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AgendaTHIS FINAL AGENDA IS SUBJECT TO CHANGE UNTIL THE START OF THE CITY COUNCIL MEETING Schedule: I. CALL TO ORDER 1. Special order of business: Proclamation for Jerre Miller • II. OPEN AGENDA - PUBLIC COMMENTS /CONCERNS (Public must fill out a Speaker Request Form. Three minute limit for each person) III. REPORTS — COMMITTEES /COMMISSIONS IV. CONSENT AGENDA HOPKINS CITY COUNCIL FINAL AGENDA November 18, 2003 7:30 pm 7:00 pm — Reception for Jerre Miller 7:30 pm — City Council Meeting Work Session at conclusion of City Council meeting RECEPTION FOR JERRE MILLER 7:00 pm Raspberry Room 1. Minutes of November 5, 2003 City Council Meeting 2. Minutes of November 12, 2003 City Council Work Session 3. Approve engineering services agreement, Lift Station #7; (CR2003 -170) - Stadler 4. Approve agreement for snow storage site lease, SuperValu property; (CR2003- 169) - Stadler Vote: Brausen Jensen Rowan Johnson Maxwell V. NEW BUSINESS 1. Request for use of unimproved right -of -way; (CR2003 -171) - Stadler Vote: Brausen Jensen Rowan Johnson Maxwell QUESTIONS OR COMMENTS? CALL THE RAZZLE LINE — 939 -1421 (The Razzle Line is the City of Hopkins voice message system) • 2. Amend CUP for dental office at 1222 Mainstreet; (CR2003 -168) — N. Anderson Vote: Brausen Jensen Rowan Johnson Maxwell 3. Lawful gambling premises permit for Youth Hockey Association; - (CR2003 -157) - Obermaier Vote: Brausen Jensen Rowan Johnson Maxwell 4. Procedure for handling lawful gambling funds; (CR2003 - 136) — Genellie Vote: Brausen Jensen Rowan Johnson Maxwell 5. First reading, gas and electric franchise fee ordinance; (CR2003 - 167) — Stahmer Vote: Brausen Jensen Rowan Johnson Maxwell 6. Parking permit fee increase; (CR2003 - 165) — Stahmer Vote: Brausen Jensen Rowan Johnson Maxwell 7. Approve purchase of telephone system; (CR2003 - 166) - Genellie Vote: Brausen Jensen Rowan Johnson Maxwell VI. ADJOURNMENT • • The Canvassing Board met in the Council Chambers of the Hopkins City Hall on November 5, 2003. Present were Mayor Maxwell and Council Members Brausen, Jensen, Rowan, and Johnson. Mayor Maxwell called the Canvassing Board to order at 7:23 p.m. The number of registered voters at 7:00 a.m. on Election Day was 8,830. The Mayor's office and two seats on the City Council were on the ballot. In the Mayor's race, there was one candidate, Eugene "Gene" Maxwell, the current mayor. In the City Council race, there were three candidates, Diane Johnson, current City Council Member; Jay M. Thompson; and Cheryl Youakim. The number of votes each candidate received was: Mayor Eugene "Gene" Maxwell 797 City Council Diane Johnson 601 Jay M. Thompson 544 Cheryl Youakim 394 Canvass Board Member Jensen moved and Member Brausen seconded a motion to declare Eugene "Gene" Maxwell with 797 votes as the winner of the Mayor's race; also declaring Diane Johnson with 601 votes and Jay M. Thompson with 544 votes as winners of the City Council Race. Member Rowan moved and Member Johnson seconded a motion to adjourn the Canvassing Board. The motion was approved unanimously. A regular meeting of the Hopkins City Council was held on November 5, 2003, in the Council Chambers of the Hopkins City Hall. Present were Mayor Maxwell and Council Members Brausen, Jensen, Johnson, and Rowan. Also, present were staff members Mielke, Stadler, J. Anderson, Kurtz, and City Attorney Jerre Miller. I. CALL TO ORDER Mayor Maxwell called the meeting to order at 7:36 p.m. II. OPEN AGENDA - PUBLIC COMMENTS AND CONCERNS Kim Tsoukalas, 1222 Wagon Wheel Road, appeared before the Council. Ms. Tsoukalas is the St. Paul Winter Carnival's current Klondike Kate. Her reign will end. in January, when a new Kate will be chosen. Ms. Tsoukalas will then become one of seven active Kates that do many events through out the year. As the Current Kate, Ms. Tsoukalas has made over 275 appearances since last January. Ms. Tsoukalas sang Happy Birthday to Mayor Maxwell. III. PRESENTATION There were none. IV. REPORTS - COMMITTEES /COMMISSIONS 1. Zoning and Planning Commission Robert Hatlestadreported that the Commission reviewed three items. The applicant withdrew a side yard variance request for The Hitching Post. The Hitching Post project will be completed without a variance. The Commission held a public hearing on the East End Overlay District. Three people came forward. The item was continued to the November meeting. The Commission discussed the site plan review ordinance. The site plan review process would take the place of the conditional use permit. A public hearing will be held on the proposed ordinance at the November meeting. 2. Chemical Health Commission Bert Schmidt reported that the Commission held a meeting on November 3 Jessica Kemmer reminded everyone that Chemical Health Week is November 17 through 21. Several events will take place at the high school through out that week. Ms. Kemmer also presented the final draft of the Reduce the Use Action Plan Worksheets. The worksheets contained the comments from the Steering Committee. The Commission discussed the comments. Kathy Magdal is now in all nine 5t grade classes co- teaching Project ALERT, a drug awareness program. Kids seem more receptive to this program than they were to CounterAct. The commission discussed ways to enhance public visibility with the goal of drawing residents to become active in the Commission. Teen Alone will be sending a representative to the December Meeting. The Commission discussed the legislation to change legal alcohol limits for driving from 0.10 to 0.08. V. CONSENT AGENDA • • • 1 • • 1. Minutes of October 21, 2003, City Council Meeting 2. Minutes of October 14, 2003, City Council Work Session 3. Minutes of October 21, 2003, City Council Work Session 4. Minutes of October 28, 2003, City Council Work Session 5. Ratify Prior Month's Disbursements Council Member Rowan made a correction to the October 21, 2003 City Council Meeting Minutes. The minutes stated that Mayor Maxwell stepped down. The do not state that Mayor Maxwell returned. Council Member Johnson moved and Council Member Brausen seconded a motion to approve the Consent Agenda as amended. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Rowan, aye; Council Member Johnson, aye; Mayor Maxwell, aye. The motion carried unanimously. VI. PUBLIC HEARING There were none. VII. NEW BUSINESS 1. Approve Feasibility Report and Order Public Hearing, 2004 Street Improvements (CR2003 -163) At the September 16, 2003, meeting, the City Council authorized city staff to prepare a feasibility study concerning street and storm sewer improvements on 1S St N from 17 Ave N to 21St Ave N. John Anderson reviewed the findings of the study and outlined the schedule which includes conducting a public improvement hearing on December 2, 2003. 70% of the street costs is proposed to be assessed to the benefiting properties. This area includes those properties bounded by 17t Avenue N., 2 Street N., 21" Avenue N., and the alley north of Mainstreet. The calculated assessment rate exceeds the assessment cap amount, therefore the project is proposed to be assessed at the assessment cap rate of $24.85 per front foot based on the previous three similar projects. A neighborhood meeting was held on October 29t Seventeen residents attended. The comments were mostly positive. Council member Jensen noted that a number of responses to the questionnaire have been submitted with specific questions and asked if these residents have been contacted with answers. Mr. Anderson replied that staff can prepare answers to general questions and distribute that along with the notice of the public hearing. Mr. Stadler said staff will contact those residents who have specific questions by phone. Mr. Mielke asked if staff felt that inflation should be accounted for in the calculation of the assessment cap. Mr. Anderson responded that the current assessment policy does not specifically mention accounting for - inflation and therefore the recommended cap on this project does not included inflation. Mr. Stadler responded that it may be prudent to included an inflation factor on projects in the future. Mayor Maxwell noted that with this action the City is not obligated to proceed with the project. In fact the city is not obligated to proceed until a construction contract is approved by the city council. Council Member Rowan moved and Council Member Brausen seconded 'a motion to adopt Resolution 2003 -101, Resolution Ordering Public Improvement Hearing, 2004 Street and Utility Improvements, City Project 2003 -10. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Johnson, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 2. Minnesota Metro Public Safety Radio Project Budget (CR2003 -161 In July, 2003, the City Council approved the City's participation in the Minnesota Metro Public Safety Communications System and the acquisition of the equipment necessary to do so. Staff has worked with the Metropolitan Radio Board's consulting engineer and Hennepin County Sheriff's Radio personnel to draft a preliminary implementation and equipment specification plan. A structural engineering study was conducted on the existing tower to determine if the tower is sufficient to support the addition of a microwave dish. Staff has applied for available state and federal funding available for the project. The City has been awarded $169,400 in Homeland Security monies to go toward the purchase of mobile and portable radio equipment and accessories. The estimated total cost of the project is $900,298. At this time, there are sufficient funds in the Equipment Replacement Fund to pay for all anticipated expenditures for the project. The City may have to pay for project expenses up front and be reimbursed at a later date. Council Member Jensen moved and Council Member Brausen seconded a motion to authorize the proposed budget and proceed with the acquisition of equipment necessary for the 800 MHz radio system. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Johnson, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 3. Professional Services Agreement, Radio Systems Upgrade (CR2003 -162) t • • • 1 For the two -way radio communications system upgrade related to the migration to use of the Minnesota Metro Public. Safety Radio System, the City needs to acquire the services of a registered professional engineer to assist in the development of final design and equipment details. Mr. Ronald Vagemast provided engineering services during the preliminary feasibility study for the project. Mr. Vagemast is a registered engineer with considerable knowledge of the Minnesota Metro Public Safety Radio Project. The fee is $24,000. Council Member Johnson moved and Council Member Brausen seconded a motion to authorize the City of Hopkins to enter into a professional service agreement with Ronald Vegemast Engineering, Inc. to provide engineering services for the 800 MHz radio project. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Johnson, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 4. Facilities Project Update Steve Stadler, Director of Public Works, reviewed the budget status of the project. Currently, the project has used about $40,000 of the $900,000 contingency budget. Mr. Stadler showed photos of the stages of work at the various facilities. Dave Chase, Kraus Anderson Construction, the project manager, appeared to inform the Council of the schedule for completion of the project. Mr. Chase also spoke of a few problems that have come up and of how they have been dealt with. No action was taken. VIII. ADJOURNMENT There being no further business, Council Member Jensen moved and Council Member Brausen seconded a motion to adjourn the meeting. The meeting was adjourned by unanimous consent at 8:43 p.m. Respectfully Submitted, Terry Obermaier, City Clerk COUNCIL MEMBERS November 12, 2003 Page 1 UNAPPROVED MINUTES CITY COUNCIL WORK SESSION - November 12, 2003 A work session of the Hopkins City Council was called to order by Mayor Gene Maxwell at 7:30 p.m. on November 12, 2003, at the City Hall: Council members Brausen, Johnson and Rowan were present. City personnel present were: City Manager Steve Mielke; Facilities Manager Jay Strachota; Pavilion Manager Don Olson; Public Works Director Steve Stadler, Economic Director Jim Kerrigan and Finance Director Lori Yager. Pavilion Locker Room Addition Mr. Olson said the school district and the hockey programs wants locker rooms. They had hoped the lockers and the mezzanine could be done together, but found that impossible. He later added construction trailers had been used for the hockey teams in prior years and this winter they will use a warming house. He thinks the school hockey would leave if they don't get lockers. The district is now trying to find ways to help Hopkins with it, such as architects, etc., and is helping work on a financial package including Youth Hockey, the Booster Club, and rental rate changes (the school would pay an inflated rental rate to add $13,000). Another idea is to sell naming rights. Mr. Mielke noted that had been used only for HCA. The Jaycees had given $400,000 to build the Pavilion; that needs to be kept in mind. He later suggested names have time limits. Ms. Johnson said she feels the Jaycees would be upset if a donation would get the arena named for someone and their previous gift was ignored, especially as they no longer have money for further donations. General discussion followed. General Consensus was that the Pavilion name will not be changed. Naming rights for interior areas and rooms would be possible, but the Jaycees should be consulted first. Mayor Maxwell suggested the Jaycees could have the mezzanine named for them. Mr. Olson should continue with the idea, but keep the Council updated. Building Facility Charge Mr. Strachota said the leases for HCA tenants do not prevent a facility charge. For those events not having tickets, he suggested a CPT surcharge going directly to Hopkins and raising room rates. Mr. Brausen felt HCA, Inc., should pay a higher rate. Ms. Johnson agreed, but said the revenue sharing agreement should stay in place in case their income soars in the future. Mayor Maxwell felt 25C could be added on children's tickets. Mr. Rowan felt a percentage would be easier to track than a per ticket fee. General Consensus was to raise room rates and the tech (CPT) fees. Ticket facility charges should be 10% (perhaps capped at $2.00 except for children's events it should be 25C. Two Council members will be appointed to sit in on negotiations with tenants as Mr. Strachota requested (Mr. Brausen said he would be willing). The new rates will be brought to the Council for review before implementation. Budget Review; Utility and Special Revenue Funds Ms. Yager said special revenue funds are settled. Enterprise funds are still undecided. Economic Development Funds Mr. Kerrigan went over the funds in his department. He noted the large salary increase in November 12, 2003 Page 2 Economic Development is due to Steve Stahmer's salary now being totally in this department. The HRA levy will drop from $106,000 in 2003 to 0 in 2004 to keep taxes as low as possible, but the HRA levy will be brought back in time . $61,000 will be transferred to HCA from this fund. PARA transit will get $15,648 from the general fund to cover the second van expense. Council suggested the Food Shelf be added to the approved list of stops. Parking permit fee increases will be brought, to the Council at the next meeting. Section 8 has grown to 400 units. Shannon Smith's salary will now be 20% under this. Mr. Mielke asked for documentation on where the units are located. Mr. Kerrigan said Hopkins is reimbursed $27 /person/month to help cover expenses. Mr. Mielke asked if the increased fund balance could become a problem with the state; Mr. Kerrigan said Met Council contracts for this program; Ms. Yager added a new copier for $11,600 would be bought. Answering Mayor Maxwell, Mr. Kerrigan said landlords are not tied to a term when they contract with Section 8; more always join when rentals have more vacancies. He noted TIF district 2 -7 for Thermo Tech decertifies in 2004. District 2 -11 is unsettled as it depends on North Annex development. Ms. Yager noted the district for downtown could be decertified in 2005. There will be 3 decertified in 2005. At present there are 9 districts. She added the tax reform of 2001 changed TIF districts. Utility Funds Mr. Mielke noted the public hearing on franchise fees used $1.50; the Council can lower this to $1.00. Mayor Maxwell asked about debt service on the facilities. Ms. Yager said in 2003 it was $540,000; in 2004 and continuing on it will be about $1 million. She added Mr. Stadler had not had a chance to go over her new budget figures for these funds; she based them on reorganization plan 3 with highest estimates for the transition period. Mr. Stadler added it does not include a half -time maintenance person. Central Hopkins should be on the radio read meter system shortly. Ms. Yager said she is projecting a 15C water charge increase for 2005. A 5 % increase by Met Council for refuse disposal in 2004 will mean an increased rate in 2006. She did not budget the brush pick -up fee increase in the budget but the recycling increase is included. The change in the county grant formula meant a loss of $5,000 for Hopkins. Answering Mayor Maxwell she said the radio costs in these fund budgets were their share of the 800 -trunk system. Storm sewer bonds were issued this year as there was a deficit, but she is not projecting a rate increase. Mr. Stadler noted Shady Oak Road construction could have costs for this fund. Ms. Yager summarized that the only rate increase in 2004 would be the brush pick -up. Answering Council questions, she said the reduction of the levy by $175,000 would mean a 7.48% gross levy increase, or an $8 per month increase for the average homeowner. Other Mr. Mielke announced Jim Lenz had died. Public Works employees are trying to raise enough money to dedicate a park bench for him. He continues to receive e-mails from the Presidential neighborhood. Ms. Sanders submitted a request and has been put on the next Council meeting agenda. Neighbors have been informed. Council members commented on employee reactions to the budget. It was agreed to address budget matters at the next work session on November 25, with December 1 as a back -up date. • • • November 12, 2003 Page 3 p.m. Ms. Johnson moved adjournment. Mr. Brausen seconded. Meeting adjourned at 10:20 Kasey Kester, Secretary ATTEST: Eugene J. Maxwell, Mayor COUNCIL MEMBERS: