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IV.3. October 14, 2014 Work Session Minutes MINUTES OF THE CITY COUNCIL WORK SESSION Tuesday, October 14, 2014 City Hall Raspberry Room– 6:30 p.m. The meeting was started at 6:31 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, Streets & Parks Superintendent Jay Strachota, Community Development Coordinator Meg Beekman, Director of Economic Development and Planning Kersten Elverum, City Engineer Nate Stanley and Assistant City Manager Jim Genellie. New Business: Discussion on Emerald Ash Borer Tree Management Mr. Strachota gave an overview of the Emerald Ash Borer (EAB) and Burr Oak Blight (BOB) and how these diseases affect trees in Hopkins. Currently there is no evidence of EAB in Hopkins. Mr. Strachota reviewed the Ash tree inventory. The City of Hopkins has approximately 1,800-2,000 boulevard and parkland Ash trees with 1/3 of the boulevard trees being Ash. Once an Ash tree becomes infected it dies out from the top, branches become brittle and become hazards. 80% of Ash trees die in the first 5 years of an infestation. The Hopkins Forestry Department removed 200 trees this season with 70 of that number being Ash trees. BOB is a fungal disease that shows up in August. BOB blights the Oak leaves, weakening the tree allowing for secondary pests and diseases to kill the trees. City staff is informing homeowners in the Bellgrove and Interlachen neighborhoods where the majority of the Oak trees are regarding BOB symptoms and treatments. Mr. Strachota reviewed the Management Plan developed to create some control over this natural disaster, which has emotional, financial, aesthetic and environmental impacts. Mr. Strachota discussed the importance of communication with residents and budgeting to spread the costs over time. Mr. Strachota discussed that the current budget allows for the removal of 50-100 Ash trees each year and the replanting of 120 diverse tree species. There will be future budget challenges when EAB spikes. There is uncertainty regarding contractor’s costs and equipment needs. Mr. Strachota discussed the possibility of reallocating Public Works staff to assist the Forestry Department and contracting out lawn moving and some snow removal. Staff is also re-evaluating the Shade Tree Disease Control Program in regards to the removal of wood. Mr. Strachota reviewed the City’s wood storage, processing and yard waste disposal procedure. Staff is concerned about the amount of storage available when there will be a need to remove a large number of trees and if contractors will have enough equipment to process the wood. Mr. Strachota and Mr. Stadler discussed the need for future budget increases for forestry services when the EAB infestation spikes. Staff will continue to investigate how the city handles wood removal for private properties and contractor costs. There was Council discussion regarding treatment expense, equipment needs and public information. Mr. Strachota commented that it costs approximately $200 to treat a 24” diameter Oak tree and that residents receive information through City press releases and the City website with links to the Department of Agriculture. Mr. Strachota commented that residents are provided with a list of contractors if requested. The Forestry Department equipment is up to date. Master Funding Agreement/Locally-Requested Capital Improvements Ms. Elverum addressed the Council regarding the Master Funding Agreement (MFA). City Staff and the City Attorney have reviewed the agreement and changes suggested by the City Attorney. Staff has also reviewed the broad list of Locally Requested Capital Improvements (LRCI) and has identified recommendations regarding what improvements should be advanced through the project design for the LRT Stations. Shady Oak Station: Mr. Stadler discussed the parking, access, extension to K-Tel drive, and pedestrian walkway improvements. Staff is recommending that utilities for the future development sites to be included in the LRCI process. Staff will continue to work with the City of Minnetonka on redevelopment sites and upgrades to lighting, enhanced way- finding signs and the potential sidewalk project could be possibly funded through the City’s Capital Improvement Plan (CIP) process. Ms. Elverum discussed the Operations and Maintenance Facility (OMF) site. Staff will continue to work with the City of Minnetonka on the master plan, zoning and storm water infrastructure for the area. Staff discussed the importance of hiring a consulting firm with experience in this type of development. Lighting, way-finding signs and sidewalks could be addressed through the CIP. th Downtown Station: Ms. Elverum discussed the 8 Avenue connection, Station Plaza th area, front lawn to the east of Station, 5 Ave intersection and sidewalk connections north and south. Staff is continuing to communicate with Hennepin County regarding the th 5 Avenue intersection improvements. Staff is recommending that the CMAQ grant local match of $1.5 million, burying of overhead electrical in the station area and “Quiet Zone” designation to be included in the LRCI process. Additional lighting and way-finding signs could be addressed through the CIP. Council discussed the concern of truck and th traffic congestion at the 5 Avenue intersection. Blake Station: Ms. Beekman discussed the joint development in the area, staff concerns regarding the access/service drive and the need to work on building proper road development. Staff is recommending extending lighting improvements along the trail to Cargill and joint development with a local match to be included in the LRCI process. The CIP could address additional lighting, way-finding