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HomeMy WebLinkAbout2025.08.18 CC MinutesMINUTES City Council Meeting City Hall Council Chambers Monday, August 18, 2025 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: Krull, Miron, Petryk, Strub, Weidt COUNCIL ABSENT: None OTHERS PRESENT: City Administrator Bryan Bear, City Engineer Mark Erichson, City Attorney Dave Snyder, Community Development Director Rachel Juba, City Clerk Michele Lindau Approve Minutes for the July 21, 2025, Council Meeting Petryk made motion, Strub seconded, to approve the minutes for the City Council meeting held on July 21, 2025, as presented. All Ayes. Motion carried. Approve Minutes for the August 5, 2025, Night to Unite Event Miron made motion, Krull seconded, to approve the minutes for the Night to Unite events on August 5, 2025, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Strub seconded, to approve the agenda as presented. All Ayes. Motion carried. Approval of Consent Agenda Petryk made motion, Miron 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 Associate Planner Max Gort 5. Approve Annual Performance Review for Public Works Worker Matt Klein 6. Approve Amended Remote Attendance Policy 7. Approve Shoot for the Troops Lawful Gambling Exempt Permit for Raffle on August 19, 2025 Council Meeting Minutes for August 18, 2025 Page 2 of 8 8. Approve Replacement of 2015 Ford F250 ¾ Ton Truck 108-15 9. Approve Replacement of 2015 Ford F250 ¾ Ton Truck 109-15 10. Approve Replacement of 2012 Mack Plow Truck 204-14 11. Approve Reduction in Letter of Credit for The Oneka Fields Apartments 12. Approve Payment Request No. 1 to Northwest Asphalt, Inc. for the Beaver Ponds Street Improvement Project and the 2025 Street Improvement Project 13. Approve Extension of Comprehensive Plan Amendment, Site Plan, Conditional Use Permits, Variance, and Minor Subdivision for Hugo Estates 14. Approve Oneka Fields Public Right-of-Way Easement and Maintenance Agreement All Ayes. Motion carried. Approve Claims Roster 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. Approve Annual Performance Review for Associate Planner Max Gort Max Gort was hired as the new Associate Planner with the start date of August 8, 2022. Adoption of the Consent Agenda approved the annual performance review for Associate Planner Max Gort 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 Amended Remote Attendance Policy At its July 21, 2025, meeting, Council discussed proposed revisions to the remote attendance policy for Council, Commissions, and Board members. There were concerns that a member could be permanently remote, and they discussed the need to have guidelines to prevent that. Staff revised the draft policy by adding language stating that members are expected to attend in Council Meeting Minutes for August 18, 2025 Page 3 of 8 person, and the use of interactive technology should be reserved for situations when in-person attendance is genuinely impractical or impossible. Adoption of the Consent Agenda approved the revised Remote Attendance Policy. Approve Shoot for the Troops Lawful Gambling Exempt Permit for Raffle on August 19, 2025 Shoot for the Troops had applied for a Lawful Gambling Exempt Permit to hold raffles at their shooting event to be held at Wild Wings on Tuesday, August 19, 2025. Gambling permits needed to be approved by the City before being issued by the state. Adoption of the Consent Agenda approved the Lawful Gambling permit for Shoot for the Troops. Approve Replacement of 2015 Ford F250 ¾ Ton Truck 108-15 Included in the City’s 2025 Budget was funding for the purchase of ¾ ton pickup truck to replace the Department’s aging 2015 Ford F250. The current truck had served the City well for over ten years and repairs had increased in frequency and severity. The Public Works Department requested to replace this truck with a 2026 Ford F-250 pickup truck from Midway Ford purchased off a Mn/DOT contract through the Cooperative Purchasing Venture (CPV). This truck would be ordered in the Grey Metallic color. Adoption of the Consent Agenda approved purchase of the ¾ ton Ford from Midway Ford through the State of Minnesota Cooperative Purchasing Venture for a price of $53,015.58 which includes tax and license. Approve Replacement