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11-10-2015 Work Session HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 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, November 10, 2015 at 6:33 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 Morrison, City Clerk Domeier, Assistant City Manager Genellie, Finance Director Harkess and Public Works Director Stadler. Council Member elect Campbell was also in attendance. MOBILE FOOD UNITS DISCUSSION City Clerk Domeier and Assistant City Manager Genellie gave an overview of the draft for licensing and performance standards for mobile food units. Ms. Domeier discussed the options for food trucks with the Council and will use feedback to create a formal document. The parameters for food trucks would be created to protect local restaurant businesses. Festival or other community events: Ms. Domeier commented that mobile food units would not need a permit and location standards would be waived if the food units are part of a pre-approved festival or community event. There was Council discussion about having the festival or community organization provide a list of the approved vendors. Staff commented that the condition could be added to the document. Sales to employees: Companies that bring in mobile food units onto private property to serve to employees would not require a permit. There was Council discussion regarding limiting the number of food trucks. Mr. Genellie commented that there would not be a limit because the city would probably not even know the event would be happening. The only impact would be in the core downtown area but food trucks would need to maintain a 100-foot buffer from a restaurant. There was Council consensus regarding sales to employees. Sales on public property: Ms. Domeier reviewed the public properties where a permit would be required, the timeframe for sales and number of units per event. There was Council discussion regarding the Hopkins School District food trucks serving at local parks during the summer months. Ms. Domeier commented that the Hopkins School District has been getting a permit through the Park Department. Staff will investigate the details further details and update the Council. Council discussed organizations that rent the concession stand for fundraising purposes. Ms. Domeier commented that mobile food units would not be allowed if concession sales were occurring. Council commented that Cottageville Park should be added to the list of parks and that sales allowed between April 1- October 31 should be the same for all parks for consistency reasons. There was also Council discussion about the reason for the dates of sales. Ms. Domeier commented that the dates were based upon researching other city's ordinances but staff will continue to evaluate the dates. HOPKINS CITY COUNCIL WORK S SSION PROCEEDINGS NOVEMBER 10, 2015 There was discussion regarding the Special Event Application. Ms. Ge s-llie commented that the Special Event application will be revised to include the Food Truck pe ��s it and that staff is still developing a fee structure and will keep the Council updated. Council discussed if mobile food units would be an Ordinance or Polic change. Mr. Genellie commented that staff would discuss the options with the City Attorney out that a policy would be able to be changed and adapted as needed. An Ordinance would take s ch longer to change. Ms. Domeier discussed food truck sales within the public right-of-way. he proposal states that mobile food units cannot be located within 100-feet of a restaurant and he City must approve that the units could be parked in the right-of-way. Council discussed the 100-foot guideline to protect the core downtown area and that the guideline would be able to :ccommodate food trucks located in the back of the Hopkins Center for the Arts building. Sales on private property: Ms. Domeier discussed that mobile food units on private property woul I have to abide by the 100-foot requirement and would need to obtain written permission fro is the property owner. Two food units would be allowed. There was Council discussion regarding t e number of events allowed. Council consensus was to limit the number of events to two p-r year. Staff will continue to further investigate sales to the public on private property. Sales on residential property: Ms. Domeier commented that mobile food units would not be permittee to sell to the public on residential property. The food units would be allowed to provide food for private events. Council discussed that that the number of events should be limited to o per year, no overnight parking allowed and notification of neighbors as a courtesy. There was Council discussion regarding the performance standard for g-nerators. Ms. Domeier commented that staff would investigate the standards regarding noise g i idelines. Council asked who enforces the performance standards. Mr. Genellie commented tha i City staff would handle the complaints on a case-by-case basis. Staff will continue to evaluate other City's policies to determine what h:s and has not worked in regards to mobile food units. Staff will refine the mobile food unit doc i's ent and bring it back to the City Council in March before the summer season. Council will cont nue to review the policy changes and let staff know of any additional questions. SPECIAL EVENTS POLICY DISCUSSION City Clerk Domeier and Assistant City Manager Genellie gave an ove iew of the changes to consider to the current Special Event Policy. Ms. Domeier updated the ouncil on the preapproved community events/activities, for which the City provides s•me basic services. Special Event applications are reviewed by City Departments and the P slice Department determines security needs. Staff is examining past expenses in order to •etermine costs involved with Special Events in an effort to recoup extra costs to the City. Ms. D•meier discussed the fee structure. Fees would list various services with upfront fees. Staff wou d like to implement the HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 10, 2015 Special Event Policy changes before next summer. There was Council discussion about limiting the number of events to be sensitive to businesses and homeowners. Staff will continue to investigate other City's polices, refine the policy and keep the Council updated. Council consensus was to establish an upfront fee structure for both nonprofit and profit organizations. Council discussed notification of past Special Event applicants and city residents of the changes to the Special Event Policy. 