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HomeMy WebLinkAbout2023.08.21 Packet A. CALL TO ORDER B. ROLL CALL C. PLEDGE OF ALLEGIANCE D. APPROVAL OF MINUTES 1. August 7, 2023, Council Meeting E. APPROVAL OF AGENDA F. APPOINTMENTS/PRESENTATIONS 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 Resolution Approving Minor Subdivision for 8860 152nd Street North- Gadbois 3. Approve Resolution Approving Encroachment Agreement for 4599 Empress Way North – Carlson and Barton 4. Approve Pay Request No. 1 to Northwest Asphalt, Inc. for the Birch Tree Ponds Street Improvement Project 5. Approve Reduction in Letter of Credit for the Shores of Oneka Lake 6. Approve 2023 Master Plan for Bernin Park 7. Approve Proposal from WSB and Associates to Draft Construction Documents for Bernin Park 8. Approve Construction of City Trail with Rice Lake Reserve 3rd Addition 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, August 21, 2023 Address: 14669 Fitzgerald Ave. N. Hugo, MN 55038 Phone: 651-762-6300 Website: www.ci.hugo.mn.us H. PUBLIC HEARING 1. Nothing Scheduled I. UNFINISHED BUSINESS 1. Approve Job Description and Advertisement for full time Fire Chief J. NEW BUSINESS 1. Nothing Scheduled K. VISITOR PRESENTATIONS 1. Nothing Scheduled L. COUNCIL PRESENTATIONS 1. Nothing Scheduled M. ADMINISTRATIVE PRESENTATIONS 1. Midyear Budget Workshop on Wednesday, August 30, 2023 2. Reschedule Monday, September 4 to Tuesday, September 5, 2023 3. Dream of Wild Health 25th Anniversary Celebration on September 15, 2023 4. HBA Breakfast with the Mayor on Tuesday, September 12, 2023 N. ADJOURNMENT BACKGROUND MEMO FOR THE CITY COUNCIL MEETING ON AUGUST 21, 2023 D.1 Approval of Minutes for the City Council Meeting on August 7, 2023 Staff recommends Council approve the above minutes for the City Council meeting held on August 7, 2023, as presented. G. 1 Approval of Claims Staff recommends Council approve the Claims Roster as presented. G.2 Approve Resolution Approving Minor Subdivision for 8860 152nd Street North- Gadbois Joseph and Lisa Gadbois are requesting a minor subdivision of their 20-acre parcel at 8860 152nd Street North into two 10-acre parcels. At its August 10, 2023 meeting the Planning Commission held a public hearing, and unanimously recommended approval of the minor subdivision. Staff is recommending approval of the resolution approving a minor subdivision for 8860 152nd Street North. G.3 Approve Resolution Approving Encroachment Agreement for 4599 Empress Way North- Carlson and Barton Ashley Carlson and Daniel Barton have requested an encroachment agreement to construct a fence and landscaping within a drainage and utility easement on property located at 4599 Empress Way North. The Senior Engineering Technician has reviewed the location of the fence and landscaping and is comfortable with the request. Staff is recommending approval of the resolution approving an encroachment agreement for 4599 Empress Way North. G.4 Approve Pay Request No. 1 to Northwest Asphalt, Inc. for the Birch Tree Ponds Street Improvement Project Northwest Asphalt, Inc. has submitted Pay Voucher No. 1 in the amount of $565,577.05 for work certified through July 31, 2023, on the 2023 Birch Tree Ponds Street Improvement Project. All underground utility work and the concrete work has been completed at this time. Staff recommends Council approve payment to Northwest Asphalt, Inc. in the amount of $565,577.05. G.5 Approve Reduction in Letter of Credit for the Shores of Oneka Lake The Shores of Oneka Lake Project has had substantial work completed to date and M/I Homes of Minneapolis/St. Paul, LLC. is requesting a reduction in the letter of credit. The current letter of credit for the Shores of Oneka Lake Project is in the amount of $4,450,403. Staff has inspected the work completed to date and recommends Council approve the reduction in the letter of credit to $1,210,008 based on the value of work remaining to be completed. G.6 Approve 2023 Master Plan for Bernin Park At the meeting of March 20, 2023, Council authorized WSB to update the master plan graphics for a passive park at 6450 Greene Avenue North. The property was purchased in 2002 from the Bernin family who leased it back until 2022. In 2004, a master plan was developed for the future passive park that included paved and natural trails, lake overlooks, a small parking lot, and a fishing pier. A community meeting was held on June 27, 2023 to review the updated plan. The feedback from residents led to a minor change in the alignment of the southernmost trail. At their meeting of August 16, 2023, the Parks Commission reviewed the master plan for Bernin Park and recommended approval. G.7 Approve Proposal from WSB and Associates to Draft Construction Documents for Bernin Park At their meeting of August 16, 2023, the Parks Commission reviewed a proposal from WSB and Associates for final design and construction administration of Bernin Park. The Bernin Park master plan includes a small parking lot, fishing pier, and paved and natural trails. The WSB proposal includes design development, cost estimating, surveys, and preparation of construction documents. The Parks Commission intends to use this to apply for grants to help fund construction. The WSB proposal also includes bidding, construction administration and surveying which may be needed at a later date. The Parks Commission is recommending approval of the proposal from WSB for the Bernin Park final design and construction administration totaling $73,000. G.8 Approve Construction of a City Trail on CSAH The Council approved Rice Lake Reserve Third Addition at the meeting of May 1st, 2023 which included a road connection to and turn lanes on CSAH 8. Staff has been working with M/I Homes to include construction of a trail on the north side of CSAH 8 which would connect the development to Hanifl Fields Athletic Park. The developer is proposing to construct an 8’ bituminous trail at an estimated cost of $30,000-$35,000. The trail would connect to the west drive way to the WBLAS Maintenance Facility utilizing a trail easement that the city retained. In the future, the City could construct an additional trail within the park property for further pedestrian connectivity. At their meeting of August 16, 2023 the Parks Commission discussed the importance of the trail connection in Hugo’s trail system. They are supportive of using Special Park Funds to reimburse the developer to ensure its construction, but it is not included in their current Parks CIP. The Parks Commission recommends approval of a city trail on CSAH 8 between Greystone Avenue North and Hanifl Fields Athletic Park and reimbursement of the developer for its construction. I.1 Approve Job Description and Advertisement for full time Fire Chief At its July 10, 2023, Council meeting, staff was directed to create a fulltime fire chief position and come back to Council with a position profile, job description, and salary wage. Staff has prepared a job description for Council discussion and approval. M.1 Midyear Budget Workshop on Wednesday, August 30, 2023 Council has scheduled the Midyear Budget Workshop for Wednesday, August 30, 2023, at 5 p.m. in the Hugo Council Chambers. M.2 Reschedule Monday, September 4 to Tuesday, September 5, 2023 The first regular Council meeting in September on September 4 falls on the Labor Day holiday. Staff recommends Council reschedule the meeting to Tuesday, September 5, 2023. M.3 Dream of Wild Health 25th Anniversary Celebration of September 15, 2023 Dream of Wild Health has invited the Councilmembers to attend their 25th Anniversary Celebration on Friday, September 15, 2023 from 2:00-4:00 PM at their farm at 16085 Jeffrey Ave N. M.4 HBA Breakfast with the Mayor on Tuesday, September 12, 2023 The Hugo Area Business Association will be holding Breakfast with the Mayor on Tuesday, September 12, 2023 at the Blue Heron from 7:30 - 9 a.m. Staff recommends Council schedule it as a meeting if they wish to attend. N. Adjournment MINUTES City Council Meeting City Hall Council Chambers Monday, August 7, 2023 7:00 p.m. