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IV.1. Minutes of the October 15, 2019 City Council Regular Meeting Proceedings HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 CALL TO ORDER/PLEDGE OF ALLEGIANCE Pursuant to due call and notice thereof a regular meeting of the Hopkins City Council was held on Tuesday, October 15, 2019 at 7:00 p.m. in the Council Chambers at City Hall, 1010 First Street South, Hopkins. Mayor Gadd called the meeting to order followed by the Pledge of Allegiance with Council Members Brausen, Kuznia, Halverson and Hunke attending. Staff present included City Manager Mornson, Finance Director Bishop, Director of Planning and Development Elverum, Assistant City Engineer Klingbeil, Assistant City Manager Lenz, City Attorney Riggs, Public Works Director Stadler and City Engineer Stanley. ADOPT AGENDA Motion by Brausen. Second by Halverson. Motion to Adopt Agenda. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. PRESENTATIONS III.1. Update from Judge Bernhardson Chief Judge Bernhardson, Hennepin County District Court, gave an update on the Fourth Judicial District, court locations, jury service and the innovations and challenges of the court system. Council Member Brausen asked about court referees. Judge Bernhardson commented that court referees have an area of specialty and make effective use of judicial resources. Mayor Gadd thanked Judge Bernhardson for the report and the great cooperation of the Hennepin County Court System. III.2. Proclamation Recognizing Driskill’s Downtown Market Rounding Up Program Mayor Gadd read the proclamation honoring and celebrating the successful Rounding Up Program of Driskill’s Downtown Market. A representative of Driskill’s Downtown Market commented that they are happy to provide the community with the opportunity to give back. Mayor Gadd commented that it is important to recognize and support the businesses in our community. CONSENT AGENDA Motion by Kuznia. Second by Hunke. Motion to Approve the Consent Agenda. 1. Minutes of the October 1, 2019 City Council Regular Meeting Proceedings 2. Minutes of the October 1, 2019 City Council Work Session following Regular Meeting Proceedings 3. Minutes of the October 8, 2019 City Council Work Session Proceedings 4. Resolution Amending Fees in Chapter 10 of the Hopkins City Code HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 5. Approval of Tobacco License Application for Smoke & Vape Inc. 6. Approve Assessment of Private Waterline Repairs Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. PUBLIC HEARING 1. Adopt Assessment Roll – 2019 Miscellaneous Special Assessments Finance Director Bishop discussed the staff report. Mr. Bishop commented that the special assessments are for delinquent utility bills, citations, and invoices. Mr. Bishop discussed the payment options and commented that no appeals had been received to date. Council Member Brausen asked about public notification. Mr. Bishop discussed the notification procedure in regards to unpaid balances. Mayor Gadd commented that the total amount to be assessed is the lowest in the last ten years. Mayor Gadd opened the public hearing at 7:14 pm. No residents came forward to address the Council. Motion by Brausen. Second by Halverson. Motion to close the Public Hearing at 7:15 p.m. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. Mr. Bishop discussed the payment schedule options and deferment plan. Motion by Halverson. Second by Hunke. Motion to Approve for adopt Resolution 2019-080, Resolution for Adoption of Assessment Roll, 2019 Miscellaneous Special Assessments. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. OLD BUSINESS VI.1. Edge Treatment Alternatives Review - 2020-2021 Street and Utility Improvements, City Project 2019-10 Mayor Gadd explained that this was a continuation of a discussion for the Interlachen Park neighborhood and that staff was directed to evaluate edge treatment alternatives. Mayor Gadd discussed the rules for addressing the Council. In addition to City staff, a representative present for the item was Mike Waltman, Bolton & Menk Inc. Mr. Waltman discussed the public outreach and engagement actions. Mr. Waltman addressed the key issues and tree impact concerns and explained the correlation between edge treatments and tree impacts, discussed the utility service replacement coordination and commented that tree impacts have been reduced from 190 to 156 trees. Mr. Waltman discussed the tree impact comparison to other HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 neighborhood street construction projects. Mayor Gadd asked how the tree impact number was reduced. Mr. Waltman discussed the outreach activities that helped reduce the number of trees impacted. Mr. Waltman gave an overview and reasons behind the eleven edge treatment alternatives. Mayor Gadd asked how they chose the alternatives to study. Mr. Waltman explained that after meeting with residents they came up with a comprehensive list of alternatives. Mr. Waltman gave an overview of the steps taken in the cost estimating process giving examples of typical sections, excavation analysis and a summary of initial installation costs. Mayor Gadd asked about the typical section scenario. Mr. Waltman explained that the sections were compared objectively. Mr. Waltman gave an overview of the life cycle cost estimating process and pavement service life studies. Mayor Gadd asked about the effects of substructure water on the pavement lifecycle. Mr. Waltman discussed pavement service life impacts and the importance to build the streets correctly from the start to prevent future issues. Council Member Hunke asked about the underdrain system and Council Member Halverson asked about subsurface moisture. Mr. Waltman discussed