2016 BUDGET -SPECIAL REVENUE AND ENTERPRISE FUNDS Finance Director Harkess gave an overview of the 2016 Special Revenue and Enterprise Funds. • The Chemical Assessment fund received a state increase of$15,000 in the operations budget. • The Economic Development fund includes a loan to the Arts Center in the amount of $300,000. Ms. Harkess commented that the loan is considered during Standard and Poor's rating calls. Ms. Harkess discussed the option that Council consider writing off the loan therefore reducing the Art Center deficit. The legitimate transfer would reduce the Economic Development fund balance to 1.9 million. • The Parking Fund expenditures will include $250,000 in ramp maintenance, which was postponed to 2016 and the additional hours approved for the Parking Enforcement Officer. Ms. Harkess reviewed the rate increases for 2016 parking permits. • The Communications Fund expenditures include replacement of the existing camera with a high-resolution camera. • The Depot Coffee House Fund continues to be supported by the City, Three Rivers Park District and the Joint Recreation Department. The coffee operations support the youth project. • The Arts Center Fund has significant capital expenditures to maintain the building and the Admission revenue budget has decreased. The Arts Center did receive a donation from the Masonic Lodge. Ms. Harkess discussed that the transfer of funds from the Economic Development Fund would improve the overall financial picture of the Arts Center. • Ms. Harkess discussed the Tax Increment Funds and explained that the funds are administered pursuant to the TIF Management Plan as developed by Ehlers, Inc. Ms. Harkess explained that the 5th Avenue Flats are kept on the books so the City could get reimbursed in the future. • Ms. Harkess explained that a rate study for the Water Fund is currently in process. The proposed rate study will be discussed with the Council at the January Work Session. Currently revenues are not keeping up with projections. Ms. Harkess gave an overview of the street improvement projects and equipment needs. • Sanitary Sewer Fund will be experiencing a significant fee increase from the Met Council. Ms. Harkess explained that the City's flow has increased more than other surrounding cities. Ms. Harkess will investigate the increase further and update the Council. Ms. Harkess explained that a rate study is in process and gave an overview of street improvement projects and equipment needs. • No rate increase is proposed for the Storm Sewer Fund. Ms. Harkess gave an overview of the street improvement projects. • Ms. Harkess explained the Refuse Fund proposed rate increase for recycling would go from $4.50 to $5.00 and that disposal costs would increase by $1.00 per service level. Ms. H•PKINS CITY COUNCIL WORK S: SSION PROCEEDINGS NOVEMBER 10, 2015 Harkess discussed the depressed recycling market and that rebates a i d grants have dried up. There was Council discussion regarding the recycling contract and t e bulk collection program. Ms. Harkess will update the Council regarding the timefr.me for the recycling contract and staff will investigate the possibility of reducing days fo the bulk collection. • Ms. Harkess gave an overview of the Pavilion Fund revenues and e penditures. Mr. Stadler explained that staff continues to address needs with the Hopkins Ho key Association and hopes to begin an engineering study prior to the requirement for Fre•n replacement on the ice rink. The 2016 budget will be on the December 1, 2015 City Council agenda. Council discussed the importance of a good communication plan to the public regarding rate i i creases. Ms. Harkess commented that the fixed due dates for utility bills have been well recei ed by residents. UPDATES • Discussion of leaf bag pick up procedure and schedule. • City Manager Mornson updated the Council on the following items: o A new City Planner has been hired and will begin on Decembe 7, 2015. o The Police Department is interviewing for two Police Officers ;nd a Sergeant position. o Community Development Coordinator Beekman has recruited niversity of Minnesota design students to assist businesses with holiday window decor:ting. Council Members who would like to be a judge should contact Ms. Beekman. o Discussion of the lighting on the light pole by Hopkins Center or the Arts. o The demolition of 20 Shady Oak Road is scheduled to begin th s week. o Discussion of a Race Equity workshop. Mr. Mornson handed o t documents for the Council to review. o The Truth in Taxation statements will be going out to residents this Friday. Most Hennepin County properties increased in valuation. ADJOURNMENT There being no further business to come before the City Council and u.on a motion by Kuznia, second by Cummings, the meeting was unanimously adjourned at 9:06 ..m. Respectfully Submitted, Debbie Vold HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 10, 2015 COUN IL MEMBERS - ATTEST: gV1 Eugene J. xwell, Mayor Amy Domeier, City Clerk