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Minutes of the June 10, 2014 Work SessionPage I MINUTES OF THE CITY COUNCIL WORK SESSION Tuesday, June 10, 2014 City Hall Raspberry Room- 6:30 p.m. The meeting was started at 6:30 p.m. Present were Mayor Maxwell and Council members Molly Cummings, Jason Gadd, Kristi Halverson and Cheryl Youakim, City Manager Mike Mornson, Public Works Director Steve Stadler, Director of Economic Development and Planning Kersten Elverum, City Engineer Nate Stanley, Bolton & Menk, Inc. representatives Mike Waltman, Bryan Nemeth, Jim Harbaugh, Marcus Thomas and Nick Amatuccio. New business: Mainstreet Project Update Mr. Waltman, Project Manager for Bolten & Menk, Inc., gave an introduction of the 2015 Mainstreet rehabilitation. Mr. Waltman gave an overview of the 2015 Mainstreet improvements, water main & service replacements, special assessment process for water service replacement and the scope of the Mainstreet construction improvements. Mr. Waltman discussed the needed drainage improvements and responses from questionnaires by area businesses. Bolten & Menk staff will continue to evaluate responses regarding drainage issues. Mr. Waltman discussed the tree inventory, tree assessment survey, tree removal, and tree replacement with Mainstreet gaining a net increase in greenery. Mr. Waltman discussed the advantages of LED vs. HPS lighting. The saving advantages include decreased maintenance and energy costs with a twenty-year estimated savings of $12,246. Mr. Harbaugh discussed with Council the benefits of LED lighting. Mr. Waltman discussed the upgrades to the traffic signals, paver replacement, and streetscape amenities including outlets, bike racks, benches, signage improvements and locations. The feedback from the open house meeting was that Mainstreet businesses preferred the paver concept closely resembling the current pavers. Mr. Waltman discussed the estimated project costs, funding and project schedule with construction scheduled for July -October, 2015 following the Hopkins Raspberry Festival. There was much Council discussion regarding water main service replacement. Council discussed the need for water service for potential future redevelopment. Bolton & Menk staff will investigate water service needs for possible future redevelopment on Mainstreet between 5th and 6 t Avenues. Council discussed the length of time needed for water main work. Bolten & Menk staff stated approximately 3-4 weeks and that the project plan calls for at least one way traffic and pedestrian access during the project. The approximate cost of water service replacement will average $3,000-$4,000. There was much discussion regarding drainage issues. Staff will continue to evaluate drainage in the trouble areas. There was much discussion regarding LED lighting. Xcel energy is offering rebates for upgrades to LED lighting. Council consensus was that it is a good idea to switch to LED lighting during the Mainstreet improvement project due to future energy savings, better lighting and that it will eventually need to be done. Staff would also like to proceed with the switch to LED lighting. The existing light poles will be repainted but Bolten & Menk's recommendation is to replace the existing globes due to deterioration. There was much discussion regarding stamped concrete look vs. pavers. Bolten & Menk staff explained that paver technology has improved and the new pavers have a higher compressive strength, better longevity and easier to replace. The open house meeting comments were that the current paver look was favored. Page 2 There was discussion regarding the bench improvements and types of materials for bench seating. Bolten & Menk staff will continue to investigate low maintenance bench materials. There was much discussion regarding the replacement of the outlet boxes and locations. Staff will investigate reconfiguring electrical service in the light poles to decrease or eliminate the number of outlet boxes. Staff will also look at upgrading the amps for electrical services in certain areas for events. There was discussion regarding the signage and electronic billboard. Mainstreet has a unique signage design and Council likes the look of Mainstreet signage. There was discussion regarding the electronic sign ordinance, guidelines and challenges. Staff discussed the importance of having a policy in place prior to signage placement and advertising. There was discussion regarding the size of the way -finding signs and volume of the ADA light signal. Bolten & Menk staff stated that the volume could be adjusted on signals. There was discussion about the project costs and Municipal State Aid fund. Mr. Stanley discussed the project bidding with Council. The bidding will be done early in the project to allow for ample time to rebid the project if necessary. There was discussion regarding the color of the light poles and electrical outlets. Staff will continue to look at alternatives and bring back results to the Council. Council consensus was to continue to move forward with the Mainstreet project. Update on Southwest LRT — MOA Ms. Elverum gave an update on Municipal Consent process, public comments and Cooperative Agreement. Currently Municipal Consent and the Cooperative Agreement are scheduled for the June 17th City Council agenda. Legal Counsel has advised that action be taken on the Municipal Consent before the Cooperative Agreement. Staff does not think that the Cooperative Agreement will be ready by the June 17t meeting. Ms. Elverum reviewed the possible options: Council can act on Municipal Consent on June 17 and bring the Cooperative Agreement before Council on July l; both agreements can be on the June 17 agenda but tabled until the July 1 Council meeting; or both agreements moved to the July 1 Council agenda. There was much Council discussion regarding the public expectation of Municipal Consent on the June 17 agenda. Staff discussed the July 14th deadline for the Council to act on the agreements. Staff also discussed that the language in the Cooperative Agreement needs refining but should be ready by the July 1 City Council meeting. Mr. Mornson gave an overview of other city's position on Municipal Consent. Ms. Elverum and Mr. Stadler discussed with Council the SWLRT project Locally Requested Capital Improvements (LRCI). The 5th Avenue intersection improvements are not tied into the SWLRT project and the proposed 17th Avenue extension will require contingencies for funding. Staff discussed with Council the Municipal Consent