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. Roll Call COUNCIL PRESENT: Klein, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None OTHERS PRESENT: City Administrator Bryan Bear, City Attorney Dave Snyder, Community Development Director Rachel Juba, Parks Planner Shayla Denaway, City Clerk Michele Lindau Approve Minutes for the July 24, 2023, City Council Meeting Klein made motion, Strub seconded, to approve the minutes for the City Council meeting held on July 24, 2023, as presented. All Ayes. Motion carried. Approve Minutes for the August 1, 2023 National Night Out Miron made motion, Klein seconded, to approve the minutes for the City Council meeting held on August 1, 2023, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. MPRA Award of Excellence-Presented by Stephanie Schutta Stephanie Schutta, Shoreview Recreation Program Supervisor and representative of the MRPA Awards Committee, explained the MRPA Awards of Excellence Program recognizes agencies or organizations in Minnesota for outstanding achievements and strives to increase public awareness and appreciation of the excellent parks, trails, and recreation services available in Minnesota. An awards committee, representing a cross-section of association members from across the state, scores selected projects annually. Only the top-scoring nominations are selected to receive Award of Excellence recognition. She announced the City of Hugo had been recognized with an Award of Excellence by the Minnesota Recreation and Park Association for reconstruction of Lions Volunteer Park and the Peder Pedersen Pavilion. Stephanie presented Council Meeting Minutes for August 7, 2023 Page 2 of 4 the Award of Excellence to the City of Hugo, which was accepted by Parks Planner Shayla Denaway. Council thanked everyone on staff that helped make it happen and specifically recognized Shayla for the work she did on the project saying it is a cornerstone of the community and worth every dollar invested. Shayla informed Council the first musical event would be on Friday, August 11, 2023, from 3-5 p.m. featuring the Jollypops. Jollypops is a free family-oriented musical act sponsored in partnership with Washington Council Library and paid for with Legacy dollars. Consent Agenda Klein made motion, Petryk seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Public Works Supervisor Mike Loeffler 3. Approve Annual Performance Review for Public Works Director Scott Anderson 4. Approve Annual Performance Review for Public Works Worker Jeff Maas 5. Approve Annual Performance Review for Public Works Worker Matt Klein 6. Approve Resignation of Firefighter Brandon Raschick 7. Approve Resignation of Rick Gregoire as Engineer on the Fire Department 8. Approve Special Event Permit for Hugo Feed Mill 100th Anniversary Event 9. Approve Termination of Interim Ordinance on Solar Energy Systems 10. Approve Resolution Approving an Encroachment Agreement for 6109 Goodview Trail Court North All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Annual Performance Review for Public Works Supervisor Mike Loeffler Mike Loeffler was hired as a Maintenance Worker for the City of Hugo’s Public Works Department on August 5, 2002. On October 17, 2011, Mike was promoted to be the Public Works Lead Worker, then promoted to Public Works Supervisor. Adoption of the Consent Agenda approved the annual performance review for Public Works Supervisor Mike Loeffler. Approve Annual Performance Review for Public Works Director Scott Anderson Scott Anderson was hired by the City of Hugo on August 11, 2003 as a Senior Engineering Technician, and on August 5, 2008, Scott was promoted as the City’s Public Works Director. Adoption of the Consent Agenda approved the annual performance review for Public Works Director Scott Anderson. Council Meeting Minutes for August 7, 2023 Page 3 of 4 Approve Annual Performance Review for Public Works Worker Jeff Maas Public Works Worker Jeff Maas was hired by the City of Hugo on July 24, 2006. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Jeff Maas. Approve Annual Performance Review for Public Works Worker Matt Klein Public Works Worker Matt Klein was hired by the City of Hugo on August 27, 2012. Adoption of the Consent Agenda approved the annual performance review for Public Works Worker Matt Klein. Approve Resignation of Firefighter Brandon Raschick Council approved the hiring of Brandon Raschick as a firefighter on the Hugo Fire Department on December 6, 2021. Brandon had submitted his letter of resignation. Adoption of the Consent Agenda approved the resignation of Brandon Raschick effective July 31, 2023. Approve Resignation of Rick Gregoire as Engineer on the Fire Department Rick Gregoire joined the Hugo Fire Department in 2013 and was promoted as an engineer on the department. Rick had submitted his request to resign as engineer and remain on the department as a regular firefighter. Adoption of the Consent Agenda approved the resignation of Rick Gregoire as engineer on the Hugo Fire Department. Approve Special Event Permit for Hugo Feed Mill 100th Anniversary Event Steve Marier had applied for a Special Event Permit to hold an event to celebrate the 100th Anniversary of the Hugo Feed Mill, located at 5566 146th Street North. Free food will be available along with door prizes, vendor booths, and a bounce house. The request included closing the portion of 146th Street south of their parking lot. A Special Event Permit was required for the use of the streets, and Council approval of the permit was necessary because there was expected to be 200 people in attendance over the course of the weekend. Adoption of the Consent Agenda approved the Special Event Permit for the Hugo Feed Mill 100th Anniversary Event. Approve Termination Interim Ordinance on Solar Energy Systems At its meeting on Jun 12, 2023, Council approved an extension of the moratorium on solar energy systems to allow more time to work on revisions to the ordinance. Council approved an ordinance on July 24, 2023, that amended specific uses and performance standards as it related to solar farms. Adoption of the Consent Agenda approved the termination of ORDINANCE 2023- 526, AN INTERIM ORDINANCE EXTENDING A TEMPORARY MORATORIUM ON NEW DEVELOPMENT OF SOLAR FARM SOLAR ENERGY SYSTEMS AND DIRECTING A STUDY TO BE CONDUCTED. Council Meeting Minutes for August 7, 2023 Page 4 of 4 Approve Resolution Approving an Encroachment Agreement for 6109 Goodview Trail Court North Joshua and Jamie Wiggins had requested an encroachment agreement to allow construction of a fence within a drainage and utility easement on property located at 6109 Goodview Trail Court 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 2023- 23 APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A FENCE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 6109 GOODVIEW TRAIL COURT NORTH. Update on National Night Out Council attended National Night Out events on Tuesday, August 1, 2023, and provided an update. There were 14 neighborhood events on the list, but due to rain many were cancelled or delayed. The Council was able to attend only four of the events. Adjournment Klein made motion, Petryk seconded, to adjourn at 7:16 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk Agenda Number G.2 CITY OF HUGO COMMUNITY DEVELOPMENT DEPARTMENT PLANNING AND ZONING APPLICATION STAFF REPORT TO: Bryan Bear, City Administrator FROM: Max Gort, Associate Planner SUBJECT: Joseph and Lisa Gadbois. Request for a minor subdivision for the property located at 8860 152nd Street North DATE: August 15, 2023 for the City Council meeting of August 21, 2023 ZONING: Agricultural (AG) REVIEW DEADLINE: September 12, 2023 1. PLANNING COMMISSION UPDATE At its August 10, 2023 meeting the Planning Commission held a public hearing and considered the minor subdivision request. Staff provided background and a recommendation of approval of the request. No one spoke at the Public Hearing. The Planning Commission agreed that the application met the requirements necessary to approve a minor subdivision and unanimously recommended approval to the City Council. 2. DESCRIPTION OF REQUEST: The applicant is requesting approval of a minor subdivision to create two lots out of a 19.95 acre lot. The lots created would be two parcels that are 9.97 and 9.98 acres in size. 3. CONTEXT: A. Surrounding Land Use and Zoning The surrounding properties to the north, east, south, and west are zoned Agricultural and are developed as agricultural or residential homes. B. Natural Characteristics of Site The property is has some rolling hills and has been farmed in recent years. 4. ANALYSIS: A. Level of City Discretion in Decision-Making Gadbois Minor Subdivision The City has limited discretion in approving or denying a minor subdivision application. The City’s discretion is limited to whether or not the proposed subdivision meets the standards outlined in the Comprehensive Land Use Regulations. If it meets these standards, the City must approve the subdivision. B. Consistency with Ordinance Standards Minor Subdivision Request Lot Size The Agricultural zoning district requires a minimum lot size of 10 acres with a 300-foot minimum width and a minimum depth of 480 feet. The two proposed lots will be 9.97 and 9.98 acres in size respectively. After doing historical research on the propert y, staff is considering the property 10 acres. It is in staff’s opinion that this is a valid application. Utilities The property is currently outside of the Metropolitan Urban Service Area (MUSA), which means the property is not eligible to receive City sewer and water. Services are not currently available to the site or planned for the site in the future. The parcel proposed to be future home sites and would need a new well and septic system. The applicant has submitted a soil test indicating that there is sufficient space on the new parcel s that is suitable for a septic system as well as an alternative septic location. The locations have been approved by Washington County. Grading and Wetlands A grading plan will have to be submitted to the City prior to the issuance of a building permit for the proposed lot. The applicant shall demonstrate the building sites will comply with the City’s regulations regarding building elevation related to groundwater. A permit will need to be obtained from the City for the location of the new driveway. Prior to the issuance of any building permit the applicant shall demonstrate that the proposed home and buildings will not impact any wetlands. Stormwater management Prior to the issuance of any building permits the applicant shall demonstrate that the proposed parcels meet the Rice Creek Watershed District Rules regarding stormwater management and erosion control. Gadbois Minor Subdivision Streets The proposed parcels have access to 152nd Street North, an existing gravel road. At the time of application for a building permit, the applicant shall apply for a driveway permit. Sidewalks/Trails There is a proposed trail in the 2040 Comprehensive Plan along 152nd Street North. Prior to the issuance of any building permit, the applicant will need to demonstrate that the proposed trail will not be impacted. Park Dedication and Open Space A park dedication is required of all land subdivided for residential purposes. The applicant will not be dedicating parkland with this project, and would therefore be responsible for the parkland dedication fee, currently set at $3,400 per lot. The applicant is only responsible to pay for the creation of 1 lots. 5. STAFF RECOMMENDATION: Staff is of the opinion that the requested minor subdivision meets the City Code requirements and guidelines outlined in the 2040 Comprehensive Plan. Staff recommends approval the minor subdivision subject to the conditions listed in the attached resolution. 6. PLANNING COMMISSION RECOMMENDATION The Planning Commission agreed that the application met the requirements necessary to approve a minor subdivision and unanimously recommended approval to the City Council. ATTACHMENTS: 1. Location Map 2. Minor Subdivision Survey 3. Draft Resolution Approving the Minor Subdivision 4. Sewage Treatment System Approval Letter OHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEOHEXXXXXXXXXXXXN00°16'23"W 1316.22S00°22'52"E 1315.16N89°22'46"W 661.92 PARCEL A PARCEL B SB SB SB E W XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXN00°19'37"W 1315.6999010001000 1000 1000990990 990 98 8 990990980 980980990990 9909909 9 0 B-4 EL=1001.8 B-3 EL=1000.1 B-2 EL=1000.1 B-2 EL=998.3 HOUSE 1001.55 S89°17'01"E 659.46 Test Area 18,819 Sq. Ft. 152ND STREET N. JOSEPH T & LISA A GADBOIS PID NO. 1403121420001 SB SB 994 996 998 992 990 988 99 8 9 9 6 9 9 4 9 9 2 98 6 980 97099299499698898698497897698299810021004100 6 1006 1008 1008 974972974 972 FILE NUMBER: CHECKED BY: DATE: SCALE: DRAWN BY: I HEREBY CERTIFY THAT THIS SURVEY, PLAN, OR REPORT WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION AND THAT I AM A DULY LICENSED LAND SURVEYOR UNDER THE LAWS OF THE STATE OF DATE:LIC. NO. DATE AMENDMENTS PREPARED FOR:BY JOE GADBOIS MINNESOTA. Shawn M. Kupcho L.S.5/19/22 49021 May 19, 2022 AS SHOWN JMM SMK 2022-10626 0 SCALE ( IN FEET ) 60 120NORTH © 2022 WIDSETH SMITH NOLTING & ASSOCIATES, INC. 3 PROPOSED PROPERTY DESCRIPTIONS: PARCEL A West Half of the West Half of the Northwest Quarter of the Southeast Quarter of Section 14, Township 31, Range 21, Washington County, Minnesota. PARCEL B East Half of the West Half of the Northwest Quarter of the Southeast Quarter of Section 14, Township 31, Range 21, Washington County, Minnesota = DENOTES A FOUND 1/2" IRON PIPE MONUMENT W/CAP MARKED 12660 UNLESS NOTED OTHERWISE OHE OVERHEAD ELECTRIC X X X X X BARBED WIRE FENCE POWER POLE EXISTING PROPERTY DESCRIPTIONS: (per Warranty Deed No. 3069772) The West One-Half of the Northwest Quarter of the Southeast Quarter (W1/2 OF NW 1/4 OF SE 1/4) of Section Fourteen (14), in Township Thirty-one (31) North, of Range Twenty-one (21) West, Washington County, Minnesota. PROPOSED LOT LINE QUARTER LINE SIXTEENTH LINE RIGHT OF WAY EXISTING BOUNDARY LINE BUILDING SETBACK LINE = DENOTES A SET 1/2" IRON PIPE MONUMENT W/CAP MARKED NO. 49021 BITUMINOUS SURFACE = DENOTES A SET SPIKE ON PROPERTY LINE LEGEND SOIL BORING SURVEY NOTES: 1.Orientation of this bearing system is based on the Washington County Coordinate System NAD83 (1986 adj.) 2.Property address: 8860 152nd St. N, Hugo, MN 55038. PID No. 1403121420001 3.The field work was performed on May 11, 2022. 4.Existing Acreage: 869,126 Sq. Ft or 19.95 Acres 5.Proposed Acreages: Parcel A: 434,472 Sq. Ft. or 9.97 Acres Parcel B: 434,654 Sq. Ft. or 9.98 Acres 6.The Property is zoned AG (Agriculture) per City of Hugo Zoning Map. Building Setbacks (per City of Hugo Zoning Ordinance) Front Yard = 40 feet Side Yard: = 20 feet Rear Yard: = 50 feet Zoning District Regulations: Minimum Lot Area = 10 Acres Minimum Lot Width = 300 feet at front setback line Minimum Lot Depth = 480 feet Maximum impervious = 35% 7.Contours shown are LiDAR derived on the NAVD88 datum provided by MnDNR. The electronic LiDAR data was ordered and received on 5/11/2022. 8.The property lies within Zone X, areas determined to be outside the 0.2% annual chance floodplain per FIRM Map No. 27163C0145E, effective date February 3, 2010. SB W E MAIL BOX WELL ELECTRIC METER PROPANE TANK TRANSFORMER GUY ANCHOR CONCRETE SURFACE CERTIFICATE OF SURVEY MINOR SUBDIVISION RESOLUTION 2023-XX APPROVING A MINOR SUBDIVISION FOR JOSEPH AND LISA GADBOIS FOR PROPERTY LOCATED AT 8860 152ND STREET NORTH WHEREAS, an application has been filed by Joseph and Lisa Gadbois that requests approval of a minor subdivision for property located at 8860 152nd Street North. WHEREAS, the subject property is legally described as follows: See Attached WHEREAS, the Planning Commission has reviewed said request at a duly called Public Hearing on August 10, 2023, and recommends approval, and; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUGO, MINNESOTA, that it should and hereby does approve the minor subdivision for Joseph and Lisa Gadbois, subject to the following conditions: 1. A minor subdivision is approved to allow the creation of two lots, in accordance with the plans and application received by the City on July 14, 2023. 2. Prior to recording the minor subdivision: a. The park dedication shall be cash-in-lieu of dedication for a total of $3,400. b. A 33-foot-wide roadway easement shall be dedicated to the City for the right-of- way for 152nd Street North. 3. Prior to issuance of any building permit: a. The applicant shall provide a grading plan that reflects the current topography and proposed grading. b. The applicant shall demonstrate that the parcels are able to meet the Rice Creek Watershed District Rules. c. The applicant shall demonstrate the building sites will comply with the City’s regulations regarding building elevation related to groundwater. d. The applicant shall demonstrate that the proposed home and buildings will not impact any wetlands. e. The applicant shall demonstrate that the proposed trail along 152nd Street North will not be impacted ADOPTED by the City Council on August 21st, 2023. ___________________________ Tom Weidt, Mayor ATTEST: _________________________________ Michele Lindau, City Clerk 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 Telephone: 651-430-6655 • Fax: 651-430-6730 • TTY: 651-430-6246 www.co.washington.mn.us Washington County is an equal opportunity organization and employer Public Health and Environment David Brummel, Director Jill Timm, Deputy Director 6/29/2022 Joseph & Lisa Gadbois 8860 152nd St N. Hugo, MN 55038 Subdivision/Lot Split Review – 1 lot On May 23, 2022 the Department received a subdivision/lot split septic permit application for a lot split in the City of Hugo. On June 6, 2022 representatives from the Department conducted soil observations on the parcel identification number (PIN) 1403121420001. Based on the soil observations conducted by the Department representatives, and the submitted soil observations conducted by Zierke Soil Testing, LLC, the proposed lot appears to have 10,000 ft 2 of suitable soil for individual sewage treatment systems. It should be noted that the soil testing conducted for this lot was preliminary and only for the purpose of determining suitability of this lot to support long-term sewage treatment according to Section 9.4 of the Washington County Development Code, Chapter Four, Individual Sewage Treatment System Regulations (Washington County Ordinance #206). Section 9.5 states: Complete soil testing on each individual lot must be conducted prior to permit issuance independent of any prior subdivision or lot approval testing. For permit issuance, a minimum of four (4) soil observations encompassing the proposed sewage treatment area are required. At least one soil observation must be performed in the portion of the soil treatment area anticipated to have the most limiting conditions. Larger areas may be required where conditions of use, soils, topography, or vegetation require. If you have any questions or comments, please contact me at 651-430-6692. Sincerely, Sarah Borrell Senior Environmental Specialist Agenda Number: G.3 CITY OF HUGO PLANNING AND ZONING APPLICATION STAFF REPORT TO: Bryan Bear, City Administrator FROM: Max Gort, Associate Planner SUBJECT: Ashley Carlson and Daniel Barton – Encroachment agreement to allow a fence and landscaping within a drainage and utility easement on property located at 4599 Empress Way North. DATE: August 16, 2023 for the City Council meeting of August 21, 2023 ZONING: Planned Unit Development (PUD) LAND USE: Low Density Residential (LD) 60-DAY REVIEW DEADLINE: October 8, 2023 1. DESCRIPTION OF REQUEST: The applicant has requested an encroachment agreement to allow construction of a fence and landscaping within a drainage and utility easement on property located at 4599 Empress Way North. The Senior Engineering Technician has reviewed the location of the fence and is comfortable with the request. 2. CONCLUSION/RECOMMENDATION: Staff has reviewed the request and recommends that the City Council approve the encroachment agreement for the property located at 4599 Empress Way North. ATTACHMENTS: 1. Location Map 2. Encroachment Agreement Resolution 3. Encroachment Agreement 4. Site Plan RESOLUTION 2023-XX APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A FENCE AND LANDSCAPING WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 4599 EMPRESS WAY NORTH WHEREAS, an application has been filed by Ashley Carlson and Daniel Barton that requests approval of an encroachment agreement to allow construction of a fence and landscaping within a drainage and utility easement on the property located at 4599 Empress Way North, legally described as follows; Lot 26, Block 4, Heritage Ponds, Washington County, Minnesota WHEREAS, the City Council has fully considered the request for the encroachment agreement. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUGO, MINNESOTA, that it should and hereby does approve the encroachment agreement on property located at 4599 Empress Way North. ADOPTED by the City Council this 21st day of August, 2023. ________________________________________ Tom Weidt, Mayor ATTEST: _________________________________ Michele Lindau, City Clerk ENCROACHMENT AGREEMENT THIS AGREEMENT is made this 21st day of August, 2023 by and between the CITY OF HUGO, a Minnesota municipality (hereinafter “City”) and, Ashley Carlson and Daniel Barton (hereinafter “Owners”), and their successors in title. WHEREAS, the City has an easement for drainage and utility purposes (the “Easement”) along the southerly, westerly, northerly, and easterly portion of the Owner’s property, which is legally described as: Lot 26, Block 4, Heritage Ponds, Washington County, Minnesota; and, WHEREAS, Owner is desirous of constructing a fence and landscaping partially within the easement area; and, WHERAS, the City will permit the placement of a fence and landscaping in the area described herein subject to the terms and conditions hereof. NOW, THEREFORE, in consideration of the premises and for good and valuable consideration, the receipt of which is acknowledged, the City will permit the encroachment on its easement as set forth herein and subject to the conditions set forth below: 1. Owner and their successors in title may install and maintain a fence and landscaping within the Easement, and the fence and landscaping shall be constructed in accordance with the plans on file with the City of Hugo. 2. No plantings, trees, permanent improvements or structures other than the fence and approved landscaping may be maintained or placed in the easement area. 3. Owner shall maintain the fence and landscaping in good repair and shall not permit it to be expanded, lengthened or to impair the City’s easement or its rights thereunder in any respect. 4. The encroachment granted to Owner herein is subject to the existing easement rights of the City as granted in various easements. 5. The City will notify Owner if it requires removal or relocation of the fence and landscaping or any part of it. Thereafter, Owner shall remove the fence and landscaping according to the direction of the City and if Owner fails to do so, the City may enter upon the land and remove as much of the fence and landscaping as required and cast it upon the adjoining lands. In such an event, the City shall not be liable to Owner for any costs, loss or damage whatsoever, and may assess the property for all of its costs incurred in removing the fence, and Owner waive all formalities, requirements and defenses arising from or relating to Minnesota Statutes Section 429 relating to or arising from the work done by the City. 6. To the fullest extent permitted by law, Owner agrees to release, defend, protect, indemnify, save and hold harmless the City, its agents, directors, employees, shareholders and contractors against any and all claims, costs and liabilities, including the costs of defense for damages, injury or death arising from or in any way connected to the installation, maintenance, repair, removal and/or presence of the fence, regardless of whether such harm is to Owner, the City, the employees or officers, guests or invitees of either or any other person or entity, except Owner shall not be liable under this paragraph for loss or damage to the extent resulting from the negligen ce of the indemnified parties. 7. The permission granted herein is limited exclusively to the proposed fence and landscaping within the specified portion of the easement area of the City’s Easement. Owner shall not alter the grade or permit such alteration anywhere upon the land upon which the City has reserved its easement rights without proper express written consent of the City. 8. Owner shall, at all times, use their best efforts to conduct all of their activities on said Easement in such a manner as to not interfere with or impede the operation of the City’s Easement and related activities in any manner whatsoever, and shall follow the direction of the City. 9. This Agreement shall run with the land and inure to the benefit and be binding upon the parties hereto, their heirs, successors and assigns. 10. Owner shall be responsible for the costs of recording this Agreement with the Washington County Recorder. WHEREUPON, the parties have set their hands this day of , 2023. CITY OF HUGO By By Tom Weidt, Mayor Michele Lindau, City Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON) On this _____ day of __________________, 2023, before me, a Notary Public, personally appeared TOM WEIDT and MICHELE LINDAU, of the City of Hugo, a Minnesota municipality within the State of Minnesota, and that said instrument was signed on behalf of the City of Hugo by the authority of the City Council of the City of Hugo, and TOM WEIDT and MICHELE LINDAU acknowledge said instrument to be the free act and deed of said City of Hugo. __________________________________________ Notary Public Ashley Carlson, Owner _____________________________________ Daniel Barton, Owner STATE OF MINNESOTA ) ) ss. (Individual Notary) COUNTY OF WASHINGTON) On this _____ day of __________________, 2023, before me, a Notary Public, personally appeared Ashley Carlson and Daniel Barton, a married couple, who signed the foregoing instrument and acknowledged said instrument to be their free act and deed. __________________________________________ Notary Public THIS INSTRUMENT DRAFTED BY: David K. Snyder Johnson & Turner, P.A. 56 East Broadway Avenue, Suite 206 Forest Lake, MN 55025 (651) 464-7292 K:\020855-000\Admin\Construction Admin\Pay Vouchers\020855-000 LTR PV1 to Cty 081523.docx 178 E 9TH STREET | SUITE 200 | SAINT PAUL, MN | 55101 | 651.286.8450 | WSBENG.COM August 15, 2023 Mr. Bryan Bear City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 Re: 2023 Birch Tree Ponds Area Street