with written notice to December 31, 2023. Mr. Trooien was continuing to work on revisions to the plan and marketing. The EDA unanimously recommended approval of the purchase agreement amendment to the City Council. Adoption of the Consent Agenda approved the purchase agreement amendment. Approve Letter of Support to MN DEED for Comcast Broadband Grant Application In the 2022 legislative session, the legislature directed federal ARPA funds to be used for broadband programs, some of which were available for Border-to-Border grants. Comcast was submitting a grant application for a project that would include four areas of Washington County: Denmark Township, Stillwater Township, Grant, and Hugo. This would provide Comcast service to 190 residents and 21 businesses located in the northeastern section of Hugo that are shown to be underserved. Underserved was defined as less than 100Mbps download and 20Mbps upload speeds. Washington County had allocated ARPA funds for 5% of the total project cost. The City had not allocated any funds for broadband; however, a letter of support was being requested. Adoption of the Consent Agenda approved the letter of support for the Border-to-Border Grant. Approve Video Camera/Security Surveillance/Dash Camera Policy With the construction of the new Public Works Building and Peder Pedersen Pavilion, security cameras had been installed. Cameras at Public Works were located at exterior gates and entrances, parking lots, fueling station, office area, and interior shop areas. At the Pavilion, cameras were located along the exterior of the building, within the building, and in the parking lot areas. Dash cameras were also used in some of the Fire Department vehicles. Staff felt it was important to have a policy in place that addressed access to the cameras and data, use of video, and retention of video. Adoption of the Consent Agenda approved the Video Hugo City Council Meeting Minutes for March 6, 2023 Page 6 of 8 Camera/Security Surveillance/Dash Camera Policy as drafted. Approve Purchase of Riding Lawnmower for the Hugo Public Works Department Public Works staff had requested Council authorization for the purchase of a new mower to replace the existing 2005 Toro mower, which was nearing the end of its useful life. Staff had received three quotes and recommended the purchase of a Ferris zero turn mover using the MnDOT Cooperative Purchasing Venture contract. Funding for this purchase had been approved in the 2023 CIP budget. Adoption of the Consent Agenda approved the purchase of a Ferris ISX3300 60” zero turn lawn mower in the amount of $15,999. Approve Northeast Youth and Family Services Agreement Over the past several years, the City had entered into an agreement with Northeast Youth and Family Services to support programs for Hugo families related to counseling, intervention, and enrichment. Through this agreement, the City sponsored NYFS by providing financial support. In the 2023 budget, Council approved $16,275 in funding for their services. Adoption of the Consent Agenda approved the agreement with Northeast Youth and Family Services. Accept Bids and Award Contract for the 2023 Birch Tree Ponds Street Area Improvement Project City Engineer Mark Erichson provided a quick review of the proposed project. Bid were received for the project on Tuesday, February 28, 2023, and were opened and read aloud. Seven bids were received and checked for mathematical accuracy. The low bid was submitted by Northwest Asphalt, Inc., Shakopee, Minnesota, in the amount of $1,808,834.19. Bids ranged from $1,808,834.19 to $2,379,132.30 with the engineer’s estimate being $2,111,593.00. Erichson recommended Council consider these bids and award a contract in the amount of $1,808,834.19 to Northwest Asphalt, Inc. based on the results of the bids received. He said construction would start no earlier than June 12 to make sure the school buses were not impacted by the construction. It was expected to be substantially completed in September with final restoration completed by October 30, 2023. Klein made motion, Petryk seconded, to approve RESOLUTION 2023-2 RECEIVING BIDS AND AWARDING A CONTRACT FOR THE 2023 BIRCH TREE PONDS AREA STREET IMPROVEMENTS PROJECT. All Ayes. Motion carried. Update on the Fire Department Workshop held on Tuesday, February 24, 2023 City Administrator reminded the Council of the workshop held on February 21, 2023, to discuss staffing needs at the Fire Department, specifically the need for a fulltime chief which would result in a reorganization of the staffing structure. Council had reviewed its priorities, call data, mutual aid and medical calls and budget impacts. Options discussed at the workshop were to keep it as is or create a full time position. Discussion ended with consideration of a new subcommittee that would evaluate the benefits and drawbacks of having a full-time fire chief and administrative duties versus leadership roles. The Committee would come back to Council with recommendations. Staff proposed a committee consisting of the Mayor, Council Member Miron, the City Administrator, Fire Chief, two Assistant Chiefs, and two others to be appointed by the Chief. Hugo City Council Meeting Minutes for March 6, 2023 Page 7 of 8 Miron made motion, Klein seconded, to approve the subcommittee as proposed. All ayes. Reminder – White Bear Area Chamber Legislative Reception March 7, 2023 City Administrator Bryan Bear reminded the Council the White Bear Area Chamber of Commerce was holding the 2023 Legislative reception on March 7, 2023, at the Tria Restaurant, 5959 Centerville Road from 4:30 – 7 p.m. This had been posted as a meeting for the Council to attend. Schedule Joint Workshop with Planning Commission to Discuss Solar Ordinance on Thursday, March 23, 2023 City Administrator Bryan Bear reminded Council of the February 6, 2023, meeting where Council approved an ordinance on a moratorium on solar gardens and directed staff to hold a workshop to discuss whether changes to the ordinance were necessary. Klein made motion, Strub seconded, to schedule the joint workshop with the Planning Commission for Thursday, March 23, 2023, at 6 p.m. in the Oneka Room. All Ayes. Motion carried Schedule Bus Tour for Saturday, September 30, 2023 Staff had recommended Council schedule the annual bus tour for Saturday, September 30, 2023, beginning at 10 a.m. Beginning and ending locations to be determined. Klein made motion, Petryk seconded, to schedule the annual bus tour for Saturday, September 30, 2023 All Ayes. Motion carried. Citywide Spring and Fall Cleanup Dates on May 6 and September 9, 2023 City Administrator Bryan Bear informed Council that staff had been working with Washington County on the Spring and Fall Cleanup Dates and recommended Council approve the dates of May 6 and September 9, 2023 for the Citywide cleanup. Miron made motion, Petryk seconded, to approve the Citywide Cleanup dates. dates. All Ayes. Motion carried. Hugo City Council Meeting Minutes for March 6, 2023 Page 8 of 8 Adjournment Klein made motion, Petryk seconded, to adjourn at 7:40 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk