02-29-00 WSMINUTES
CITY C®UNCII, WORK SESSION - FEBRUARY' 29, 2000
A work session of the Hopkins City Council was held at 6:00 p.m. on February 29, 2000,
at the City Hall. Council members present were Mayor Maxwell and Council members Brausen,
Hesch, Jensen, and Johnson. City personnel present was City Manager Mielke. Also present was
Tom Allen after 7:00 p.m.
Phase II Proposal, discussion with Tom Allen
Steve Mielke noted the meeting was to discuss the two tracks of Phase II of the visioning
process. The first track concerns the community visioning process itself. The second track is
concerned with city staff/Council relationships and roles. At the staff meeting with Mr. Allen the
city staff agreed they would like to do at least the first part of Track 2.
Mayor Maxwell asked for comments. Diane Johnson said she noticed the diversity and
apartment resident comments. Fran Hesch said she would like to dig deeper into what underlies
the "us and them" attitudes as a means to find out how to minimize differences and maximize what
residents have in common. She credited Rick Brausen with the idea of sub-facilitators, and of
using leaders of the past to help in the process. Mr. Brausen added he felt using past leaders as
trainers and advisors is very important as they would not be staff or council, but someone outside
whom all could agree on. He expressed real concern about the staff/Council comments from both
sides. Karen Jensen said she hopes a way will be found to get past the "politically correct"
comments and down to real feelings in the community; she feels what she hears on the street does
not match the visioning comments in regard to diversity. She does not want the main focus to
become staff/council and feels writing out goals and other guidelines would ease many of the
stresses. Fran Hesch noted the city staff has to go by the rules as written, while Council members
try to make things fair for everyone, which sometimes means going past the rules. If everyone
agrees on the vision and goal, then that becomes the true guideline for both. All agreed
staff/council communication have to become clearer. All agreed the training of boards and
commissions has to become a priority. All agreed the staff is a very good staff that can
accomplish a lot when the goal is clear. All agreed at least part of Track 2 is needed, especially as
the staff had already committed to it; they feel not doing any of it would send the wrong message
to staff.
Steve Mielke noted that $8,000 had been set aside for Phase 2 as at that time there was only
Track 1; both tracks would cost $16,000. Extra money could come from the contingency fund if
needed. His fear is that Track 2 might be started and not finished, which would not be good for
staff. He feels the focus needs to be "When we work together headed in the same direction we can
really accomplish a great deal--how do we institutionalize this?"
Mr. Allen then joined the Council. Mr. Mielke summarized the council discussion. Mr.
Allen said the staff had wanted to do Track 2, but fear was also there. Mr. Brausen said part of
the problem is staff does not realize the Council appreciates their work; then when conflicts do
arise, the fears swiftly multiply. Mr. Allen said Track 2 could be adapted as needed in the
process. Fran Hesch suggested annual staff/Council retreats after the process is over could keep
the communications lines open; Diane Johnson added right after elections would be a good time so
newly elected people could get to know the others. After further discussion it was agreed a retreat
should become part of Track 2 itself.
At the Council's suggestion, Mr. Allen figured time commitments for Council members:
Track 1 is about 21 hours over 6 months due to 9 meetings. It would probably start the beginning
of April, and Step 7 should occur by May. Track 2 would take a 14 hour commitment. Mr.
Mielke noted participation by all Council members was essential for Track 2 to work. Mayor
Maxwell noted it took a "we will not fail" attitude and a commitment to work through any
problems that arise in the process.
General Consensus: Both tracks will be implemented. Mr. Allen and Mr. Mielke will
work out the scheduling. A Friday evening/Saturday all day retreat for staff and Council will be
incorporated into Track 2. Track 1 will start with a "celebration"; the first mailing will be sent to
all the initia1250 and those who were interested in the Council seat. The mailing will invite them
to attend a presentation by Mr. Allen on the focus group results and visioning process, and also
ask for volunteers for the design teams, the fall meetings, and a task force as a follow-up group.
Other
State of the City. Steve Mielke said he and Mayor Maxwell had divided this presentation
into 5 areas: visioning process, results of the focus groups; business community; future steps;
questions and answers. Citizens' Academy would also be brought forth. The Council need to split
these up for 3-4 minute presentations on March 23.
Depot Fran Hesch brought up the incident at the Depot. She said the incident in itself
was not the issue, but it pointed out the need to get policies, Council/Depot relationships clearly
formalized. The consensus was to put this on the March 14 work session; Steve Mielke and Fran
Hesch will work on this, and Mr. Mielke will prepare insurance information, etc. Once the
Council has this work done, the Depot staff can be brought in for discussion with the Council.
Fran Hesch moved adjournment; Diane Johnson seconded. Meeting adjourned at 8:30 p.m.
Kasey Kester, recording secretary
ATTEST:
Eugen . Ma ell, Mayor