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HomeMy WebLinkAbout2024.07.01 CC Packet A. CALL TO ORDER B. ROLL CALL C. PLEDGE OF ALLEGIANCE D. APPROVAL OF MINUTES 1. June 17, 2024, City Council Meeting E. APPROVAL OF AGENDA F. APPOINTMENTS/PRESENTATIONS 1. Nothing Scheduled 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 Hugo Firefighter’s Relief Association Request for Increase in Lump-Sum Pension 3. Approve Amendment to the Personnel Policy on Earned Safe and Sick Time 4. Approve Special Event Permit for the Hero Gravel Classic Bicycle Race on August 24, 2024 5. Approve Lawful Gambling Application to Conduct Excluded Bingo at the Northern Lights Car Show on September 15, 2024 6. Approve Authorization for Zoning Code Text Amendment as it relates to Egress Windows 7. Approve Proposal from Landform Professional Services, LLC for Residential Zoning Code Review and Update 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, July 1, 2024 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. Nothing Scheduled J. NEW BUSINESS 1. Nothing Scheduled K. VISITOR PRESENTATIONS 1. Nothing Scheduled L. COUNCIL PRESENTATIONS 1. Nothing Scheduled M. ADMINISTRATIVE PRESENTATIONS 1. Schedule Midyear Budget Workshop for Thursday, August 29, 2024 N. ADJOURNMENT BACKGROUND MEMO FOR THE CITY COUNCIL MEETING ON JULY 1, 2024 D.1 Approve of Minutes for the June 17, 2024, City Council Meeting Staff recommends Council approve the above minutes as presented. G. 1 Approve Claims Roster Staff recommends Council approve the Claims Roster as presented. G.2 Approve Hugo Firefighter’s Relief Association Request for Increase in Lump -Sum Pension The Board of Trustees for the Hugo Firefighter’s Relief Association has formally requested City Council ratification of an increase of $500 per year of service in their lump-sum pension benefit. The Finance Department has reviewed this request and finds it to be financially feasible and consistent with the Pension Fiscal Policy adopted in April, 2012. Staff recommends Council ratify the Board of Trustees request for a $500 increase in their lump-sum pension benefit and corresponding change to their bylaws. G.3 Approve Amendment to the Personnel Policy on Earned Safe and Sick Time In 2023 a new law was passed that required employers to provide employees with Earned Sick and Safe Time (ESST). The new law became effective January 1, 2024, and applied to any employer with one or more employees and covered all employees including full-time, part-time, temporary, and paid-on-call firefighters. During the current Legislative Session several updates were made to the Earned Sick and Safe Time law including updating exclusions for the definition of employee. Effective May 25, 2024, the law provides exceptions for certain employees that perform certain functions, including paid-on-call and volunteer firefighters. The League of Minnesota Cities has spoken with the Minnesota Department of Labor and Industry regarding accrued ESST hours for paid-on-call firefighters and were advised that employers may modify or change paid time off policies. Staff has revised the personnel policy to exclude paid- on-call firefighters from receiving ESST hours and recommends Council approve the revised Personnel Policy that includes the updated ESST law requirements. G.4 Approve Special Event Permit for the Hero Gravel Classic Bicycle Race on August 24, 2024 Fred Stori from the Chilkoot Velo Bike Club has applied for a Special Event Permit for the Hero Gravel Classic Bicycle Ride to be held on August 24, 2024. The event is a 30- or 47-mile bicycle ride on gravel and paved roads beginning and ending at the Bavarian Hunter Gasthaus Restaurant in Stillwater. A Special Event Permit approved by Council is necessary because there may be over 200 people participating. There will be no more than 250 riders as part of this event. Staff recommends Council approve the Special Event Permit for the Hero Gravel Classic Bicycle Race on August 24, 2024. G.5 Approve Lawful Gambling Application to Conduct Excluded Bingo at the Northern Lights Car Show on September 15, 2024 The Blacksmith Lounge has a Special Event Permit for the Northern Lights Car show to be held on Sunday, September 15, 2024. As part of the event, the Northern Lights Car Club has applied for a lawful gambling permit to conduct excluded bingo. This must be approved by the City prior to submittal to the Gambling Control Board. Staff recommends Council approve the Application to Conduct Excluded Bingo at the Northern Lights Car Show on September 15, 2024. G.6 Approve Authorization for Zoning Code Text Amendment as it relates to Egress Windows Sec. 90-47 (1)(b) Exceptions to yard regulations allows for window wells, also known as egress windows, to extend into the required minimum side yard setback a distance not exceeding two feet. However, State building code requires window wells to have a depth of three feet. Staff is requesting authorization to draft a text amendment that would allow egress windows to extend into the required minimum side yard setback a distance not exceeding three feet, in order to allow for egress windows to meet building code requirements on houses that are constructed at the required side yard setback line. G.7 Approve Proposal from Landform Professional Services, LLC for Residential Zoning Code Review and Update The Planning Commission and City Council identified the following as goals for 2024: “discuss zoning language and geographic considerations for high density residential apartment projects in the city”, “evaluate and consider adoption of a mixed-use zoning ordinance”, and “evaluate and consider revisions to residential zoning district regulations”. The 2024 Planning and Zoning budget includes an item for Consulting Assistance – Apartments & Mixed-Use Ordinances at $65,000. At its January 8, 2024 meeting the City Council approved the appointment of Landform Professional Services, LLC as City Planner. On June 14, 2024, Landform submitted a proposal to evaluate and update the City’s residential zoning code. The proposal has a timeline of nine months and an estimated cost of $57,378. Staff recommends that the City Council approve the proposal from Landform to review and update the residential zoning code. M.1 Schedule Midyear Budget Workshop for Thursday, August 29, 2024 Staff recommends Council schedule the Midyear Budget Workshop for Thursday, August 29, 2024, at 6 p.m. in the Council Chambers. N. Adjournment MINUTES City Council Meeting City Hall Council Chambers Monday, June 17, 2024 7:00 