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HomeMy WebLinkAbout2025.10.06 CC MinutesMINUTES City Council Meeting City Hall Council Chambers Monday, October 6, 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 September 15, 2025, Midyear Budget Workshop Strub made motion, Petryk seconded, to approve the minutes for the Midyear Budget Workshop held on September 15, 2025, as presented. All Ayes. Motion carried. Approve Minutes for the September 15, 2025, City Council Meeting Petryk made motion, Miron seconded, to approve the minutes for the City Council meeting held on September 15, 2025, as presented. All Ayes. Motion carried. Approve Minutes for the September 16, 2025, Business Breakfast Miron made motion, Krull seconded, to approve the minutes for the HBA Business Breakfast held on September 16, 2025, as presented. All Ayes. Motion carried. Approve Minutes for the September 16, 2025, AUAR Joint Workshop Krull made motion, Strub seconded, to approve the minutes for the AUAR Joint Workshop held on September 16, 2025, as presented. All Ayes. Motion carried. Council Meeting Minutes for October 6, 2025 Page 2 of 8 Approve Minutes for the September 20, 2025, Good Neighbors Food Shelf Fundraiser Miron made motion, Krull seconded, to approve the minutes for the Food Shelf Fundraiser held on September 20, 2025, as presented. All Ayes. Motion carried. Approval of Agenda Weidt made motion, Miron seconded, to approve the agenda as amended by adding the rescheduling of the Citywide Bus Tour. All Ayes. Motion carried. Approval of Consent Agenda Krull made motion, Petryk seconded, to approve the following Consent Agenda: 1. Approve Claims Roster 2. Approve Annual Performance Review for Finance Director Anna Wobse 3. Approve Hiring of Ryan Christiansen as New Public Works Worker 4. Approve Appointment of Bob Bienek as Lieutenant on the Hugo Fire Department 5. Approve Resignation of Planning Commissioner Michael R. Kelly 6. Approve Amendment to T-Mobile Lease for Communication Equipment on Water Tower #3 7. Approve Donation to the Hugo Fire Department from the Hugo American Legion 8. Approve 130th Street Grade Crossing Construction and Maintenance Agreement 9. Approve 130th Street Easement Agreement for Grade Crossing 10. Approve 140th Street Highway-Rail Grade Crossing Closure Agreement 11. Approve Quote from Kraft Contracting and Mechanical for City Hall HVAC Equipment Replacement 12. Approve Purchase Agreement for Vacant Parcel on 145th Street North 13. Approve Resolution Approving Site Plan and Interim Use Permit (IUP) Requests for a Solar Farm at 7776 157th Street North 14. Approve Lawful Gambling Exempt Permit for Ducks Unlimited Event on January 23, 2026 15. Approve Fire Department Apparatus Bay Painting Project All Ayes. Motion carried. Approve Claims Roster Adoption of the Consent Agenda approved the Claims Roster as presented. Council Meeting Minutes for October 6, 2025 Page 3 of 8 Approve Annual Performance Review for Finance Director Anna Wobse Anna Wobse was hired as the City’s Accounting Clerk on October 27, 2008. In March 2018, Council approved Anna as the new Finance Coordinator and in October 2021 as the new Finance Director. Adoption of the Consent Agenda approved the annual performance review for Finance Director Anna Wobse. Approve Hiring of Ryan Christiansen as New Public Works Worker Ryan Christiansen was interviewed to fill the vacant Public Works worker position. Adoption of the Consent Agenda approved the hiring of Ryan Christnesen at Pay Grade 5, Step 3, with a starting date of October 20,2025. Approve Appointment of Bob Bienek as Lieutenant on the Hugo Fire Department There were three letters of interest for the open lieutenant position at the Fire Department. After interviews were conducted on September 18, 2025, Bob Bieniek was found to be the best fit for the position. Adoption of the Consent Agenda approved the appointment of Bob Bieniek as lieutenant on the Hugo Fire Department. Approve Resignation of Planning Commissioner Michael R. Kelly At its November 21, 2022, City Council meeting, Council approved the appointment of Michael Kelly to the Planning Commission. On September 25, 2025, Michael submitted his letter of resignation. Adoption of the Consent Agenda approved the resignation of Michael Kelly from the Planning Commission effective immediately. Approve Amendment to T-Mobile Lease for Communications on Water Tower #3 Staff had negotiated an amendment to the current T-Mobile water tower antenna site lease. The lease expired at the end of September, and T-Mobile wished to keep their communication antenna equipment on Water Tower #3 (north tower). Adoption of the Consent Agenda approved the amendment to the T-Mobile lease agreement subject to minor revisions by staff. Approve Donation to the Hugo Fire Department from the Hugo American Legion The Hugo American Legion wanted to donate $1,000 to the Hugo Fire Department from pull-tab proceeds. All donations to the Fire Department needed to be approved by the Council. Adoption of the Consent Agenda approved the donation of $1,000 to the Hugo Fire Department. Approve 130th Street Grade Crossing Construction and Maintenance Agreement In preparation for the 2026 Street Improvement Project, staff had been working with BNSF Railway Company and Minnesota Commercial Railway to make accommodations to include a Council Meeting Minutes for October 6, 2025 Page 4 of 8 trail crossing along the north side of 130th Street. The City of Hugo would be responsible for costs associated with the improvements necessary, which