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12-13-05 WSDecember 13, 2005 Page 1 MINUTES CITY COUNCIL WORK SESSION -December 13, 2005 A work session of the Hopkins City Council was called to order by Mayor Gene Maxwell at 6:30 p.m. on December 13, 2005, at the City Hall. Council members Brausen, Rowan and Thompson were present, as were Council members-elect Kristi Halverson and Cheryl Youakim. City personnel present were City Manager Rick Getschow; Fire Chief Dale Specken; Assistant Fire Chief Dave Klocek; Ron Shoberg; Police Chief Craig Reid; Police Captain James Liddy; Assistant City Engineer John R. Bradford; Finance Director Christine Harkess; and Public Works Director Steve Stadler. Emergency Operation Plan Chief Specken said since Assistant Fire Chief Klocek retires January 5, 2006, the department is in the proess of updating its emergency operation plans. In 2004 Mr. Klocek and George Magdal had worked on the terrorism issues. It is a requirement of the National Incident Management System (NIMS) to train all city personnel who would be involved in an emergency situation; this includes all division supervisors. Plans are being made to do more public education and develop a closer relationship with the police department. Homeland Security is stressing working with schools and the disabled; he will be meeting tomorrow with nursing home staffs. The state legislature will be having hearings on an evacuation plan. Mr. Klocek said that while grants will continue to be available, they will be harder to get. The federal government gives money to the state, then Homeland Security in Minnesota shares it out. We have had several grants, including $168,000 for our 800 megahertz radio system. The state requires afull-scale exercise every two years, with a "table top exercise" in the other years. Answering Mr. Brausen, he said if one does not give apost-grant report, one gets no more money. His staff has attended workshops, and there is a required IS 700 course for elected officials, etc. Mr. Specken said emphasis will be on working with nursing homes, facilities such as Dow Towers, etc. Evacuation is a major issue. Answering Ms. Youakim, Mr. Specken said that local shelters would include the Activity Center, some schools and churches. Mr. Klocek added that Dave Johnson of Parks and Recreation is the local person in charge of congregate care. Mr. Getschow commented the mayor of New Orleans had thought the local government had to stabilize the area for only 24-48 hours, and other help would come. Mayor Maxwell noted the big problem there was their departments couldn't communicate with each other; Hopkins' new radio system would prevent that problem here. Mr. Specken said there is now a special phone card available for emergency use that allows one to get ahead of others on phone lines; there would be one card for all emergency staff as one enters a PIN number. Answering Mayor Maxwell, Chief Reid says Hopkins does not have reverse 911 capabilities as it is more computer-based than phone-based and is expensive to set up. He has thought about establishing a master a-mail system for "emergency message from the city." Answering Mr. Thompson, Mr. Specken said that in an emergency Hopkins would be in charge, and work with the FBI, ATF, etc. Mr. Klocek said the exception would be a terrorist attack when the FBI would take charge. Mayor Maxwell noted it would be the fire and police departments in control, not the Council itself. Mr. Shoberg December 13, 2005 Page 2 noted City Manager Getschow would be the go-between in such a situation. He added the government requires 10 disciplines get training, one of which is Council members. Community-Wide Emergency Preparedness Mr. Specken said one thing that the recent national emergencies showed is that emergency workers were not emotionally prepared to be away from their families. So part of Phase 1 (training own staff) will be to help each worker make sure his or her family would be okay. Chief Reid said that when Phase 2 starts, the public has to realize that Hopkins does not have the personnel to take care of everyone. Citizens will need to take responsibility for elderly neighbors, etc. Mr. Klocek said the federal program uses Community Emergency Response Teams (CERTs) to accomplish this. Such citizens would need some training, but could be a real help in an emergency situation. Police Department Projects Chief Reid said the usual patrols have little impact in problem areas. So his officers have taken on long-term projects. One team worked with traffic at 17th Ave. S. and 1St St. Curren School was fully cooperative, using their school paper. The Star Tribune did an article. Marked squad car presence was strong. Yet drivers still run the stop sign regularly. Ms. Youakim asked about the cost of a blinking light compared to squad presence. Captain Liddy noted other warning lights have been put up in the city and it is difficult to tell if they made a difference. Drivers seem to focus on the light at Mainstreet and not even notice the