comments received and a letter from TwinWest encouraging approval of Municipal Consent. Staff distributed examples of Traction Power Substations and discussed the pedestrian station request by Stuart Co. for South Hopkins. Staff Page 3 reviewed key changes in the Cooperative Agreement regarding the stations and the Operations and Maintenance Facility (OMF) with Council. There was much discussion regarding the Blake Station access road and potential for redevelopment around the Blake Station. Legal counsel is still defining the language in the Cooperative Agreement and staff will keep Council updated. There was Council discussion regarding emergency vehicles and the SWLRT trains. Chief Reynolds discussed the police safety meeting and that future trainings will be scheduled as the project gets closer to completion. Council consensus was to keep Municipal Consent on the June 17th City Council agenda and put the Cooperative Agreement on the July 1st City Council agenda. Staff will distribute a draft of the Cooperative Agreement to Council prior to the July 1 meeting. There was discussion regarding the Transitional Station Work Acceptance Agreement. Council discussed changing the language in the agreement regarding a stop light location. Staff will explore the cost to change language in the agreement and will remove the item for the June 17th Consent Agenda. Review of the Equipment Replacement Plan (ERP) Ms. Harkess gave a summary of the changes to the ERP 2015-2019 plan, reviewed the ERP fund by department and gave an explanation of the equipment replacement needs. Ms. Harkess summarized the changes from the 2014 plan. Chief Specken addressed Council regarding the overall savings by leasing Fire Dept. vehicles and the reason for an additional vehicle for the Assistant Chief. Previously the Asst. Chief shared a vehicle with the City of Edina and this option is no longer available. There was Council discussion regarding length of leases and equipment transfer. Chief Specken explained that the old vehicles will go to auction, the leases are for a period of 5 -years and that the plan is to transfer equipment into the new vehicles. Chief Reynolds addressed Council regarding radio upgrades that are mandated for 2017. Staff will investigate the possible resale of the old equipment. Hennepin County maintains and repair the radios. Chief Reynolds discussed the mobile data computers and digital squad camera upgrades. Currently the City of Minneapolis has the system and is satisfied with it. The initial investment for the system is higher but it will not be on ERP until 8 years vs. 5 years as previous and the costs are less to upgrade the system. There was discussion about utilizing the old cameras in the Fire Trucks. Staff will follow up with the IT Department regarding this possibility. Mr. Stadler addressed Council regarding Public Works equipment, replacement needs and refuse fund equipment needs. Ms. Harkess gave an overview of the proposed items in the budget, exploring other ways to finance items and gave an explanation of 2014 ERP budget changes. There was discussion regarding computer upgrades and necessary safety software upgrades that need to be in place to protect the city. Ms. Harkess gave an explanation of credit card processing fees. Staff will investigate the possibility of adding a transaction fee for credit card processing. Ms. Harkess presented an overview of the ERP projects by department, year and funding source. Council will continue to review the ERP and will contact staff with any questions. The ERP is scheduled on the City Council agenda for July 1, 2014. Page 4 Review of the Capital Improvement Plan (CIP) Ms. Harkess reviewed the 2015-2019 CIP & summary of changes, cash flow by fund and the 2015 through 2019 proposed projects. Ms. Harkess and Mr. Stadler discussed the MSA funds for the Shady Oak Road and Mainstreet rehabilitation project. Ms. Harkess reviewed the projects and related bond issues for the PIR Fund, Water Fund, Sewer Fund and Storm Sewer Fund. There was Council discussion regarding the PIR year-end capital balance. Staff continues to monitor the year-end balance. There was discussion regarding the water rate study. Mr. Stanley will review the water rate study and the Financial Management Plan is scheduled to investigate utility fees. Ms. Harkess discussed the Park Capital Improvement Fund and how the projected Franchise Fees affect the fund. Ms. Harkess reviewed future projects and funding. There was Council discussion regarding repairs at the Interlachen Park warming house. Staff is investigating repairs and a possible addition to the building. Ms. Harkess discussed the Facilities & Building Capital Improvements Fund. Staff is working with Ehlers to explore options for this fund and will keep the Council updated. Ms. Harkess reviewed the projects and funding for the Pavilion and Communications Funds. Ms. Harkess presented an overview of the CIP projects by department, year and funding source. Mr. Stadler discussed future street, parking lot and alley improvements and funding. Council will continue to review the CIP and will contact staff with any questions. The CIP is scheduled on the City Council agenda for July 1, 2014. Other: • Council member Cummings discussed a resident concern regarding the grass length/noxious weed violation letter. Mr. Stadler will investigate the number the violations and review the letter content. • Discussion regarding the need for maintenance on Blake Road. Mr. Stadler will notify Hennepin County. • Discussion regarding a resident concern regarding school parking lot repairs. The item will be reviewed by the Zoning & Planning Commission and is scheduled for the August 4th Council Agenda. • Discussion of road damage by a tree service. Public Works staff will review the matter. • Mr. Mornson reported that the real estate closing on the Blake Road duplex was completed on Friday, June 61h. Tenants have 60 days to vacate. 9 The League of Minnesota Cities will be conducting a policy review. Page 5 • The City Employee Picnic has been rescheduled to Wednesday, August 6, 11:30 am at Central Park. • Mr. Mornson commented that the city employees involved in the SouthWest Light Rail Transit (SWLRT) project have been involved in many recent meetings regarding the project. With no further business to discuss there was a motion by Council member Youakim and a second by Council member Gadd to adjourn the meeting at 10:19 p.m. Respectfully Submitted, Debbie Vold CITY COUNCIL ATTEST: Eugene J. Maxwell, Mayor