08-13-2012 WSMINUTES OF THE CITY COUNCIL WORK SESSION
Monday, August 13, 2012
Raspberry Room — 6:30 p.m.
The meeting was started at 6:33 p.m. Present were Mayor Maxwell and Council members Molly
Cummings, Jason Gadd, Kristi Halverson, Cheryl Youakim, City Manager Mike Mornson,
Finance Director Christine Harkess, Police Chief Mike Reynolds and Public Works Director
Steve Stadler.
New business:
Review 2013 Budget
Ms. Harkess gave an overview of the first draft of the 2013 General Fund budget. Ms. Harkess
presented an analysis of the 2013 General Fund revenue & expenditure budget, explanation of
the increases and decreases from the 2012 budget and breakdown by department. The budget as
it is currently presented is a 1.26% increase over 2012. Ms. Harkess explained that if dispatch
had remained a part of the city budget there would have been a 4.42% increase over 2012. The
2013 budget savings is a $332,887. Ms. Harkess and Chief Reynolds gave an overview of the
Police Department budget with the dispatch switchover to Hennepin County.
Chief Reynolds addressed the Council regarding the current records management system. The
current system is not compatible with Hennepin County therefore reports need to be entered
manually which explains the two additional night clerk positions. The Police Department has
been investigating a new records management system. LETG (Law Enforcement Technology
Group) is a law enforcement records management system that is compatible with Hennepin
County, has a proven track record with other local communities, can be up and running in
October and would eliminate the need for the two additional night clerk positions for a savings of
$56,760/ year. Start up price for LETG is $125,000. The LOGIS records management system
quote was $200,000 but is two years away from being able to be installed. The current system,
VisionAire, is archaic, not compatible with Hennepin County and the service contract costs
$42,000/year.
There was much discussion by Council regarding the Police Department budget, the need to
upgrade the records management software system, importance of compatibility with Hennepin
County, Police Department staffing, the two additional PSO positions are budgeted from the
savings from dispatch, COPS grant time -table, the city's obligation to fund the COPS grant
position in 2015 and the costs associated with the JCPP program. The Council discussed the need
to plan ahead for budgeting for 2015 COPS grant position.
There was much discussion by Council regarding the General Fund budget, reasons for increase
in legal expenditures, inspections department reallocated staffing resulting in personnel changes
between departments, once the new housing inspector is hired the budget numbers will be
refined, municipal building seasonal position, joint recreation increase is comparable with past
years, Activity Center savings with the new HVAC system, Hennepin County Assessing contract
increase, HRA budget, savings in snow & ice removal, upgrade of traffic signals, the importance
of being proactive and the fiscal management program.
Mr. Stadler addressed the Council regarding the HVAC savings at the Activity Center, reason for
savings in snow & ice removal and LED traffic signals conversion costs are in the capital
improvement plan.
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Ms. Harkess addressed Council regarding the enterprise funds, HRA financials, the reasons for
increases in legal expenditures, new hire positions are budgeted at the higher end & may be
adjusted and the employee statistics. Since 2002 the city has less employees working fewer hours
doing the same amount of work. Ms. Harkess gave an overview of the tax levy analysis. The tax
levy currently shows a 1.62% increase, all of it due to the General Fund. The 2012 Street debt
service levy is offset by the increase in the gas & electric franchise fees. The savings if no Police
Department night clerk positions are added would bring the tax levy down to 1.07% increase.
Council directed staff to continue to refine the department budgets, look at ways to get the tax
levy increase closer to 1% and possibly saving part of the Police Department budget savings to
offset the 2015 COPS grant salary. Staff will provide the Council with an analysis of what the
tax levy increase will cost the homeowner, a comparison of budget increases over the past years
and staff will continue to refine the 2013 budget.
Ms. Harkess updated the Council on the Rating Review,
Review Park Dedication Fees
Mr. Stadler gave an overview of the Park Dedication fees. The current rate of $800/unit is well
below the metropolitan area average of $3,933/unit with the lowest rate currently at $1500/unit.
Staff is requesting to raise the developer -paid Park Dedication Fee for residential to $1500/unit.
The commercial development rate will not change. The Park Dedication fees are negotiable. The
Park Board continues to do an analysis of the park conditions and needs and investigate grants
and other funding sources to fund play equipment replacement.
There was much discussion by Council regarding increasing the fee, future developments that
will be affected, reuse of old playground equipment, fee comparison to other cities of similar size
and proximity to Hopkins, timetable to collect fees, what current projects will help replenish the
Park Dedication fund and other options the Park Board could investigate to replenish the budget.
The Council stressed the importance of parks to the community, informing Hopkins residents
how the parks and equipment are funded and including a park improvement question on a future
city survey. The Park Dedication Fee increase will be a council resolution at the August 21,
2012 City Council Meeting.
Other
Staff will check with the City of Minnetonka regarding health of Shady Oak Lake due to recent
water concerns in another metropolitan lake.
Council member Cummings discussed a resident concern over poor sod condition from last
years street reconstruction project. Mr. Mornson will discuss this with City Engineer John
Bradford.
I oth Ave repairs needed— staff is working with the contractor regarding this matter.
201 -15th Ave is missing curb — staff will investigate.
A community notification meeting regarding a level 3 sex offender moving into Hopkins is on
Thursday, August 16 at 5 pm at Gethsemane Lutheran Church.
Mr. Morrison reviewed the Projected Agenda Schedule.
September 11 Work Session is at the Engaging Raspberry Renters location of Creekwood
Estates.
October 23 will be a special City Council meeting regarding the BP site approvals. Meeting
will be at 6:30 pm and will be broadcast on cable TV and Webcast.
October 30 is a joint meeting with Hopkins School Board at 5 pm at Hopkins Eisenhower.
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The Hopkins In Motion Event on August 11 attracted 29 Hopkins residents.
The Oakes Park Open House was attended by 50 residents.
The City of Wayzata is investigating the possibility of constructing an Art Center and will be
meeting with Hopkins staff.
Business Forum "Save -the -Date" postcards will be sent to 1300 Hopkins businesses.
With no further business to discuss there was a motion by Council member Youakim and a
second by Council member Cummings to adjourn the meeting at 8:48 p.m.
Respectfully Submitted,
Debbie Vold
CITY OUN I�
ATTEST:
Euge e J. Wxwell, Mayor