would include 10-foot concrete crossing for one track complete with new rail, ties, ballast, fasteners, along with appropriate surfacing to carry the improved trail, installation of a signal bell on top of the mast, flagging services, engineering and inspection. The agreement included a $2,500 administrative fee, a $1,000 license fee, and when an additional $4,000 payment is made, BNSF will grant an easement for the City to enter and use the BNSF Right-of-Way to construct the City’s portion, use and maintain the crossing. Adoption of the Consent Agenda approved the Grade Crossing Construction and Maintenance Agreement at the 130th Street North grade crossing US DOT No. 082586J, pending final review and approval from the City Attorney. Approve 130th Street Easement Agreement for Grade Crossing In preparation for the 2026 Street Improvement Project, staff had been working with BNSF Railway Company and Minnesota Commercial Railway to make accommodations to include a trail crossing along the north side of 130th Street (US DOT Number 082586J). The existing easement width the City had for the crossing of the BNSF railway was not sufficient to include the trail. An Easement Agreement outlined the terms for acquiring the additional easement. The City of Hugo would be responsible for a $2,500 processing fee. The permanent and temporary easement cost would total $5,000. Adoption of the Consent Agreement approved the Easement Agreement for the 130th Street North grade crossing US DOT No. 082586J, pending final review and approval from the City Attorney. Approve 140th Street Highway-Rail Grade Crossing Closure Agreement In preparation for the 2026 Street Improvement Project, staff had been working with BNSF Railway Company and Minnesota Commercial Railway to remove the portion of rail that extended through and terminated at the north side of 140th Street. The rail located within 140th Street was not used or needed. The City of Hugo would be responsible for doing all necessary pavement work once the crossing was removed. Adoption of the Consent Agenda approved the Highway-Rail Grade Crossing Closure Agreement at the 140th Street North grade crossing DOT No. 082589E, pending City Attorney final review and approval. Approve Quote from Kraft Contracting and Mechanical for City Hall HVAC Equipment Replacement Over the past few years, there have been several failures of the City Hall HVAC systems that resulted in costly repairs and replacement of parts. Staff recommended replacing six furnaces and eight air conditioners to eliminate future repairs. Three different quotes were received. Kraft Contracting and Mechanical provided the best quote for this project. Funding was available in the Building Maintenance Fund. Adoption of the Consent Agenda approved the quote from Kraft Contracting and Mechanical in the amount of $100,125 for HVAC replacements. Council Meeting Minutes for October 6, 2025 Page 5 of 8 Approve Purchase Agreement for Vacant Parcel on 145th Street North The City had been purchasing property and acquiring easements for the future extension of Finale Avenue from 145th Street to CSAH 8/Frenchman Road. Staff became aware that a vacant parcel directly south of Finale Avenue was for sale. This property, if purchased, would be a missing piece of land that was needed for the road extension and adjacent to land the City already owned. Staff reviewed assessed values, comparable listing, and sales for vacant parcels in the area. It was staff’s opinion that the listing price of $75,000 was fair for the market. Staff worked on the offer, and it was accepted. A purchase agreement had been drafted contingent on City Council approval. Adoption of the Consent Agenda approved the purchase agreement for the vacant parcel located on 145th Street (PID# 20.031.21.32.0005) with a purchase price of $75,000. Approve Resolution Approving Site Plan and Interim Use Permit (IUP) Requests for a Solar Farm at 7776 157th Street North Cedar Creek Energy, for Oriana CSG 2020-12, LLC, had requested approval of a site plan and interim use permit (IUP) to construct a 5-acre solar farm on a 38.25-acre property located at 7776 157th Street North. At its meeting of September 25, 2025, the Planning Commission held a public hearing and considered the request. Aside from the property owner, John Lutz, no one spoke during the public hearing. The Planning Commission voted unanimously to recommend that the City Council approve the requests. Adoption of the Consent Agenda approved RESOLUTION 2025-36 APPROVING A SITE PLAN AND INTERIM USE PERMIT TO ALLOW A SOLAR FARM ON PROPERTY LOCATED AT 7776 157TH STREET NORTH. Approve Lawful Gambling Exempt Permit for Ducks Unlimited Event on January 23, 2026 Ducks Unlimited North Suburban Chapter 239 had applied for a Lawful Gambling Exempt Permit to hold a bingo and raffles at their event on January 23, 2026, to be held at the Hugo American Legion. The permit would be issued by the MN Gambling Control Board after approval by the City Council. Adoption of the Consent Agenda approved the Lawful Gambling Exempt Permit for Ducks Unlimited. Approve Fire Department Apparatus Bay Painting Project Over the last several years the City had been making updates to the fire station that was built in 1999. To complete the project, the Fire Department wanted to clean and paint the apparatus bay and update the drinking fountain with a drinking fountain/bottle filler. Multiple quotes were received with the best quotes from Fresh Paint and White Bear Plumbing. Public Works staff would be utilized for moving most of