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IV.3. Minutes of the August 8, 2017 City Council Work Session ProceedingsMinutes of the August 8, 2017 City Council Work Session Proceedings CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Tuesday, August 8, 2017 at 6:30 pm. 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 and Finance Director Bishop, Recycling Coordinator Hove, Police Chief Johnson, Fire Chief Specken and Public Works Director Stadler. UPDATE ON THE STATUS OF A FUTURE ORGANICS PROGRAM IN HOPKINS Public Works Director Stadler and Recycling Coordinator Hove gave an update on the progress of the Organics Recycling Program. The Waste Management facility in Maple Grove has begun accepting co-mingled loads. The tipping fee would be approximately $75 per ton, a $20 increase per load. With an anticipated 2-5% curbside participation rate the first year, the costs of the program to residents would be prohibitive. Staff is proposing an organics drop off at the yard waste site, which is already staffed. The yard waste staff could track participation and then staff could haul the organics as a pure load to the Brooklyn Park drop off site. The drop off program would be a way to educate residents about organic recycling and a curbside program could be started at a later date. Mr. Stadler discussed the tipping fee and cost effectiveness of the program. Council Member Campbell asked about the seasonal use of the organics program. Ms. Hove explained that the drop-off site closes the Saturday after Thanksgiving. There was discussion about possible contamination to the organics if the drop-off site is unstaffed and possibly relocating the organic drop off to Public Works for year-round access. Council Member Gadd asked who has access to the drop-off site. Ms. Hove explained that the drop-off site is for Hopkins refuse customers only and that staff and Council could discuss extending the refuse program at a future Work Session. There was discussion regarding the need to educate the public about the program. Council commented that there has been a lot of interest in an organics program and that it needs to be easy for residents to participate. Mayor Cummings asked about a plastic bag drop-off. Ms. Hove will investigate the possibility of offering a plastic bag recycling component. Mr. Stadler commented that dedicated recyclers will be committed to the program and that staff could investigate ways to expand the recycling program and make it available without the problem of contamination. Council asked if businesses or multifamily complexes would be eligible. Ms. Hove commented that the program is only available to Hopkins residential refuse customers. Businesses may be eligible for grants to start an organics recycling program. Many of the private haulers offer organics to their customers and staff can contact the management of multifamily complexes with available options. Council asked about the promotion of the program. Ms. Hove commented that staff would use social media, community events and free compostable bags samples to promote the program. Council consensus was that the drop off organics program at the yard waste site would be a great first step to begin the program and monitor participation. Mr. Stadler Minutes of the August 8, 2017 City Council Work Session Proceedings commented that the drop off organics program would be a sustainable program, easy to manage and make it easier to implement a curbside program. Staff will discuss marketing strategies and other drop off possibilities. Staff will schedule a discussion about the Organics Program Policy at a future Work Session. 2018-2022 EQUIPMENT REPLACEMENT PLAN AND CAPITAL IMPROVEMENT PLAN Finance Director Bishop discussed the highlights and summary of changes to the 2018- 2022 Equipment Replacement Plan (ERP). Mr. Bishop discussed what the 2018 equipment certificates are funding, the marked police vehicles in the ERP and vehicle replacement schedule. Mr. Bishop commented that the ERP is financially challenged, that the current plan has sufficient funds for 2018 and that staff continues to review solutions to fund the ERP. Finance Director Bishop commented that there are minimal changes affecting the Capital Improvement Plan (CIP) fund balance. Staff is continuing to refine project costs. The ERP and CIP need Council approval by December. 2018 GENERAL FUND BUDGET Finance Director Bishop gave an overview of the 2018 General Fund budget, prepared using the Financial Management Plan (FMP). Mr. Bishop reviewed the requests, changes and proposed expenditures from department staff. Mr. Bishop discussed the proposed general operations and debt levy explaining that the proposed tax increase would be $185, an increase of $47. Police Chief Johnson commented that three area apartment complexes hosted National Night Out part 2 on Tuesday, August 8 due to conflicts with move-in and outs on August 1st. The event was well attended. Police Chief Johnson discussed the department’s additional budget requests to the General Fund. Chief Johnson explained the $4,200 Police Mental Health Services addition, a recommendation of 21st Century policing. The service is not covered by the officer’s health insurance. Chief Johnson discussed the $2000 increase for hiring and recruitment. Chief Johnson explained the hiring process and explained that the budget would better track expenses. Chief Johnson explained that the State of Minnesota is offering reimbursement for training expenses therefore reducing the Police Department’s budget by $14,400. Chief Johnson explained the potential savings by transitioning a full-time Public Service Officer (PSO) position to two part-time cadets. Fire Chief Specken discussed the future of the Fire Department and staffing. Chief Specken discussed the duties of the Fire Marshall and explained the fees associated with a fire inspection. Council commented that it would be good to review inspection fees, costs and resources used. There was discussion about the hiring process, training expenses and succession planning. Currently the Fire Department is down seven Firefighters. Minutes of the August 8, 2017 City Council Work Session Proceedings Public Works Director Stadler discussed the adjustments to the Public Works budget including additional and replacement personnel and service contracts. Mr. Stadler commented that the City is seeing budget savings with the LED lighting upgrades and he gave an update on the Burnes Park project. Council Member Gadd discussed the Metro Cities support for state funding to reduce the impact of the Emerald Ash Borer (EAB) infestation. Mr. Stadler discussed ways the City hopes to reduce the impact of tree loss due to EAB and that the city is collaborating with Hennepin County to plant trees along Excelsior Boulevard. Mr. Stadler discussed the progress on the road and lift station projects. Finance Director Bishop asked for Council comment on the 2018 budget. Mayor Cummings commented that the proposed levy increase is alarming and is concerned that implementing projects in the budget around the SWLRT is premature. Council realizes the amenities and services Hopkins offers are important to residents but that the budget needs to be refined and looked at closely. There was much discussion about the increase in project costs and ongoing maintenance costs. Mr. Bishop explained how the FMP works with the budget. Three percent is added to the 2017 general fund expenditures but additional requests caused a larger than planned increase to the General Fund tax levy. There was discussion about the infrastructure debt. The city has approximately 10-years of street projects left as well as park projects. Council discussed the increase in projects costs, effect of tax increases on those with fixed incomes, service level that residents expect and the need to maintain projects. There was Council discussion about lowering the proposed levy. The Council consensus was that they would like to see different scenarios and explanation what a $135-$185 tax increase would mean to the City. Council would like further explanation regarding the Police mental health services. City Manager Mornson summarized that Council feels the levy is too high and that they would like to see options to get the levy lowered. Mr. Mornson will schedule Ehlers, Inc. to review the FMP with the Council. The Council needs to discuss future projects that are currently being discussed and worked on by staff. Mayor Cummings commented that the FMP has served Hopkins well and that the Council needs to consider the make up of the city, amenities and re-evaluate expenses. There was discussion about a “wish list” of things that could be funded by other resources and organizations. Finance Director Bishop will come back with options to be discussed at the next Work Session. Minutes of the August 8, 2017 City Council Work Session Proceedings UPDATES •Council Member Kuznia asked about the franchise fees. City Manager Mornson commented that franchise fees are renewed every 5 years. •The Artspace community meeting is Wednesday, August 9, 2017, 7 p.m. at Hopkins Center for the Arts. Community Development staff will report on the results at a September Work Session. •Council Member Halverson reported that a streetlight is damaged at Excelsior Blvd. and Jackson Ave. •Discussion of the leash ordinance. Residents should call 911 to report a dog off leash. •Mayor Cummings went on a police ride-along. •Mayor Cummings commented that a Networking Group is meeting on Tuesdays, 8 a.m. at Affinity Chiropractic. •Mayor Cummings attended a meeting with Congressman Keith Ellison and six area mayors to discuss issues that cities are facing. •Mayor Cummings discussed the National League of Cities Advocacy Committee. •Discussion of the significant SWLRT obligations and future debt that Hopkins needs to consider. City Manager Mornson gave the following updates: •Solar Company gave notice that construction of the solar project will proceed and take 9 weeks to construct. •PPL will begin accepting renters this fall. •October 14 is the Fire Dept. Open House and Open Streets event. •Update on Cold Storage. MCWD hopes to demolish the building this winter at approximate cost of $3 million. Building needs to be removed prior to Blake Road construction. The Council will be part of the development review team for the Cold Storage area. •Metro Transit would like commuters to use the 11th Avenue ramp during SWLRT construction. •Police officers Oath of Office is scheduled for an October City Council meeting. Police Dept. raised $5000 for Hopkinsvolunteers.org and will present the check at an October City Council meeting. Police Super Bowl contracts will be on a future agenda. Erin Winkler was just hired as a new police officer. •Fire Chief Specken will present information about Hopkins becoming a Dementia Friendly Community at the October 10 Work Session. •Hopkins Historical Society will give an update at the September 12 Work Session. Discussion about leasing of space in the Masonic Lodge building. •Discussion about two potential daycares leasing space on Mainstreet and impacts to parking. •SuperValu hiring employees. •The Hopkins Youth Hockey Association and the bank will be closing on the loan next Monday and the City will be receiving a check shortly thereafter. Minutes of the August 8, 2017 City Council Work Session Proceedings • HBCA will be hosting Congressman Keith Ellison on Tuesday, August 15, 11 am. 15 businesses along with invitations to Mayor Cummings, Council Member Gadd, City Manager Mornson and Community Development Director Beekman. • Police and Fire Departments are hosting a picnic for their families this year, no softball game. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Campbell, second by Kuznia, the meeting was unanimously adjourned at 9:10 p.m. Respectfully Submitted, Debbie Vold ATTEST: ___________________________ ____________________________ Molly Cummings, Mayor Amy Domeier, City Clerk