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02-09-2016 Work Session HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 9, 2016 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Tuesday, February 9, 2016 at 6:30 p.m. in the Raspberry Room at City Hall, 1010 First Street South, Hopkins. Mayor Cummings called the meeting to order with Council Member Campbell, Gadd, Halverson and Kuznia attending. Staff present included City Manager Mornson, Recreation Director Johnson, Building Official Kearney, Pavilion Manager Olson, Housing Inspector and Code Enforcement Officer Page, Public Works Director Stadler, Parks and Streets Superintendent Strachota and Housing Inspector Zasada. HOPKINS YOUTH HOCKEY ASSOCIATION REQUEST In addition to City staff, representatives present for the item were Hopkins Youth Hockey Association President Bill Winter and Hopkins Youth Hockey Association Secretary Jill Prohofsky. City Manager Mornson gave an overview of the refrigerant replacement issue at the Hopkins Pavilion and the Hopkins Youth Hockey Associations (HYHA) proposed expansion of the facility. Mr. Winter gave an overview of the HYHA proposal to update the current pavilion to include an 8 -12 month sheet of ice, year round turf for activities such as lacrosse, baseball, soccer and ultimate Frisbee, lobby remodel and fitness area addition. The proposed facility updates would happen at the time of the required refrigerant replacement project. Ms. Prohofsky gave an overview of possible grant funding, foundations, corporations, individual donations and partners to fund the proposed expansion project. Ms. Prohofsky commented that the HYHA may be able to raise $2 to $5 million of the necessary approximately $10 million to fund the Pavilion project expansion. Mr. Winter commented that the HYHA will be meeting with the Hopkins School district as a potential partner for the project. Public Works Director Stadler commented that staff realizes the large initial capital investment needed but supports the year round turf and new sheet of ice proposal. Staff commented that year-round revenue will help offset additional operational costs. Ms. Prohofsky commented that HYHA met with the Blaine Sports Center and will update the Hopkins staff and Council regarding year-round revenue data. There was Council discussion regarding the project and funding it without burdening the Hopkins tax payers. Council commented on the importance of partners and stake holders for the project. Council discussed the $9.7 million amount needed for the project. Pavilion Manager Olson commented that a feasibility study was conducted and that the project was scaled down from the original version to cut costs. Mr. Winter gave an overview of how the HYHA operates and the average cost to play hockey in Hopkins. Mr. Winter explained that costs increase as players get older and that the HYHA offers scholarships to eligible players. Pavilion Manager Olson discussed ongoing staffing and maintenance of the Pavilion. The 2016 budgeted revenues are $384,000. The projected increase in revenues for year-round turf rental is $532,000. Current expenditures are budgeted at $380,000. The Pavilion would need to add 15 hours plus benefits for the Scheduling Coordinator. The overall increase in expenses would be approximately $100,000. Mr. Olson commented that his figures do include utilities and that the Pavilion would not have to purchase any additional ice rink resurfacers. Staff will continue to HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 9, 2016 refine the budget numbers but views the new facility operating similar to the current Pavilion. The Pavilion's central location and local demand for turf rental is a positive. Recreation Director Johnson discussed youth programming and facility demand. Mr. Johnson commented that there are declining numbers of participants in youth sports in Hopkins and it is important that buildings have multigenerational and flexible use. Mr. Johnson commented that the community needs to make sure they are comfortable with the costs,that it is important to invest in what you have before you grow, that a project benefits the entire community and that the building can sustain itself. Mr. Johnson stressed the importance of a solid business plan, budgetary numbers and support from outside sources. Council asked about the reasons for the decline in youth sports participation. Mr. Johnson explained that changing demographics plays a role in the participation numbers. Mayor Cummings thanked the HYHA for their generosity to the Hopkins community. Council commented that they need to be very conscience of all the issues and do a comprehensive analysis of any project. Council encouraged the HYHA to put a plan together that will address the issues and what the HYHA hopes to accomplish. Ms. Prohofsky commented on the importance of the Hopkins School District partnering with the project. In 2015,there were 282 HYHA skaters and 65 skaters were from Hopkins. The number of skaters have increased in the last 3 years. Recreation Director Johnson commented that the trend is for school districts to be involved in hockey programs and that programs have to realize there is no market for summer ice time. The biggest demand for turf rental is in the months of March, April and May. Ms. Prohofsky commented that the HYHA would be needing ice time through the month of March. City Manager Morrison asked about the current square footage and staffing at the Pavilion. Mr. Olson commented that three fulltime staff would be needed for the expanded facility and he will provide updates on the square footage. There was discussion regarding options on financing including loans from the Hopkins School District, City and HYHA. Mr. Morrison commented that the City of Hopkins has limitations on borrowing. Mr. Morrison also discussed the importance of communication regarding grant applications so that multiple area organizations are not competing for the same dollars. Pavilion Director Olson commented that staff will be working on bids in 2017 with construction on the new boards, floor and ice plant scheduled for 2018. The HYHA will keep city staff and Council updated on the Hopkins School District response to the project, detailed operating costs and any additional information as the project moves forward. INSPECTIONS DIVISION UPDATE City Manager Morrison introduced the Inspection Division of the City of Hopkins. Building Official Kearney introduced the department employees present for the item and gave an overview of the other employees in the department. Mr. Kearney discussed the building permit activity for the last 3 years and upcoming projects. The Inspection Department staff gave an overview of the rental property inspections, license application statistics and benefits of the rental license. The staff commented that rental license HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 9, 2016 application fees in the City of Hopkins are low in comparison to the metropolitan area