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10-11-05 WSOctober 11, 2005 Page 1 MINUTES CITY COUNCIL WORK SESSION -October 11, 2005 A work session of the Hopkins City Council was called to order by Mayor Gene Maxwell at 6:30 p.m. on October 11 , 2005, at the City Hall. Council members Brausen, Rowan and Thompson were present. City personnel present were City Manager Rick Getschow; Finance Director Christine Harkess, Public Works Director Steve Stadler, Recreation Director Don Olsen and Facilities Manager Jay Strachota. Also present were Jim Rhodes, Director of Hopkins School District Business Services; David Tripp, Hopkins School District Transportation Supervisor; and Peter Tiffany, Senior Engineer with Minnesota Pollution Control Agency. Hopkins School District Bus Depot Public Works Director Stadler said that Benshoof & Associates' traffic study shows that level of service at the intersections of 6cn Street and 7`n Street along 11`n Avenue will drop one level, adding very little wait time in the morning, and 5-8 seconds in the afternoon peak hours. Their report predicts minimal increases to queue lengths. He suggested that any agreement with the school district should contain a provision that returning buses will not be allowed to back up onto 7cn Street (for example, while waiting for previous bus drivers to report to the office, etc.); he also recommends that the city retain the right to require the school district to either pay part of the cost of any new traffic signals or to change routes if either becomes necessary for traffic control. He noted resident feedback is against using the school breaks for bulk drop-off dates as residents use those times for vacations; he thinks a separate area would be required and suggested it could be used as a snow emergency vehicle impound lot. Mayor Maxwell said he thinks a separate lot would be difficult to do. Mr. Rhodes suggested using successive week-ends; Mayor Maxwell agreed Saturdays might work but felt Sundays would add too much to city cost. Mr. Tripp suggested bus drivers park elsewhere those days and be shuttled over while the city uses the lot for drop-off. Mr. Getschow said city and school staffs need to discuss this and come up with a solution. Mayor Maxwell said using the area for an impound lot makes no sense as cars would be hauled in the early morning hours, disturbing residents. Mr. Rhodes added at the public meetings some commented how bad it looked when it was an impound lot. Mr. Getschow added that snow impound lots available in Hopkins are getting difficult to come by, but after the neighborhood meetings he, too, feels this area is not an option. Mr. Rhodes said the authority for the bonding for the project was approved by the voters in 2001. He feels the public meetings gave him a good "feel" for residents' concerns, mostly traffic and timing of the project. Mr. Tiffany said MPCA has managed the landfill since 1995 and has allowed the city to use the site for the bulk drop-off. MPCA is trying to work with the school district; health and environmental safety issues remain their highest concerns, especially as arsenic still remains in the site. Bus maintenance must be 200 feet from the footprint of the waste. Any waste within that radius must be either trucked off or relocated on the site. The first option is cost-prohibitive. If the project goes ahead, MPCA would want the waste moved on site and a new cover put on. MPCA has already agreed to move the flare closer to the railroad tracks. Costs will keep going up, especially since the special October 11, 2005 Page 2 plastic used for the cover is a petroleum product; he thinks the school district share may be up to a million dollars. The moving of the waste will leave a hole, which the school district will need to fill. One fill could be chopped tires. Answering Mayor Maxwell, he said MPCA would not have considered the project for any private entity. It is a "win" for the city in that it will reduce health risks; however, the slope will be steeper as all the waste remains on site. Answering Mr. Stadler, he said the new cap would reduce the arsenic level. Mayor Maxwell said at the first meeting the possibility of using the landfill for heat was brought up. Mr. Rhodes said he was told there was not enough gas to do that. Mr. Tiffany said there is a potential for that as MPCA is trying something on that order in Andover; however, he doubts it would be enough to heat the building. Mr. Rhodes said his staff is trying to get two grants to help finance the project; he feels the district will have enough money, even with increased costs, as the cost estimates included moving the waste and putting in clean fill. Mr. Brausen asked if upgrading 7th Street had been discussed. Mr. Stadler said it could be a condition of the lease. East of 11th he sees no problems, but he is not sure about the road west of 11th. Other exits have not been looked at; he will ask the school district engineers about the idea. Mr. Tripp noted the state would limit crossings over the tracks. Mr. Rhodes said his goal at this work session was to get an understanding with the Council whether the city wants to go forward with the bus facility. He needs a resolution from the city to be able to apply for the first grant. Mr. Getschow noted that would be at the October 18 Council meeting, and that it would have nothing to do with actual project approval. Mayor Maxwell asked about MPCA's schedule. Mr. Tiffany said they need to look at their own money, which depends on the legislature. He feels it is unlikely anything could be done before next summer, and their work needs to be done before the school district can build. His best guess is the earliest date for full use would be fall of 2007. Mr. Rhodes noted the space for the buses is what is most important to the school district; the actual building itself could come later. Our legislators and MPCA Commissioner Corrigan have all indicated strong support. Council members Thompson, Rowan and Brausen all indicated they had no reservations about going ahead with the project. Mayor Maxwell concurred, adding he knows there are issues such as noise, etc. that may need to be worked on. He thanked MPCA for working with the school and city. General Consensus was to put the resolution supporting grant funding for the project on the consent agenda for the next Council meeting. 