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Minutes of the Work Session on July 22, 2014Page 1 MINUTES OF THE CITY COUNCIL WORK SESSION Tuesday, July 22, 2014 City Hall Raspberry Room- 6:30 p.m. The meeting was started at 6:37 p.m. Present were Mayor Maxwell and Council members Molly Cummings, Jason Gadd, Kristi Halverson and Cheryl Youakim, City Manager Mike Mornson, Fire Chief Dale Specken, Public Works Director Steve Stadler, Hoisington-Koegler Group, Inc. (HKGi) representative Kevin Clark and Hopkins Park Board representative Norman Teigen. New Business: Discussion on Full-time Fire Department Position Chief Specken gave an overview of the Hopkins Fire Department (HFD) Long Term Plan. Chief Specken reviewed the history of the HFD and discussed reasons for the difficulty in recruiting and retaining qualified Fire Fighters including fewer HFD volunteers working within the city, higher call volume, more time commitment, department turn -over and the burn -out factor. Chief Specken reviewed the current statistics of calls to date and number of personnel. To date the HFD has responded to 851 calls, which is an increase from previous years, and there are currently 39 personnel but the HFD is authorized for 41. Chief Specken gave an overview of the daytime duty crew hours, duties and calls, which average 6-8 calls per day. Chief Specken discussed with Council some future options for the HFD: • Stay with current crew for a total cost $66,502. There have been difficulty getting people to fill the duty crew spots. • Give up daytime medicals and go to paged -out medicals only and keep the Friday and Saturday duty crew. This option will have an impact on the Police Dept who will be responding to daytime medicals they are currently not responding to. • Go to a 24-hour duty crew that would add $250,000 per year and more personnel. • Hire 2 full time staff at $70,000 each per year with benefits and adjust the daytime all -calls currently covered by duty crew for a potential savings of $56,000. Chief Specken gave an overview of fulltime position costs and salary ranges in different municipalities. This option would have an estimated expenditure to the HFD of $86,490.The HFD would look to hiring an internal candidate with the new positions starting in January 2015. Chief Specken discussed with Council that costs could be offset by grant monies that the HFD has applied for but has not received a response to date. There was much Council discussion regarding the current daytime duty crew expenditures, estimated future expenditures and the potential savings of eliminating all -calls. Chief Specken discussed that the current truck is designed for the duty crew to respond to medical and smoke calls. Council discussed options to attract HFD volunteers. HFD staff will continue to investigate options for volunteer retention because volunteers need to stay at least 5 years for the HFD to recoup their investment. Chief Specken discussed that work and family obligations is one of the biggest reasons that volunteers leave the HFD. There was Council discussion regarding expenses related to training, volunteer turnover and salary step increases. Chief Specken discussed the federal grant that the HFD has applied for. The grant would fund two positions for three years with the City picking up the fourth year. Chief Specken will Page 2 investigate if the grant is for new hires only. Council directed staff to follow-up on the status of the grant, investigate what the savings would be if all -calls were eliminated and what is the cost for future salary step increases. Council agrees with the need and benefit of the full-time position but the expenditure is high unless a grant is awarded to offset the cost. Council discussed volunteers losing daytime all calls. Chief Specken stated that it would not be a huge impact since volunteers need to leave their jobs to respond to daytime all -calls. Chief Specken distributed information on an All Hazards Preparedness seminar on Thursday, October 9. The seminar will focus on disaster emergency management. Chief Specken encouraged Council members, city staff and area business safety managers to attend. Parks System Master Plan Mr. Stadler gave an overview of the Hopkins Park System Reinvestment Plan. The proposed plan would engage the community, provide a detailed assessment of the parks, set recommendations for improvements and implement strategies to wisely invest in the parks for the future. Mr. Teigen stated that the Park Board is looking forward to the opportunities of the Hopkins park system. Mr. Clark presented an overview of the plan for the Hopkins' park system. The strategic plan would guide the direction and allocation of funds for the parks. Mr. Clark reviewed the process including an inventory of existing parks, a needs assessment, individual park reinvestment plan & recommendations, draft plan and final documents. Mr. Clark gave an overview of the proposed schedule with the assessment of existing parks beginning in the fall. HKGi would work with city staff, Park Board, and use community feedback and public information open houses to gather input. Mr. Stadler will continue to keep