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IV.3. Approve Minutes of the February 10, 2015 Work Session HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 10, 2015 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Tuesday, February 10, 2015 at 6:31 p.m. in the Raspberry Room at City Hall, 1010 First Street South, Hopkins. Mayor Pro Tem Halverson called the meeting to order with Council Member Cummings, Gadd, and Kuznia attending. Mayor Maxwell was absent. Staff present included City Manager Mornson, Community Development Coordinator Beekman, Director of Planning and Development Elverum, Finance Director Harkess, Public Works Director Stadler and City Engineer Stanley. DOWNTOWN HOPKINS STATION PLAZA Community Development Coordinator Beekman presented an overview of the concept plan for the Downtown Hopkins Station Plaza.Ms. Beekman gave an overview of the plaza area including paving possibilities, landscaping, art and the connection to downtown Hopkins. Ms. Beekman explained that the purpose of plaza is a transit hub, pass-through space, and connection point with limited gathering spaces. The next step in the process is for the plan to be turned over to the Southwest Project Office (SPO) for final design decisions and cost estimates. Additional negotiations with the SPO may be required to determine the City’s financial responsibility. Council Member Cummings asked if adjustments would be able to be made to the final design and if public restrooms are part of the plan. Ms. Beekman commented that staff and Council would have a chance to review the final plans. The level of availability for the restrooms is still to be determined. Public Work Director Stadler commented that the Plaza area would be considered public usage. Council Member Gadd asked about signage. Mr. Stadler and Ms. Beekman commented that the information kiosk would be available for way-finding signage. Council Member Kuznia commented that it would be important to use good materials at the street crossing. There was discussion regarding LED lighting in the crosswalk. Mr. Stadler commented that staff is researching lighting further to determine maintenance issues. Mayor Pro Tem Halverson asked about feedback on the closing of the Second Street South intersection. City Engineer Stanley commented that staff has met with the neighborhood and the response has been overwhelmingly positive and that truck traffic rarely uses that access point. Second Street is scheduled to be closed at the time of the Artery reconstruction in 2016. City Manager Mornson asked about the estimated construction costs. Ms. Beekman commented that the design materials would determine costs and that the SPO has agreed to pay for construction of plaza up to certain cost. Ms. Beekman commented that the Downtown Station would be one of the most visible stations. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 10, 2015 PARKLETS AND STREET SEATS DISCUSSION Parklet Ms. Beekman gave an overview of the Parklet program and goals. The goal of the program is to support local businesses, continue the City’s art culture, encourage human interaction, create public space on Mainstreet and encourage pedestrian activity and walking. Ms. Beekman showed examples of possible structures. The plan is to partner with the Rotary Club to design and build the Parklet structure. A Parklet policy would be drafted. The Parklet would be open to the public with set hours of operation and no alcoholic beverages would be allowed in the Parklet. It would be City owned, maintained, and stored when not in use. The Parklet could be brought out and placed in front of businesses willing to host the Parklet. The host would be responsible to keep Parklet free of debris as well as keeping an eye on it. Street Seats Program Ms. Beekman showed possible Street Seats examples which include outdoor table space with barriers. The business would construct and maintain the seasonally installed structure. An annual permit would be required and there would be design and site specifications. The next steps by staff would be to reach out to businesses to gage interest and gather feedback. Mayor Pro Tem Halverson asked about parking spaces. Ms. Elverum commented that the footprint of the Street Seats would need to be in front of the business and not encroach on a neighboring business. Council Member Gadd asked about limiting the number of Street Seat permits. Mr. Stadler and Mr. Stanley commented that there would be set back issues from intersections that could limit the number of permits. There was discussion regarding maintenance of the Street Seats and impact on the festivals and parades. The business would be responsible for maintaining the Street Seats because it would be privately owned and that the Street Seat would not go out as far as the existing street bump-outs. Council Member Kuznia commented that the Street Seats would make the outdoors on Mainstreet feel more vibrant and asked about the type of railings required. Ms. Beekman commented that the specifications would require defined railings on the street side. There was discussion regarding alcoholic beverages being brought outside to the Street Seats. Ms. Beekman commented that the City of Edina requires table service to order alcoholic beverages at the Street Seats and the City could add rules regarding this. Council Member Cummings asked about the limited number of permits and liability. Ms. Beekman commented that it is a big investment for the business to build a Street Seat structure. Staff will investigate the number of permits further. Ms. Beekman discussed liability with the City Attorney and since the structure would be privately owned the business would need to provide proof of insurance. Ms. Beekman commented that the next step would be to reach out to businesses to determine interest and gather feedback. Staff is anticipating that the program and policies would not be in place until 2016 since Mainstreet reconstruction is scheduled in 2015. Staff will draft a letter to inform businesses regarding the Street Seats program. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 10, 2015 Council consensus was that they like the idea of the Parklet and Street Seats. Staff will update the Council regarding Parklet cost and design. Staff will reach out to businesses and work on Street Seats regulations and policy. Staff will update the Council at a future Work Session. PRESENTATION BY CHERYL YOUAKIM AND RON LATZ City Manager Mornson gave an overview of Hopkins involvement in Legislative issues. State Representative Youakim and State Senator Latz reviewed Legislative and Senate issues and discussed their service on Committees. There was discussion regarding transit funding, State budget process, Legislative initiatives, data practices, education funding proposals and funding for the CAT Team. FINANCE POLICY CHANGES Finance Director Harkess gave an overview of the current utility billing period policy and proposal to change to a firm due date. Ms. Harkess has investigated other City policies and is analyzing in-house vs. outsourcing of bill printing and mailing. Mayor Maxwell previously contacted Mr. Mornson and commented on the importance of customer notification. Council consensus was to adopt a firm due date for utility billings but advance public notification needs to be done first. The Finance Department will keep the public updated regarding the billing changes. Council suggested the notice be put in all public press releases as well as in the utility bill with an attention grabber on the outside of the envelope. UPDATES  Council Member Kuznia discussed the concern by a guest at the Hopkins Center for the Arts regarding no infant changing table in the men’s restroom. Staff will investigate further.  Council Member Cummings gave an update on the Caring Youth Awards at the Minnetonka Community Center on March 19, 2015. There is a proposal to have the 3 cities and 2 school districts contribute $300 each for the speaker fee.  Discussion regarding Council Members creating a bowl for the Empty Bowls event.  City Manager Mornson discussed the upcoming neighborhood meeting regarding the new lift station, the Police Department will be evaluating security in city public buildings and Police th Chief Reynolds will discuss active shooter protocol with Council following the February 17 City Council meeting. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 10, 2015 ADJOURNMENT There being no further business to come before the City Council and upon a motion by Cummings, second by Kuznia, the meeting was unanimously adjourned at 9:00 p.m. Respectfully Submitted, Debbie Vold COUNCIL MEMBERS ____________________________________ ____________________________________ ____________________________________ ____________________________________ ATTEST: _________________________________ _____________________________________ Kristi Halverson, Mayor Pro Tem Amy Domeier, City Clerk