of 2015 Ford F250 ¾ Ton Truck 109-15 Included in the City’s 2025 Budget was funding for the purchase of ¾ ton pickup truck to replace the Department’s aging 2015 Ford F250. The current truck had served the City well for over ten years and repairs had increased in frequency and severity. The Public Works Department requested to replace this truck with a 2026 Chevrolet 2500HD pickup truck from Saxon Fleet Services purchased off a Mn/DOT contract through the Cooperative Purchasing Venture (CPV). This truck would be ordered in the Grey Metallic color. Adoption of the Consent Agenda approved the purchase of the 2500HD Chevrolet from Saxon Fleet Services through the State of Minnesota Cooperative Purchasing Venture for a price of $51,968.90. Approve Replacement of 2012 Mack Plow Truck 204-14 Included in the City’s Equipment Purchasing Fund was funding for the replacement of snowplow truck #204-14 in the year 2025. The City’s equipment replacement schedule for this type of truck is normally every 10 years, however, staff has extended the replacement of the Mack plow trucks to 12 years, or more in some cases, because the trucks have proven to be more dependable than other makes purchased in the past. Truck #204-14 is a Mack tandem axle plow/dump truck that was purchased in 2013. Public Works staff requested to replace truck #204-14 with a truck similar to the current Mack trucks that the City has purchased over the past twelve years. The existing truck #204-14 would be kept as a back-up plow truck for the next two years. In two years, when truck #205-15 is replaced, staff will then trade in or auction truck #204-14 and then move truck #205-15 into the back-up role. Adoption of the Consent Agenda approved the replacement of the 2014 Mack with the purchase of a 2026 Mack chassis equipped with the snowplow options at a total cost of $409,873.72. Council Meeting Minutes for August 18, 2025 Page 4 of 8 Approve Reduction in Letter of Credit for The Oneka Fields Apartments The Oneka Fields Apartment Project had substantial work completed to date and Oneka Fields, LLC. had requested a reduction in the letter of credit. The current letter of credit for the Oneka Fields Apartment Project was $708,832. Staff had inspected the work completed to date and recommended Council approve the reduction in the letter of credit to $70,883 based on the value of work remaining to be completed and contingent upon the approval of the Oneka Field Apartments plans by the Minnesota Department of Labor and Industry. Adoption of the Consent Agenda approved the reduction in the letter of credit for the Oneka Fields Apartments. Approve Payment Request No. 1 to Northwest Asphalt, Inc. for the Beaver Ponds Street Improvement Project and the 2025 Street Improvement Project Northwest Asphalt, Inc. had submitted Pay Request No. 1 in the amount of $1,063,038.10 for work certified through July 31, 2025, for both the Beaver Ponds and the 2025 Street Improvement Projects. Concrete work and the new trail had been installed on the Beaver Ponds Improvement Project. The first layer of asphalt had been installed on the 2025 Street Improvement Project. Adoption of the Consent Agenda approved the payment to Northwest Asphalt, Inc. in the amount of $1,063,038.10. Approve Extension of Comprehensive Plan Amendment, Site Plan, Conditional Use Permits, Variance, and Minor Subdivision for Hugo Estates At its November 7, 2022, meeting, Council approved a Comprehensive Plan Amendment, Site Plan, Conditional Use Permits, Variance, and Minor Subdivision for Hugo East / Arbor Meadows development for an apartment and manufactured homes to be located north of the Hugo Estates Manufactured Home Park at 15057 Forest Boulevard. TPP, LLC c/o Summit Management, LLC had requested a two-year extension on the approvals with a new deadline of November 7, 2027. Adoption of the Consent Agenda approved a two-year extension for Hugo Estates Development. Approve Oneka Fields Public Right-of-Way Easement and Maintenance Agreement At its August 5, 2025, meeting the City Council approved the PUD amendment, site plan, preliminary plat, final plat, and development agreement for the Oneka Fields development. The project included five buildings with 12 units each for a rental townhome project that was part of The Shores of Oneka Lake development. The developer started construction with grading, utilities, and paving. The developer had applied for building permits and approval from the State Department of Labor and Industry for the plumbing components of the building. Per a technical requirement of the State plumbing code, in order for approval, the developer had determined the need for an easement over the utilities within the site. Adoption of the Consent Agenda approved RESOLUTION 2025-29 ACCEPTING A PUBLIC RIGHT OF WAY EASEMENT AND APPROVAL OF MAINTENANCE AGREEMENT FOR ONEKA FIELDS DEVELOPMENT. Council Meeting Minutes for August 18, 2025 Page 5 of 8 Update on TH61 Visioning Study and Approval of MOU Madeline Dahlheimer from Washington County presented to Council the updated Memorandum of Understanding (MOU) following the completion of the TH61 Corridor Study. The City of Hugo, Washington County, and MnDOT had an existing MOU from 2008 for planning and development along Highway 61. She explained the intent for jurisdictional transfer of TH61 from the State to Washington County. A visioning study was completed in 2024 that supported economic growth and development and transportation priorities. The vision had an alignment along the highway owned by the Washington County Regional Rail Authority where the Hardwood Creek Trail is located and part of the Rush Line Trail Corridor. A Locally Preferred Alternative Report (LPA) was done in 2017 that identified a connector bus service from White Bear Lake to Forest Lake as a preferred alternative to rail. The existing MOU that was developed before the LPA planned for a four-lane corridor and right-of-way needs of 200-250 feet including roadway and rail property. There was a Cooperative Agreement between Washington County and the City of Hugo for an updated study in 2022. Madeline provided information on the planning process that included examining existing conditions and 20-year planning. In addition, it was determined to look past 20 years to consider full buildout of the highway. Stakeholder engagement included many partner agencies, individuals and businesses, and the Rush Line Transit Vision warranted additional engagement to determine how needs overlap, and support was built to move forward with a unified transportation corridor. She reviewed the outcomes of the vision study that included safety and the protection of natural resources and the Hardwood Creek Trail for future recreational uses. Madeline compared the changes in outcome from the 2008 layout saying there were minimal changes in access management, reduced right-of-way dedication needs, preservation of the Hardwood Creek Regional Trail Corridor, and it supported the connecting bus route. Madeline explained that the updated MOU memorialized the outcomes of the study, demonstrated commitment between agencies, and included the updated corridor layout. The primary next step was for all participating agencies to enter into an updated MOU. Staff had recommended the City Council approve the MOU for signatures. Commissioner Miron expressed appreciation for Madeline’s leadership and commented on the reduced amount of right-of-way. He talked about how the MOU will help advance the County’s economic development goals and allow the City to plan along this corridor. Bear added that staff was already using it with pending applications. He said the changes in the right-of-way were critical for the properties on the east side of 61 who are benefiting from it. Miron made motion, Petryk seconded, to approve the Memorandum of Understanding for the TH61 Corridor Access Management and Right-of-Way Dedication. All Ayes. Motion carried. Council Meeting Minutes for August 18, 2025 Page 6 of 8 Declare Cost to be Assessed and Set Public Hearing for 2025 Beaver Ponds Area Street Improvement Project On April 7, 2025, the City of Hugo awarded a construction contract for the completion of the 2025 Beaver Ponds Area Street Improvement Project. As part of the public improvement process, in accordance with the requirement of state statutes Chapter 429 for assessments to benefiting properties, the City needed to declare the costs to be assessed and conduct the assessment hearing. City Engineer Mark Erichson