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Minutes of the October 15 Council MeetingA regular meeting of the Hopkins City Council was held on October 15, 2013, in the Council Chambers of the Hopkins City Hall. Present were Mayor Maxwell, Council Members Cummings, Gadd, Halverson and Youakim. Also, present were staff members Bradford, Elverum, Harkess, Husevold, Johnson, Luedke, Monahan, Reynolds, Stadler, Mornson and City Attorney Jeremy Steiner. I. CALL TO ORDER Mayor Maxwell called the meeting to order at 7:24 p.m. II. PRESENTATION 1.Recognize Chief Reynolds Completing the FBI Academy Mr. Morrison recognized Chief Reynolds for completing 10 weeks of training at the FBI Academy. Mr. Mornson gave an overview of the FBI Academy, training sessions and awards achieved by Chief Reynolds. Chief Reynolds thanked the Council and Police Department staff for their support and allowing him to attend the Academy. Mayor Maxwell and Mr. Morrison congratulated Chief Reynolds and presented his award certificate. 2. DDACTS Grant and BAIR Analytics Software Sergeant Husevold and Ms. Monahan presented an update on the DDACT Grant including goals, background and timeline of the grant. Sergeant Husevold presented the BAIR analytics, a crime analysis program to identify crime hot spots in the city. Ms. Monahan gave an overview of the current crime rates map that assist officers in identifying areas to effectively combat crime. The Raids online program is available to the public to view crime maps, receive email alerts and report crime tips. The website is www.raidsonline.com. Public relation information pieces will inform residents of the online access to recent crime reports. There was Council discussion that citizens can access the link to Raids on the city website, the software will become property of the city after the grant period with minimal future upgrade costs, that crime tips can be made anonymously and that crime data can be shared with other Police Departments. 3. Final Version of the Police Department Branding Video Captain Johnson presented the Hopkins Police Department Branding Video, a means to identify Hopkins in the law enforcement community. Captain Johnson addressed the Council regarding the decreasing crime rate in Hopkins with increased enforcement efforts by the Police Department. Mayor Maxwell thanked the Police Department for their efforts. III. REPORT Third Quarter Financial Report 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 and the expenditures by department. The third quarter grants received totaled $217,997. Ms. Harkess also reviewed the Special Revenue Fund, the Enterprise Funds and the cash, investments & interest earnings. The 2014 budget hearing is scheduled for December 3, 2013 at 7:00 pm and the Finance Department is continuing to review the Special Revenue & Enterprise Funds and refine the Financial Management Plan. There was discussion by Council regarding the Chemical Assessment Grant, which the State of Minnesota has considered increasing but the city has not been awarded additional funding to date. VI. CONSENT AGENDA 1. Minutes of the October 1, 2013 Council Meeting 2. Minutes of the October 1, 2013 Work Session Following the Council Meeting 3. Minutes of the October 8, 2013 Work Session 1 4. Second Reading; Approve Ordinance 2013-1068, Establishing a Moratorium on the Sale of E - Cigarettes; (Memo) 5. Adopt Resolution 2013-069, Approving the Use of Hennepin County Housing and Redevelopment Authority's Affordable Housing Incentive Fund Loan for Community Involvement Program's Housing Rehabilitation Projects, and, Adopt Resolution 2013-070, Approving the Use of the Hennepin County Environmental Response Fund for the Community Involvement Program Housing Rehabilitation Project; (CR 2013-0111) 6. Adopt Resolution 2013-065, Approving the Deferral of Special Assessment Application for 101 Harrison Ave South; (2013-104) Council Member Gadd moved and Council Member Cummings 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; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. V. PUBLIC HEARING 1. Adopt Resolution 2013-064, Approving the Renewal of a Currency Exchange License for Pawn America Minnesota, LLC, Located at 168 Blake Road North, Hopkins, MN; (CR 2013-103) Ms. Luedke addressed the Council regarding the renewal application by Pawn America for their currency exchange license. This license will allow Pawn America to continue to operate their "check cashing" service. Ms. Luedke gave an overview of the public hearing notices and procedure. There was Council discussion regarding the annual renewal, only location in Hopkins and that the business has been licensed for many years. Mayor Maxwell opened the public hearing at 8:08 pm. No residents addressed the Council. Council Member Cummings moved and Council Member Halverson seconded a motion to close the Public Hearing. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye, Mayor Maxwell, aye. The public hearing was closed at 8:08 p.m. Council Member Cummings moved and Council Member Gadd seconded a motion to Adopt Resolution No. 2013-064, approving the renewal of a Currency Exchange License for Pawn America Minnesota, LLC located at 168 Blake Road North, Hopkins MN. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. 2. Approve Resolution 2013-066, Adopting Assessment Roll, 2014 Street and Utility Improvements, City Project 2013-10; (CR 2013-109) Mr. Bradford addressed the Council regarding the assessment roll for the 2014 Street and Utility Improvement Project. Mr. Bradford gave an overview of the final assessment calculation and the appeal procedure. To date no appeals have been received. Mr. Bradford gave an overview of the street project area, total project cost and improvement details of Shady Oak Road and residential streets. Mr. Bradford explained the temporary easements, assessments on the project, assessment cap, 15 -year term of the assessments, payments of assessments, assessed property map, proposed construction schedule and the typical assessment amount of $5,000-9,000 depending on width of the lots. Mr. Bradford explained that once the bids come in for the water and sewer services; favorable bids may require staff to come back to Council to amend the assessments. 2 There was Council discussion on the final design plans, minimal tree loss and relocation of a fire hydrant. Mayor Maxwell opened the public hearing at 8:19 pm. Mr. Jeff Mock, 201 West Park Road, came forward and addressed the Council regarding the presentation of final plans for Shady Oak Road construction and elevation of 2nd Street. Mr. Bradford addressed the drainage solutions in the area. Mr. Stadler addressed the buffer area along Shady Oak Road. The landscape plan will be presented in October at a public meeting. Staff will also include a presentation regarding the water drainage solutions at the public meeting. Council Member Youakim moved and Council Member Halverson seconded a motion to close the Public Hearing. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye, Mayor Maxwell, aye. The public hearing was closed at 8:23 p.m. Council Member Halverson moved and Council Member Cummings seconded a motion to Adopt Resolution 2013-066, Resolution Adopting Assessment Roll, 2014 Street and Utility Improvements, City Project 2013-10. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. VI. NEW BUSINESS 1. Approve Resolution 2013-067, Approving Water Tower Maintenance Agreement; (CR2013-110) Mr. Bradford presented an overview of an enhanced maintenance and inspection plan for the aging Hopkins water towers. Mr. Bradford explained the benefits of the maintenance agreement, which include a long-term warranty on the coating systems and regular schedule of inspections. Mr. Bradford stated that there have been some technical changes in the contract and that the resolution will be contingent on final approval by the City Attorney. The contract is worth $1,529,400 over the 14 years. There was Council discussion regarding the water management program, cost to paint both towers is 1 million with only a one-year warranty and the reduced risk with regular maintenance over multiple years. Council Member Gadd moved and Council Member Youakim seconded a motion to Adopt Resolution 2013-067 Approving Water Tower Maintenance Agreement contingent of City Attorney approval prior to execution of the contract. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. 2. Approve a Contract with "Harris Controls" for Upgrade and Replacement of Buildings Control Software and Hardware"; (CR 2013-107) Mr. Stadler addressed the Council regarding a building automation system to control energy usage within city facilities. The system allows for future expansion to include Hopkins Center for the Arts. The City received two bids from reputable contractors. The Harris Controls bid was reviewed by Sebesta Blomberg and it conforms to the specifications. 3 There was Council discussion regarding the installation & implementation timetable, better control, energy savings and the ability to add capacity. Mr. Stadler explained that the system will take approximately 30 days to install and will be implemented in November. Council Member Cummings moved and Council Member Halverson seconded a motion to award a contract with Harris Controls for $46,100 for installation of building automation systems at Hopkins City Hall/Police, Activity Center and Fire Station. A poll of the vote was as follows: Council Member Cummings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. VII. ANNOUNCEMENTS • Next Council Meeting will be Monday, November 4, 2013 due to Election Day. • A Joint Work Session with Minnetonka will be on Tuesday, October 29 at Minnetonka City Hall. • Council Member Gadd gave an overview of the Beyond the Yellow Ribbon proclamation event on Saturday, October 12. For additional information visit www.swtcbeyondtheyellowribbon.ora. • The Hopkins Fire Department Open House on Saturday, October 12 was well attended and considered a success. VIII. ADJOURNMENT There being no further business, Council Member Youakim moved and Council Member Gadd seconded a motion to adjourn the meeting. The meeting was adjourned at 8:40 p.m. Respectfully Submitted, Debbie Vold COUNCIL MEMBERS ATTEST: Eugene J. Maxwell, Mayor Kristine A. Luedke, City Clerk 4