stop sign. Another traffic project was 11th Ave. S. and 1St Street, the impetus for which was a neighborhood meeting with Citi Gables. Police did education at Wells Fargo. Again, many drivers run the stop sign as they seem to focus on the lights on Mainstreet. Now Citi Gables residents are talking of wanting a a- way or 4-way stop at 12`h and 1St Night shift workers have also had projects. One was Raspberry Ridge, which had drug issues, skateboard issues, etc. Signs were installed about skateboarding. Residents and property managers were educated about what the police could and could not do. The Drug Task Force helped the project team. Residents say they now feel safer. Another team worked in the Burnes Park and Parkside neighborhood, where there were complaints about juveniles, vandalism, drug use, etc. While teens regularly hang out in the park, patrols did not find drug use, etc. It seemed to be largely a "perception" problem, rather than the teens actually doing anything wrong. The team did many foot patrols, worked with the church to modify procedures for trespass from their parking lot, and enforced the park closing time. Mr. Thompson asked if the park curfew could be lifted for July 4; Chief Reid said that could be looked into. Mr. Getschow said he thinks that can go before the Park Board; he will check. Ms. Youakim noted that when she campaigned in that area, residents liked the park; some commented they were patrolling the park after dark. He added Sgt. Lorenz had a meeting last night at Zion; about 20 attended and only 2 had negative comments. Chief Reid said 2006 projects will include Mainstreet noise and Cottageville Park. He is especially concerned about the latter as there are 21 known people who have committed felony crimes in the Oxford area. He can keep after the teens and adults; his major concern is that 8- and 9-year olds have nothing to do but hang around the teens who keep getting into trouble. He feels this is a very important prevention issue and is December 13, 2005 Page 3 looking for ideas and help. Mayor Maxwell noted Minnetonka had tried a program; Chief Reid said they are "on board" and trying to get funds. St. Louis Park has a joint surveillance. Mr. Brausen said JJAC might be a good place to look for funding as the Depot won't be funded by them forever. This would give them a chance to work with a different age group. LMCIT Insurance Renewal Finance Director Harkess said each year the city must choose to waive or not waive the tort limits. In the past Hopkins has waived them, meaning instead of a $300,000 cap on liability, there is a $1,000,000 cap. This means higher premiums ($3- 4,000 more) because of the increased risk factor. Mr. Getschow noted the state sets the limit; cities can waive it, but 78°Io who get LMCIT insurance do not. A bigger concern is that a recent lawsuit says that if a city is in a joint powers agreement, any city in that group can be sued, even if their employees were not involved. The rest of the cities in our joint agreement have not waived the limit; thus Hopkins would probably be the city chosen to be sued by someone as they could get a bigger settlement. There seems to be a real reluctance on the part of some in the joint powers agreement to be with Hopkins if we waive the limit, as they feel it raises their risk also. Chief Reid noted that under the agreement each city is responsible for its own personnel; the problem is that this court case changes what happens if the joint powers group is sued. Mayor Maxwell noted the fire department, joint recreation and the Depot are all joint powers. Mr. Rowan asked how often we had been sued for over the limit; Ms. Harkess said she knew of no cases. Mr. Rowan said he felt "other cities don't waive it" is not a good argument. Mr. Thompson said that while he agreed with Mr. Rowan, he did not like to see the city being able to be hit with other cities' problems. Chief Reid noted the Chiefs' Association has approached the legislature to fix the problem, but he is not hopeful they will. Ms. Halverson asked what the waiver costs out of pocket for the city. Mr. Getschow said it raises the insurance premium 3% but the real issue is exposure to lawsuits. Mr. Thompson asked how we can get the legislature to correct the problem. Mr. Getschow said he will get more information on the court case, and Chief Reid will get more on the other cities' reaction if we would waive the limit. Mayor Maxwell said he could see real risk for the Drug Task Force. Ms. Harkess said there needs to be a decision at the next Council meeting as the insurance policy cannot be written until a decision is made. 2006 Street Project Discussion Assistant City Engineer John R. Bradford said that 18`h, 19t'' and 20`h Avenues South from Mainstreet to Excelsior Blvd. do not have curb and gutter. Erosion along the roadsides has become a serious problem as the asphalt is no longer supported. If there had been curb and gutter, the city would be looking at a mi1L and overlay rather than the replacement that is now necessary. Approximate cost for full curb and gutter would cost $15 per linear foot; for concrete edging, $11 .per linear foot. Staff is recommending the concrete edging if residents petition for no curb and gutter. Mr. Rowan asked how much of the damage had been done before they became dead-end streets. Mr. Bradford said most of the damage had. Residents are concerned about cost, but since the city has put a cap on resident assessments, the cost for them would remain the same no matter what choice is made. Public Works Director Stadler said some had expressed concern about December 13, 2005 Page 4 appearance also. Answering Mayor Maxwell, Mr. Bradford noted the road width would remain the same; it would not infringe on residents' property. Also there won't be much storm sewer work, only a few catch basins. Mayor Maxwell thought access to the area will be an issue. Mr. Bradford said there will be a meeting where it will be stressed that half the street width will stay open for traffic, garbage collection, etc. A letter was sent out to residents; most think the proposal is fine, but a few asked about sidewalks. Mr. Stadler said some may decide to have private water service replacement. Answering Mr. Thompson, Mr. Bradford said curb and gutter as compared to concrete edge will have about the same longevity. Mr. Stadler added curb and gutter does contain salt better. Mr. Brausen said as long as the cap keeps the cost the same for the property owners, he thinks curb and gutter should be done. Mr. Getschow noted the residents get to make the choice. Mr. Stadler noted the Council had decided earlier to try to give residents as much choice as possible when assessments would be made. Answering Mayor Maxwell, he said when the road is reconstructed, driveways are taken care of. Mayor Maxwell commented it is important the residents understand either choice will cost them the same, that the road will not be torn up for a long period, and how the city got the assessment numbers. Mr. Thompson asked if cores had been taken; Mr. Bradford said 15 had been done. Mr. Rowan asked if those on 20c" Avenue would not be assessed for lsc; Mr Bradford said they would not be, but they would still be over the cap. There will be a neighborhood meeting in Council chambers Monday night. In January it will come before the Council to set a public hearing in February. Mr. Thompson suggested staff have the numbers for the Jackson area who earlier had the water hook-up option -how many systems failed for owners who did not take the option, etc. Mayor Maxwell added ® there should also be estimated costs for those who choose to later do water systems on their own. Assessments Mr. Bradford said the area was divided into two assessment zones. The first encompasses 18c" and 19c" Avenues between lsc Street South and Excelsior Blvd. Since this area has cul de sacs, owners would have a per unit assessment The rest of the project area would be assessed on a front footage basis. He noted that properties under an association will have assessments for the whole area against the association, which will then pro-rate it among the members. Answering Ms. Youakim, he said because of the cap, there will really be no difference in the assessment rates. Mayor Maxwell asked that if anything is added to the plan that it be put in the update so the Council knows how to answer citizens' questions. A meeting agenda should also be added to the update. Revised Travel Policy City Manager Getschow said state law requires that every city have a travel policy. Staff is suggesting two changes to the current policy. First, that the new state language be incorporated in the second paragraph. This would result in no real difference except travel would be put on the agenda so that the Council approves all travel. Secondly the per diem has not been changed in 15 years; so there is an adjustment in that area. Mr. Thompson asked if staff could get details from other cities for the Council. Mr. Getschow noted this will be on the next Council meeting agenda. December 13, 2005 Page 5 Other Mr. Getschow handed out information on response times for fire departments, noting Hopkins' is just over 5 minutes. Those with shorter times are full-time fire departments. Mr. Rowan noted that on March 23, 2006, caring youth awards would be given at Minnetonka City Hall. Mayor Maxwell suggested staff see if the city staff had any candidates. Mr. Thompson asked that a time be set to talk about the National League of Cities information. Mayor Maxwell suggested doing it after a Council meeting in January. Mr. Thompson again asked that staff see if the park curfew could be lifted for July 4. Ms. Youakim said she and Ms. Halverson had attended the soldier homecoming. There were about 150 at the VFW Mr. Getschow noted State of the City will be February 21, prior to the Council meeting, probably 5:00 or 5:30. On motion by Mr. Brausen and second by Mr. Thompson, the meeting adjourned at 9:30 p.m. on a vote of 4-0. Kasey Kester, Secretary A EST: Eu ne J. axwell, Mayor