p.m. Call to Order Mayor Weidt called the meeting to order at 7:00 p.m. Roll Call and Pledge of Allegiance 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 June 3, 2024, Executive Session – Administrator’s Review Klein made motion, Miron seconded, to approve the executive minutes for the City Administrator’s performance review held on June 3, 2024, as presented. All Ayes. Motion carried. Approval of Minutes for the June 3, 2024, City Council Meeting Miron made motion, Klein seconded, to approve the minutes for the City Council meeting held on June 3, 2024, as presented. All Ayes. Motion carried. Approval of Minutes for the June 3, 2024, Executive Session – White Bear Lake Lawsuit Petryk made motion, Klein seconded, to approve the executive minutes for the White Bear Lake Lawsuit discussion held on June 3, 2024, as presented. All Ayes. Motion carried. Approval of Minutes for the June 8, 2024, Premier Bank Open House Miron made motion, Klein seconded, to approve the minutes for the Premier Bank Open House held on June 8, 2024, as presented. All Ayes. Motion carried. Council Meeting Minutes for June 17, 2024 Page 2 of 5 Approval of Minutes for the June 11, 2024, Premier Bank Grand Opening Klein made motion, Strub seconded, to approve the minutes for the Premier Bank Grand Opening held on June 11, 2024, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Klein seconded, to approve the agenda as presented. All Ayes. Motion carried. Swearing in of Firefighter of Brian Kindelberger as Lieutenant on the Hugo Fire Department At its June 3, 2024, meeting, the Hugo City Council approved the promotion of Brian Kindelberger to Lieutenant on the Hugo Fire Department. Brian has served as a firefighter since December 2013 and as a Lieutenant from March 2018 until he stepped down in August 2022 to attend nursing school. After completing school, he wanted to take on a leadership role in the department once again. Fire Chief Jim Compton swore in Brian Kindelberger as a Lieutenant on the Hugo Fire Department. Swearing in of Firefighters Darek Albertson as Engineer on the Hugo Fire Department At its June 3, 2024, meeting, the Hugo City Council approved the promotion Darek Albertson to Engineer on the Hugo Fire Department. Darek had served as a firefighter since December 2021 and had completed fire and EMS schooling and has also taken advanced training to help fill a need within the department. Fire Chief Jim Compton swore in Darek Albertson as Engineer on the Hugo Fire Department Approval of Consent Agenda Klein made motion, Petryk seconded, to approve the following Consent Agenda. 11.. Approve Claims Roster 22.. Approve Salary Adjustment for City Administrator Bryan Bear 33.. Approve Resignation of Emily McGinnity from the Parks Commission 44.. Approve Resolution Approving Encroachment Agreement for 5383 Ferrara Avenue North 55.. Approve Pay Request No. 1 to Dresel Contracting for 125th Street/Dellwood Ridge Street Project 66.. Approve Reduction in Letter of Credit for Oneka Prairie 77.. Approve Temporary Liquor License for the Hopkins School House and Preservation Committee for Fundraiser on September 14, 2024 All Ayes. Motion carried. Council Meeting Minutes for June 17, 2024 Page 3 of 5 Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Approve Salary Adjustment for City Administrator Bryan Bear On June 3, 2024, Council met in Executive Session for the purpose of conducting the performance review for City Administrator Bryan Bear, who has been with the City of Hugo since May 2004. As part of the review, Council discussed Bear’s current salary and agreed it should be increased to the budgeted amount. Adoption of the Consent Agenda approved the salary adjustment to the mid-point between Step 5 and the Maximum Step as set forth in the salary matrix. Approve Resignation of Emily McGinnity from the Parks Commission At its February 1, 2021, meeting, Council approved the appointment of Emily McGinnity as a Parks Commissioner. Emily had recently submitted her letter of resignation. Adoption of the Consent Agenda approved the resignation of Emily McGinnity from the Parks Commission. Approve Resolution Approving Encroachment Agreement for 5383 Ferrara Avenue North Dennis Palmer had requested an encroachment agreement to allow construction of an eight-foot by ten-foot concrete pad within a drainage and utility easement on property located at 5383 Ferrara Avenue North. The Senior Engineering Technician had reviewed the location of the concrete pad and was comfortable with the request. Adoption of the Consent Agenda approved RESOLUTION 2024-25 APPROVING AN ENCROACHMENT AGREEMENT TO ALLOW CONSTRUCTION OF A CONCRETE SLAB WITHIN A DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT 5383 FERRARA AVENUE NORTH Approve Pay Request No. 1 to Dresel Contracting for 125th Street/Dellwood Ridge Street Project Dresel Contracting, Inc. had submitted Pay Request No. 1 in the amount of $276,807.71 for work certified through May 31, 2024, on the 2024 125th Street/Dellwood Ridge Neighborhood Improvement Project. Reclamation of the pavement along 125th Street had occurred and pavement removal on Upper Heather Ave had begun. Some storm sewer work had also been completed at this time. City staff had inspected the work and recommended approval. Adoption of the Consent Agenda approved Pay Request No. 1 Dresel Contracting, Inc. in the amount of $276,807.71. Approve Reduction in Letter of Credit for Oneka Prairie The Shores of Oneka Prairie Project had significant work completed to date and Southwind Holdings, LLC. requested a reduction in the letter of credit. The current letter of credit for the Oneka Prairie Project was in the amount of $2,213,413. Staff had inspected the work completed to date and recommended Council approve the reduction in the letter of credit to $394,159 based Council Meeting Minutes for June 17, 2024 Page 4 of 5 on the value of work remaining to be completed. This would be a reduction to 10% of the original letter of credit of $3,941,595. Adoption of the Consent Agenda approve a reduction in the letter of credit for Dresel Contracting. Approve Temporary Liquor License for the Hopkins School House and Preservation Committee for Fundraiser on September 14, 2024 The Forest Lake Historical Society had applied for a Temporary Liquor License to sell and serve alcohol and conduct a wine tasting at the fundraiser for the Hopkins Schoolhouse and Heritage Center to be held on September 14, 2024, at the Peder Pedersen Pavilion. The purpose of the event was to raise funds for the restoration