10-16-2012 CCA regular meeting of the Hopkins City Council was held on October 16, 2012, in the Council
Chambers of the Hopkins City Hall. Present were Mayor Maxwell, Council Members Cummings,
Gadd and Halverson. Also, present were staff members Genellie, Harkess, Mornson, Stadler and
City Attorney Jeremy Steiner.
I. CALL TO ORDER
Mayor Maxwell called the meeting to order at 7:28 p.m.
II. PRESENTATION
1. Recognize Eagle Scout for work on the Community Bulletin Board
Mr. Genellie gave an overview of the Community Bulletin Board project and publically recognized
Garrett Leatherman, an Eagle Scout in Troop 346, for his contribution to the City of Hopkins.
Mr. Leatherman thanked the City and Council for the opportunity to take on the project as part of
his Eagle Scout requirements. Mayor Maxwell thanked Garrett for his time and effort on the project.
III. REPORTS
1. Third Quarter Financial Report; Harkess
Ms. Harkess addressed the Council reviewing the Third Quarter Financial and Investment Report.
Ms. Harkess gave an overview of the General Fund, revenues & expenditures; Grants received
comparisons of the last four years, dispatch savings and the expenditures by department. Ms.
Harkess also reviewed the Special Revenue Fund, the Enterprise Funds and the cash & investments.
The 2013 budget hearing is scheduled for December 4t" at 7:30 pm and the Finance Department is
working on the Financial Management plan, Debt Management plan and Debt Compliance plan.
There was discussion by Council regarding the water meter replacement project that is ahead of
schedule and that the 2013 Budget will be available to be reviewed by the public prior to the
December 4t" Budget meeting.
IV. CONSENT AGENDA
1. Minutes of the October 2, 2012 Council Meeting
2. Minutes of the October 2, 2012 Work Session Following the Council Meeting
3. Minutes of the October 9, 2012 Joint Work Session
4. Minutes of the October 9, 2012 Work Session
5. Approve Amendment to 2013 — 2017 Capital Improvement Plan (CIP); (CR 2012-121)
6. Approve Resolution 2012-074, Authorizing Continuing the Contract of the Chemical Assessment
Team (CAT); (CR 2012-117)
Council Member Cummings moved and Council Member Gadd seconded a motion to approve the
Consent Agenda. A poll of the vote was as follows: Council Member Cummings, aye; Council
Member Gadd, aye; Council Member Halverson, aye; Mayor Maxwell, aye. The motion carried.
V. NEW BUSINESS
1. Approve Right -of -Way Acquisition with Hennepin County and the City of Minnetonka for Shady
Oak Road Reconstruction; (CR 2012-118)
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Mr. Stadler and Ms. Jennifer Lowry, Hennepin County Transportation Department, addressed the
Council regarding the agreement for Right -of -Way Acquisition with Hennepin County and the City
of Minnetonka for Shady Oak Road Reconstruction. Mr. Stadler gave an overview of major
elements of the agreement, estimated costs and displayed the preliminary layouts of the road
project. Mr. Steiner, City Attorney, has reviewed the agreement. A public meeting is schedule for
November 1, 5-7 pm, at Hopkins City Hall regarding environmental impacts and preliminary road
design plans. Hennepin County has notified affected property owners regarding the meeting. Future
public meetings will be scheduled regarding buffer areas.
There was much Council discussion regarding possible improvements to retaining wall along Shady
Oak Road and Mainstreet, 2nd Street realignment, 2nd Street homeowner concerns, impact to
wetlands, 30 mph speed limit, 1St Street closed off at Shady Oak Road and road construction
impacts to traffic and businesses.
Ms. Lowry addressed the Council regarding holding ponds, goal to keep Shady Oak Road traffic
lanes open during construction and the project schedule.
Don Bates, 21 st Avenue North, came forward and addressed Council regarding his concern that 1st
Street will be closed off at Shady Oak Road diverting traffic onto 2nd Street.
Mr. Stadler explained that the agreement is for acquisition rights and not a final road design.
Council directed staff to revisit the intersections and address the homeowner concerns on 2nd Street.
Council Member Cummings moved and Council Member Halverson seconded a motion to
authorize the Mayor and City Manager to sign Hennepin County Agreement #PW 04-01-07 an
agreement setting terms and conditions for acquisition of new right of way, permanent and
temporary easements regarding the Shady Oak Road reconstruction project. A poll of the vote was
as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member
Halverson, aye; Mayor Maxwell, aye. The motion carried.
2. Establish Legislative Policy 6-H, Debt Management Policy; (CR 2012-119)
Ms. Harkess gave an overview of the Debt Management Policy. Bond rating firms when reviewing
a City's financial condition recommends that cities have a Debt Management Policy in place. A
Debt Management Policy sets forth guidelines for issuing long-term debt, how the funds are to be
used, the decisions when to sell bonds, the communications needed during the process and what
projects can and should be included in the City's bonding. The City of Hopkins' Financial Advisor,
Ehlers, made suggestions to strengthen the policy.
There was much Council discussion regarding the bond rating, policy will be a good tool & not
restrictive and that it does not change what the City has been doing, it just formalizes the guidelines.
Mr. Steiner advised Council regarding policy changes vs. a resolution and that Ehlers is very
qualified to review the policy.
Mr. Genellie advised Council that the policy would be effective immediately after Council approves
the resolution.
Council Member Gadd moved and Council Member Cummings seconded a motion to Adopt
Resolution 2012-075 establishing Legislative Policy 6-H Debt Management Policy. A poll of the
vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council
Member Halverson, aye; Mayor Maxwell, aye. The motion carried.
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3. Establish Legislative Policy 6 —1, Debt Compliance Policy; (CR 2012-120)
Ms. Harkess gave an overview of the Debt Compliance Policy. The City of Hopkins does not
currently have a Debt Compliance Policy. New rules by the IRS require cities to disclose whether
they have Debt Compliance Policy and Procedures in place, failure to check the boxes on revised
IRS form could trigger an audit. The City of Hopkins contracts with Ehlers to do the debt
monitoring and arbitrage reporting.
There was much Council discussion regarding the designation of Ehlers to monitor the City's debt
compliance but ultimately the Finance Director is responsible for compliance with obligations.
Council Member Halverson moved and Council Member Cummings seconded a motion to Adopt
Resolution 2012-076 establishing Legislative Policy 6-I Debt Compliance Policy. A poll of the vote
was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member
Halverson, aye; Mayor Maxwell, aye. The motion carried.
OTHER:
• Beyond the Yellow Ribbon meeting on October 25, 2012
• SWLRT released the environmental impact statement and copies are available at City Hall,
Hennepin County Library and on the SWLRT website.
• Special City Council meeting on October 23 at 6 pm to discuss the BP site
• Next City Council meeting is on Wednesday, November 7th due to Election Day on November
6th
VI. ADJOURNMENT
There being no further business, Council Member Cummings moved and Council Member Gadd
seconded a motion to adjourn the meeting. The meeting was adjourned at 8:38 p.m.
Respectfully Submitted,
Debbie Vold
ATTEST:
Eugene J. M xwell, Mayor
COUNCIL MEMBERS
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