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IV.1. Minutes of the October 20, 2015 City Council Regular Meeting Proceedings HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 CALL TO ORDER Pursuant to due call and notice thereof a regular meeting of the Hopkins City Council was held on Tuesday, October 20, 2015 at 7:08 p.m. in the Council Chambers at City Hall, 1010 First Street South, Hopkins. Mayor Maxwell called the meeting to order with Council Members Halverson, Cummings, Gadd and Kuznia attending. Staff present included City Manager Mornson, Planning and Development Director Elverum, Assistant City Manager Genellie, Finance Director Harkess, City Attorney Landsman, Public Works Director Stadler and City Engineer Stanley. ADOPT AGENDA Due to the length of the agenda, it was decided that the Presentations would be rescheduled to a future date. MotionSecond by Gadd. by Halverson. Motion to Adopt Agenda as modified. Ayes: Halverson, Cummings, Maxwell, Gadd, Kuznia. Nays: None. Motion carried. CONSENT AGENDA MotionSecond by Cummings. by Kuznia. Motion to Approve the Consent Agenda. 1. Minutes of the October 6, 2015 City Council Regular Meeting Proceedings 2. Minutes of the October 6, 2015 Work Session following Regular Meeting Proceedings 3. Minutes of the October 13, 2015 Work Session Proceedings 4. Approval of 2016 City Council Meeting Schedule; (CR2015-123) 5. Set Special Meeting – November 10, 2015; (CR2015-124) 6. Approval of 2015/2016 Police Officers’ Contract; (CR2015-113) 7. Second Reading of Ordinance 2015-1099 – Vacation of Second Street South; (Memo) 8. Second Reading of Ordinance 2015-2000 – Mixed Use Ordinance; (Memo) 9. Approve Resolution 2015-082 Supporting Minnehaha Creek Watershed District Meadowbrook Golf Course Ecological Restoration Project; (2015-128) Ayes: Halverson, Cummings, Maxwell, Gadd, Kuznia. Nays: None. Motion carried. PUBLIC HEARING V.1. Public Improvement Hearing for the 2016 Street and Utility Improvements - City Project 2015-10 (CR2015-122) Mayor Maxwell excused himself from the agenda item due to his property being located in the street and utility improvement area. Mayor Pro Tem Halverson preceded. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 City Engineer Stanley gave an overview of the 2016 Street Improvement project, assessment process, including an overview of the project area, pavement condition and Capital Improvement planning process. The project proposal is for full reconstruction of the streets. Mr. Mike Waltman, Bolten & Menk Inc., presented an overview of the scope of the improvement project, how needs are determined, public input process, condition of the sanitary sewer system, water system & storm sewer/drainage system and existing pavement conditions. Mr. Waltman explained that the proposed street widths will be consistent with other neighborhood roadways. Mr. Waltman discussed the alley improvements, estimated project costs, proposed funding sources, special assessments, assessment cap, payment options and proposed project schedule. Motion by Pro Tem Mayor Halverson to open the public hearing at 7:32 pm. st Don Wille representing his mother who lives at 256 21 Avenue North came forward to address the Council regarding provisions for retirees who cannot afford a special assessment, reason for curb and gutter and asked the Council to consider changing the street & utility assessment policy. Mr. Stanley explained that curb and gutter maximizes the life of the street because water deteriorates the pavement. Mr. Stanley explained that the City has implemented the curb and gutter standard as part of the road improvement process and that eliminating curb and gutter would not change the assessment amount. Mr. Stanley explained the assessment deferral process for qualified adults age 65+ and the current Assessment Policy. th Esther Galperin, 226-20 Avenue North came forward to address the Council regarding the payment of the assessment. Mr. Stanley explained the assessment deferral process for qualified adults age 65+, the importance of managing and maintaining the City’s infrastructure and the current Assessment Policy. Mr. Stanley explained that the policy could be reevaluated in 8-10 years after all streets have been reconstructed to be fair to residents who have already gone through the process. Council Member Cummings commented on the street & utility replacement process. Public Works Director Stadler explained that the street improvement process is paced every year so that the reconstruction of streets stays on schedule and does not fall behind. Brad Hanson, 1721 Mainstreet, Hopkins came forward to address the Council regarding the assessment of commercial properties. st Joe Stoutenburgh, 310-21 Avenue North came forward to address the Council regarding a permanent easement on his property. Mr. Waltman and Mr. Stanley explained that the easement width will be revisited during final design and that staff could meet soon with the property owner to discuss the issue further. th Ashley Raymond, 30-18 Avenue North came forward to address the Council regarding the assessment, tree loss, utility replacement and access to their home during the construction process. Mr. Stanley explained the assessment interest rate, terms, tax roll, calculation of the assessment cap and that staff would be reviewing utilities replaced in the last 10 years and those properties would not be assessed. Mr. Waltman explained that staff works hard to minimize tree loss and that an on-site representative would be available for residents during the street HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 reconstruction process. Council Member Cummings commented on the difficult decision to assess residents and explained how different City’s assess and maintain their streets and infrastructure. Council Member Gadd commented on the on-site representation during the street reconstruction process. Mr. Waltman explained the construction process and resources that will be available to the residents during construction. Mr. Stanley explained that there would be upcoming neighborhood meetings scheduled. th Tim Raymond, 30-18 Avenue North came forward to address the Council regarding how the estimated assessment is calculated. Mr. Waltman explained the street and utility assessment calculations. Robert Boyat, 1919 Mainstreet came forward to address the Council regarding project timing and interest calculations over the terms of the assessment. Mr. Stanley explained the interest calculation policy. th Pat Bell, 25-19 Avenue North came forward to address the Council regarding emergency access and deferral of the assessment. Mr. Stanley explained that the area is kept passable for emergency vehicles and that there is an application process for the deferral program. th Arthur Bell, 25-19 Avenue North came forward to address the Council regarding truck traffic on his street.Mr. Stadler explained that residential roads are built to handle truck traffic and truck traffic should decrease once theShady Oak Road construction is complete. Finance Director Harkess commented that staff will put together information for residents regarding assessment interest calculations and pre-pay options. Council Member Kuznia commented that the assessment deferral program has a filing deadline, is age and income based and available to active military. th Leon Duda, 208-17 Avenue North came forward to address the Council regarding the ndnd assessment amount and the 2 Street North project. Mr. Stanley explained the proposed 2 Street North reconstruction. th Kelly Ness, 36-19 Avenue North came forward to address the Council regarding sidewalks and discrepancy in assessment amounts. Mr. Stanley explained that the resident questionnaire reflected over 80% of responses were not in favor of sidewalks. Mr. Waltman explained the calculation of assessments and why amounts vary. Maria Wojciechowski, 244-18th Avenue North came forward to address the Council regarding curb and gutter. Mr. Stanley explained the reconstruction process and that curb and gutters direct moisture away from the street. Mr. Waltman explained that it is more cost effective to reconstruct all the curbs. th Jerry Diekoff, 220-17 Avenue North came forward to address the Council regarding the th condition of utilities on 17 Avenue and assessment for the side street. Mr. Stadler explained that residents are not assessed for water main & sewer services replacement. Mr. Waltman explained HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 how east-west streets are funded per City policy. th Scott Kaufman, 211-20 Avenue North came forward to address the Council regarding the water shut off valve and frozen water lines. Mr. Waltman explained that the shut off valve will be relocated and that water service lines will be put at an appropriate depth. MotionSecond by Cummings. by Gadd. Motion to Close the Public Hearing at 8:58 pm. Ayes: Halverson, Cummings, Gadd, Kuznia. Nays: None. Abstained: Maxwell. Motion carried. MotionSecond by Cummings. by Kuznia. Motion to adopt Resolution 2015-079, Resolution Ordering Improvement after Public Hearing, 2016 Street and Utility Improvements, City Project 2015-10, and companion Resolution 2015-080, stating City’s intent to reimburse itself using bonds. Ayes: Halverson, Cummings, Gadd, Kuznia. Nays: None. Abstained: Maxwell. Motion carried. NEW BUSINESS VII.1. Resolution for Concurrent Detachment and Annexation of Land to and from the Cities of Hopkins and St. Louis Park (CR2015-125) Planning and Development Director Elverum gave an overview of the detachment and annexation of land from the Cities of Hopkins and St. Louis Park. Ms. Elverum displayed images of the affected properties, project expansion and explained the zoning of the properties. Ms. Elverum explained that the municipal borders would change and that Hopkins would gain 3.22 acres that would include a parcel for future redevelopment and an increase in the tax base. There was Council discussion regarding the annexation procedure, expenses and water service. Ms. Elverum explained the administrative process and that no public hearing is required. Ms. Elverum explained that there is no direct out of pocket expenses for the City but maps will need to be redrawn. Mr. Stadler commented that the water main is being served by St. Louis Park. Mayor Maxwell commented that the land exchange is a good trade for the City of Hopkins and that Police and Fire Departments should be informed about the changes to the border. Ms. Elverum will communicate the information to the City departments. Ms. Elverum commented that the recommendation for zoning designation will be discussed at a future City Council Work Session. The City Attorney has reviewed the resolution and it complies with state statute. MotionSecond by Gadd. by Halverson. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 Motion to adopt Resolution 15-81, approving a concurrent detachment and annexation of land to and from the cities of St. Louis Park and Hopkins. Ayes: Halverson, Cummings, Maxwell, Gadd. Kuznia Nays: None. Motion carried. Council Member Gadd exited the meeting for personal reasons. VII.2. 2016 – 2020 Capital Improvement Plan (CR2015-127) Finance Director Harkess highlighted the 2016 Capital Improvement Plan, a long range planning tool. Ms. Harkess gave an overview of funding sources, impacts, projects, pavement management plan and the 2016 street & utility improvements. There was Council discussion regarding the contract for the water tower rehabilitation. Mr. Stadler explained the maintenance management contract for the water towers. MotionSecond by Kuznia. by Halverson. Motion to adopt the 2016-2020 Capital Improvements Plan. Ayes: Halverson, Cummings, Maxwell, Kuznia. Nays: None. Absent: Gadd. Motion carried. VII.3. 2016 – 2020 Equipment Replacement Plan (CR2015-126) Finance Director Harkess gave an overview of the Equipment Replacement Plan (ERP), a plan that is reviewed and adjusted annually and is a tool to fund and assess future equipment needs. Ms. Harkess explained the impacts, funding, 2016 bond issue, grants, cash flow, funding challenges and proposed equipment. There was Council discussion about the importance of safe and adequate equipment for employees. MotionSecond by Cummings. by Halverson. Motion to adopt the 2016-2020 Equipment Replacement Plan. Ayes: Halverson, Cummings, Maxwell, Kuznia. Nays: None. Absent: Gadd. Motion carried. VII.4. Dorholt Building (20 Shady Oak Road) Demolition (Memo) Public Works Director Stadler gave an overview of the demolition of the Dorholt building. Mr. Stadler explained that the funds for demolition are from Hennepin County Community Works contributions. Mr. Stadler gave an overview of the project location and demolition plan. Mr. Stadler explained that the low bid was drastically lower than the estimate and other bidders. The low bidder did not meet the expectations of the bid. The City Attorney has reviewed the motions. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 There was Council discussion about the bidding process. The City Attorney advised the Council about why the City needs to reject the bid. Mayor Maxwell commented that it would be good to have a letter of rejection or withdrawal from the contractor. MotionSecond by Kuznia. by Halverson. Motion to reject the bid of 5 Star Field Services due to: 1.The bidder is not responsible as 5 Star Field Services greatly underbid the engineer’s estimate and the other bids. As such, the bidder has not adequately met the terms and conditions of the bid specifications and will not be able to fulfill the contract, as written; and 2.The bid is non-responsive as the bid did not include the required bid bond, proof of insurance or acknowledgement of Addendum 1. Ayes: Halverson, Cummings, Maxwell, Kuznia. Nays: None. Absent: Gadd. Motion carried. MotionSecond by Cummings. by Kuznia. Motion to award a contract to Park Construction in the amount of $268,000.00 for demolition & structural reinforcement – 20 Shady Oak Road. Ayes: Halverson, Cummings, Maxwell, Kuznia. Nays: None. Absent: Gadd. Motion carried. ANNOUNCEMENTS th  Ribbing Cutting Event for Mainstreet Project (event at 9 Avenue): Thursday, October 22, 4 p.m.  City Manager Mornson thanked Hopkins Activity Center Coordinator Newville, staff and volunteers for their work on the memorial pavers at the Clocktower Plaza.  Hopkins Historical Society Fall Annual Meeting at Hopkins Activity Center: Sunday, October 23, 2:30 to 5 p.m.  Election Day: Tuesday, November 3, Polls Open 7 a.m. to 8 p.m. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Cummings, second by Halverson, the meeting was unanimously adjourned at 9:51 p.m. OPEN AGENDA – PUBLIC COMMENTS AND CONCERNS The City Council did not receive any comments or concerns. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 20, 2015 Respectfully Submitted, Debbie Vold COUNCIL MEMBERS ____________________________________ ____________________________________ ____________________________________ ____________________________________ ATTEST: _________________________________ ____________________________________ Eugene J. Maxwell, Mayor Amy Domeier, City Clerk