and should be reevaluated. Ms. Zasada discussed the role of the inspector and what they are finding in different properties. City Manager Mornson asked about the complaint process. Ms. Page explained that most complaints are initiated. Staff commented that it is important to work closely with other City Departments regarding inspections, complaints and violations. Mr. Kearney explained the rental license application process and discussed the Crime-Free Drug Free Lease Addendum and required criminal background checks. Mr. Kearney commented that these are tools for landlords to get quality renters and to enforce problem situations. Mr. Kearney gave an overview of the nuisance/disorderly rental properties procedure and the Truth in Housing policy. Ms. Page explained the spring and fall sweep inspection process, complaint policy and resources available. Staff discussed the importance of educating and communicating with landlords and tenants. There was Council discussion regarding Truth in Housing and sewer and water services. Public Works Director Stadler commented that there is a disclosure statement at the time of sale and staff is looking at a potential policy allowing residents to be assessed for expensive sewer or water services repairs. Council thanked the Inspection Division for promoting safe housing and helping to make Hopkins a community we all want to live in. BURNES PARK IMPROVEMENT PLANNING In addition to City staff, representatives present for the item were Roland Aberg, Project Architect with Hart Howerton and Abbey Bryduck, Hopkins Park Board. Public Works Director Stadler gave an overview of the Burnes Park concept for improvements. Mr. Stadler gave a summary of the public outreach efforts, feedback and survey results. Mr. Stadler explained that the Hopkins Park Reinvestment Plan will put together a program to refresh and upgrade each park. Mr. Stadler gave an overview of the budget and capital improvements. Mr. Aberg presented information regarding observations of current park users and conditions. Mr. Aberg commented that a strategy is needed for replacement of ash trees in the park, improved walkability and the need for a visible entry from the parking area. Mr. Stadler commented that the City has a formal agreement with Zion Lutheran Church for use of parking lot for Burnes Park parking. Mr. Aberg gave an overview of the vision for the park. The concept plan would create a visible entry, walkable loop, warming hut with multiple uses, restrooms, versatile terrace area for year round use, splash pad, benches, ice skate trails, summer event area and night safety lighting. Mr. Aberg commented that there have been discussion about the reuse of the old warming house for a storage area. Mr. Aberg presented examples of splash pads and commented that they are still investigating the different types and uses. Mr. Aberg discussed the basketball court with adjustable height nets and the design for half court play with surrounding seating. Mr. Aberg presented examples of play equipment for the 2-5 year old age group and costs. Staff is continuing to investigate different structures. The current age 5 and older play structure HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 9, 2016 at Burnes Park will remain but the play area will have new edging installed. Council Member Campbell asked about lighting, signage and parking. Mr. Aberg commented that there would be downcast night and walkway lighting. Mr. Stadler commented that the south end of the park will remain available for possible future parking and that informational parking signage would be helpful for park users. Council Member Kuznia liked the idea of an ice skate trail, splash pad fountain and adjustable basketball nets. Mayor Cummings commented that a"Little Library" book exchange box would be a good addition to the park. Council suggestions for the park also included bike trail wayfinding signage, a bike rack and water bottle fillers on the drinking fountains. Council commented that it was a good idea to improve the exterior appearance and repurpose the existing warming house as a maintenance/storage shed. City Manager Mornson asked about the status of the tennis courts. Mr. Stadler commented that resurfacing of the tennis courts is scheduled on the 2018 Capital Improvement Plan. There was Council discussion regarding water usage for the splash pad. Mr. Stadler commented on the recreational water usage of splash pads and staff is still investigating products, designs and water usage numbers. Mr. Stadler explained that it will be important to educate the community on how a splash pad compares to other areas of water usage. Staff will discuss water reuse, infiltration and discharge with the Nine Mile Watershed District and continue to look for creative ways to deal with storm water run-off. Mr. Stadler discussed a future public outreach meeting to present the refined park concept. Mr. Aberg commented that the refined plan responds well to public requests for the park. Staff will keep the Council updated as well as Zion Lutheran Church. The park project is scheduled to begin in 2017. UPDATES • Council Member Gadd will be attending the TwinWest Legislative Breakfast meeting on Friday, February 12. • Mayor Cummings had a discussion with the ICA Foodshelf staff regarding zoning for nonprofit organizations. • Mayor Cummings and Council Member Gadd attended the Ehlers meeting. Representatives of the Doran Corporation spoke about The Moline project, commenting that the project will have the best property amenities to date. • The speaker at the Regional Council of Mayors meeting was on the Emerald Ash Borer. Council would like to have an Emerald Ash Borer discussion with staff at a future work session. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS FEBRUARY 9, 2016 • There was discussion regarding the use of social media. • City Manager Mornson commented that staff will be holding a neighborhood meeting on Thursday, February 25 regarding the 2016 Street and Utility Assessment Hearing scheduled for Monday, February 29. • There was Council discussion regarding the public hearing process at Council meetings and having assessment payment option information available to the property owners. • Hopkins Business and Civic Association will be recognizing Gene Maxwell at the HBCA Annual Meeting on February 23, 2016, 11:30 am at Hopkins Center for the Arts. • City Manager Mornson discussed a Hennepin County Cooperative Agreement to add a sidewalk and reconstruct Blake Road. • Assistant City Manager Genellie was awarded the Excellence Award for Labor Relations. • Hopkins city staff were contacted by staff from North St. Paul regarding the reconstruction project of the Mainstreet. • City Manager Mornson discussed the upcoming meeting agendas. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Kuznia, second by Campbell, the meeting was unanimously adjourned at 9:36 p.m. Respectfully Submitted, Debbie Vold ATTEST: r Molly C /mmings, Mayor Amy Domeier, City Clerk