2006 Budget -Depot Coffee House/Arts Center/Pavilion Pavilion Pavilion Director Don Olson said there is little change in his budget figures from last year; while utilities are up, salaries are down. The renovations are almost finished. Large payments will be coming in the next few years from the school district; the remodeling has made more rental options available and given the city access to more equipment. Ms. Harkess noted the payment plan had been chosen by the school district to preserve their levy-for-lease program. Mr. Olson noted there may be a leak in the floor, which would be an expense next spring; sometime in the future the evaporation tower will need replacement, which would be a large capital expense. The Youth October 11, 2005 Page 3 Hockey and Booster Club payments for the locker room project have been made on time; everyone seems happy with the improvements. Mr. Strachota complimented Mr. Olsen on keeping day-to-day operations going smoothly while all the renovating was being done. Depot Mr. Getschow noted that the Royal Cuisine contract, the Teen Coordinator contract, the Three Rivers Park District improvements, and other Depot issues would be discussed at a November work session with Depot stakeholders. Facilities Manager Strachota said that he relied on Royal Cuisine figures for operations and on Board figures for the Teen Center. He thinks this coming year the Depot will have more income than expenses without a heavy reliance on grants. Although the Depot has passed the five-year eligibility for a Title V grant, since there are no Title II grants available there is a possibility the Title V grant may come through again. Park Nicollet has encouraged them to apply for a grant. Royal Cuisine may absorb more of the salary expense. Mr. Thompson asked about item #545, noting the large difference in the improvements figures. Ms. Harkess will research it. He asked about item #583; Ms. Harkess said that some of the contractual numbers were different because these were city employees part of the year; she could have taken more out of salaries and put it in the contractual number. Mr. Brausen asked about the wide variance in cell phone figures; Ms. Harkess said that prior cell phone use came through the City, now it goes through the school. Mr. Thompson asked about the increase in line item #581 and was told it was related to Depot marketing costs as the students had come up with good marketing ideas. Mr. Strachota said rentals remain strong. He has some concerns if Three Rivers Park District does their project, but hopes it will not hurt business as badly as the first project as it will be behind the building. Mr. Rowan commented that he feels Royal Cuisine has really helped bring in higher income and less expenses. Art Center Facilities Director Strachota said the rental to a church group every Sunday has been a big revenue help. The group is struggling to meet the rent; he may need to work with them for a lower figure. Expenses are static except utilities will go up. Carpeting will go in next year. He feels considerable revenues have been lost with the office open only four days a week. The old budget figure fora 5-day office worker was never changed, so he wants to again have the office open 5 days as there will be no budget figures change to do so. Mr. Thompson asked about line item 527, the cafeteria plan. Ms. Harkess said that is the employees benefit plan; she is not sure what the old figures were based on. The current figure is what is actually spent. Line item 582 is a flow- through figure for the technical services for the church group. Mr. Getschow noted all three funds are moving in a positive direction. Other Mr. Thompson asked about the carjacking at White Castle. Mr. Getschow said the victim is recovering. Mr. Thompson asked about the Mainstreet noise issue. Mr. Getschow said Chief Reid is working with the complainants' attorney. The city wants a meeting with the residents, and will communicate that to them. October 11, 2005 Page 4 u Mr. Brausen asked about the flag situation. Mr. Stadler said he should be getting information this week. Mr. Brausen commented on the mistake in the papers about the 20-year-old being hit by a motorcycle. He noted there are many business vacancies, and asked if Economic Development had noticed and was working with the business community or on outreach. Mr. Brausen also suggested the city take what steps it can to offset increased heat costs, such as keeping lights turned off when possible, turning down thermostats, etc. Mayor Maxwell asked about the letter from the stopped driver. Mr. Getschow said Chief Reid has responded to it and the Council has copies in their mail. Mayor Maxwell commented the city needs to work on a plan for the Knollwood/Walgreens/White Castle area. Mr. Getschow said residents have held a neighborhood meeting. He is planning to have a work session on crime project areas. Mr. Getschow said that after the pedestrian accident, a resident had written a letter urging the city to put in more lighting. He feels a better solution may be to move the bus stop, but Public Works and Police are exploring all options. He noted the city has hired a new part-time receptionist. He handed out minutes for the Depot partners meetings for the past three months and said he will make sure Council members get current minutes. Mayor Maxwell asked for ideas for a farewell party for Ms. Johnson at the Elks on November 2. He will read a proclamation at the November 1 Council meeting. Mr. Getschow noted that at the November 1 meeting there will be the graduation ceremony for Citizens' Academy. On motion by Mr. Thompson and second by Mr. Brausen, the meeting adjourned at 9:05 p.m. on a vote of 4-0. Kasey Kester, Secretary ATTEST: EugeneJTi axwell, Mayor ~J