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HomeMy WebLinkAbout2023.08.21 CC MinutesMINUTES City Council Meeting City Hall Council Chambers Monday, August 21, 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 Engineer Mark Erichson, Community Development Director Rachel Juba, City Clerk Michele Lindau Approval of Minutes for the City Council Meeting on August 7, 2023 Petryk made motion, Klein seconded, to approve the minutes for the City Council meeting held on August 7, 2023, as presented. All Ayes. Motion carried. Approval of Agenda Klein made motion, Miron seconded, to approve the agenda as presented. All Ayes. Motion carried. 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 All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Council Meeting Minutes for August 21, 2023 Page 2 of 5 Approve Resolution Approving Minor Subdivision for 8860 152nd Street North-Gadbois Joseph and Lisa Gadbois had applied for 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. Adoption of the Consent Agenda approved RESOLUTION 2023-24 APPROVING A MINOR SUBDIVISION FOR JOSEPH AND LISA GADBOIS FOR PROPERTY LOCATED AT 8860 152ND STREET NORTH. Approve Resolution Approving Encroachment Agreement for 4599 Empress Way North- Carlson and Barton Ashley Carlson and Daniel Barton had applied for 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 had reviewed the location of the fence and landscaping and was comfortable with the request. Adoption of the Consent Agenda approved RESOLUTION 2023-25 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. Approve Pay Request No. 1 to Northwest Asphalt, Inc. for the Birch Tree Ponds Street Improvement Project Northwest Asphalt, Inc. had submitted Pay Request 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 had been completed at this time. Adoption of the Consent Agenda approved payment to Northwest Asphalt, Inc. in the amount of $565,577.05. Approve Reduction in Letter of Credit for the Shores of Oneka Lake The Shores of Oneka Lake Project had substantial work completed to date and M/I Homes of Minneapolis/St. Paul, LLC had requested a reduction in the letter of credit. The current letter of credit for the Shores of Oneka Lake Project was in the amount of $4,450,403. Staff had inspected the work completed to date and recommended approval. Adoption of the Consent Agenda approved the reduction in the letter of credit to $1,210,008 based on the value of work remaining to be completed. 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. Adoption of the Consent Agenda approved the 2023 Master Plan for the Bernin Park property. Council Meeting Minutes for August 21, 2023 Page 3 of 5 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 included a small parking lot, fishing pier, and paved and natural trails. The WSB proposal included design development, cost estimating, surveys, and preparation of construction documents. The Parks Commission intended to use this to apply for grants to help fund construction. The WSB proposal also included bidding, construction administration and surveying which may be needed at a later date. The Parks Commission recommended approval of the proposal. Adoption of the Consent Agenda approved the proposal from WSB for the Bernin Park final design and construction administration totaling $73,000. Approve Construction of a City Trail on CSAH The Council approved Rice Lake Reserve Third Addition at their meeting on May 1, 2023, which included a road connection and turn lanes on CSAH 8. Staff had 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 had proposed 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 were supportive of using Special Park Funds to reimburse the developer to ensure its construction, but it was not included in their current Parks CIP. The Parks Commission recommended approval of the trail. Adoption of the Consent Agenda approved construction of a City trail on CSAH 8 between Greystone Avenue North and Hanifl Fields Athletic Park and reimbursement to the developer for its construction. Approve Job Description and Advertisement for Full-Time Fire Chief At its July 10, 2023, Council meeting, staff was directed to create a full-time fire chief position and come back to Council with a position profile, job description, and salary wage. City Administrator Bryan Bear explained this would be the first full-time fire chief in Hugo to lead the paid-on-call department. The chief would serve as a first responder and perform all duties involved in running a fire department while maintaining the current culture of the department. Proposed minimum qualifications included a high school diploma, degree in fire science or demonstrated knowledge, minimum three years officer experience, completion of firefighter and officer training, and residency with a 20-mile radius of the department. He explained the qualifications were not as strict as other departments because it was intended to encourage a wide range of applicants, including internal candidates. The proposed salary ranged from $114,925-$149,716 with benefits that included the standard City benefits package. By state law, they would also be enrolled in the police and fire pension plan which would be an extra cost to the City, but there would be no social security deductions. He proposed a process to encourage internal candidates to apply and to also advertise for external qualified applicants. He said staff could do the first-round interviews with all qualified candidates, and the Council could participate with finalists’ interviews. If the entire Council Council Meeting Minutes for August 21, 2023 Page 4 of 5 participated, it would be an open meeting under the Open Meeting Law, or it could be a subgroup of the Council. Miron asked how the salary range was created. Bear explained a salary comparison was done with similar communities and same size cities, but departments were very different due to functions. Council discussed who should be involved in the interviews. Klein suggested just the two council members that were on the initial committee. All agreed committee members would be the most familiar with past discussions and needs of the department. Bear clarified that staff would review the applications and, depending on how many, hold the first round of interviews. Becky made motion, Klein seconded, to approve the position profile and job description for a new full time fire chief. All Ayes. Midyear Budget Workshop on Wednesday, August 30, 2023 City Administrator Bryan Bear reminded Council they had scheduled the Midyear Budget Workshop for Wednesday, August 30, 2023, at 5 p.m. in the Hugo Council Chambers. Reschedule Monday, September 4 to Tuesday, September 5, 2023 The first regular Council meeting in September on September 4 fell on the Labor Day holiday. City Administrator Bryan Bear recommended Council reschedule the meeting to Tuesday, September 5, 2023. Weidt made motion, Klein seconded, to reschedule the September 4 meeting to September 5, 2023. All Aye. Motion carried. Dream of Wild Health 25th Anniversary Celebration of September 15, 2023 City Administrator Bryan Bear informed Council the Dream of Wild Health had invited them 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. Klein made motion, Petryk seconded, to schedule the Dream of Wild Health Celebration as a meeting of the Council. All Ayes. Motion carried. Council Meeting Minutes for August 21, 2023 Page 5 of 5 HBA Breakfast with the Mayor on Tuesday, September 12, 2023 City Administrator Bryan Bear informed the Council the Hugo Area Business Association would be holding a Business Breakfast with the Mayor on Tuesday, September 12, 2023 at the Blue Heron from 7:30 - 9 a.m. Klein made motion, Miron seconded, to schedule the HBA Business Breakfast on September 12, 2023 as a meeting of the Council. All Ayes. Motion carried. Adjournment Klein made motion, Strub seconded, to adjourn at 7:21 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk