04-08-03 WSApri18, 2003
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MINUTES
CITY COUNCIL WORK SESSION -April 8, 2003
Mayor Gene Maxwell called a work session of the Hopkins City Council to order at 6:30
p.m. on April 8, 2003, at the City Hall. Council members Brausen, Johnson and Rowan were
present. City personnel present were: City Manager Mielke and Finance Director Yager. Also
present were Fran and Herb Hesch and Depot Manager Kathleen Tabor.
Depot Financial Prograrn
Mr. Hesch did a slide presentation of the new financial record system for the Depot. It will
keep separate records for the Depot Coffee House and the Teen Center and will be reconciled to
the City financial numbers on a frequent basis. Monies from grants, etc. will be in separate
columns so that receipts are easily tracked. At present $SSO is used as an expense transfer from
the Center to the Depot for each Friday evening event to cover staff time, extra utilities, etc.; this
figure may be adjusted in the future. It is being booked as an expense transfer so as not to skew
the Depot income figures. This is the only expense the Center should have unless their Board
decides to add special events, etc.
Answering Council questions, Mr. Mielke said he thinks the school levy lease money will
be paid in a lump sum. Ms. Tabor said she would use the new system to be able to make day-to-
day adjustments in ordering, etc.; then analyze quarterly for major decisions. Mr. Hesch said the
present grant monies more than cover the operating losses so far this year. Mrs. Hesch said they
are discussing adding new items such as pizza or hot dogs to the concessions. Ms. Tabor said the
school business students would be constructing from old records a similar financial system for
2000-02. Ms. Yager said her city records couldn't provide information on daily inventory, etc. ,
which this system. should be able to do.
2003 Budget Discussion
Mr. Mielke said that solid numbers about the state aids are still not available; but both the
House and the Senate would be less severe than the Governor's proposal. What he and the staff
need is feedback from the Council as to how to approach budget adjustments on the various
options available. First he presented a list of employee suggestions. Mayor Maxwell said he felt
everyone needed to change the "8 to 4" mindset for government jobs. Mr. Mielke noted that the
$450,000 revenue for utility franchise fees could be higher, depending on the rate charged. The
charge for neighborhood lights would be roughly $3.00/month per unit. He noted that more
suggestions are coming in and would be presented at the next work session.
Consensus on employee suggestions was to look at changing hours for shifts, etc; to not use
franchise fees at present but consider for 2004, with public input as to "should we cut all these
services or add a franchise fee?" Street light charges area "no" for now, but if the levy limit
cannot be raised, may have to be looked at later, with reallocation of fees involved.
Ms. Yager gave out financial numbers to answer the questions Council had presented
earlier.
Closing 2 hours early on Friday would save $58,000 annually for City Ha11 and $51,000 annually
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for Public Works. Closing the Art Center 2 hours early one day a week would save $9,000
annually; Mr. Rowan noted the theater person could check the doors. Voluntary furloughs or
reduced hours would probably not be great savings, about $12,000; Council members were
concerned how workload, shifted to others, would affect morale. Shutting City Hall for 2 weeks
over holidays (mandatory time off without pay) would be $45,000 savings. One week of no pay
for exempt employees, would save $32,000. Eliminating extra benefit amounts to single or non-
medical users would save $10,000. At this time there are no tuition reimbursements; Mr. Mielke
will check if the benefit is required in the contracts. Supervisors do not receive comp time. Hotel
tax would probably generate $30,000.
Mr. Mielke then moved on to a list he and Ms. Yager had developed and asked for
reactions. General Consensus. Council agreed the following should be implemented for 2003:
reduction of equipment replacement fund transfer; cancel out-of--state travel; delay seal coat one
year; transfer assistant to city manager salary to Economic Development; elimination of a Public
Works superintendent; wage and benefit savings; delay of sidewalk maintenance; transfer
newsletter to Cable Fund; move 1/3 Housing Inspector costs into housing fund; general fee
increases; transfer to storm sewer funds; increase inter-department charges of IT Coordinator;
cancel school liaison funding; reduce business office hours a HCA (Mr. Mielke noted this was
voluntary, Council asked he see if she would be willing to do two hours less per day rather than
close Monday); transfer Family Resource Center subsidy to CDBG; delay Hopkins Activity Center
partitions; delay purchase of reserve pagers, computer and radar unit for police. For the above it
was agreed the reallocation of assignments in Public Works may need future discussion and
Cable Fund transfers need further discussion for long-term effects.
Transfer of State Aid maintenance monies was high on the list, at least temporarily; with
discussion later as to if it should be permanent. Franchise fees and streetlights were already
discussed and eliminated for 2003, and consensus was they would be a low choice for 2004.
Further discussion would be needed to rank transfer of the Communications Coordinator to the
Cable Fund and eliminating the Police Dog program. Newsletter options (such as mailing with the
utility bill) and the position of Coordinator itself need further discussion. It was noted for the
latter, that the costs for the handler, extra car, etc. need to be figured in as well as "direct" costs
for the dog itself. The police officer that is resigning should be replaced immediately; the new
officer is a "medium" choice. Reduction of the Arts Coordinator position to part-time has a low
present priority; but the whole organization needs to be looked at soon for 2004. Low priority
was chosen for canceling the 2°d Hop-a-Ride vehicle, but ways to get it to serve the elderly better
need to be discussed.
Ms. Yager said that $621,000 had been cut by the decisions so far. Mr. Mielke asked
Council members contact hire with any other suggestions or comments in the next two weeks. He
will have a revised list for the work session on April 29.
Other
Mr. Mielke said he and Mr. Stahmer would be going to City Day at the State Capital for
part of the day .
Pavilion Improvements: At present the idea is the school would pay a larger lease fee for
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five years so as to repay any improvement costs, and then the lease amount would go down. The
school is interested in upgrading locker space. They would like to open the school this fall, which
means the improvements need to start very soon. Internal borrowing could probably cover the
work upstairs. Mayor Maxwell, Mr. Brausen and Mr. Rowan said they felt it was a top priority to
continue. Ms. Johnson said the acoustics package that was to be done at the beginning was never
done and asked if the Activity Center had been considered. General Consensus was planning
should go ahead.
Mr. Brausen said he would be meeting with the Youth Hockey Association, but intended
only to listen to their issues. Mr. Mielke added the letter formerly discussed had been sent, and
then rescinded by the Board. The City Clerk is at present looking into the situation in light of state
laws.
Ms. Johnson said she would be getting the records she had brought up at the Council
meeting to Rick.
Ms. Johnson moved adjournment. Mr. Brausen seconded. Meeting adjourned at 10:30
p.m.
Kasey Kester, Secretary
ATTEST:
Euge J. xwell, Mayor