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V.1. Approve Minutes of the January 20, 2015 Special Work SessionHOPKINS CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS JANUARY 20, 2015 CALL TO ORDER Pursuant to due call and notice thereof a special work session of the Hopkins City Council was held on Tuesday, January 20, 2015 at 6:00 p.m. in the Raspberry Room at City Hall, 1010 First Street South, Hopkins. Mayor Maxwell called the meeting to order with Council Member Cummings, Gadd, Halverson and Kuznia attending. Staff present included City Manager Mornson, Director of Planning and Development Elverum, Public Works Director Stadler and Hopkins Activity Center Coordinator Newville. Historical Society Board — City Council Discussion on Purchasing Pike's Lodge In addition, representatives from the Hopkins Historical Society present for the item were Shel Berg, John Cooley, Marlene Dvorak, Dean Empanger, Joe Holasek, Kristin Kaspar, Axel Kornfuehrer, Bob Miller, Jerre Miller, Mary Raabe and Jim Zdrazil. Mayor Maxwell provided an introduction regarding the Hopkins Historical Society and the opportunity for the City of Hopkins to purchase the Albert Pike Lodge. Mr. Jerre Miller introduced the Historical Society part-time staff Kristin Kaspar and Board members. Ms. Kaspar introduced herself and explained that the opportunity to move the Hopkins Historical Society to the Albert Pike Lodge would allow for more for visibility, increase in amount of space to expand exhibits and the library and allow for a more welcoming atmosphere for visitors. Mr. Cooley discussed the growth of the museum and current space limitations. The opportunity to move to a larger space will allow for the ability to serve more visitors and would become a destination and draw for the Hopkins central business district. Mr. Kornfuehrer discussed the research tools the Historical Society offers to the community and encouraged the community to remember to donate items to the Historical Society that will be the history of the future. Mr. Bob Miller discussed the scope of the relocation project and concerns. Grant funding will be needed to finance the move and renovations. Mr. Miller discussed the concerns including technology services, ADA requirements, HVAC, utilities, ongoing maintenance needs, insurance and security. The Historical Society is committed to making the move and improvements but will need a reasonable amount of time to acquire financial means to facilitate the relocation. The Board stated that a period of two to three years would be necessary to acquire funding and make necessary improvements prior to moving into the building. The Board does not visualize making improvements in phases. Ms. Elverum discussed the terms of the purchase agreement for the Albert Pike Lodge. The City Attorney has reviewed the purchase agreement. The property would be purchased "as - is" with a closing date of May 1, 2015. Ms. Elverum reviewed the special conditions that include the plaque would remain intact, that the Historical Society would maintain a display of Albert Pike Lodge history and that there would be no demolition plans for 10 years unless there were unforeseen circumstances. Mr. Bob Miller discussed the process for acquisition of grant funding and potential donors. The Board will begin the process to map out a strategy to generate funds and involve the community. HOPKINS CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS JANUARY 20, 2015 Mr. Miller explained that the Historical Society would be a tenant in a city owned building and will need further discussions with city staff regarding ongoing requirements of the building. There was Council discussion regarding building use, potential rentals and membership. The Historical Society Board would use the entire building and may utilize rental fees to offset costs. Ms. Kaspar discussed plans to increase the Historical Society's presence on the Internet, increase in hours of operation and increased visibility in the community would help build membership & volunteer opportunities. There was discussion regarding the next steps in the process. Council encouraged the Historical Society Board to formulate a plan, start the grant process, secure an Architect and Engineer to define necessary issues & improvements and start conversations with area businesses for financial commitment and support. Mr. Mornson commented that this is a great project for the community and the City can offer letters of support for the grant process. The Council consensus was that the Albert Pike Lodge would be a great opportunity to maintain a historical building on the Mainstreet and increase visibility for the Historical Society within the community. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Maxwell, second by Cummings, the meeting was unanimously adjourned at 6:56 p.m. Respectfully Submitted, Debbie Vold COUNCIL MEMBERS ATTEST: Eugene J. Maxwell, Mayor Amy Domeier, City Clerk