of the Hopkins Schoolhouse, a City owned structure. Adoption of the Consent Agenda approved the Temporary Liquor License for the Hopkins Schoolhouse Fundraiser and waived the $15 license fee. Discussion on Solar Ordinance At its June 3, 2024, meeting the City Council adopted an interim ordinance placing a temporary moratorium on new development of solar farm solar energy systems and directed a study to be conducted. After internal staff discussion, City Administrator Bryan Bear had recommended Council hold a joint workshop with the Planning Commission to discuss general policy goals and what should be included in the study. Weidt talked about having been through the process before and said he would like to go down the route of drafting an amendment to the ordinance and get the opinion of the public. Bear explained the process to change a zoning ordinance would be for Council to provide direction to staff to draft one, and then the draft amendment would need to go to a public hearing at the Planning Commission. Weidt asked the amendment be drafted to ban solar farms, except for solar arrays on personal property for personal use, and run that through the process to see what kind of feedback the City gets. Strub questioned if he was suggesting they just ban them in Hugo, and the Mayor indicated he did want it drafted that way and put out there for feedback. Miron interpreted the Mayor’s intention was to put it out there for the public hearing to be held, which would allow the public to engage in the process and provide their perspective that would be taken into consideration for a future decision. Weidt confirmed it was and that it would be a way to trigger that discussion. Klein said he would like to get public input and thought it would be a good way to get it. Petryk commented that, after public hearing, the Council could still have the meeting with the Planning Commission. Miron questioned on whether there was a timetable they would be held to once a text amendment was offered and the public hearing held. Bear replied that it would be the City’s own application, so there was no timeline Council Meeting Minutes for June 17, 2024 Page 5 of 5 Weidt made motion, Klein seconded, to draft an amendment to ban solar farms in the City of Hugo and hold a public hearing at the planning Commission. Miron suggested a question to ask residents from a land use position was if they would be okay with a solar farm next to them since they could be in favor of solar, but not necessarily next to where they live. Roll call vote- Ayes: Klein, Miron, Petryk, Strub, Weidt Nays: None Motion carried. Bill the Juggler at Lions Volunteer Park on Friday, July 12, 2024 City Administrator Bryan Bear informed the Council that Bill the Juggler would be performing at Lions Volunteer Park in the Peder Pedersen Pavilion on Friday, July 12 at 6:30 pm. The show would be geared for children ages 5 and older and their families. The program was hosted by Washington County Library and funded with money from Minnesota’s Arts and Cultural Heritage Fund. Miscellaneous Discussion Weidt asked for synopsis of the Good Neighbor Days event. Bear said there were new challenges with it being at the new Lions Park for the first time, but the community seemed to want it there. Events seemed well-orchestrated and activities successful and appreciated by all who attended. Weidt commented he was there on Saturday and thought it brought a lot of people to the park. It was noted the park survived well though the turf needed a little attention. Bear said was likely a record setting year for the Hugo Lions Club, who raise funds that go back to the community Adjournment Klein made motion, Petryk seconded, to adjourn at 7:31 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk City of Hugo Claims July 1, 2024 G. 1 Vendor Invoice Amount Description Department Allstream 20640974 117.34$ Fax Line Administration Amazon Capital Services 1HWF-4PWP-1PXN 33.99$ Trash Can Liners Public Works Amazon Capital Services 1HWF-4PWP-1PXN 23.98$ Cell Phone Accessories Public Works Amazon Capital Services 1HWF-4PWP-1PXN 9.95$ Binder Clips Public Works Amazon Capital Services 1LQW-LYWX-P9QD 29.12$ Breakroom Supplies Public Works Amazon Capital Services 1LQW-LYWX-P9QD 24.51$ Markers Public Works Ancom Communications 122017 435.00$ DC H6200 Headset - Unit #6109-24 Fire Dept Bound Tree Medical LLC 85362878 345.04$ Medical Supplies Fire Dept Canteen Refreshment Services MSP100317 303.31$ Breakroom Supplies Gen Gov't Bldgs Canteen Refreshment Services MSP100318 350.33$ Breakroom Supplies Public Works Earl F. Andersen 0136519-IN 685.47$ Street Sign Plates Street Dept Earl F. Andersen 0136519-IN 39.28$ Safety Signs (HFD) Fire Dept Emergency Apparatus Maintenance Inc 132175 104.93$ Repairs - Unit #7103-08 Fire Dept Emergency Automative Technologies JP052224-44 172.73$ Warning Light Mount - Unit #122-24 Water & Sewer Emergency Automative Technologies JP052224-44 172.72$ Warning Light Mount - Unit #123-24 Parks Dept Envirotech Services Inc CD202413890 78,259.78$ Chloride Application (Dust Control Project) Street Dept Escape Fire Protection PF-006885 315.00$ Annual Panel Testing Fire Dept Excel AV Group SI-154477 195.00$ Audio/Visual Control Panel Repair - PPP Parks Dept Graphic Resources 38386 103.79$ Business Cards - Compton Jr. Fire Dept Hach Company 14070783 143.38$ Water Testing Supplies Water Utility Halliday Products Inc 106673 76.21$ Padlocks - Lift Station No. 5 Sewer Utility Hawkins Inc 6783335 30.00$ Water Chemicals (Cylinder Charge) Water Utility Hisdahl Inc 18005 195.00$ Par Tag Engraving Fire Dept Innovative Office Solutions LLC IN4563812 560.03$ File Folders, Notepads, Labels, Etc Administration Innovative Office Solutions LLC IN4563812 151.64$ Breakroom Supplies - CH Gen Gov't Bldgs Innovative Office Solutions LLC IN4563812 143.97$ Copy Paper Administration Innovative Office Solutions LLC IN4566693 52.40$ Trash Can Liners - PPP Parks Dept Instrumental Research, Inc. 5603 120.00$ Water Bacteria Testing Water Utility Johnson/Turner May 4,829.00$ Prosecution Fees (Flat Fee) General Legal Johnson/Turner May 294.95$ Disbursements (Prosecution Costs) General Legal Johnson/Turner May 5,120.20$ Civil Legal Fees - See Attached Breakdown General Legal Juba, Rachel CLAIM 25.00$ Job Advertisement - Community Development Intern (APA Website) Proceedings Lawson Products 9311616348 253.61$ Bulk Hardware Supplies Public Works MacQueen Emergency P30502 673.12$ MSA Cairns Helmets (2) Fire Dept MBPTA 2024 100.00$ 2024 Membership Dues - Debi Close Building