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IV.4. Minutes of the November 13, 2017 City Council Work Session Proceedings HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 13, 2017 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Monday, November 13, 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, Art Center Executive Director Anderson, Finance Director Bishop, City Clerk Domeier, Assistant City Manager Lenz and Public Works Director Stadler. CITY HALL FACILITY ASSESSMENT In addition to City staff, representatives from Wold Architects and Engineers present for the item were Jonathan Loose, Melissa Stein and John McNamara. Assistant City Manager Lenz introduced the Facility Assessment Study, a plan for long-term City Hall facility needs and improvements. Wold Architects and Engineers is a national firm specializing in the public sector. Wold representatives met with City Hall staff to discuss existing and anticipated space needs. Mr. Loose discussed the factors, guiding principles and project goals that were considered when creating the long-term plan for City Hall. There was Council discussion regarding space for future growth and common work areas. Ms. Stein explained that the work space was laid out in response to a staff survey and that flexible work spaces could accommodate growth and collaboration between departments. Mr. McNamara discussed the flexible work environment concept. Mr. Loose discussed the preliminary budget and construction costs and commented that the costs are based on a database of past project bids and inflated to 2019 costs. The projections are also based on cost if the phases were treated as individual projects. There was discussion about the project timeframe. Mr. Loose explained that to complete the entire facility improvement project would be approximately 4-6 months for design and 6-8 months for construction. Current municipalities that Wold Architects are working for include the cities of Carver, Cottage Grove, Brooklyn Park, Richfield, Eagan, New Hope and Crystal. There was discussion about the best timeframe for City Hall construction, phasing the construction and the impact on customers. Ms. Lenz explained that an odd year would work best for a construction project so not to impact elections. A temporary entrance could be used for customers and that a winter construction timeframe would work for an interior project. Council discussed the importance to anticipate future staffing needs, department collaboration and the impacts of a phased vs. one larger construction project. Council commented that one larger construction project would have less disruption to the staff and public and that they preferred that option. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 13, 2017 2018-2022 CAPITAL IMPROVEMENT PLAN (CIP) AND 2018-2022 EQUIPMENT REPLACEMENT PLAN (ERP) Finance Director Bishop discussed the CIP and City Hall improvements. The $260,000 budgeted in the CIP for City Hall improvements has been forwarded to the year 2019. Mr. Bishop would look at how the additional costs for a larger improvement project would impact the Financial Management Plan (FMP). Mr. Bishop commented that he would work with Ehlers, Inc. to update the FMP but he figured that it would add approximately $20 for the average homeowner above what is already budgeted. Finance Director Bishop gave an overview of the CIP. Mr. Bishop discussed the revenues and expenditures of the different funds. Park Dedication fees continue to fund the projects. Mr. Bishop discussed the Water Fund 2018 rate increase and explained that staff and Council could re-examine the rates in the future to assure they are supporting the fund. The balance in the Sewer Fund continues to increase and the Storm Sewer fund remains healthy. Mr. Bishop discussed the Pavilion Fund and explained that the working capital would balance once the bonds are issued and that staff would continue to work on ways to pay for the debt. Mr. Bishop discussed the ERP balances for 2018 and commented that the fund is supported for now but staff would need to revaluate the ERP each year. The CIP and ERP would be on the December City Council agenda. 2018 SPECIAL REVENUE AND ENTERPRISE FUND BUDGETS Finance Director Bishop gave an overview of the 2018 Special Revenue and Enterprise Funds. There was discussion of the Arts Center revenues, expenditures, budget needs to sustain the Center and efforts to eliminate the Arts Center deficit. Staff is making decisions on future programming and concerts. Arts Center Executive Director Anderson discussed concert sales and costs, commenting that ticket sales are up overall and that the holiday concert is well attended. Ms. Anderson commented that the Arts Center staff has only been together for 1-1/2 years, staff continues to adjust programming and would like the City to commit to the 2019-20 season. Concerts are high profile and elimination of concerts would impact the Arts Center ability to get grants, donations and membership. Staff is exploring programming alternatives and event center options that have more predictable costs than concerts. There was discussion regarding the positive impact and amenity that the Arts Center is to Hopkins and the economic boost concert attendees bring to area businesses. The Chemical Assessment Fund grant revenues cover the expenditures. The Economic Development Fund is budgeted for the maximum levy and the fund has had additional expenditures due to The Artery project. The Parking Fund expenditures will include a 6% rate increase for 2018 and no capital expenditures. Staff is reviewing the electric car permits. The Communications Fund revenues remain the same in 2018. The Depot Coffee House Fund continues to be supported by the City, Three Rivers Park District HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 13, 2017 and the Joint Recreation Department. The Class and Comp Study salary increases are affecting the budget as well as future impacts of road closures and construction. Staff will review the fund and look at negotiating partnership fund increases. The Water Fund and Sewer Fund rate increases are needed to sustain the ongoing capital needs. There are no changes to the Refuse and Storm Sewer Funds. The Pavilion Fund revenues increased due to the lease with the Hopkins School District. The revenue increases may be offset due to no dry floor rental during the construction. City Manager Mornson commented that Finance Director would provide Council with a FMP update in 2018. UPDATES  Council Member Kuznia discussed a resident concern about plastic shopping bags in the recycle bins. Staff will discuss issue with the Solid Waste Coordinator.  Council Member Gadd discussed vehicles parked overnight and for extended periods of time in Maetzold Field parking lot.  Mayor Cummings read a thank you note from ResourceWest.  Mayor Cummings discussed a Hopkins High School student’s mission to empower young women. A proclamation would be on the City Council February 5, 2018 agenda.  Mayor Cummings and Council Member Halverson attended the PPL ribbon cutting event. City Manager Mornson gave the following updates:  City Council tour of PPL is on Tuesday, November 21, 5 pm  Update on the Goal Setting meeting on January 12, 2018. 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 8:48 p.m. Respectfully Submitted, Debbie Vold ATTEST: ___________________________ ____________________________ Molly Cummings, Mayor Amy Domeier, City Clerk