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IV.3. Minutes of the September 11, 2018 City Council Work Session Proceedings HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS SEPTEMBER 11, 2018 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Tuesday, September 11, 2018 at 6:30 p.m. 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, Finance Director Bishop, Police Chief Johnson, Assistant City Manager Lenz and Public Works Director Stadler. CITY HALL PROJECT UPDATE In addition to City staff, representatives present for the item were Jason Rentmeester, Kraus-Anderson Construction, Melissa Stein and Brooke S.J. Smith, Wold Architects & Engineers. Ms. Stein gave an update on the City Hall project plans, exterior renderings, budget and timeline. Ms. Stein gave an overview of the upper level plan including the new vestibule, work areas and centralized, customer service focused front counter. The spaces have been designed to be flexible and adaptable for the future. Ms. Stein discussed the security enhancements, exterior space improvements, lower level changes, storage and amenities. City Manager Mornson asked about the existing security cameras. Ms. Stein commented that the existing security cameras would be re- orientated. Mayor Cummings asked about other security measures. Assistant City Manager Lenz discussed the access controls and duress buttons. Mayor Cummings asked about the hearing loop feature for council meetings. Ms. Lenz commented that they are still working on the design. Ms. Stein commented that the Council Chambers would have updated finishes, lighting and technology. Mayor Cummings asked about lobby displays. Ms. Stein commented that public art would be displayed in the lobby, vestibule and exterior plaza. There was discussion about a case for historical displays. Ms. Stein discussed the proposed entry plan, signage, bike racks and landscape configuration that includes moveable benches and planters. The architects would be working with Public Works regarding the maintenance of the plantings. Ms. Stein showed renderings of the exterior façade. Council Member Gadd commented that he liked the modern updated look. Council Member Campbell liked the outdoor option for the employees. Council Member Kuznia would like to see a heritage wall on the outdoor plaza to showcase the history of Hopkins. Mr. Rentmeester discussed the project budget of $4,395,000. Mr. Rentmeester commented that the project is $103,556 over budget but that creates a good opportunity to refine the project and look at options to reduce the budget. Ms. Lenz explained that there is a 13% accumulated contingency built into the budget and that the roofing project and asbestos abatement costs are still being determined. Council would be updated regarding the revised project and budget in October. Ms. Stein discussed the project timeline with construction scheduled for February-July 2019. Ms. Lenz discussed communication to the community about the City Hall project and funding components. City Hall front desk headquarters would be at the Hopkins Fire Station during the construction. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS SEPTEMBER 11, 2018 Mayor Cummings asked about the bid process. Mr. Rentmeester commented that the bids are split into different bid packages and the hope is for multiple bids. POLICE DEPARTMENT COMPREHENSIVE PLAN 2019-2023 Police Chief Johnson commented that the information presented would provide the Council with developments within the police department as well as initiatives and staffing going forward the next five years. Chief Johnson gave an overview of the current staffing and organizational chart. Chief Johnson explained the options the department uses to cover short shifts due to vacations, illness, family leave, injuries and training mandates. The department schedules a minimum of three officers on a shift for safety. Chief Johnson commented that c rime is down and attributes that to public confidence with the Hopkins Police Department and e ngaged employees. Chief Johnson discussed the duties and additional responsibilities of the department staff. Chief Johnson commented that it takes approximately one year to post a position, hire and train officers. Chief Johnson discussed staffing adjustments and he is proposing combining part-time positions into a full-time officer position. The budget shortage would be offset by not hiring the position until April. The DWI officer position is grant funded until October 2019 and the department would reapply for grant funding for 2020. Chief Johnson commented that the department needs to plan ahead for appropriate staffing levels and discussed challenges moving forward. Upcoming considerations include new housing and the light rail that could add more calls for service in the community. Mayor Cummings asked about staffing. Chief Johnson commented that the new housing is factored into the additional officer request. Council Member Campbell asked about the new software and different types of calls between cities. Chief Johnson commented that staff could update the Council on call statistics. Council Member Kuznia commented that it is important for morale to have adequate staffing. Council Member Gadd commented that with the significant changes to the city it is important for the safety of the community to be proactive with staffing. Chief Johnson discussed the technology needs for the squad cars. The new mobile data computers would cost $65,000 and would increase the officer’s efficiency of data gathering. Chief Johnson discussed body worn camera technology and costs. A public forum would be required for the proposed body worn camera policy. Chief Johnson discussed the data storage requirements, budget considerations and timeline. Chief Johnson surveyed the officers and they are in support of body worn cameras. The cameras offer transparency of officer actions, safety, security and oversight of crime scenes. Chief Johnson also discussed officer training for crowd management, mental health awareness and officer well being. City Manager Mornson asked about the body worn camera policy. Chief Johnson commented that the City Attorney would assist with development of the policy and the department hopes to have a pilot program in place by summer 2019. Mayor Cummings asked about the body worn camera technology. Chief Johnson commented that there has been a lot of product evolution and advancement. Most of the surrounding communities are going the direction of body worn cameras. Squad computers have a HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS SEPTEMBER 11, 2018 life expectancy of five years and the body worn cameras have a 3-5 year life expectancy. Finance Director Bishop discussed the budget. The total technology budget is less than originally planned with a tested and better product. The data storage would cost $20- 25,000 per year with the highest amount of data storage. Mayor Cummings asked about use of body cameras. Chief Johnson commented when to use body cameras would be part of the policy development considerations. Chief Johnson gave an overview of the department’s community outreach efforts. Chief Johnson commented that the minimum officer staffing established for officer safety does not account for all the additional community outreach duties. Mayor Cummings thanked the police department for all they do. CONTINUED DISCUSSION OF 2019 BUDGET, EQUIPMENT REPLACEMENT PLAN AND CAPITAL IMPROVEMENT PLAN Finance Director Bishop discussed the staff report regarding the draft of 2019 proposed budget. Mr. Bishop discussed the proposed tax levy for general operations and the capital levy that funds projects at city owned buildings. Mr. Bishop discussed franchise fees explaining that residential customers would pay $2.60 with differing amounts for all other account types. The City Hall project would be paid for with the increase in franchise fees. Mayor Cummings asked if an increase in housing is factored into the franchise fee. Mr. Bishop commented that it is currently not factored in. Mr. Bishop discussed the Arts Center levy explaining that part of the plan is to eliminate the deficit by 2024. Mr. Bishop discussed the Pavilion fund and Equipment Replacement fund levy. Mr. Bishop gave an overview of the tax levy explaining that there is a total debt levy increase of 16%. Mayor Cummings asked about the percentage increase. Mr. Bishop gave an explanation of the multiyear process to pay the levy explaining that the taxes levied in 2019 are to pay for the 2018 bonds. There was Council discussion about the importance of transparency and working on a better explanation for the public regarding the benefits and impacts of the street improvement levy. Mr. Bishop discussed the 2019-2023 Equipment Replacement Plan (ERP) and Capital Improvement Plan (CIP) 2019 additions, projected levy and working capital balance. Mr. Bishop gave a summary of the Financial Management Plan (FMP) 2018 budget and proposed 12.80% increase in the 2019 budget. Mr. Bishop discussed the affects on a median value home. There was discussion regarding the changes in the home values. Staff is considering updating the home value statements in the FMP. The proposed 2019 tax increase would be $178 and with the additional items the proposed increase is $203. There was Council discussion of the proposed 2019 budget increase and public announcement regarding the franchise fee increase. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS SEPTEMBER 11, 2018 UPDATES  Council Member Kuznia discussed a resident concern of parked vehicles not moving on Ashley Road. Vehicle concerns should be reported to the Police Department.  Council Member Kuznia commented that the Special Olympic athlete’s family would be in contact with staff regarding recognition at a future City Council meeting.  Council Member Gadd commented that a resident asked if the City is considering a change to the smoking ordinance to increase to 21. th  Council Member Gadd discussed a flashing yellow turn signal at 12 Ave and Highway 7.  Council Member Gadd discussed the Metro Cities Transportation Committee budget process.  Mayor Cummings discussed upcoming meetings and panel discussions. City Manager Mornson gave the following updates:  Staff met with the Minnehaha Creek Watershed District regarding next steps with the Cold Storage redevelopment site.  Discussion of the race equity training  Mr. Mornson would be out of the office at meetings for three days. 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 9:29 p.m. Respectfully Submitted, Debbie Vold ATTEST: ___________________________ ____________________________ Molly Cummings, Mayor Amy Domeier, City Clerk