signs & pedestrian improvements on Excelsior Blvd east of Blake. There was Council discussion regarding the Cold Storage site, parking ramp and the underpass trail crossing. The Minnehaha Creek Watershed District (MCWD) continues to be a partner with the master development strategy in the Blake area. Ms. Beekman commented that the plan calls for 340 stalls and is based on a parking model, potential demand and building for the future. Staff will continue to work with Three Rivers Park District on the trail crossing. Staff prepared a spreadsheet for the Council to review with preliminary cost estimates, improvements and funding for LRT opening day. Ms. Elverum discussed that a future Work Session in January will focus on the LRT. The design process is underway and staff is optimistic regarding the OMF design. Cooperative Agreement for Community Works Master Development Strategy Ms. Elverum discussed the Blake Station and Corridor and its transformation into a complete streets area. Ms. Elverum discussed the future of the area and the need for a cohesive picture as to how the larger sites in the area will be redeveloped including the timing, zoning and mix of housing. Hennepin County Community Works has offered to support the creation of development strategies for the Blake Station area. The proposed Master Development Strategy is intended to move from planning to transit-oriented development implementation. Hennepin County is committing $150,000, MCWD is contributing $50,000 and the City of Hopkins is committing in-kind services. The Cooperative Agreement will address what all interested parties want to achieve and provide for better support for the scope of the work. Ms. Elverum discussed the draft of the Cooperative Agreement. The Agreement was approved by the MCWD Board and will be presented to Hennepin County Board in November. The Agreement will be on the next City Council Agenda. There was discussion that the Agreement will define the vision for the Blake Corridor, address zoning issues, relocation of businesses and provide a comprehensive picture for housing, retail and how redevelopment sites interact. Council discussed whether the acquisition of property would work through HRA or the City. Staff will continue to investigate. Council consensus was to move forward with the Cooperative Agreement and to have staff present the information at the October 21 City Council meeting. Rebranding the City Mr. Genellie addressed the Council regarding a rebranding project of the city. Mr. Genellie gave an overview of the current city logo, which has been in use since 1986. Mr. Genellie commented that now would be a timely opportunity for a rebranding project due to the Mainstreet reconstruction project, LRT stations and the Artery project. Mr. Genellie reviewed the estimated costs of $20,000-30,000 and what would be included in the project scope. Funding for the project would be from the Communications Fund. There was Council discussion regarding the RFP process to choose a consultant and what would the costs cover. Ms. Beekman addressed the Council regarding the Strategic Brief and what the City would be trying to achieve through a brand. Ms. Beekman commented that the process would recreate a logo and a consistent design to use for city communications. There has been much discussion by the Marketing Committee and support at the Visioning event regarding the need for all publications and communication activities have a specific look. There was Council discussion regarding other cities that have gone through the rebranding process. Council discussed the concern over the financial costs, ongoing expenses, multiyear implementation plan, importance in having a consistent and strategic message in place to attract development & residents and that rebranding is not just creating a new logo. Council discussed that the $2500 cost for an initial plan and strategic brief could give the Council and staff an idea which direction to go and how to get there. Staff will continue to investigate the brand strategy process. Other: th  Mr. Stadler updated the Council on parking changes along 8 Avenue South. There will th be no parking on a portion of the east side of 8 Avenue South due to snowplowing and safety issues. Letters were sent to the affected residents and no comments were received. Public Works will begin installation of signage. Mr. Stadler will make a presentation at the November City Council meeting.  Discussion of the screen fence and sidewalk at the Alice Smith School parking lot expansion.  There will be a presentation of a Jaycees award at the October 21 City Council meeting.  Mr. Mornson discussed some Ordinance changes that will be on the next meeting agenda.  Mr. Mornson discussed the 2015 City Council meeting schedule.  The Financial Management Plan will be published in the Hopkins Highlights.  Discussion of a future joint meeting with the Minnetonka City Council regarding a zoning study and redevelopment projects bordering Hopkins.  Heroin Town Hall Meeting on Wednesday, October 15, 2014 at Hopkins Center for the Arts.  Discussion of a public meeting to be scheduled regarding a Level 3 sex offender moving to another area within the city. With no further business to discuss there was a motion by Council member Gadd and a second by Council member Youakim to adjourn the meeting at 9:33 p.m. Respectfully Submitted, Debbie Vold CITY COUNCIL ________________________________________ ________________________________________ _______________________________________ ________________________________________ ATTEST: ______________________________________ ______________________________ Eugene J. Maxwell, Mayor Amy Domeier, City Clerk