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IV.3. Minutes of the October 8, 2019 City Council Work Session ProceedingsHOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS OCTOBER 8, 2019 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Hopkins City Council was held on Tuesday, October 8, 2019 at 6:31 p.m. in the Raspberry Room at Hopkins City Hall, 1010-1st Street South, Hopkins. Mayor Gadd called the meeting to order with Council Members Brausen, Kuznia, Halverson and Hunke attending. Staff present included City Manager Mornson, Finance Director Bishop, Assistant City Engineer Klingbeil, Assistant City Manager Lenz, Public Works Director Stadler and City Engineer Stanley. INTERLACHEN PARK STREETS – EDGE TREATMENT ALTERNATIVES In addition to City staff, a representative present for the item was Mike Waltman, Bolton & Menk Inc. City Engineer Stanley discussed the Interlachen Park street edge treatment alternatives evaluation draft. The resolution is scheduled to be on the October 15, 2019 City Council agenda. Mr. Waltman gave an overview of the evaluation process and developed alternatives commenting that some alternatives were included after meeting with neighborhood residents. Staff would be meeting again with residents to discuss the edge treatment alternatives. Edge treatment alternatives include: 1. Thickened bituminous edge-currently exists in the neighborhood 2. Standup bituminous curb-usually installed on a temporary basis 3. Gutter-less concrete curb-common 50 years ago 4. Concrete curb with integral color 5. Mountable concrete curb-a drive over curb 6. B612 concrete curb and gutter-smaller gutter pan 7. B618 concrete curb and gutter-proposed originally 8. Invisible curb-an alternative added after meeting with residents 9. Mixture of alternatives 10. Rural section roadway-includes ditches and culverts and would result in a massive tree loss 11. Low impact development-common with storm water management in new housing developments Mr. Waltman gave an overview of the cost estimating process and discussed the excavation analysis and summary of the initial installation costs. Mr. Waltman discussed the life cycle cost estimating process that estimates the service life of the pavement and how it applies to the alternative edge treatments. Mr. Waltman explained that it is estimated that there is a 20% service life reduction for no curb and gutter alternatives. Mr. Waltman explained that the study applied pavement management bes t practices to each alternative. Mr. Waltman shared an Evaluation Matrix with the Council and discussed the different criteria. Council Member Brausen asked which of the alternatives would be acceptable to the neighborhood. Mr. Stanley commented that he has only met with a small group of neighborhood representatives and that no visible curb was their preferred alternative. Council Member Halverson asked about the driveway aprons and if staff has reached HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS OCTOBER 8, 2019 out to residents. Mr. Stanley discussed the alternatives and commented that staff has responded to residents who contacted the city. Council Member Kuznia commented on the great, in -depth report that looks at all the options and justifies the reasons for the originally proposed curb and gutter. Assistant City Manager Lenz asked about the difference between B612 vs. B618. Mr. Stanley explained that the B612 has a narrower gutter pan with slight modifications to drain water properly. The costs are comparable and it may be more aesthetically pleasing. Mr. Stanley commented that the height of the curb is a concern for some residents. Council Member Brausen asked about the invisible curb. Staff explained the problems of trapping and ponding of water. Council Member Brausen commented that the standup bituminous curb does not hold up in the long-term. Council Member Hunke commented that residents expressed concerns about the mountable concrete curb that currently exists in another area of Hopkins. There was discussion about the October 15 presentation at the City Council meeting. Staff has discussed how to present the topic of aesthetics since it is very subjective and based upon personal opinion. Mr. Stanley commented that the report is based upon sound engineering principles. Ms. Lenz suggested that printed copies of the Evaluation Matrix be made available for residents. Staff would discuss changes made to the plan since the last meeting, present accurate information regarding tree removal and share new tree inventory information. Council Member Kuznia discussed the neighborhood petition and concerns and asked about the B618 and B612 options. Public Works Director Stadler commented that parking lots often use the B612 option because they do not need as much edge but both edges would function the same. Mr. Stadler discussed the long-term value of having an edge treatment. Mayor Gadd thanked Bolton & Menk for pulling all the information together commenting that the report would help relay accurate information to residents. Mayor Gadd commented that it is the City Council’s job to understand the vision and wants of the residents while balancing the benefits for the entire city. Council thanked Bolton & Menk, Inc. and the Engineering Department for the report commenting that staff has done a good job answering questions and responding to resident concerns. 2020 BUDGET UPDATE Finance Director Bishop gave an overview of the 2020-2024 Equipment Replacement Plan (ERP), a 5-year plan that is updated annually. Mr. Bishop discussed the funding sources, proposed projects, including projects removed, delayed and added. $280,000 HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS OCTOBER 8, 2019 would be on the tax levy leaving a $19,000 ending balance in the ERP. Mr. Bishop discussed the projects removed and delayed in the proposed 2021 -2024 ERP. There was Council discussion about equipment purchases for 2020. Mr. Stadler discussed the uses for the proposed equipment and cost. Mr. Stadler explained that used equipment is sent to auction. Finance Director Bishop gave an overview of the 2020-2024 Capital Improvement Plan (CIP), a 5-year plan that is updated annually. Mr. Bishop discussed what is included in the 2020 CIP. Mr. Bishop discussed the proposed projects, funding sources and projected fund balance. Mr. Bishop discussed the Park Dedication Fund, funding source, projects included and projected negative $16,212 fund balance. Mr. Bishop discussed the new requests in the CIP commenting that there would be no effect on 2020 levy but discussing the potential effects on the future tax levy. Mr. Stadler discussed the proposed design work for the picnic shelters and vision for the Cottageville Park phase III area. There was discussion about timing the park design with the redevelopment with the Cold Storage area. Mr. Stadler discussed the 2020 CIP request for design work and vision for Downtown Park. City Manager Mornson discussed the reduction of the tax levy and impacts to park improvements and commented that there is more flexibility with park redevelopment vs. equipment needs. Mr. Mornson reminded the Council that their decisions affect levies for future years. Mr. Bishop discussed the Permanent Improvement Fund and funding sources. Staff would continue to review the fund, new projects and projects that could be potentially delayed. Mr. Bishop discussed the Pavilion projects requested in 2 020. Mr. Bishop commented that the projects would be eligible for equipment certificates. Mr. Stadler discussed the sound system and indoor lighting requests. There was Council discussion about the recent improvements, increased rental potential and phasing of projects. Council Member Halverson asked about turf replacement. Mr. Bishop commented that the turf was last replaced in 1998 and noted its poor condition. There was Council discussion about reinvesting in Hopkins parks. Mr. Bishop commented that the CIP doesn’t affect the tax levy until the Council approves to do the work. There was discussion about having a plan in place and the flexibility to fund projects at a later date. Regarding parks projects, Staff would present plans to the Council at later date so they have a good understanding what they are committing to. Council Member Brausen commented that it requires funds to maintain amenities and the need to look at alternative sources of revenue. Council Member Brausen suggested investigating ticket fees at Hopkins Center for the Arts. Ms. Lenz commented that staff would investigate. Staff and Council would continue to discussed projects further and explore ways to reduce the debt at the Art Center. Finance Director Bishop gave an overview of the 20 20 Enterprise Fund budgets. Mr. Bishop discussed the proposed Water Fund rate increase commenting that water consumption is based on actual usage and that the fund has struggled due to lower HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS OCTOBER 8, 2019 consumption. Mr. Bishop discussed the Sewer Fund proposed increas e and reducing the proposed to the limit the impact on the utility user. The resolution is scheduled on the City Council agenda in November. There was discussion how to present the information to the public. Mr. Bishop discussed the Storm Sewer and Refuse Fund and fund balances. No rate increase is proposed. The Pavilion Fund does cover operating costs. Mr. Bishop gave an explanation of the Pavilion debt payments. Mr. Bishop discussed the Special Revenue budgets, Chemical Assessment Fund, Economic Development Fund and the proposed 3% rate increase in the Parking Fund. Mr. Bishop discussed the Communications Fund and future planning for a decrease in fees. Mr. Bishop discussed the Depot Fund, funding partners, and reduced revenue from rentals and cover charges. The coffee operations have been negatively affected by SWLRT construction and the staff has responded with reduced concessions, wages, supplies and limited winter hours. The goal of the fund is a balanced budget. Council Member Kuznia asked about a marketing campaign to support the Depot during the SWLRT construction phase. Mr. Bishop gave an overview of the 2019 -2023 uses of the Franchise Fees. Mr. Bishop presented a chart of the levy increases by year. The average increase over a 10-year period is 5.36%. Council discussed having the chart presented to the public at the City Council meeting. Mr. Mornson discussed the budget presentation to the public. Staff and Council would highlight the infrastructure improvements over the years and additional explan ation about the proposed projects. There was Council discussion about how best to communicate with the public, that cities have different special assessment policies, how to deal with social media comments and misinformation. Mr. Bishop discussed options for reducing the preliminary tax levy. There was Council discussion about the preliminary levy reductions, the Police Department staffing requests and reducing the amount contributed and time to pay down the Arts Center debt. Ms. Lenz discussed the reasons for the election costs and budget. Ms. Lenz commented on leveling the amount to pay off the Arts Center debt over a set amount of years and reminded the Council that the Arts Center roof project is scheduled in upcoming years. Ms. Lenz discussed the future of the Cable Franchise Fees and the potential impact of that funding source being reduced . Mr. Mornson commented that Ehlers Inc. could be scheduled to review the Financial Management Plan (FMP) at a future Work Session. General feedback from the Council was in agreement with preliminary reductions to the levy, leveling off the amount to reduce the Arts Center debt and lowering the levy increase to under 11%. Staff would update the Council with the percentage levy increase. HOPKINS CITY COUNCIL WORK SESSION PROCEEDINGS OCTOBER 8, 2019 ADMINISTRATION City Manager Mornson gave the following updates:  Employee Recognition event on November 13.  Discussion of nominations for employee rookie of the year and employee of the year recognition.  A resident thanked Blake School for landscape improvements.  Discussion of the Artery event on Saturday, October 12.  Discussion of the National League of Cities conference. UPDATES  Council Member Brausen asked about dead trees along 2nd Avenue S. Mr. Stadler commented that the trees are on MnDOT property and staff would address it wi th them.  Council Member Kuznia toured the Blue Lake Wastewater Treatment Plant.  Council Member Hunke discussed the Fire Department Open House on Saturday, October 12.  Mayor Gadd asked about the Excelsior Blvd closure. Mr. Stadler explained the reasons for closure until November 15.  Mayor Gadd commented that resident Ray Novak was selected for an Honor Flight on November 2.  Mayor Gadd discussed the Hopkins Race and Equity Initiative event. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Brausen, second by Kuznia, the meeting was unanimously adjourned at 9:31 p.m. Respectfully Submitted, Debbie Vold ATTEST: ___________________________ ____________________________ Jason Gadd, Mayor Amy Domeier, City Clerk