explained the project was an urban roadway mill and overlay with rail reconstruction and minor storm sewer improvements. The project was nearing completion after being a little behind due to rain. The total cost of the project was $1,196,189. The amount to be assessed was $337,810.20. He explained that according to the assessment policy, each unit would be assessed $2,100. Erichson recommended Council declare costs to be assessed and set the public hearing for October 6, 2025. Miron made motion, Petryk seconded, to approve RESOLUTION 2025 -30 DECLARING THE COST TO BE ASSESSED AND ORDERING REPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2025 BEAVER PONDS AREA STREET IMPROVEMENT PROJECT. Roll call vote- Ayes: Krull, Miron, Petryk, Strub, Weidt Nays: None Motion carried. Miron made motion, Strub seconded, to approve RESOLUTION 2025 – 31 FOR HEARING ON PROPOSED ASSESSMENT FOR THE 2025 BEAVER PONDS AREA STREET IMPROVEMENT PROJECT. Roll call vote- Ayes: Krull, Miron, Petryk, Strub, Weidt Nays: None Motion carried. Declare Cost to be Assessed and Set Public Hearing for 2025 Street Improvement Project (Duck Pass, Palmes Long Lake Estates, Ingersoll Avenue) On April 7, 2025, the City of Hugo awarded a construction contract for the completion of the 2025 Street Improvement Project: Duck Pass, Palmes Long Lake Estates, and Ingersoll Avenue N Area. As part of the public improvement process, in accordance with the requirement of state statutes Chapter 429 for assessments to benefiting properties, the City needs to declare the costs to be assessed and conduct the assessment hearing. City Engineer Mark Erichson explained the improvements included a roadway reclamation/overlay on streets in Duck Pass, Palmes Long Lake Estates, and the Ingersoll Avenue North. The total cost of the project was $1,296,232. The amount to be assessed was $180,778. He explained that according to the assessment policy, each unit would be assessed $3,400. He recommended Council approve preparation of the assessment roll and set the public hearing for September 15, 2025. Erichson recommended Council declare costs to be assessed and set the public hearing or September 15, 2025. Council Meeting Minutes for August 18, 2025 Page 7 of 8 Krull made motion, Petryk seconded, to approve RESOLUTION 2025 – 32 DECLARING THE COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL FOR THE 2025 STREET IMPROVEMENT PROJECT: DUCK PASS, PALMES LONG LAKE ESTATES, AND INGERSOLL AVENUE NORTH AREA. Roll call vote- Ayes: Krull, Miron, Petryk, Strub, Weidt Nays: None Motion carried. Petryk made motion, Krull seconded, to approve RESOLUTION 2025 – 33 FOR HEARING ON PROPOSED ASSESSMENT FOR THE 2025 STREET IMPROVEMENTS PROJECT: DUCK PASS, PALMES LONG LAKE ESTATES, AND INGERSOLL AVENUE N AREA. Roll call vote- Ayes: Krull, Miron, Petryk, Strub, Weidt Nays: None Motion carried. Reminder – Midyear Budget Workshop on Thursday, August 28, 2025 City Administrator Bryan Bear reminded Council they scheduled the Midyear Budget Workshop to be held on Thursday, August 28, 2025, at 6 p.m. in the City Council Chambers. Cancel September 1, 2025, Meeting Due to Labor Day Holiday The first regular Council meeting in September falls on the Labor Day Holiday. Staff had no agenda items and recommended Council cancel the September 1, 2025, Council meeting. Miron made motion, Strub seconded, to cancel the September 1, 2025, Council meeting. All Ayes. Motion carried. Hugo Good Neighbor Food Shelf Fundraiser on Saturday, September 20, 2025 A fundraiser for the Hugo Good Neighbor Food Shelf was planned to be held at Lions Park on Saturday, September 20, 2025, from 11 a.m. to 5 p.m. Strub made motion, Krull seconded, to schedule a meeting to attend the Hugo Good Neighbor Food Shelf Fundraiser on September 20, 2025. All Ayes. Motion carried. Vacancy on Browns Creek Watershed District City Administrator Bryan Bear informed Council the terms for two board members on the Browns Creek Watershed District would expire on October 21, 2025. He invited any resident interested in being appointed to contact City Hall. Council Meeting Minutes for August 18, 2025 Page 8 of 8 Adjournment Miron made motion, Petryk seconded, to adjourn at 7:34 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk,