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HomeMy WebLinkAbout2023.09.18 CC MinutesMINUTES City Council Meeting City Hall Council Chambers Monday, September 18, 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, City Engineer Mark Erichson, Community Development Director Rachel Juba, City Clerk Michele Lindau Approval of Minutes for the August 30, 2023 Midyear Budget Workshop Klein made motion, Petryk seconded, to approve the minutes for the Midyear Budget Workshop held on August 30, 2023, as presented. All Ayes. Motion carried. Approval of Minutes for the September 7, 2023, Council Meeting Miron made motion, Klein seconded, to approve the minutes for the Council meeting held on September 7, 2023, as presented. All Ayes. Motion carried. Approval of Minutes for the September 12, 2023, Hugo Area Business Association Breakfast Strub made motion, Petryk seconded, to approve the minutes for the HBA Business Breakfast held on September 12,2023, as presented. All Ayes. Motion carried. Approval of Minutes for the September 12, 2023, Environmental Center Groundbreaking 2023 Klein made motion, Strub seconded, to approve the minutes for the Washington County Environmental Center Groundbreaking held on September 12, 2023, as presented. All Ayes. Motion carried. Council Meeting Minutes for September 18, 2023 Page 2 of 6 Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as amended by adding recognition of the GFOA Award and the scheduling of a neighborhood meeting for the 2024 street improvement project. All Ayes. Motion carried. Stillwater Superintendent Mike Funk Superintendent Mike Funk attended the meeting to present information on the November 2023 Bond Referendum. Funk provided background on himself saying this was his second year as Superintendent for the Stillwater School District. Prior to that he was a Superintendent in Olivia from 2005-2009 and in Albert Lea from 2009-2022. He said one of his goals in Stillwater was to develop trust within the school district. Funk provided information on the upcoming election on November 7, 2023. He explained that in the past Spring, a community facility task force was established to gather feedback and establish priorities for a 2023 bond referendum. Priorities were to provide the best educational environment, prepare for future growth, and balance student needs with the support of the taxpayers. The district was projected to grow by 1,000 students in the next ten years. The bond would provide more learning spaces, replace old facilities, and improve security and safety in all buildings. Funk talked about inequitable learning experiences between buildings. The bond would allow the replacement of the Lake Elmo Elementary School by building a new larger school in a location in its attendance area and replacing Andersen Elementary School, the smallest school in the district, in an area that would provide for adequate parking and green spaces. The bond would also allow for Oak-Land Middle School to be expanded to handle increased enrollment. The bond would also allow for increased security measures such as emergency strobes and security glazing on windows. Funk explained early voting would begin on Friday, September 22. The total bond was for $175 million. The tax impact on a median priced home of a half million dollars would be $7 per month. Funk said the Stillwater Area Public School residents paid less in school taxes than those in comparable districts. If the bond didn’t pass, it would take longer to increase security, and students would need to be bussed to the northern schools to prevent overcrowding in the southern schools. The Council talked about their belief in education and wished the district luck in their goals. There was a question on what would be done with the old buildings. Funk replied he hoped the district office could go into one of the buildings. GOFA Award to the Hugo Finance Department City Administrator Bryan Bear announced that the Government Finance Officers Association of the United Stated and Canada awarded the Certificate of Achievement for Excellence in Financial Reporting to the City of Hugo for fiscal year reporting that ended December 31, 2021. This Certificate was the highest form of recognition in the area of governmental accounting and financial reporting and its attainment represented a significant accomplishment by a government. Council Meeting Minutes for September 18, 2023 Page 3 of 6 Mayor Weidt congratulated Finance Director Anna Wobse and said the previous director Ron Otkin would have been proud of her and proud the department was still receiving this award. The Council talked about the difficult situation and seamless transition after Ron’s death and said the City was very fortunate to have her. Miron added that the public trusts the City with a lot of responsibility, and this award was another acknowledgement that everyone was working hard to be transparent, and he hoped it gave the residents confidence. Anna thanked Council for their support and reminded them the award was for the entire City and a result of staff’s work under the Council’s direction. Approval of Consent Agenda Miron made motion, Strub seconded, to approve the following Consent Agenda: 1.Approve Claims Roster 2.Approve Resignation of Cynthia Schoonover as Chair of the Historical Commission and Appointment as Vice Chair 3.Approve Appointment of Brad LeTourneau Chair of the Historical Commission 4.Approve Special Event Permit for Hugo American Legion Oktoberfest Celebration and Craft Show on October 7, 2023 5.Approve Resolution Approving Preliminary Tax Levy for 2024 6.Approve Resolution Approving Encroachment Agreement for 14320 Grantaire Lane N. 7.Approve Review of the Special Use Permit for Bald Eagle Sportsman Association 8.Approve Pay Request No. 2 to Northwest Asphalt, Inc. for Birch Tree Ponds Area Street Improvement Project All Ayes. Motion carried. Approval of Claims Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Resignation of Cynthia Schoonover as Chair of the Historical Commission and Appointment as Vice Chair Historical Commission founding member Cynthia Schoonover had served as Chair of the Historical Commission since 2015 and had requested to resign as Chair but remain on as Vice- Chair. Adoption of the Consent Agenda approved the appointment of Cynthia as Vice-Chair and the Certificate of Appreciation