Improvements City of Hugo, MN WSB Project No. 020855-000 Dear Mr. Bear: Please find enclosed Construction Pay Voucher No. 1 for the above referenced project in the amount of $565,577.05. The quantities completed to date have been reviewed and agreed upon by the contractor, and we hereby recommend that the City of Hugo approve Construction Pay Voucher No. 1 for Northwest Asphalt, Inc. The amount indicated above reflects work certified through August 15, 2023, with a 5% retainage applied. Please include one executed copy with the payment to Northwest Asphalt, Inc. and return one executed copy to our office for our file. If you have any questions or comments regarding this voucher, please contact me at 612.360.1278. Sincerely, WSB Mark Erichson, PE City Engineer Attachments kkp Bernin Park Master Plan Hugo, Minnesota August 2023 | WSB Project number: 022530-000 Scale in Feet 0’200’100’50’ LAKE OVERLOOK LAKE OVERLOOK ACCESSIBLE LAKE OVERLOOK ACCESSIBLE LAKE OVERLOOK OPEN SPACE / FREE PLAY MEADOW BOARDWALK EXISTING PLAY AREA& SHELTER / PLAZA W/ LOOP TRAIL UTILITY EASEMENT 5’ EXISTING SIDEWALK FISHING DOCK PRESERVED MATURE TREES FUTURE PARKING10 CARS - PARK ENTRY STATE OF MN DNRPROPERTY WITH LAKE ACCESS ACCESSIBLE PRAIRIE & WETLAND OVERLOOK PRAIRIE FRINGE BUFFER PRESERVE ICE RIDGE PRESERVE WETLAND, TYP. 50’ ST O R M E A S E M E N T ONEKA LAKEONEKA LAKE PONDPOND ONEKA LAKE ONEKA LAKE PARKPARK BERNIN PARKBERNIN PARK GREEN AVE.GREEN AVE.GOODVIEW AVE.GOODVIEW AVE.152ND ST. N152ND ST. N FUTURE TRAIL & PARK EXPANSION LEGEND PAVED TRAIL CRUSHED GRAVEL TRAIL MOWED TRAIL 8’ PAVED TRAILS BOARDWALK NATURAL TRAIL (AGGREGATE, WOODCHIPS OR MOWED PATH NATIVE PRAIRIE WETLAND TURF GRASS ICE RIDGE G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx 701 XENIA AVENUE S | SUITE 300 | MINNEAPOLIS, MN | 55416 | 763.541.4800 | WSBENG.COM August 11, 2023 Ms. Shayla Denaway Parks Planner City of Hugo 14669 Fitzgerald Ave N Hugo, MN 55038 Re: Professional Services Proposal – Bernin Park Final Design & Construction Dear Shayla: I am pleased to submit this letter proposal on behalf of WSB & Associates, Inc. (Consultant) to the City of Hugo (Client) to complete professional consulting and design services for the final design and construction of park improvements at Bernin Park. A.1 PROJECT UNDERSTANDING It is understood that the City of Hugo seeks professional services for the creation of final design documents for improvements at Bernin Park to include a small parking lot, passive picnic spaces, paved trails connecting to an existing sidewalk along Goodview Ave N with an internal trail loop, and a potential small overlook deck platform. The project includes bidding the project for an anticipated 2024 construction with construction administration services. The professional services for this project are based on 2023 services and hourly rates. B.1 BASE SCOPE OF SERVICES B.1.1 TOPOGRAPHICAL BASE SURVEY (1) Topographical Base Survey: The Consultant will prepare a topographical base survey document suitable for final design. This will include a detailed survey of the former residential lot and adjacent empty lot only (not the entire park parcel) to include 1-foot contours, spot grades, utilities, and existing development. The potential trail routes flagged during the site review will be surveyed to create a centerline in the base topo file. Remaining park areas will rely on Lidar and aerial maps for use in final design. It is assumed that the survey field work will be conducted in the fall after leaves have fallen. B.1.2 FINAL DESIGN (1) Project Management and Project Kick-Off Meeting: Consultant will facilitate an in- person meeting with City staff to review the project schedule and deliverables along with a discussion of programming ideas for the proposed improvements. (2) Site Review: Following the kick-off meeting the Consultant will undertake a site visit with the Client to review current site development and to identify site opportunities and constraints. The Consultant will flag initial options for trail corridors during the meeting to obtain quotes for tree removals and to allow survey data to be collected along the routes. Shayla Denaway August 11, 2023 Page 2 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (3) Design Development (30%): The Consultant will prepare preliminary design development plans that may include up to two options of the park access, trail routes, and parking lot in order to identify the preferred approach. Factors that will affect the design options will include: A. Access and circulation B. Site impacts (wetlands, grading limits, extent of tree removals, etc.) C. Potential stormwater management options (4) Design Review Meeting: The Consultant will attend a virtual design review meeting with the Client to review the preliminary design options and determine which approach, or combination of approaches, should be carried forward into final design. (5) Stormwater Design & RCWD Permit: Consultant will prepare stormwater Best Management Practice options for treatment of runoff to meet the RCWD requirements. The Consultant will obtain a RCWD permit for the project and erosion control permit. The Consultant will identify any floodplain management rules if there is work below the Oneka Lake HWL of 931.36. Includes one (1) meeting with the RCWD during the final design process. Assumes BMP is required to be sized for 1” x new impervious surfaces with rate control demonstrated and that trails under 10’ width are exempt. Assumes a filtration method would be required. (6) NPDES Permit & SWPPP: Consultant will prepare erosion control and SWPPP plans that will adhere to the NPDES permit requirements for inclusion in the final construction package. Application and the corresponding fee for the NPDES permit will be obtained prior to construction start and transferred to the approved Contractor. (7) Final Design Documents: Consultant will prepare final design documents that further refine the site design to include the following documents taken to a 60% and 90% level for review prior to the 100% completion for bidding. This includes structural design for the small overlook deck. A. Cover Sheet / Index B. SWPPP C. Removals Plan D. Layout Plan & Enlargements E. Grading Plan & Enlargements F. Restoration & Erosion Control Plan G. Civil Utility Plans (stormwater) H. Construction Details I. Technical Specifications (8) Estimate of Probable Costs: The Consultant will develop an estimate of probable costs for construction starting from the 30% complete phase through 100% final design in order to identify anticipated construction costs and refine the plans in accordance with the project budget. This will help to identify priorities and determine improvements to remain under the base bid or potential add-alternates and future phased work. Shayla Denaway August 11, 2023 Page 3 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (9) Design Review Meetings: The Consultant will facilitate virtual design review meeting at the 60% and 90% milestones for ongoing review and feedback from the Client to progress the construction documents accordingly. B.1.3 TREE REMOVAL DOCUMENTS (1) Tree Removal Quote Package: Once the extent of tree removals has been determined, the Consultant will prepare a separate tree removal quote package to allow for tree removals before bat restrictions take place. The Consultant will distribute the quote package to Contractors and collect quotes for Contractor selection. (2) Tree Removal Meetings: Facilitation of a site meeting to coordinate with the tree removal Contractor prior to removals and confirm trees for removals. Consultant will conduct a site review meeting once the tree removals are complete for approval and finalization of contract. B.1.4 PUBLIC BIDDING (1) Bidding: The Consultant will provide oversight and administration of the project bidding process to include sending out the Advertisement for Bid, uploading plans and specs to Quest CDN, responding to questions that arise during the bidding process, preparation of addenda, facilitating an online, electronic (Zoom) bid opening, tabulation of bids, review of contractor references, and letter of recommendation for selection of a contractor. It is anticipated that an electronic bidding process will be utilized. B.1.5 CONSTRUCTION ADMINISTRATION: The Consultant will undertake project administration and periodic observation of the construction progress for adherence to design intent as illustrated and described in construction documents to include: (1) Pre-Construction Meeting: Facilitation of a pre-construction meeting to review the project elements, clearly define the Client’s expectations as to the quality of the construction, administration process, and schedule. (2) Administration: Consultant will provide administration to include preparation of contract / agreement forms, RFI’s, change orders, and payment applications. (3) Reviews: Consultant will review submittals, shop drawings, and test results. (4) Construction Progress Meetings: Consultant will provide site observation on a periodic basis for the duration of the construction project to ensure construction is being completed in accordance to the final design documents. It is assumed the Consultant will attend no more than ten (10) meetings as follows: A. Eight (8) standard construction process meetings. B. One (1) substantial completion meeting. C. One (1) final completion meeting. B.1.6 CONSTRUCTION SURVEY STAKING: The Consultant will provide a 2-man survey crew for one set of layout and grade stakes for construction and will prepare an as- built survey upon completion of construction. 2024 surveying to include up to four Shayla Denaway August 11, 2023 Page 4 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx (4) trips not exceeding a total of 32 hours plus data processing time is included for (2) hubs/benchmarks and offset stakes for the parking lot, utilities and structures, deck footings, and trail centerlines. B.2 EXCLUSIONS B.2.1 The following items are excluded from this Agreement; however, Consultant can provide these professional services for additional compensation by amendment to this Agreement. (1) Geotechnical soil investigations and recommendations. (2) Construction Materials and Testing. (3) MnDNR permit for any work below the OHWL of Oneka Lake. (4) Floodplain modeling and analysis. (5) Electrical, sanitary and water service design. (6) Contamination review or ESA costs. (7) Wetland permitting and mitigation. B.3 ADDITIONAL SERVICES B.3.1 Additional services may be added upon approval by both Client and Consultant via amendment to this Agreement at the current hourly rate at time of request. C.1 PROPOSED FEES C.1.1 Base Scope of Services: The Base Scope of Services outlined in Paragraphs B1.1 – B1.6 above will be provided for an hourly not to exceed fee of $73,000 according to the following breakdown: (1) Topo Base Survey $11,800 (2) Final Design $22,000 (3) Tree Removals $4,000 (4) Stormwater & Permits $8,000 (5) Bidding $1,800 (6) Construction Admin $17,000 (7) Construction Staking $8,400 D.1 SCHEDULE: A project schedule will be prepared once the final agreement and contract approved by the Client. It is anticipated that surveying would be completed once leaves have fallen. The quote package and tree removals will need to occur prior to January 2024. The final design process would take approximately 10 to 12 weeks to complete with bidding anticipated in March 2024. Shayla Denaway August 11, 2023 Page 5 G:\.Clients All\Hugo\Proposals\2023-24 Bernin Final Design\WSB Letter Proposal_Bernin Final Design.docx ACCEPTANCE This letter represents our entire understanding of the project scope. If the City of Hugo is in agreement, the necessary contract documents can be provided and signed. WSB will start work upon receipt of a signed contract. Sincerely, WSB Candace Amberg Jason L. Amberg Project Manager Director of Landscape Architecture Know what'sbelow.before you dig.CallRT2TURN LANESITE & UTILITY PLANFENWAY LAND COMPANY13925 Fenway Boulevard NorthHugo, Minnesota 55038ofRICE LAKE RESERVEHugo, Minnesotaof3890 Pheasant Ridge Drive NE, Suite 100Blaine, MN 55449Phone: (763) 489-7900Fax: (763) 489-7959www.carlsonmccain.comf:\jobs\8001 - 8020\8015 - goodview\cad c3d\engineering\final utility\turn lane\8015_turn lane.dwgSave Date:05/15/23environmentalengineeringsurveying···10Revisions:1. 3/19/20 Per County CommentsPrint Name:Signature:Date:License #:Drawn:Designed:Date:I hereby certify that this plan, specificationor report was prepared by me or under mydirect supervision and that I am a dulyLicensed Professional Engineer underthe laws of the State of Minnesota3/3/2020KRO3/3/2020Justin J Olson54231JJO2. 4/1/20 Per County Comments3. 4/2/20 Per County Comments4. 10/23/20 Per County Comments5. 2/15/23 Bid Set6. 2/28/23 Submittal Set7. 3/29/23 Per County Comments8. 5/8/23 Per City/County Comments9. 5/15/23 Per County Comments Horseshoe Lake Oneka Lake Barker Lake Rice LakeEgg Lake Plaisted Lake NorthSchoolSection Lake South School Section Lake Sunset Lake Long Lake Round Lake BaldEagleLake 80TH ST E 122nd St NLYNCH RD NINTERSTATE 35E120th 159 t h Prairie 149thFrenchman Forest141stElmcrest 170th 180th 122nd 157th Fox hillHeritag e 136thFanning 135th 150th ValjeanFairoaksFerraraOneka LakeFrench EuropaGoodviewTrailFalcon1 4 8th1 2 6th Fondant138th 128thFinley 124th E lmFinaleFitzgeraldGoodviewRosemary 158 t h165th F o untainFreelandGlenbrookFenwayEvergre e n 130th 140th EthanJulyGreystoneGenevaGallivanEmerald FrancescaFenway B o u le v a rd Homestead147th H adley146th 125th Eur o paTrailF r e edom137th Isleton132nd 136thStreetKeller119th 121st 155th 129th Ker ry IlliesInwood175th 177th 152ndHarrow JodyJeffreyFarnhamJaneroEvertonOnekaEmpress Garden Educati o n JardinVictorHugo145thV ictor Cos etteEnfie ld GreeneIngersollEgg L a k e KeystoneHenna143rd Heat her151st IrishFlay HiloFi o n a Upper H eatherHydeFabl e HillCity Park DNR Wildlife Management Area (WMA) Undeveloped City Property Regional Trail - Existing Regional Trail - Proposed City Trail - Existing City Trail - Proposed Sidewalks Municipal Boundary 2040 MUSA Boundary Parcels Open Water Streams and Ditches Street 3/4/2019 0 0.5 10.25 Miles Existing and Proposed Trails Map NORTH Glacial Hills Proposed Trail Central Anoka County Regional Trail Hardwood CreekRegional TrailMap 6-7 The City of Hugo is seeking a motivated, energetic and leadership- oriented individual to become the City’s first full-time Fire Chief. Under the supervision of the City Administrator, this position is responsible for successfully managing and leading the City of Hugo’s paid-on-call Fire Department. Located 17 miles north of downtown Saint Paul, Hugo is a rapidly growing city with a mixture of rural and suburban amenities. Over the past several years, the City of Hugo has grown its parks and trails system and expanded economic development opportunities. Fire Chief City of Hugo, Minnesota Job Summary The Fire Chief serves as the head of Hugo’s Fire Department by leading the City’s paid-on-call Firefighters. As the sole full-time firefighter, the Fire Chief would be responsible for providing administrative direction for all Fire Department functions while developing long and short-range goals to maintain exceptional fire services. The Fire Chief has authority over personnel management functions by recommending the hiring, firing, training, and promotion of the City’s paid-on-call firefighters. The Fire Chief also oversees the inspection of fire hazards within Hugo buildings and investigates fire sites for cause of origin. The Fire Chief fosters good community relationships, and particpates in community events. Like all of the City’s firefighters, the Fire Chief reponds to emergency calls and uses firefighting equipment, vehicles and tools to extinguish fires and prevent loss of life. Position Expectations The City of Hugo prides itself on its paid-on-call firefighting model and has seen success in its abilities to provide responsive emergency services while keeping costs stable. With a Full-Time Fire Chief, the City seeks to retain, and enhance management within the existing model, and has decided not to transition into a full-time Department, or other staffing models. The Fire Department staff currently participates in City budgeting processes, and operates within a well equipped Fire Station, a well trained and responsive team of firefighters, and an approved 5-year capital equipment plan. The Fire Chief is supported by a team of part-time Fire Officers, who will continue to play important roles within the Department and will carry out certain administrative and managerial duties. The full-time Fire Chief will evaluate the organizational command structure of the Department after being hired and will make recoomendations for adjustments. Any organzational structure will emphasize training and development opportunities, and succession planning for the City’s paid-on-call firefighters and officers. These opportunities will increase internal promotions, will lead to more efficient operations, and will result in continued team decision making. As a Department Head, the Fire Chief will be an active member of the City leadership team. The Hugo Fire Department is proud of its involvement within the community and has developed effective relationships with residents and outside organizations. A continuing focus for the new Fire Chief will be to retain the culture of positivity, collaboration and inclusion that exists within the Deparmtent. The Fire Chief is a full-time, salaried position, and will directly respond to emergency calls during daytime hours, and will also repond to major incidents outside of normal working hours. The Chief will attend training sessions similar to the other firefighters in the department, and will perform firefigher duties. Minimum Qualifications The City of Hugo is looking for a Fire Chief who meets the following requirements: • High School Diploma or GED Equivalent. • Degree in Fire Sciences or demonstrated equivalent knowledge and experience. • At least three years of Fire Officer experience with Command responsibility. Three to five years of supervisory experience preferred. • Completion of all training required of a Firefighter and Command Officer. The Fire Chief must also live or be willing to locate within a 20 minute drive from the Hugo Fire Station for responding to emergency calls. Application Process Interested applicants should send their resume, cover letter, and a completed application to Michele Lindau at mlindau@ci.hugo.mn.us. Hugo’s job application template is accessible online at https://www.ci.hugo.mn.us/jobs_volunteer. The position will be open until filled. Applications will begin to be reviewed on ______. If you meet the qualifications, a staff member will extend an interview invitation to you. Page | 1 Fire Chief Job Description ______________________________________________________________________________ Reports to: City Administrator. Communicates Internally with: Fire Department Officers, Firefighters, City Staff. Communicates Externally with: State Fire Marshal, other Fire Departments, Washington County Emergency Management, Washington County Sheriff’s Office, Ambulance Service Representatives, City Residents. Job Overview This position provides effective leadership in directing, planning, and coordinating a Paid-on- Call Fire Department. The Fire Chief is responsible for all service functions of the Hugo Fire Department, including but not limited to, fire protection and emergency response, fire suppression, fire prevention, directing safety and training programs for personnel, managing fire station facilities and equipment, administrative duties, and supervision of all fire department staff. The Fire Chief responds to emergency calls and uses firefighting equipment, vehicles, and tools to extinguish fires and prevent loss of life. The Fire Chief is a member of the City Leadership Team and assists the City Administrator in recommending and implementing the overall goals and objectives of the city. The Fire Chief also serves as the Emergency Management Director and performs other duties as assigned. Department: Fire Hours Worked: Full Time Pay: Per City Salary Resolution FLSA: Exempt Immediate Supervisor: City Administrator Employees Supervised: Assistant Fire Chief, Deputy Fire Chief, all Fire Department employees. Page | 2 Essential Functions Fire Department Management • Coordinates all firefighting, training, and fire prevention activities. • Directs and supervises all Fire Department personnel through the Department’s chain of command. • Assumes personal command as per department policy for major fires or other emergencies or situations. • Responds when appropriate as a daytime responder, and is able to perform all duties of the Firefighter position when responding to calls. • Responds on or off duty to major emergencies, incidents, and arson cases as deemed appropriate. • Develops systems and implements methods to retain and enhance a part-time paid-on- call Fire Department • Creates and maintains a Department organizational structure that provides for strong leadership in officer positions and creates pathways for succession and advancement within the Department. • Evaluates fire prevention and control policies and keeps abreast of the latest improvements in the field of fire science. • Compiles data, makes recommendations, determines Department staffing and equipment needs, and collaborates with the Finance Department to prepare an annual Fire Department budget. • Administers the fire operations budget, oversees or approves expenditures and manages inventory, assets, and special funds. • Develops long and short-range goals for the department and oversees implementation. Provides advice and recommendations to the City Council, City Administrator and other members of the management team. • Develops, maintains and directs Department record keeping functions, including personnel records. • Oversees and prepares reports, and enters incident reports into state reporting system. • Develops and implements policies and procedures for effective operation of the Department consistent with City policies and relevant laws, rules, and regulations and ensures directives from the City Council and City Administrator are implemented. • Serves as City of Hugo’s Emergency Management Director. Ensures community preparedness for all disasters by identifying resources and expertise in advance. Plans for and implements response and recovery actions as required. Works with County Emergency Management Director to ensure community preparedness, and maintains and implements the Emergency Operations Plan. • Reviews and approves service contracts with vendors and consultants to ensure compliance with budget and policy. Page | 3 • Reviews proposals submitted by management staff and makes appropriate comments and suggestions. • Keeps City Administrator and other city departments informed as needed, maintains regular reporting of department activity. • Writes and manages grants for funding. • Performs all other related duties as requested or assigned. Personnel Management • Promote collaboration and a cooperative working relationship within the department. • Promote a positive culture while building a strong team atmosphere • Establish a mentoring program. • Develop ways to recruit and retain firefighters. • Ensures that the Department is properly staffed, organized, equipped, and adequately trained. • Oversees the recruitment, retention, supervision, and development of Paid-on-Call personnel. • Ensures compliance with City of Hugo’s Personnel Polices. • Delegates appropriate duties, responsibilities, and authority to supervisors, ranking officers, and training personnel. • Plans, directs, manages, and evaluates fire personnel and operations. • Supervises staff, including recommending hiring, promotions, demotions, discipline, reward, oversight of staffing, adjustment of grievances, and discharge. • Oversees the development, training and emergency deployment of firefighters. Fire Inspection and Public Relations • Collaborates with the Building Department concerning enforcement of fire codes, including review of construction plans, site plans, and inspections of new buildings. • Cooperates with property owners concerning inspection of buildings for possible fire hazards and compliance with state and local codes and ordinances. Directs the initiation of proceedings to require abatement of fire hazards. • Oversees investigations for fire origin and cause, and determines the existence of cases involving arson, negligent fire or possible criminal behavior. • Oversees investigation programs, gathering notes from scene and witnesses; communicates with insurance companies and/or local, state and federal agencies; serves as expert witness in court proceedings. • Plans and implements fire school sessions, public and private school prevention programs and other fire awareness programs. • Addresses residential and commercial property owners' questions and concerns with fire safety, risk management, and other potential hazards or disasters. • Confers with community groups and conducts public relations campaigns and encourages the development of precautionary measures to prevent fires. Page | 4 • Responsible for maintaining and complying with mutual aid contracts. • Promotes and provides collaborative relationships with other Departments (i.e. Sheriff’s Office, Building Inspectors), and surrounding municipalities, counties and state agencies for coordination of emergency response and protection plans as well as disaster readiness. Assures NFPA and OSHA compliance. • Represents the Fire Department at City events, and to other City Departments, elected officials, the general public, and outside organizations. Required Knowledge, Skills, and Abilities Knowledge of: • Firefighting and emergency rescue techniques and practices. • Fire behavior and fire chemistry and the effects that various fuels and materials have on fire. • Principles and practices of fire operations management. • Emergency dispatch operations. Skill in: • Maintaining the comradery within the department and providing for open and