Inspections Menards 35286 63.96$ Good Neighbor Days Supplies Public Works Menards 35318 145.20$ Good Neighbor Days Supplies Parks Dept Menards 35787 164.90$ Mailbox Repairs Street Dept Menards 35880 16.99$ Tape Measure Building Inspections Menards 35996 10.48$ Hardware - Well No. 2 Water Utility Menards 36200 130.69$ Fire Department Supplies Fire Dept Metro-INET 1994 764.09$ Wifi Access Point - City Hall Breakroom Gen Gov't Bldgs MN Fire Service Certification Board 12803 126.00$ FFI Certification Exam - Anderson Fire Dept MN Fire Service Certification Board 12803 126.00$ FFI Certification Exam - DeLarosa Fire Dept MN Fire Service Certification Board 12803 178.50$ Haz Mat Operations Certification Exam - Anderson Fire Dept MN Fire Service Certification Board 12803 178.50$ Haz Mat Operations Certification Exam - DeLarosa Fire Dept MN Fire Service Certification Board 12803 126.00$ FFII Certification Exam - Anderson Fire Dept MN Fire Service Certification Board 12803 126.00$ FFII Certification Exam - DeLarosa Fire Dept M-R Sign Co Inc 224376 878.17$ Reverse Curve, Speed Limit, No Parking Signs, Etc Street Dept Press Publications 808676 41.97$ Consumer Confidence Report Notice Water Utility Press Publications 808677 83.94$ Summary Ordinance 2024-530 Ordinances/Proceedings Ricoh USA, Inc 108359783 194.61$ July Copier Lease Payment Public Works Second Chance Recycling 358 320.00$ Mattress Recycling - Cleanup Day Recycling Signature Lighting Inc 1396 1,756.48$ Streetlight Repairs Street Dept SiteOne Landscape Supply LLC 142737358-001 122.50$ Backpack Sprayer (1) Parks Dept T.A. Schifsky & Sons Inc 70260 2,533.21$ Asphalt Street Dept Toshiba Financial Services 5029061850 148.74$ April Copier Lease Payment Fire Dept Toshiba Financial Services 5029061850 0.98$ Overage Charges (Color) Fire Dept Toshiba Financial Services 5029061850 15.40$ Overage Charges (B & W) Fire Dept Toshiba Financial Services 5029466855 148.74$ May Copier Lease Payment Fire Dept Toshiba Financial Services 5029466855 1.86$ Overage Charges (Color) Fire Dept Toshiba Financial Services 5029466855 21.91$ Overage Charges (B & W) Fire Dept Toshiba Financial Services 5029844396 148.74$ June Copier Lease Payment Fire Dept Toshiba Financial Services 5029844396 19.10$ Overage Charges (Color) Fire Dept Toshiba Financial Services 5029844396 1.13$ Overage Charges (B & W) Fire Dept UniFirst Corporation 1410066686 158.53$ Uniforms, Supplies & Floor Mat Services (PW) Public Works Viking Electric S008126463.001 12.55$ Air Compressor Parts Public Works Washington County 223290 4,500.90$ 800 Radio User Fees - April thru June Fire Dept Washington County Sheriff 223331 1,047.89$ 2024 Code Red Fee Fire Dept White Bear Locksmith 35124 48.00$ Keys Fire Dept WSB & Associates April 37,316.00$ Engineering Fees - See Attached Breakdown Various Xcel Energy 51-0013009096-8 171.86$ Water Tower No. 4 Electric Water Utility Xcel Energy 51-0013493712-0 578.92$ Lions Park Pavilion Electric Parks Dept Xcel Energy 51-0013493712-0 103.41$ Lions Park Pavilion Natural Gas Service Parks Dept Xcel Energy 51-0013971834-1 64.61$ 152nd Street Stop Light Street Dept Xcel Energy 51-0014152504-7 69.20$ Oneka Pkwy Stop Light Street Dept Xcel Energy 51-0014686426-3 48.39$ 159th Street Light Street Dept Page 1 City of Hugo Claims July 1, 2024 G. 1 Vendor Invoice Amount Description Department 147,204.83$ Total Claims for July 1, 2024 Page 2 14669 Fitzgerald Avenue North, Hugo, MN 55038   • (651) 762‐6300  •   www.ci.hugo.mn.us  TO: Honorable Mayor Tom Weidt and Members of the City Council  FROM: Anna Wobse, Finance Director  SUBJECT: Firefighter’s Relief Association Pension Increase  DATE: For the City Council Meeting of July 1, 2024  DESIRED COUNCIL ACTION Motion to Ratify Board of Trustees Request for $500 Increase in Lump‐Sum Pension and Approve Revised Bylaws   OPTIMUM PENSION BENEFIT LEVEL On April 2, 2012, the City Council adopted a Resolution Adopting the Firefighter Relief Pension Fiscal Policy.  The policy  sets the optimum pension benefit level as the average lump‐sum benefit provided by relief associations that receive  state fire aid within 10% of the amount received by the Hugo Firefighter’s Relief Association, as last reported by the  Office of the State Auditor.  According to the Office of the State Auditor, ten other lump‐sum relief associations received state fire aid in 2023 within  10% of the amount received by Hugo.  Six are historical comparisons, while four new associations have joined the list.   The historical comparable associations are located in: Marshall, Fergus Falls, Waconia, Albertville, Ham Lake and Little  Falls.  Hugo’s continued growth in both population and market value leads to increased state fire aid allotments and  brings four new associations within the 10% range.  These include: Detroit Lakes, Willmar, Bayport and Sartell.   Detroit  Lakes has a benefit level of $9,800 and Bayport has a benefit level of $10,000; which are far greater than the other  comparable associations.   Using data from these ten associations, staff can establish the optimum pension benefit level at $6,165 per year of  service.  With the addition of Detroit Lakes and Bayport to the list of comparable relief associations the average is  $1,565 above the current benefit amount and staff recommends that we reach this average through multi‐year step  increases.  To begin, staff recommends an immediate increase of $500.  The Board of Trustees voted to increase their lump‐sum pension benefit from $4,600 per year of service to $5,100 and  is asking the City Council to ratify this increase as well as approve a revision to the bylaws incorporating this new benefit  level.  FINANCIAL STATISTICS The Finance Department has reviewed the financial status of the relief association and finds that the recommended  increase will result in the following:  Total Pension Assets:      $2,860,605 (projected)  Total Pension Liability:    $1,718,465 (after $500 increase)  Projected Surplus:            $1,142,140 (66% of liability)  The attached projections show that the investment portfolio can withstand a 35% market correction while still  maintaining a surplus.  Page 2 RECOMMENDED PENSION BENEFIT LEVEL INCREASE Staff is recommending the City Council approve a motion to ratify the Board of Trustees request for a $500 increase in  the lump‐sum pension benefit and approve a change to the bylaws incorporating this new benefit level.  This will bring  Hugo’s pension benefit to $5,100 per year of service.  This will be within $132 of the optimum level when using the  historical comparable relief associations.  