MnDOT studies on the effectiveness of drainage systems and the ability to keep moisture out of the subgrade. Mr. Waltman gave an overview of pavement management best practices, maintenance practices during the pavement life cycle and itemized cost estimates for each edge treatment alternative. Mayor Gadd asked about the crack seal, seal coat and mill and overlay options. Mr. Waltman gave an explanation of street maintenance procedures and discussed the typical life cycle of pavement explaining that street maintenance procedures are not cost effective after a certain age of the pavement. Mr. Waltman discussed the Evaluation Matrix and gave a summary of the criteria and components of the matrix. Mr. Waltman discussed the key findings and recommendations of the concrete curb and gutter alternatives. Council Member Halverson asked about the B612 and B618 curb alternatives. Mr. Waltman explained that B612 is found in other communities and that the curbs are interchangeable. Mayor Gadd asked about the installation costs and the proposed treatments at the ends of dead-end streets. Mr. Waltman discussed the excavation costs and explained the small diameter culs-de-sac proposed. Council Member Hunke asked about the clear curing compound option. Mr. Waltman discussed the aesthetic differences compared to the typical white curing compound. City Engineer Stanley commented that staff’s recommendation is to install the B612 curb and gutter with the clear curing compound. The decision is based on sound engineering principles and financial implications. Mayor Gadd thanked Bolton & Menk for the in depth report. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 Stuart Alger, attorney on behalf of the neighbors opposed to the curb and gutter option, requested that Council continue the matter until November 18 so the neighborhood could fully consider the alternatives in the report and discuss options with staff. Mr. Alger commented that the neighbor’s primary objection is that the aesthetics of curb and gutter are inconsistent with the character of the neighborhood. Robert Sykes, 19 Hawthorne Road, commented on the character of the neighborhood asking that streets be replaced with no gutter treatment. Mr. Sykes commented that more time is needed to address the issue. Marie Cote, 1401 Preston Lane, commented the streets are in need of repair and from her personal and professional standpoint as a civil engineer that she is in favor of the staff recommendation of curb and gutter. Ms. Cote commented on the engineering analysis, that residents have been well informed about the project and that it was a good decision by Council to listen and address concerns. Cynthia Heinemann, 136 Hawthorne Road, asked that Council consider an extension so the neighborhood could take another look at what has been proposed. Ms. Heinemann expressed concern regarding tree loss. Adam Engebretson, 235 Holly Road, thanked staff for the community engagement and commented that he supports curb and gutter as the best option for functionality and cost. Mr. Engebretson commented on the current condition of poor drainage and crumbling streets and asked that Council move forward with the project. Christopher Jadin, 216 Oakwood Road, commended the Engineer’s presentation and commented on his support of curb and gutter based upon his experience of water ponding, careless parking, rutted lawns and unsightly road markers. Mr. Jadin encouraged Council to adopt the recommendation of staff. Pat and Kirk Watson, 200 Meadowbrook Road, due to aesthetics, tree loss, loss of property value they are opposed to installing curb and gutter. Ms. Watson commented that curb and gutter is an unnecessary addition to the neighborhood. Ryan Johnson, 4 Hawthorne Road, supports curb and gutter based upon his experience of water ponding, potholes and ruts in yards. Mr. Johnson commented on the long term benefits of curb and gutter and thanked the Council and staff for listening to the neighborhood. Matt Pavek, 224 Oakwood Road, commented that he appreciated Council listening to the neighborhood opinions and discussed the importance of saving trees to preserve the character of the neighborhood. Mr. Pavek concurred with the recommendation of staff and commented that the B612 curb and gutter is a good compromise. Mr. Pavek commented that the new streets would enhance the neighborhood. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 Timothy Molepske, 1603 Preston Lane, supports curb and gutter commenting that the curbs would help define the streets, prevent ruts in yards and improve drainage. Mr. Molepske commented on the thorough presentation by the Engineers, expressed concern about construction delays increasing costs and encouraged Council to move forward with the recommendation of staff. John Rueder, 98 Meadowbrook Road, complimented the presentation but does not support curb and gutter. Mr. Rueder suggested that the neighborhood vote on the project and asked what the City would do with the savings. Robby Bershow, 136 Maple Hill Road, asked that the Council allow the neighborhood more time to evaluate the evidence. Judy Worrell, 148 Interlachen Road, discussed the petition, character of the neighborhood, tree loss and history of the project process. Ms. Worrell commended the staff for responding to the neighborhood concerns. Roy Schwappach, 125 Oakwood Road, discussed the aesthetics and uniqueness of the neighborhood commenting that the residents are passionate about the neighborhood. Matt Weisenberg, 1611 Preston Lane, supports curb and gutter based upon experience with water ponding on the street. Mr. Weisenberg commented that the new streets would last longer and add value to neighborhood. Bob Worrell, 148 Interlachen Road, respected the Engineer’s presentation and commented on the low traffic volumes in the neighborhood and that curb and gutter is needed for high traffic roads. Mr. Worrell asked for more time to explore a mixture of edge alternatives. Mayor Gadd closed the public comments at 9:11 p.m. thanking the residents for their comments and opinions. Mayor Gadd asked about the effects of a 30-day delay. City Engineer Stanley discussed the project schedule commenting that competitive bids could be jeopardized by additional delays. Mayor Gadd asked about drainage issues and the tree study. Mr. Stanley commented that the streets are in poor condition and drainage needs to be addressed and better controlled. Mr. Stanley commented that each tree scheduled to be removed would be categorized based upon why it needs to be removed. The resident would be notified with options for additional steps to save the tree. Council Member Hunke asked about the process. Mr. Waltman discussed the tree coordination process and letters to be sent to property owners. Council Member Brausen asked about addressing individual locations of poor drainage. Mr. Stanley and Mr. Waltman discussed the many different situations in regards to drainage and discussed the layout for sewer placement. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 Mayor Gadd asked about the bituminous edge treatment and the street maintenance schedule. Mr. Stanley discussed the performance of the thickened bituminous edge, explained that the edges of the roads are extensively patched and discussed the maintenance actions for streets. Staff discussed the history of the Capital Improvement Plan, street reconstruction schedule and explained that street condition is rated every 4 years. Mayor Gadd asked about the savings to the City. Mr. Stanley commented that the any savings would be used to funds street maintenance which is paid for by the entire City. Council Member Kuznia commented that he had reached out to contractors and the comments were that an edge provides better ability to pave. Council Member Kuznia commented that curb and gutter is the long lasting best financial option and that the Engineer’s report validated curb and gutter. Council Member Hunke asked about the warranty. Mr. Stanley commented that the City requires a 2-year warranty. Council Member Brausen commented that this has been a tough decision for the Council and he would not be against more discussion but is concerned about the time delay. He commented that the neighborhood is passionate about where they live and appreciates the educational discussion and the Engineer’s report. Council Member Hunke discussed the difficult decision and tight project schedule. He commented that the B612 alternative is the most reasonable, cost effective and functional alternative. Mayor Gadd commented that there has been good discussion throughout the entire process and that it is the Council’s role to be financial stewards and assess the impact on the entire City. Motion by Kuznia. Second by Halverson. Motion to Adopt Resolution 2019-081, Resolution Finalizing Scope of Public Improvement with the staff recommendation of B612 with clear coat curing compound. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. NEW BUSINESS VII.1. 2020-2024 Equipment Replacement Plan (ERP) Finance Director Bishop discussed the staff report. The ERP has been discussed at two Council Work Sessions. The ERP is a 5-year plan updated annually. Mr. Bishop HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 discussed what is included in the plan, funding sources, proposed tax levy, included projects and ending balance. Mr. Bishop explained that the 2021-2024 ERP is included in the plan but not authorized at this time. Mayor Gadd commented that the ERP has been reviewed at Council Work Sessions and that the departments have used cost effective ways to handle the budgets. Mr. Bishop commented on the reasons for the equipment delays and additions. Motion by Halverson. Second by Hunke. Motion to Adopt the 2020-2024 Equipment Replacement Plan. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. VII.2. 2020-2024 Capital Improvement Plan (CIP) Finance Director Bishop discussed the staff report. The CIP is a 5-year plan updated annually. Mr. Bishop gave an overview of the funds included in plan, funding sources and proposed projects. Mr. Bishop discussed the projects on hold until approval from City Council. Only the proposed 2020 items would be authorized in the plan. Mayor Gadd asked about the Central Business District lighting upgrade. Mr. Stadler commented that the Mainstreet lighting not completed in the reconstruction project would be upgraded to LED. The aging lighting system needs to be upgraded. Council Member Brausen asked about the 2021-2024 CIP projects. Mr. Bishop commented that the CIP is reviewed annually with Council. Council Member Hunke asked about the projects on hold. Mr. Bishop commented that the projects on hold would be discussed at a future City Council meeting. Motion by Hunke. Second by Halverson. Motion to adopt the 2020-2024 Capital Improvements Plan. Ayes: Brausen, Kuznia, Gadd, Halverson, Hunke. Nays: None. Motion carried. ANNOUNCEMENTS  Next City Council meeting is Monday November 4.  Tuesday, November 5 is Election Day. HOPKINS CITY COUNCIL REGULAR MEETING PROCEEDINGS OCTOBER 15, 2019 ADJOURNMENT There being no further business to come before the City Council and upon a motion by Kuznia, second by Brausen, the meeting was unanimously adjourned at 10:02 p.m. OPEN AGENDA – PUBLIC COMMENTS AND CONCERNS The City Council did not receive any comments or concerns. Respectfully Submitted, Debbie Vold ATTEST: ______________________________ __________________________________ Jason Gadd, Mayor Amy Domeier, City Clerk