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IV.3. Minutes of the August 13, 2018 City Council Work Session ProceedingsHOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS AUGUST 13, 2018 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Monday, August 13, 2018 at 6:30 p.m. in the Council Chambers 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, Finance Director Bishop, Director of Planning and Development Elverum, Assistant City Manager Lenz, Public Works Director Stadler, City Engineer Stanley, Park and Streets Superintendent Strachota and Community Engagement Intern Useh. COMMUNITY ENGAGEMENT REPORT Community Engagement Intern Reva Useh gave an overview of the Community Engagement Strategy project. Ms. Useh discussed the survey results commenting that the survey revealed the preferred forms of communication are email, social media and the City of Hopkins website. Ms. Useh discussed community engagement barriers that included communication to residents through utility billings. Some residents do not receive a utility bill and therefore may not receive the communication. Ms. Useh discussed best practices and recommendations based upon communities that have community engagement strategies. Ms. Useh’s recommendations include developing a public participation model that offers different levels of engagement activity and continuing to find ways to build relationships and increase participation of the rental community. There was Council discussion about the survey results, gathering of the data and responses. Ms. Useh commented that there were 452 online responses. Assistant City Manager Lenz commented that staff could continue to breakdown the survey data. Ms. Useh learned that relationship building is most important for community engagement. Council thanked Ms. Useh for the insights, pulling together the data and commented that the information will be useful as the City moves forward. FUTURE IMPROVEMENTS ALONG 17TH AVENUE City Engineer Stanley discussed the future improvements to 17th Avenue. The project is not currently in the CIP. Staff is seeking public input on bike and pedestrian improvements along the corridor beginning in the fall/winter of 2018. Mr. Stanley discussed the project location, existing conditions and proposed timeline. Mr. Stanley discussed proposed alternatives for sidewalks, bike trail and road widths and commented that project impacts could include minor loss of parking, tree loss, easement needs and driveway access. Mr. Stanley discussed project funding and the next steps in the process. Ms. Elverum commented on the possible benefit of partnering with other organizations for trail connections. There was discussion regarding public notification and funding possibilities. 2019 BUDGET, EQUIPMENT REPLACEMENT PLAN AND CAPITAL IMPROVEMENT PLAN Finance Director Bishop discussed the first draft of 2019 proposed budget. Mr. Bishop gave an overview of the General Fund budget prepared using the Financial HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS AUGUST 13, 2018 Management Plan (FMP). Mr. Bishop reviewed the required and recommended changes to the General Fund budget. The proposed increase to the General Fund levy is 9.2%. Council Member Halverson asked about the Depot budget. Mr. Bishop commented that the other funding partners would be requested to increase their contribution to support the Depot youth program. There was Council discussion regarding the Fire Department request for tables and chairs. Staff commented that the chairs are in need replacement and that tables on wheels would make the room easier to reconfigure for multiple users. Mayor Cummings asked about decreases to certain budget revenue items. Mr. Bishop explained that the budget numbers were reviewed and based upon 3-year averages. Mayor Cummings asked about the percentage increase over 2017-2018. Mr. Bishop commented that there is a proposed 4.7% increase. Public Works Stadler commented that the Public Works Department feels greatly supported by the City Council. Mr. Stadler commented that the additional employee that was approved last year has provided needed support to employees creating a more efficient workforce. Public Works staff continues to be responsive to the needs of residents, provide support for community events and maintain the upgraded city amenities. Park and Streets Superintendent Strachota appreciates the support of the Council for providing the additional staff position in the streets department. Mr. Strachota commented on the expectation level of residents to maintain public spaces. Mr. Stadler gave an overview of Public Work’s staffing history and retirements. Mayor Cummings asked about the impacts on Public Works with additional amenities and developments to maintain. Mr. Stadler commented that staff needs to maintain additional utilities, streets and public spaces. More amenities take more staff to maintain them. Council Member Gadd asked about use of outside contractors. Mr. Strachota commented that staff works at creating a balance between using contractors and city staff. Mr. Strachota commented that the addition of a full-time Parks and Forestry staff person would reduce the need for seasonal part-time employees. It has been difficult to recruit seasonal employees in the current economy. Mayor Cummings thanked Public Works for continuing to do a fabulous job for the city. Director of Planning and Development Elverum discussed a one-time expenditure to add additional staff to assist with the implementation of the Comprehensive Plan and making necessary changes to ordinances and the zoning code. Ms. Elverum commented that staff cannot do an adequate job in house and are proposing that the best use of funds would be to hire a professional to work with the City Planner. Mr. Bishop discussed the major additions, deletions and revenue sources to the 2019- 2023 Equipment Replacement Plan (ERP) and Capital Improvement Plan (CIP). Mr. Bishop gave an overview of the proposed 2019 total tax levy and taxes on a medium value home. The 2019 Budget, ERP and CIP is scheduled on the September Work Session agenda for further review and discussion. Council Member Halverson asked about the delay of the Harley Hopkins warming house reconstruction. Mr. Bishop would update the Council regarding the change. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS AUGUST 13, 2018 Council Member Campbell asked about Virtual Privacy Network (VPN) request. Mr. Bishop commented that the current VPN is not always reliable. Mayor Cummings commented on the large budget and levy increase. Mayor Cummings commented that Council and staff needs to be mindful of costs that get passed onto residents, future financial commitments of the city and need to look at the big picture. Council Member Gadd discussed the goal of the FMP to create a stronger financial base and the need to invest in the future of Hopkins. UPDATES • Council Member Campbell has sold her house in Hopkins. There was discussion about how to fill a possible Council vacancy. Council Member Campbell requested that her National League of Cities conference reservation be cancelled. • Council Member Gadd discussed the Metro Cities Transportation and Housing Committee meeting. • Council Member Halverson discussed a request for a bus shelter by the Cargill/US Bank building. Staff will investigate. • Council Member Halverson discussed the City Council budget. • Council Member Kuznia discussed a request to extend the closing of Shady Oak Beach for the season. The summer beach season depends on staffing. • Council Member Kuznia discussed the September 8 City Council Farmer’s Market booth. Due to other commitments Council consensus was to cancel the September 8 booth. • Mayor Cummings discussed City Council budget expenses. City Manager Mornson gave the following updates: • Thank you letters would be sent regarding National Night Out. • Tuesday, August 21 ribbon cutting at Thirty Bales and tour of the Pavilion. • Discussion of Council and staff involvement in the Cold Storage redevelopment site. • Council should review the tentative 2019 City Council meeting dates. • Goal setting meeting scheduled for Friday, January 11, 2019. • Update on the League of Minnesota Cities. 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 8:23 p.m. Respectfully Submitted, Debbie Vold ATTEST: ___________________________ ____________________________ HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS AUGUST 13, 2018 Molly Cummings, Mayor Amy Domeier, City Clerk