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IV.3. Approve Minutes of the Work Session on March 10, 2015 HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS MARCH10, 2015 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Councilwas held on Tuesday,March10, 2015 at 6:32p.m. in the Raspberry Room at City Hall, 1010 First Street South, Hopkins. MayorMaxwell called the meeting to order with Council Member Cummings, Gadd, Halverson and Kuznia attending. Staff presentincluded City Manager Mornson,Community Development Coordinator Beekman, Director of Planning and Development Elverum,Assistant City Manager Genellie, Public Works Director Stadlerand City Engineer Stanley. MAINSTREET PROMOTION PLAN Community Development Coordinator Beekmangavean overview of the marketing and promotion plan that will provide resources to local businesses and promote customer shopping in Downtown Hopkins during the Mainstreet reconstruction. The plan will also include Shady Oak Road businesses. The Business Resource Kit will include information and tools to assist businesses during the construction.Ms. Beekman showed an example of the construction logo that will be used on all communication materials. Ms. Beekman explained the promotional event to encourage customers to shop in Downtown Hopkins and along Shady Oak Road. The promotion includes the mobile app download and weekly drawings for gift certificates to encourage repeat shopping. Abillboard, postcards, table tentsand public information press releases will promote the program. Ms. Beekman explained the grant program offered to businesses to beautify back entrances and add signage during sidewalk closures. Council MemberCummingsasked when the business packetswould be distributed. Ms. Beekman commented that packets wouldbe hand delivered the last week in March or firstweek in April. Anyone available to assist with delivering of packets should contact Ms. Beekman. Mayor Maxwell asked about the construction schedule, signageand the beautification grants. City Engineer Stanley commented that apreconstruction meetingwould be on Wednesday, March 11, 2015.Mr. Stanley commented that signage regarding road restrictionswould be in place 5 days in advanceand the website and Twitter will be used to update the public. Mr. Stanley explained that during Phase 2 utility work,roads wouldbe closed for period of time. Ms. Beekman and Ms. Elverum explained that the beautification grants of $500 are for paint, plantingsand signageat rear entrances when the front door will be inaccessible. Staff will discuss with the building inspector regardingpossiblecode requirements. Mr. Stanley gave an update on the Shady Oak Roadconstructionproject. The planwillstill allow for trafficflowbut itwill be busy with construction on Shady Oak Road and Mainstreet. The public will continue to be updated. Council MemberCummings asked about the length of the Mainstreet closure. Mr. Stanley commented that a portion of Mainstreet wouldbe closed 6-8 weeks for utility and storm sewer work. Residents and businesses will continue to be informed throughout the construction process. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS MARCH10, 2015 Council Member Gaddcommented that communication with the affectedbusinesses and residents is important and thanked the staff for their efforts.Council Member Kuznia commented that the backdoor grant program is a creative way to get customers into the businesses. CITY CENTER/MOBILE PHONE APP In addition to City staff, arepresentativefrom CityCenter, Mr. Nick Rogosienski, was present for the item.Community Development Coordinator Beekmanpresented an overview of the ThinkHopkins.com mobile app.Mr. Rogosienski gave an update on the development, business outreach, timeline and implementationfor the Think Hopkins app. Mr. Rogosienski gave an overview of the data acquisitionand customer survey features. The next Think Hopkins App meeting ison March 17, 8:30 am, noon and 6:30 pmat Hopkins City Hall, Raspberry Rooms. Council will be represented at each meeting. Currently there are 80 businesses registered; 20 opted for the paid service and60 opted for a free basic listing. Overall 85 businesses and non- profits have attended the previous Think Hopkins App meetings. Mayor Maxwell asked about the length of thecontract, city information and reporting features. Mr. Rogosienski explained that the contract is month-to-month witha 30-day cancellation notice. The City information on the appwill featurecity facilities and parkswith push notifications. Other features include reporting graffiti, potholes or problemsand the ability to include a photo. The appis designed to keep residents andvisitors engagedin the community. Mayor Maxwell askedaboutthe release date. Mr. Rogosienski explained that the app is scheduled to be released the end of March. Mr. Rogosienski gave an overview of the free basic business listing, whichis offered to businesses who attend an informational meeting. The app will be a great way topromote businesses with technology. Mr. Mornson askedhow to get the public to download the app. Mr.Rogosienski commented that the app will be promoted inas many ways as possible. The businesseswill be asked to promote theappto their customers. There was discussion about including Hopkins Business and Civic Association and the neighborhood associations under the listings. Ms. Beekman commented that the Marketing Committee is working on promotion of the app. STREET SEATS FOLLOW-UP DISCUSSION Community Development Coordinator Beekmangavean update on the Parklet and StreetSeats programs. Parklet Ms. Beekman explained that the Parklet is a partnership with the RotaryClub to design and construct a city owned Parklet, a portable mini-public park. Mayor Maxwell asked how many days the Parklet would be set up. Mr. Stadlercommented that a minimum number of weekswould be drafted into the policy since Public Works staff would be responsible for set up and take down. Council MemberGaddasked about location of the Parklet. Ms. Beekman commented that staff woulddraft a policywhere the Parklet could be located.The location will be on Mainstreet HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS MARCH10, 2015 thth between 7and12Avenue within a half blockof Mainstreet and on streets with low speeds and parking spaces. Mayor Maxwell asked who could apply for the Parklet. Ms. Beekmancommented that businesseswould have to go through an application process including notification of neighboring businesses. There was much discussion about the loss of parking and the need to be sensitive to neighboring businesses.Staff commented that afew parking spaces would be lost but there would beincreased interest and activity in the downtown area. Street Seats Ms. Beekman gave an overview and update on the Street Seatsprogram and draftregulations. The Street Seats programis aprivately owned and maintained space for use by business customersallowed in the city right-of-way. Staff is considering allowing Street Seats on thth Mainstreet between 8Avenue and 10Avenuewithin ½ blockof Mainstreet. Six businesses would qualify. Currently staff has spoken with 3 businessesand LTD Brewing, Pub 819and Mainstreet Bar & Grillhasexpressed interest in the program. Staff will continue to reach out to businesses and get feedback. Ms. Beekman explained that the City of Wayzata hashada successful Street Seats program in place since 2011. Mr. Mornsonasked if the Street Seats would be non-smoking. Ms. Beekman commented that smoking would be allowed and that signage would be required stating that patrons must be seated byahostess and beverages must be servedto the table. Council MemberCummingsasked about the Street Seat sites. Ms. Beekman commented that site specifications would be outlined and that twoparking spacesper site would be occupied. Ms. Beekman discussed the site plan, landscaping, lighting, seating and access points that will be outlined in the regulations. The City Attorney has reviewed and made recommendations to the license agreement. Council MemberGaddasked about afinal inspection of the Street Seat structureand the expansion by businesses that already have outdoor seating. Staff commented that the design specifications would require the Street Seats to bestructurally sound.Staff commented that the goal of the program is to create seating on Mainstreet. Mayor Maxwell asked about bus traffic, bus stops,insuranceand hours of operation. Mr. Stanley commented that the Street Seats are not wider than a parking space. Mr. Genellie commented that the staff would address and review each individual applicationand that the business would be responsible to provide proof of insurance.Ms. Beekman commented that the City Attorney has reviewed the liability issue. Mr. Genelliecommented that the City of Wayzata Street Seats structure has a sidewalk on the outside with no tables next to the roadway. Ms. Beekman explained that the proposed hours of operation would be limited to 11 pm with no active service after Street Seat closing time. Council Member Kuznia and Gadd like the idea of the sidewalk on the outside.Council Member Halverson commented on the licensing fees. Ms. Beekman explained that the fees are yet to be HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS MARCH10, 2015 determined. Council Member Kuznia likes the Street Seat concept but understands the concern over parking. Ms. Beekman explained the next steps in the process. The City Attorney will draft the licensing agreement for approval by Council. Staff would address the applications individually. Ms. Beekman explained that the application would be renewed annuallyandthe licensecould be terminated for violations. Staff commented that the business would be making a big financial investment in the Street Seat design and installation.Council Member Cummingscommented on the needfor firm languagein the agreement since the business will be using public space. Mr. Genellie discussed that the agreement will be a way to have better controloverimpromptu seatingin the right-of-way. Director of Planning and Development Elverumthanked Ms. Beekman for all the extensive researchregarding the Street Seats and Parklet projects. Staff will draft the Street Seats regulations and get feedback from area businesses. Staff will continue to update the Counciland address the concerns but overall think the programwill add interest and be a positive addition to the downtown area. UPDATES Caring Youth Awards onThursday, March 19, 2015at the Minnetonka Community Center. Discussion of a draft letter for Citizen Academy Alumni. Discussion of a Citizen Engagement news article. Council will be updated on an amendment of the CDBG funds. Fundsmay not be able tobeusedfor playground equipmentat Cottageville Park. The Watershed Districtis proposing aribbon cuttingat Cottageville ParkApril 14, 15, or 16, 2015. City ClerkDomeierhas been reviewing Ordinances. There will be an amendment to the club liquor license. Staff will notify establishments of the ordinance amendment. Council salaries will be onthe City Council agendaMonday, March 16, 2015. City Manager Secretary Sperling will be retiringNovember 20, 2015. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Cummings, second byGadd, the meeting was unanimously adjourned at8:51 p.m. Respectfully Submitted, Debbie Vold COUNCIL MEMBERS ____________________________________ ____________________________________ ____________________________________ ____________________________________ HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS MARCH10, 2015 ATTEST: ______________________________________________________________________ Eugene J. Maxwell, MayorAmy Domeier, City Clerk