the Council updated on the project. Mr. Clark gave an overview of HKGI planner and landscape architects and HKGi does have an understanding of Hopkins from previous projects. Mr. Stadler discussed with Council the public engagement process including an online survey, community open house and focus park design charette. There was Council discussion regarding Cottageville Park, park trends and the age and life expectancy of park equipment. Mr. Stadler explained that Cottageville Park would be included in the initial assessment as part of the system wide park plan and that the plan will be used to establish priorities and budget considerations. Mr. Clark discussed the importance of looking at existing uses of the parks and developing plans for the future that incorporate use of flexible spaces. Mr. Stadler explained that the average life span of playground equipment is 20-25 years and that five parks are in the Capital Improvement Plan for equipment replacement. Council discussed ways to engage the public. Mr. Clark discussed the online survey and notification of the public about the survey through the city website, social media and links to the survey in city publications. A hard copy of the survey would also be made available at City Hall. The survey timeframe would be approximately one month during August and September. HKGi would evaluate the survey responses and gaps and would target an area or group if needed. Council discussed the cost and funding of the plan through the Park Improvement fund. Council suggested that staff consult with the Hopkins School District, Hopkins Minnetonka Recreation Department and youth sports organizations to determine needs, capacity, duplication and possible funding opportunities. Council suggested that the survey be publicized in the Hopkins Connections, Hopkins Highlights and the Sun Sailor newspaper. Council discussed the importance public input and educating residents that Page 3 the funding for the plan is from franchise fees dedicated to the Park Improvement Fund. Council discussed the importance of looking at future needs, use of flexible spaces, engaging service clubs and designing community parks while maintaining neighborhood parks. The Hopkins Park System Reinvestment Plan presentation is scheduled on the August 41' City Council meeting agenda. Mr. Mornson discussed with Council the importance of investing in a plan that would set the direction for Hopkins parks and wisely allocate funds from a consistent funding source. Other: • Mr. Stadler discussed the MnDOT sign removal project along Highway 169. The Hopkins Downtown signage is no longer eligible. Mr. Stadler is preparing an appeal process through the MnDOT External Sign Variance Committee. Council discussed the importance of support from Hopkins legislative and metropolitan representatives for the appeal process. • Mr. Stadler discussed the bids for Cottageville Park Project. The bids were higher than the estimate. The Minnehaha Creek Watershed District will probably be looking at rebidding the project and including additional project phases in with the bids. Staff will continue to review the bids and look at financing options. Council consensus was that it is a good option to rebid the project and include additional phases despite the timing for completion may be pushed back. Staff will inform project partners regarding the possible construction delays. Staff will investigate the possible billboard highlighting the future look of Cottageville Park. Mr. Stadler informed the Council that the duplex demolition is still scheduled for this fall. • Tree Branches need to be trimmed on the bike trail south of Blake School. Staff will investigate. • Discussion of Handicap signs on public streets. Staff will send a letter regarding winter parking restrictions to the Presidential Neighborhood. • Discussion that the Public Works clean up after Raspberry Festival went smoothly. • Discussion of chicken coops in backyards and Council consensus was not in favor of chicken coops. • Discussion of what is a Sober House designation and regulations. Staff will investigate. • MGM Liquor Store has sent a letter to the City objecting to the ordinance change. The ordinance change would not allow MGM to move to another location in Hopkins if landlord maintains the license at the current location and the cap on number of liquor licenses. There was discussion of rewording the Ordinance. Staff will have the City Attorney issue an opinion. • A grant in the amount of $50,000 was received for further zoning study at the Shady Oak Station site. • Ms. Elverum will be providing Council with a written update on all development projects not just SWLRT. • Rail Conference attendees will be touring Hopkins. Staff is investigating pedestrian -type activities along 81' Avenue as part of the tour. • Mr. Mornson updated the Council on staff retirements and job openings. • Hopkins Raspberry Festival board thanked the City of Hopkins for their support during the recent festival. Page 4 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 8:59 p.m. Respectfully Submitted, Debbie Vold CITY COUNCIL ATTEST: Eugene J. Maxwell, Mayor Amy Domeier, City Clerk