the equipment and items before and after the project. The total cost of the project would be $32,975, and the Finance Director had indicated there were sufficient funds in the Building Maintenance Fund for the work. Adoption of the Consent Agenda approved the quotes from Fresh Paint in the amount of $30,425 for painting the bay and White Bear Plumbing in the amount of $2,550 for updates to the drinking fountain. Council Meeting Minutes for October 6, 2025 Page 6 of 8 Assessment Hearing for Beaver Ponds 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. The project was substantially complete. At the August 18, 2025, regular Council meeting, the Council adopted a resolution declaring costs to be assessed for the 2025 Beaver Ponds Area Street Improvement Project and scheduled the assessment hearing on the proposed assessments for October 6, 2025. The Notice of Assessment Hearing had been published in the newspaper and mailed to the owners of each parcel described in the assessment roll at least two weeks prior to this hearing. City Engineer Mark Erichson presented a map showing the project location and provided background on the pavement management program that helped identify the roads in the Beaver Ponds Development as needing improvement. Improvements included an urban road mill and overlay along with improvements to curb, gutter, and storm sewer improvements. Also included was trail reconstruction. The total cost of the project was $1,196,189. Assessments would pay for $337,810.20, and the remaining $858,378.80 would come from City funds. Erichson provided information on the assessment policy explaining a single-family unit would be assessed $2,100 with some variations for corner lots and other unique HOA properties. Assessments would be over a five-year period at 5.05% interest and could be paid in full by November 15 each year. He explained there was also a senior citizen deferral available for those over 65 years old, and he noted that interest would still accrue. There were no questions from Council, and Mayor Weidt opened the public hearing. Dale Johnson, 12998 Fiona Road North, asked if the amount in the public hearing notice he received was the final amount he would owe. Erichson confirmed that it was the final amount. There were no other comments, and Mayor Weidt closed the public hearing. Miron made motion, Petryk seconded, to approve RESOLUTION NO. 2025 – 37 ADOPTING ASSESSMENTS FOR THE 2025 BEAVER PONDS AREA STREET IMPROVEMENT PROJECT. Roll call vote- Ayes: Krull, Miron, Petryk, Strub, Weidt Nays: None. Motion carried. Discussion on Assessment Policy Deviation for the 2026 Street Improvement Project On March 3, 2025, the City Council authorized the preparation of a feasibility study for the 2026 Bald Eagle Industrial Park Street Improvement Project. City Engineer Mark Erichson provided a brief project update to the City Council and discussed how the City’s assessment policy applied Council Meeting Minutes for October 6, 2025 Page 7 of 8 to this project, noting some unique circumstances. In accordance with Minnesota Statutes, Chapter 429, and the City’s adopted assessment policy, the City would assess properties that benefit from the proposed improvements. However, staff proposed a deviation from the assessment policy for residential properties located on the north side of 130th Street North, from Fenway Boulevard to Europa Trail North, and on the west side of Fenway Boulevard, between 140th Street North and 130th Street North. According to the assessment policy, these properties would generally be assessed at one-half unit for the improvements along 130th Street and Fenway Boulevard, with the remaining one-half unit to be assessed once the internal roads to these properties were improved. Because none of these properties have direct access to 130th Street North or Fenway Boulevard, staff proposed that they not be assessed for this project but instead be fully assessed when their internal streets are improved. Erichson explained that staff was seeking consensus from the City Council in advance of project notifications to the property owners affected by the potential deviation from the assessment policy. The Council discussed the appropriateness of deviating from the assessment policy for the proposed improvements and noted that documenting the decision would allow the City to track the deviation. Council Member Weidt stated that it made sense. There were no further comments. Schedule Bald Eagle Townhome Neighborhood Meeting on October 9, 2025 A neighborhood meeting had been scheduled for Thursday, October 9, 2025, at 6 p.m. at the Pede Pedersen Pavilion to discuss the 2026 road improvement project proposed for the streets in the Bald Eagle Industrial Park area. Staff recommended Council schedule it as a meeting if they wish to attend. Strub made motion, Miron seconded, to schedule the meeting to attend the Bald Eagle Townhome Neighborhood Meeting on October 9, 2025. All Ayes. Motion carried. Reschedule Citywide Bus Tour The Citywide Bus Tour scheduled for last Saturday did not take place because the bus broke down in the parking lot. Staff questioned whether they could reschedule the bus tour and asked for a date. Krull made motion, Strub seconded, to reschedule the Citywide Bus Tour for October 25, 2025, if there would be adequate participation. All Ayes. Motion carried. Council Meeting Minutes for October 6, 2025 Page 8 of 8 Adjournment Miron made motion, Krull seconded, to adjourn at 7:36 p.m. All Ayes. Motion carried. Respectfully Submitted, Michele Lindau, City Clerk