ATTACHMENTS Letter from Dave Jensen, President of the Board of Trustees  Section 13.3 of Association Bylaws (reflecting the proposed increase)  Relief Association Comparisons  Financial Projections  HUGO FIREFIGHTER’S RELIEF ASSOCIATION 5323 140TH STREET NORTH HUGO, MINNESOTA 55038 (651) 429-6366 Hugo Firefighter’s Relief Association TO: Anna Wobse, Finance Director FROM: Dave Jensen, President DATE: June 25, 2024 SUBJECT: Pension Increase Please be advised that the Board of Trustees voted to increase the lump sum pension benefit from $4,600 per year of service to $5,100 effective June 25, 2024. This increase will not require a municipal contribution in calendar year 2024. In keeping with past practice, this increase should be ratified by the City Council. Please place this item on an upcoming City Council agenda for ratification. Dave Jensen, President further financial relief or benefits from the Association. (1) A member's Beneficiary shall be eligible to receive a benefit upon the death of an Active, Deferred or Retired Member who has not yet received his or her full retirement benefit. In no case shall the member receive less than one (1) times the benefit amount or the amount equal to his/her years of active service in the Hugo Fire Department, unless the member is vested. (2) If the member has no Surviving Spouse or surviving children, the member's benefit shall be distributed in a lump sum to the estate of the member ARTICLE XIII SERVICE PENSIONS Section 13.1. Lump Sum Pension: The exclusive pension benefit provide by the Association shall be a defined benefit lump sum service pension, paid based on the members years of active service. Upon meeting the requirements in Section 13.2 of this article, the member shall be entitled to the benefit amount for each year that the member has served as an active member of the fire department. In accordance with, Minnesota Statute 424A.10, the Association shall pay a supplement benefit to the qualified member in addition to the lump sum pension. The amount of this benefit shall equal ten (10) percent of the regular lump sum distribution, but in no case shall exceed one thousand dollars ($1,000.00). This supplemental benefit shall be reimbursed to the Association, in accordance with Minnesota Statute 424A.10 Section 13.2. Eligibility Requirements: To be eligible to receive a service pension a member must meet all of the following requirements. (1) Be at least fifty (50) years of age; (2) Have terminated from the Fire Department (3) Have completed at least ten (10) years of active service with the fire department before termination; and (4) Have been a member of the Association at least ten (10) years prior to such termination. Section 13.3. Benefit Amount: The current benefit amount per year of service is $5,100 ARTICLE XIV TIMING AND MODES OF DISTRIBUTION Section 14.1. Independent Expertise Encouraged: Because of the varying circumstances in each member's retirement planning, optional benefit payment methods are offered. Selection should occur after consultation with a tax consultant, insurance and/or estate planner, or an attorney. Alternate payment methods on the Application Form shall include: (1) Check. A single Lump sum check payment payable to the eligible retiree. Lump Sum Plans Only Name 2023 Fire Aid Variable 2022 Lump Sum 1 Marshall Fire Department $120,640.78 -8.31% $5,807.00 2 Fergus Falls Fire Department $121,980.18 -7.30% $5,850.00 3 Waconia Fire Department $130,333.61 -0.95% $5,700.00 4 Albertville Fire Department $131,451.53 -0.10% $3,700.00 Hugo Fire Department $131,581.34 5 Ham Lake Fire Department $134,618.83 2.31% $5,000.00 6 Little Falls Fire Department $138,886.06 5.55% $4,700.00 7 Detroit Lakes Fire Department $140,277.41 6.61% $9,800.00 8 Willmar Fire Department $141,639.14 7.64% $6,000.00 9 Bayport Fire Department $142,010.81 7.93% $10,000.00 10 Sartell Fire Department $142,517.68 8.31% $5,100.00 Average (not including Hugo) $6,165.70 7 Detroit Lakes Fire Department $140,277.41 6.61% -$9,800.00 9 Bayport Fire Department $142,010.81 7.93% -$10,000.00 Average Excluding Detroit Lakes & Bayport $5,232.13 Lowest $3,700.00 Highest $10,000.00 State-Wide Average $2,560.00 Based on the adopted formula, the optimum pension benefit level for the Relief Association is: $6,165.70 per year of service $5,232.13 per year of service excluding Detroit Lakes & Bayport $4,600.00 Hugo's Current Level $500.00 Proposed Increase $5,100.00 Proposed Level Relief Association Comparisons OPTIMUM PENSION BENEFIT LEVEL Firefighter's Relief ProjectionsBenefit Total Investments Estimated Market Projected Surplus Funding Cash In Fund 226Level Active Deferred Liability at 01/01/2024 State Aid Appreciation Assets (Deficit) Ratio at 01/01/20245,100$         749,623$       968,842$        1,718,465$        2,729,023$        131,581$            ‐$                    2,860,605$        1,142,140$        166% 214,030$              5,100$         749,623$       968,842$        1,718,465$        2,729,023$        131,581$           (682,256)$          2,178,349$        459,884$           127%5,100$         749,623$       968,842$        1,718,465$        2,729,023$        131,581$           (955,158)$          1,905,447$        186,982$           111%5,100$         749,623$       968,842$        1,718,465$        2,729,023$        131,581$           (1,228,060)$       1,632,544$        (85,921)$            95%Projected Surplus (Deficit) at $5,100 Benefit LevelLiabilityProjected Surplus (Deficit) With 25% Market CorrectionProjected Surplus (Deficit) With 35% Market CorrectionProjected Surplus (Deficit) With 45% Market Correction 36 29.0 Earned Sick and Safe Leave (ESST) 30 Effective January 1, 2024, Sick and Safe Time is paid leave employers must provide to employees in Minnesota that can be used for certain reasons as stated in Section 2.0 (b). All employees working at least 80 hours in a year, excluding paid on-call firefighters, are eligible. At a minimum, an employee needs to be granted one hour of ESST for every 30 hours worked to a maximum of 48 hours of ESST per year. For the purposes of this policy, a year is a calendar year – January 1 to December 31. The hourly rate of ESST is the same hourly rate an employee earns from employment with the city. a. Accruing Earned Sick and Safe Leave Full-time regular employees will not accrue additional ESST hours in excess of current Personal Leave Time accrual as the Personal Leave Time Policy exceeds the requirements of the ESST Law. For temporary, and part-time, and on-call firefighter employees performing work for at least 80 hours in a year for the City, hours of ESST will be one hour for every 30 hours worked up to a maximum of 48 hours per year. b. Earned Sick and Safe Leave Use: The leave may be used as it is accrued in the smallest increment of time tracked by the city’s payroll system. Full-time, part-time, and temporary employees are tracked in .25-hour increments. Paid on-call firefighters are tracked in one-hour increments. ESST may be used as personal leave in addition to the following:  An employee’s own: o Mental or physical illness, injury or other health condition o Need for medical diagnosis, care or treatment, of a mental or physical illness o injury or health condition o Need for preventative care o Closure of the employee's place of business due to weather or other public emergency o The employee's inability to work or telework because the employee is prohibited from working by the city due to health concerns related to the potential transmission of a communicable illness related to a public emergency, or seeking or awaiting the results of a diagnostic test for, or a 30 Adopted 12-18-2023 39 During an employee’s use of Earned Sick and Safe Leave, an employee will continue to receive the city’s employer insurance contribution as if they were working, and the employee will be responsible for any share of their insurance premiums. An employee returning from time off using accrued Earned Sick and Safe Leave is entitled to return to their city employment at the same rate of pay received when their leave began, plus any automatic pay adjustments that may have occurred during the employee’s time off. Seniority during Earned Sick and Safe Leave absences will continue to accrue as if the employee has been continually employed. 30.0 Carry Over of PTO and Earned Sick and Safe Leave Full-time employees may carry over Personal Leave from year to year, but the total amount credited to any employee shall not exceed 520 hours at any time. Temporary and part-time, non-benefitted employees, and volunteer firefighters are eligible for carry over accrued but unused Earned Sick and Safe time into the following year, but the total of Earned Sick and Safe Leave carry over hours shall not exceed 80 hours. 31.0 Separation of Employment Full-time employees leaving employment with the City shall be credited and paid for all Personal Leave then accumulated up to 520 hours. Personal Leave Pay shall be at the employee’s rate of pay on the last date of employment. Temporary, and part-time, and on-call firefighter employees, upon separation of employment, will not be paid out for any previously accrued but not used ESST. When there is a separation from part-time employment with the City and the employee is rehired again within 180 days of separation, previously accrued Earned Sick and Safe Leave that had not been used will be reinstated. A part- time employee is entitled to use and accrue Earned Sick and Safe Leave at the commencement of reemployment. City Administrator may authorize payment in lieu of Personal Leave, up to a maximum of 520 hours, for employees leaving City service. Payment for the Terminal Leave shall be at the final, regular rate of pay for the employee concerned. Landform® and Site to Finish® are registered service marks of Landform Professional Services, LLC. June 14, 2024 Rachel Juba City of Hugo 14669 Fitzgerald Avenue North Hugo, MN 55038 RE: Hugo Residential Update Proposal Dear Ms. Juba, Thank you for the opportunity to provide this proposal to evaluate the residential, commercial and mixed use zoning districts and multifamily design guidelines for the City of Hugo. As a multi-disciplinary consulting firm with expertise in planning and urban design, Landform Professional Services, LLC is well-equipped to undertake this task and deliver high- quality planning services to meet the needs of the City. The objective of this project is to update and enhance the existing residential and mixed use district standards and multifamily design guidelines for the City of Hugo. The revised guidelines will provide clear and concise standards for the design and development of multifamily housing projects within the City, ensuring that they are aesthetically pleasing, functional, and in line with the City's vision for a vibrant community that reflects Hugo’s unique character. You will find our Rachel Juba 2 June 14, 2024 approach results in a user-friendly, implementable ordinance with the innovation that Hugo deserves. We are well suited to be your project partner for the following reasons: Building upon previous relevant experience in similar-sized communities. Landform team members have the technical experience and analytical skills a project like this needs. Our team members focus on public sector work but also bring a solid understanding of the market to ensure plans that lead to action. This partnership between planning and urban design has proven its value in communities like yours when we link the technical aspects of policy with performance-based standards. The result is innovative, effective codes translated into everyday language with a solid graphic component to improve usability. We have recently completed similar projects in other communities and will bring this experience to help you develop ordinances that work for your community. Aligned project objectives and synergistic team. We will work with you to develop an ordinance that aligns with your community goals. We look forward to bringing with you to solve your community’s most challenging issues through planning and design tools that can be used to guide decision-making. We believe that plans must be developed with an understanding of our client’s vision and insights into their stakeholders. Our experience with the public and private sectors makes our team uniquely qualified to help you implement your vision. Utilizing a workable approach to your project. We create the criteria, methods, and language for municipal codes incorporating sensible planning practices and innovative ideas. For Hugo, we would build on the work we did on a similar effort for the cities of Roger, Lino Lakes and Big Lake, MN. This will allow us to meet your schedule and budget with tools that have been proven to be effective. You will find that this proposal package demonstrates our understanding of your project goals and showcases our portfolio of relevant work, making us a strong project partner. If you find the qualifications meet your needs and expectations, we will be happy to finalize the scope of work and prepare a contract for services. Our proposal includes the following steps: 1. Kickoff Meeting: Facilitate a Kickoff Meeting with the City Planning staff to review the project scope and schedule, define deliverables and project communication criteria, establish priorities, and set the framework for upcoming meetings and any potential stakeholder engagement. Two follow up meetings with staff are anticipated as well as regular check-ins via email/phone. 2. Review of Existing Districts and Guidelines: Our team will conduct a thorough review of the current residential, commercial and mixed use districts and multifamily design guidelines to identify areas that require updates or improvements. We will assess the guidelines' effectiveness in promoting quality design, sustainability, and compatibility with the surrounding context. 3. Best Practices Research: Our team will conduct extensive research on best practices in residential district standards and multifamily design guidelines from other cities and regions. This research will provide valuable insights and inspiration for the development of updated guidelines that are tailored to the unique context of Hugo. 4. Zoning Ordinance Revisions: Based on the findings from the review, stakeholder engagement, and best practices research, our team will draft new standards (as directed) for residential, commercial and mixed use districts. The Rachel Juba 3 June 14, 2024 ordinance will be written in a clear and user-friendly manner, ensuring ease of implementation for developers and clarity for City staff. 5. Drafting of Revised Guidelines: Based on the findings from the review, stakeholder engagement, and best practices research, our team will present recommendations and draft new multifamily design guidelines. These guidelines will address key aspects such as building scale and massing, architectural style, landscaping, open space requirements, parking, and sustainability features. The guidelines will be written in a clear and user-friendly manner, ensuring ease of implementation for developers and clarity for City staff. 6. Comprehensive Plan Recommendations. We will review the 2040 Comprehensive Plan and draft a memo with recommended changes to be considered with the 2050 Comprehensive Plan update. 7. Public Process: Based on the feedback received during the public review process, our team will make necessary revisions to the draft guidelines and prepare a final version for adoption by the City of Hugo. We will provide support and guidance throughout the adoption process, including presentations to City officials and assistance with any necessary revisions. The public process will include the following: i) Joint Planning Commission/City Council work session. ii) A developer roundtable to gather feedback from apartment developers. iii) Updates to EDA (lead by City staff). iv) Present Draft to Planning Commission. v) Present at Public Hearing at Planning Commission. vi) Present at City Council for adoption. Landform Professional Services, LLC is committed to delivering high-quality planning services and working collaboratively with the City of Hugo to rewrite the multifamily design guidelines. We believe that our expertise, experience, and dedication to client service make us the ideal partner for this project. We look forward to the opportunity to contribute to the continued growth and development of the City of Hugo. Thank you for considering our proposal. We are available to discuss any further details or answer any questions you may have. We look forward to the possibility of working together on this important project. Sincerely, Landform Kendra Lindahl, AICP Principal ENCL: Budget and Work Plan Sample Projects Principal / Lindahl Planning Lead / Shay Senior Designer Planner I TOTAL TOTAL July August September October November December January February March $166 $165 $160 $90 HOURS FEE/EST 44 0 0 44 0 $11,264 1.1 Review Scope with Staff 4 4 $1,024 1.2 Review Residential Districts 8 8 $2,048 1.3 Review Mixed Use District 8 8 $2,048 1.4 Review Commercial Districts 8 8 $2,048 1.5 Review Multifamily Design Guidelines 8 8 $2,048 1.6 Meetings with Staff 8 8 $2,048 74 24 40 120 0 28,196 2.1 Establish New District Standards and update Zoning Map 24 12 8 32 $8,844 2.2 Create new Multifamily guidelines for Apartment and Townhomes 24 8 24 48 $10,584 2.3 Provide Memo with recommended 2050 Comprehensive Plan changes 6 12 $2,076 2.4 Review with Staff - email check ins 12 4 $2,352 2.5 Revise Documents 8 4 8 24 $4,340 16 12 0 20 0 $17,918 3.1 Joint Planning Commission/City Council meeting 8 12 12 $4,388 3.2 Developer Roundtable 6 6 8 $2,706 3.3 Present Draft to Planning Commission 8 12 12 $4,388 3.4 Prepare packet for public hearing 8 12 12 $4,388 3.5 Present at Planning Commission public hearing 3 $498 3.6 Present at City Council 3 $498 3.7 Make minor refinements to plan bases on Commission and Council feedback, Submit final document for project closeout 2 8 $1,052 Project Total $57,378.00 Optional Stakeholder Meetings TBD Optional 3D Models 2 40 $6,732 Staff Meetings Community Workshop Commission / City Council Meeting Major Deliverable 2025Hugo Work Plan and Fees Task 1. Information Gathering and Engagement Task 3. Public Process Task 2. New Standards 2024 Projects Landform® and Site to Finish® are registered services marks of Landform Professional Services, LLC. On January 26, 2022, the Big Lake City Council authorized Landform to update the City’s Zoning Ordinance, Subdivision Ordinance and Sign Ordinance. The project was a repeal and replace of the existing ordinance. The goal of the update was to make the ordinance clear and concise by reducing unnecessary text, streamlining language and reorganizing sections for clarity. The update also sought to minimize the number of permits and introduce new uses where appropriate. By creating tables in addition to streamlining the zoning ordinance, we were able to reduce the document by almost 300 pages. The update removed two zoning districts that were unneeded as they were similar in allowable uses and development standards as other districts. Each district now includes a table of development standards to make the code more user-friendly. The Zoning Ordinance, Subdivision Ordinance and Sign Ordinance were adopted by City Council in April 2023. April 2023Date Completed City of Big LakeClient Big Lake, MNLocation Big Lake Zoning Ordinance Landform® and Site to Finish® are registered services marks of Landform Professional Services, LLC. On March 9, 2021, the Lino Lakes City Council authorized Landform to update the City’s Zoning Ordinance and Zoning Map. This was one of the steps required to implement the 2040 Comprehensive Plan, which was adopted by the City on November 9, 2020. The project was a repeal and replace of the existing ordinance. It brought the ordinance into compliance with State Statutes and added tables and graphics for ease of use. Additionally, we were tasked with evaluating the purpose and intent of the planned unit development (PUD) ordinance. A goal for the rewrite of the ordinance was to make the purpose of a PUD clearer and to include the desired benefits as part of a PUD. Ensuring that all liquor-based businesses (breweries, meaderies, wineries, etc.) were allowed in the city was also a priority for the Planning & Zoning Board. We worked with the Board to merge their goals with the State Statutes. The update included the creation of new Business Campus (BC) and High Density Residential and Commercial (R-5) zoning districts. It also added Agritourism as a new use. The Zoning Map was updated to comply with the land use changes from the Comprehensive Plan as required by law and to correct prior mapping errors. The Zoning Ordinance and Map were adopted by the Council in November 2022. November 2022Date Completed City of Lino LakesClient Lino Lakes, MNLocation Lino Lakes Zoning Ordinance Landform® and Site to Finish® are registered services marks of Landform Professional Services, LLC. Landform was selected to help the City of Rogers update the format of their existing Zoning and Subdivision Ordinances. The City wanted to update these ordinances to make them easier to read, understand and implement. The City was interested in developing a form-based code; however, the City budget limited the opportunity for a full rewrite. Landform worked with the community to develop a hybrid code that incorporates many form-based elements and created a limited number of new zoning districts to implement the 2040 Comprehensive plan. We used this opportunity to update the City ordinances to be consistent with recent State law changes, including how variances and non- conformities are addressed. Graphics, tables, and procedural icons were used wherever possible to convey the policy language in concise terms. At the conclusion of the project, we prepared a memo for the City identifying key areas of the ordinance that we believed should be updated based on feedback received and conflicts with other sections of the City Code. 2020Date Completed City of Rogers, MNClient Rogers, MNLocation Land Development Regulations Ordinance Landform® and Site to Finish® are registered services marks of Landform Professional Services, LLC. Landform was selected to help the City of New Richmond prepare new Zoning and Subdivision Ordinances. The City wanted to update these ordinances; make them easier to read, understand and implement. The City was interested in developing a form-based code. Landform worked with the community to develop a hybrid code that incorporates many form-based elements. We used this opportunity to update the City ordinances to be consistent with recent State law changes, including how variances and non-conformities are addressed. Graphics, tables, and procedural icons were used wherever possible to convey the policy language in concise terms. We also worked with the City to develop area master plans for the City’s gateway corridors to provide direction to landowners and developers about the City’s vision for these neighborhoods. A subcommittee of key stakeholders met throughout the project advising the project team on ordinance content, and sharing project information with the larger community. 2014Date Completed City of New RichmondClient NORTH JANUARY 1, 2015 ZONING MAP Landform® and Site to Finish® are registered service marks of Landform Professional Services, LLC. New Richmond, WILocation New Richmond Ordinance Update Landform® and Site to Finish® are registered services marks of Landform Professional Services, LLC. The City updated the Southeast District Plan and Design Guidelines in response to the planned policy changes in the City’s 2040 Comprehensive Plan. The most significant changes involved the planned future alignment of existing County Roads 10 and 50 in Corcoran. As part of the update, the City reanalyzed the mix of uses in the Town Center and modified the plan to better reflect the City’s vision for this area. Key changes included: • A modification of the Town Center boundary based on the new street alignment • A more defined village green as a priority in the Town Center • A modified land use plan for the Town Center to respond to market conditions • The addition of grade-separated pedestrian crossing alternatives • Modifications to the street network plan • A more refined stormwater management concept 2019Date Completed City of CorcoranClient Corcoran, MNLocation Southeast District Plan and Design Guidelines District Principles | 15 8-feet 16-feet wide parkinglane 8-feet zerosetback Parkway Street. This tree lined street has a 72-foot wide right-of-way and a center median with trees. The median may have turf or perennials and shrubs depending on the surrounding context. Parkways at the entrance to a neighborhood or district are logical places for upgrading the median plantings to perennials and shrubs with trees. In special cases, the median may be depressed and function as a stormwater amenity. In this case, upgraded plantings are advised. The City Engineer may reduce or eliminate on-street parking for this street type outside the Town Center depending on the surrounding context. 6’ Sidewalk 6’ Sidewalk6’ Planting Strip 6’ Planting Strip 8’ Parking Lane 8’ Parking Lane 11’ Drive Lane 10’ Planting Strip 11’ Drive Lane Main Street is characterized by a 70-foot right-of-way width. Buildings should have a zero setback. The pedestrian realm is an urban streetscape with space for window shopping, furnishings, pedestrian level lighting, overstory trees and planters. 16’ Pedestrian Realm 16’ Pedestrian Realm8’ Parking Lane 8’ Parking Lane Parking Lane Zero Setback8 Ft 8 Ft 11’ Drive Lane 11’ Drive Lane Main Street Pedestrian Realm. The pedestrian realm on Main Street is 16-feet wide from back of curb to building face. Amenities supportive of the building uses are encouraged including: patio seating, benches, bicycle racks, litter receptacles, and planter pots with seasonal displays. Infrastructure like pedestrian level lighting, street trees in landscaped boulevards are also appropriate.