for her years as Chair on the Commission. Approve Appointment of Brad LeTourneau Chair of the Historical Commission With the resignation of Cynthia Schoonover as Chair on the Historical Commission, adoption of the Consent Agenda approved the appointment of Brad LeTourneau as Chair of the Historical Commission. Council Meeting Minutes for September 18, 2023 Page 4 of 6 Approve Special Event Permit for Hugo American Legion Oktoberfest Celebration and Craft Show on October 7, 2023 The Hugo American Legion Post 620 had applied for a Special Event Permit for their annual Craft Show and Oktoberfest Celebration to be held on Saturday, October 7, 2023. This event required a Special Event Permit approved by Council because there would be about 200 people in attendance, alcohol sold outdoors, and music outside until approximately 9 p.m. This event had been held successfully for the past few years. Adoption of the Consent Agenda approved the Special Event Permit for the Hugo American Legion Post 620 in accordance with their application and conditions in the memo. Approve Resolution Approving Preliminary Tax Levy for 2024 At its August 30, 2023, Midyear Budget Workshop, the City Council listened to a presentation from Finance Director Anna Wobse highlighting revenues and expenditures to-date as well as projections for the 2024 fiscal year. It was the consensus of the Council that the 2024 preliminary tax levy provide for no increase in the urban tax rate. The total proposed 2024 property tax levy of $12,318,875 would keep the urban tax rate at 36.371% of tax capacity. Staff believed this levy was sufficient to fund the operating and capital budgets in 2024 and meet the objectives of the City Council. Adoption of the Consent Agenda approved RESOLUTION 2023-30 APPROVING THE PRELIMINARY TAX LEVY PAYABLE IN 2024. Approve Resolution Approving Encroachment Agreement for 14320 Grantaire Lane N. Nick Heinle, Owner of Prairie Homes, LLC, had requested an encroachment agreement for the construction of a window well and fence located in a drainage and utility easement on the property located at 14320 Grantaire Lane North. The City Council approved a variance at its September 5, 2023 meeting to allow for the window well to encroach into the required side yard setback by an additional 1 foot 8 inches. The fence was proposed to encroach on the easement around the perimeter of the property before it met the rear profile of the house. The window well on the southeasterly side property line would encroach into the easement by 3 feet 8 inches. The Senior Engineering Technician had reviewed the location of the window well and fence and was comfortable with the request. Adoption of the Consent Agenda approved RESOLUTION 2023- 31 APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A WINDOW WELL AND FENCE WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 14320 GRANTAIRE LANE NORTH. Approve Review of the Special Use Permit for Bald Eagle Sportsman Association The Bald Eagle Sportsmen’s Association (BESA) had a SUP to operate a gun club on property located at 6557 125th Street. Staff visited the gun club on July 13, 2023, to review the SUP and found that the property was generally maintained. Adoption of the Consent Agenda approved the SUP review for the Bald Eagle Sportsman Association. Council Meeting Minutes for September 18, 2023 Page 5 of 6 Approve Pay Request No. 2 to Northwest Asphalt, Inc. for Birch Tree Ponds Area Street Improvement Project Northwest Asphalt, Inc. had submitted Pay Voucher No. 2 in the amount of $904,147.01 for work certified through August 31, 2023, on the 2023 Birch Tree Ponds Street Improvement Project. A majority of the work had been completed at this time with just punch-list items remaining. The punch-list items would be completed over the next month. Adoption of the Consent Agenda approved payment to Northwest Asphalt, Inc. in the amount of $904,147.01. Declare Cost to be Assessed and Set Public Hearing for 2023 Birch Tree Ponds Area Street improvement Project On March 6, 2023, the City of Hugo awarded a construction contract for the completion of the 2023 Birch Tree Ponds Area Improvements Project. As part of the public improvement process, in accordance with the requirement of state statutes Chapter 429 for assessments to benefitting properties, the City needed to declare the costs to be assessed and conduct the assessment hearing. Staff had prepared two resolutions for Council consideration. The first resolution was a resolution declaring the costs to be assessed and ordering the preparation of the proposed assessment roll. The second resolution was a resolution calling the hearing to be set for October 16, 2023. Miron made motion, Petryk seconded, to approve RESOLUTION NO. 2023 - 32 DECLARING THE COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2023 BIRCH TREE PONDS AREA IMPROVEMENTS PROJECT. All Ayes. Motion carried. Petryk made motion, Klein seconded, to approve RESOLUTION NO. 2023 –33 FOR HEARING ON PROPOSED ASSESSMENT FOR THE 2023 BIRCH TREE PONDS AREA IMPROVEMENTS PROJECT. All Ayes. Motion carried. Reminder- Kidz ‘n Biz on September 30, 2023, 2023 City Administrator Bryan Bear reminded Council they had scheduled a meeting to attend the Kidz ‘n Biz Festival on Saturday, September 30, 2023, from 9-noon at the Oneka Elementary School. Schedule Hugo Fire Department Open House on Saturday, October 7, 2023 City Administrator Bryan Bear informed Council the Hugo Fire Department would be holding their annual Open House on Saturday, October 7, 2023, from 11 a.m. – 3 p.m. Miron made motion, Klein seconded, to schedule a meeting to attend the Hugo Fire Department Open House on Saturday, October 7, 2023 All Ayes. Motion carried. Council Meeting Minutes for September 18, 2023 Page 6 of 6 Schedule Neighborhood Meeting for 2024 Street Improvement Project on Wednesday, September 27, 2023 City Administrator Bryan Bear informed Council a neighborhood meeting was schedule for a 2024 street project that included 125th Street and the Dellwood Ridge neighborhood for Wednesday, September 27, 2023, from 6-7 p.m. at Hugo City Hall. Klein made motion, Strub seconded, to schedule the neighborhood meeting as a meeting of the Council. All Ayes. Motion carried. Adjournment Klein made motion, Strub seconded, to adjourn at 7:38 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk