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01-15-2019 Work Session after City Council Meeting MINUTES OF THE CITY COUNCIL WORK SESSION PROCEEDINGS AT CONCLUSION OF THE REGULAR CITY COUNCIL MEETING TUESDAY, JANUARY 15, 2019 CALL TO ORDER Pursuant to due call and notice thereof a work session of the Hopkins City Council was held on Tuesday, January 15, 2019 at 7:15 p.m. at the Hopkins Fire Station, 101 17th Avenue South, Hopkins. Mayor Cummings called the meeting to order with Council Members Kuznia, Halverson, Gadd and Hunke attending. Staff present included City Manager Mornson and Assistant City Manager Lenz. Council Representation on Various Committees Council Members gave an overview of the various committees they represent. Changes to the committees and representation included: 1) the Southwest Twin Cities Beyond the Yellow Ribbon is no longer meeting; and 2) for the SWLRT Community Work Committee Council Member Kuznia is taking over the role as representative and Council Member Halverson will be the alternate. Boards and Commissions Assistant City Manager Lenz gave an overview of the term length for the Park Board and Zoning and Planning Commission and options for the Council to consider. Ms. Lenz discussed the 2019 vacancies and reappointments. There was discussion about commission members completing the third term if a change is made, that a two-year term would invite more involvement and that it would be more consistent to have the same terms. The City Council supported the change to two 2-year terms for the Park Board and the Planning and Zoning Commission. Assistant City Manager Lenz would reach out to Public Works Director Stadler and let the Council know if there are any concerns. There was discussion regarding missed meetings and the Bylaws. Ms. Lenz commented that staff is monitoring absenteeism and it is currently not an issue. Mayor Cummings asked about the alternate representative. The Council could nominate a representative for the alternate position and the alternate's role would be to fill in if a regular member leaves during their term or excused due to excessive absenteeism. Inclusivity Opportunities on Boards and Commissions Mayor Cummings gave background information on the proposed opportunities for increasing inclusivity on boards and commissions. Mayor Cummings commented that the goal of the project is to increase representation of diverse populations on boards and commissions and in leadership roles. Mayor Cummings asked the Council to review the proposed suggestions and direct any comments or changes to the Boards and Commissions Brochure to Ms. Lenz. There was discussion about having the Hopkins leadership opportunities information available at community gatherings and ways to engage the different communities. Conduct a general promotion explaining the role of boards and commissions in the City: Council Member Gadd commented that staff is already dedicating time getting input, working on initiatives, building relationships and reaching out to the diverse communities through a variety of different methods. Mayor Cummings commented that the recommendations are new methods to attract diversity onto the Boards and Commissions. Council Member Gadd commented that there were diverse applications from the recent board and commission openings and shared information regarding visible and invisible diversity traits. Mayor Cummings commented that diversity goes beyond race and gender and the importance of diverse input on the policy making level. Mayor Cummings commented that there is still not a lot of diversity at leadership levels. Council Member Hunke commented that the Hopkins School District is experiencing the same challenges on how to connect and involve the diverse populations. Boards and Commissions Brochure: Mayor Cummings discussed the Boards and Commissions Brochure. The brochure could be made available at community events and at community organizations such as the Hopkins School District, ResourceWest and ICA to broaden recruitment efforts for boards and commissions. Ms. Lenz discussed the marketing for boards and commissions commenting that it is important for community members to not feel pushed into a position but to have a positive first experience such as at the Hopkins Academy. Council Member Hunke commented that the brochure would be helpful to get information out to the community. Orientation program: Ms. Lenz commented that it has not been used consistently and staff has done some work updating materials for new members. Consider offering a stipend to board and commission members: Council Member Gadd commented that he is not in favor of a stipend for board and commission members and a budget for coffee reimbursement is not necessary. Council Member Hunke commented that a stipend could help with childcare issues. Council Member Kuznia discussed the stipend and public perception. Mayor Cummings commented that being a part of a board or commission takes time and money and the stipend would provide recognition and value of their time. Council Member Halverson commented that a stipend has not been a factor in the past and that many applications were received for the open positions. Establish a mentor relationship for new board and commission members: Mayor Cummings discussed the mentor relationship to set up the new members for success, to feel welcomed and confident. Council Member Kuznia commented that the mentorship is a great idea but a budget is not necessary. There was discussion about staff time for budget reimbursements and the need for parameters for use. There was Council discussion about changing the word mentor and keeping it more simplified. Council Member Halverson commented on the staff time to process reimbursement requests and that it is not necessary to enhance the mentor relationship with a monetary value. Council Member Gadd commented that there could be a list of past commission members who would be willing to advise new members about meeting procedures. Mayor Cummings discussed the Community Engagement Report and suggested that a copy be sent to new Council Member Hunke. General feedback from the City Council was in support of the Boards and Commissions Brochure with continued efforts to connect with residents and to talk about opportunities at community events. Staff would continue to promote opportunities through the Hopkins Connections and ongoing updates. Ms. Lenz commented that the Hopkins School District is planning to do more community engagement events and staff would keep the City Council updated. City Council • Council Member Hunke would be attending the League of Minnesota Cities training for newly elected officials. • Council Member Hunke discussed an email response to a resident. • Council Member Hunke thanked a Public Works employee for connecting with kids by handing out Public Works trading cards • Council Member Halverson commented that the Regency Lane W street sign on Tyler Ave is faded and in need of replacement. • Council Member Halverson asked about finding City services during City Hall renovation. Ms. Lenz commented that the front desk located at the Fire Station has a procedure in place. • Council Member Halverson asked about City Hall construction renderings. Ms. Lenz commented that additional renderings would be added to the website as they become available. • Council Member Kuznia would be attending the SW LRT Community Works Committee meeting. • Council Member Kuznia commented that the Interlachen neighborhood would like to schedule an informational meeting with city staff. Mr. Mornson commented that staff would discuss the street project and crime statistics. • Mayor Cummings commented on positive reviews about the Hopkins Pavilion upgrades. • Mayor Cummings attended the HBCA meeting. • Ehlers Conference is on February 7 and 8. • Mayor Cummings commented that the civic organizations would be meeting on January 16, 7:30 a.m. at KiddieWampus. • The Caterers open house is rescheduled to Friday, February 1, 4-8 p.m. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Kuznia, seconded by Hunke, the meeting was unanimously adjourned at 8:54 p.m. Respectfully Submitted, Debbie Vold ATTEST: C Molly Cummings, Mayor Amy Domeier, City Clerk