honest communication. • Operating firefighting equipment, tools, vehicles, and apparatus. • Effectively leading first responders. Ability to: • Maintain a positive, collaborative and inclusive culture within the current paid on-call department. • Plan, coordinate, direct, and evaluate fire operations. • React effectively under pressure and to make quick and appropriate decisions. • Respond professionally to stressful situations and with good stress management skills. • Assess emergency situations; coordinate and direct firefighting and rescue efforts as rapidly as possible. • Communicate effectively, both orally and in writing, including report preparation, meeting facilitation, and presentations before groups. • Stand, walk, and sit for extended periods of time. • Operate radio communication equipment, a telephone, and vehicle. • See, hear, and speak to perform daily administrative responsibilities and occasionally to direct operation at a fire or rescue scene. Page | 5 • Read and analyze data and make sound recommendations and decision. • Communicate with all City departments. • Work on-call and respond to emergency situations at unpredictable hours. • Be a leader who will follow through on plans, objectives, and goals • Provide leadership and promote morale among the firefighters. • Motivate and develop others with a ‘Team-First’ mindset Education and Certification Requirements • High School Diploma or GED Equivalent • Degree in Fire Sciences or demonstrated equivalent knowledge and experience. • At least three years of Fire Officer experience with Command responsibility. Three to five years of supervisory experience preferred. • Complete and pass the Firefighter Physical Fitness Test, the Firefighter Oral Interview Test, and the Firefighter Personal Evaluation. • Complete and Pass the Firefighter pre-employment physical, health history, drug screen “non DOT” and criminal background check. • Must live within a 20-minute drive to the Hugo Fire Station. • Licensed firefighter with MBFTE (Minnesota Board of Firefighter Training and Education) • EMSRB EMR • State Certified FFI • State Certified FFII • NIMS 100, 200, 300, 400, 700, 800 • NFPA 1072 Hazmat Ops • Fire Officer I Course OR • any alternatives or substitutions to the above qualifications as the City may find as appropriate. Annual Requirements • Attain the established percentages needed for response to calls and attendance at training sessions as required for firefighters. • Maintain 100% of Mandatory Training including but not limited to Emergency Medical Responder Modules and CPR Training, OSHA Right to Know, Blood Borne Pathogens and other firefighter training required to maintain certifications provided by the Hugo Fire Department and outside entities. • Receive clearance from annual medical evaluation to resume duties as a firefighter for the City of Hugo based on current medical tests including but not limited to, SCBA/N95 FIT Testing, Hearing, Cardiac and Pulmonary Functions and any other Page | 6 tests deemed necessary by the City of Hugo Fire Department or Medical Professionals. • Maintain a valid Minnesota Driver’s license in accordance with the City of Hugo Employee Handbook and Personnel Policy. Working Conditions and Physical Requirements May be involved in physically draining and exhausting activities which may include taking command of a fire scene, participating in emergency response situations and being involved in physically dangerous situations. Frequently talks, listens, sits, stands, crawls, kneels, climbs, balances, reaches, or maneuvers in certain ways. Carries heavy firefighting equipment, frequently lifts objects up to 10 pounds and occasionally lifts objects up to 100 pounds. Regularly works in extreme weather conditions including but not limited to heat, cold, heights, and confined spaces. Is exposed to noxious smoke, fumes and fire that will adversely affect each of the senses including smell, touch, taste, sight, and hearing. Manages multiple people and projects at once with frequent interruptions to meet residents needs. Exposure to dangerous, busy, and noisy environments which require exceptional time and stress management capabilities. May be exposed to high levels of mental and emotional stress during emergency response calls which require the individual to remain in control. 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 Mission:To restore health and well-being in the Native community by recovering knowledge of and access to healthy Indigenous foods,medicines and lifeways. Contact: Madeline Johnson Dream of Wild Health P:(612)225-5331 madeline@dreamofwildhealth.org FOR IMMEDIATE RELEASE: Dream of Wild Health Celebrates 25th Anniversary Minneapolis,MN.August 9,2023.Dream of Wild Health is proudly celebrating 25 years of working in the Native community.Since 1998,this organization has been working to restore the health and well-being of Native people through promoting education of traditional foods,medicines,and lifeways,and through making healthy Indigenous food accessible to Native families. Dream of Wild Health began as a farm program at Peta Wakan Tipi.In 2000,the organization experienced a transformative moment when Cora Baker,a ninety-four-year-old Potawatomi woman and renowned "seed saver," generously donated her lifetime collection of seeds.This invaluable collection,including seeds that were over 300 years old,comprised a rich diversity of corn,beans,squash,and plant medicines.Since then,they have been planting seeds in the soil,in the community,in the world of Native nonprofit organizations,and in the lives of Native youth. After acquiring their ten-acre farm in Hugo,MN,in 2004,the organization introduced a Native youth leadership program empowering children and teenagers to learn about growing and cooking tasty,nutritious,traditional foods.The youth work directly with crops from seed to table,and gain a deep understanding of Indigenous food systems as they learn about food through Indigenous lifeways. Dream of Wild Health provides locally grown produce for sale at the Four Sisters Farmer's Market.Additionally, they initiated the Indigenous Food Share (IFS)program (a Community Supported Agriculture or CSA)providing healthy weekly produce boxes to the Native community,which aims to subsidize costs for those who may otherwise struggle to afford them. As of 2023,Dream of Wild Health boasts a collection of over 200 seed varieties,ranging from the Oneida white heirloom corn to Hopi black beans and Lakota squash.They plan to expand their impact by utilizing their newly added 20 acres of land,and have begun construction to include a building featuring a teaching kitchen,an outdoor pavilion,large greenhouse,and incubator space for new Native farmers. On their anniversary,Dream of Wild Health expresses their profound gratitude to the community,partners, donors,and volunteers who have contributed to their growth and success over the past 25 years.The organization remains committed to their mission of regenerative farming,Indigenous seed preservation,and fostering the well-being of Native communities.They look forward to future years of growing seeds and growing leaders. Dream of Wild Health will host a celebration of their 25th anniversary at their Hugo farm on September 15,2023. Indigenous appetizers will be served and guests will hear from those most impacted by the organization and tour the farm.Together,they will celebrate 25 years of growth,resilience,and the transformative power of reconnecting with our roots through food and community. 612-874-4200 |1308 East Franklin Avenue,Suite 203 Minneapolis 55404 |dreamofwildhealth.org 18/9/2023 10:39 AMScheduled/posted meetings in greenSu Mo Tu We Th Fr Sa12345678910 11 12 13 14 15 1617 18 19 20 21 22 2324 25 26 27 28 29 30September 2023Su Mo Tu We Th Fr Sa12345678 9 10 11 12 13 1415 16 17 18 19 20 2122 23 24 25 26 27 2829 30 31October 2023September 2023Aug 2728293031Sep 1234567897:00pm City Council-Reschedule101112131415166:30pm BOZA7:00pm Planning Comm171819202122237:00pm City Council5:30pm EDA6:30pm Hist Comm7:00pm Parks Comm242526272829306:30pm BOZA7:00pm Planning Comm9:00am Kidz 'n Biz SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY 28/9/2023 10:39 AMScheduled/posted meetings in greenSu Mo Tu We Th Fr Sa12345678 9 10 11 12 13 1415 16 17 18 19 20 2122 23 24 25 26 27 2829 30 31October 2023Su Mo Tu We Th Fr Sa123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30November 2023October 2023Oct 12345677:00pm City Council10:00am Bus Tour8910111213146:30pm BOZA7:00pm Planning Comm151617181920217:00pm City Council5:30pm EDA6:30pm Hist Comm7:00pm Parks Comm222324252627286:30pm BOZA7:00pm Planning Comm293031Nov 1234SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY