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02-18-2014 CCA regular meeting of the Hopkins City Council was held on February 18, 2014 in the Council Chambers of the Hopkins City Hall. Present were Mayor Maxwell, Council Members Cummings, Gadd, Halverson and Youakim. Also, present were staff inembers Beekman, Elverum, Genellie, Harkess, Mornson, Reynolds, Stadler and City Attorney Jeremy Steiner. L CALL TO ORDER Mayor Maxwell called the meeting to order at 7:03 p.m. II. OATH OF OFFICE 1. Swearing in of New Police Officer Chief Reynolds introduced Officer Adam Ellis and Mr. Genellie issued the Oath of Police Officer. Officer Ellis's father pinned on his badge. IIL PRESENTATION 1. Empty Bowls; Jason Gadd and Barb Westmoreland Barb Westmareland, Empty Bowls Coordinator and Jason Gadd, Community Co-chairperson gave an overview of the Empty Bowls project. The public is invited to attend the event on Tuesday, March 11, 2014 at the Hopkins Center for the Arts with all proceeds supporting ResourceWest and the ICA Food Shelf. N. CONSENT AGENDA 1. Approve Minutes of the February 3, 2014 Goal Setting Meeting 2. Approve Minutes of the February 3, 2014 Council Meeting 3. Approve Minutes of the February 11, 2014 Work Session Following the Council Meeting 4. Approve Resolution 2014-008, in Support of Minnesota Department of Employment and Economic Development (DEED) Funding Application for Oxford Green; (CR 2014- 017) Council Member Youakim moved and Council Member Cummings seconded a motion to approve the Consent Agenda. A poll of the vote was as follows: Council Member CLimmings, aye; Council Member Gadd, aye; Council Member Halverson, aye; Council Member Youakim, aye; Mayor Maxwell, aye. The motion carried unanimously. V. PUBLIC HEARING 1. CDBG Public Hearing, Adopt Resolution 2014-009m Approving the Proposed Program for the 2014 Urban Hennepin County Community Development Block Grant (CDBG) Program and Authorize its Submittal to Hennepin County; (CR 2014-018) Ms. Beekman addressed the Council regarding the 2014 Community Development Block Grant (CDBG) program. Hopkins is eligible to receive a preliminary estimate of $111,861 in CDBG funds far the 2014 program year. The amount is the same as the 2013 allocation, but is subject to change upon notice from the Department of Housing and Urban Development. The funds will be received on July 1, 2014, and must be expended by December 31, 2015. Ms. Beekman gave an overview of the intended use of CDBG funds. A maximum 15% of the CDBG funds can be allocated for public service activities. The City has received three funding requests from public service providers to assist in funding activities that support Hopkins residents. All three are service providers that the City has funded previously but the amount requested exceeds the 15% allocation. Staff is recommending that the City propose to fund the Housing Rehabilitation Loan/Grant Program, ResourceWest, Intercongregation Communities Association and HOME Line. There was much discussion by Council regarding the public services provided and that CDBG funds are never assured and subject to change. City Council Minutes February 18, 2014 Page 2 Mayor Maxwell opened the public hearing at 7:23 pm. Tracy Goodrich, HOME Line representative, came forward to address the Council. Ms. Goodrich gave an overview of HOME Line organization, number of calls from Hopkins renters and funding needs. There was much Council discussion regarding the information and referral services that HOME Line provides and matching last year's fund of $1000 for HOME Line. Council thanked HOME Line for their service to Hopkins residents and recommended that HOME Line contact city staff regarding other possible funding sources and the rental inspection program. 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 7:31 p.m. Council Member Cummings moved and Council Member Gadd seconded a motion to adopt resolution number 2014-009 approving the proposed program for the 2014 Urban Hennepin County Community Development Block Grant (CDBG) Program and authorizing its submittal to Hennepin County. 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. Adopt Resolution 2014-010, Ordering Improvement after Public Hearing, Hobby Acres Street and Utility Improvement Project, Project 2013-14, and Companion Resolution 2014-011, Stating City's Intent to sell Bonds to Fund this Project; (CR 2014- 019) Mr. Stadler addressed the Council regarding the 2014 Hobby Acres Street and Utility Improvement project and need for the Public Hearing. Notices have been sent out to the affected property owners regarding the Public Hearing. Mr. Mike Waltman, Project Manager, gave an overview of the proposed Hobby Acres improvements, project area, reason for pavement degradation, street rehabilitation process, select utility and water service replacements and improvements, water service assessment process, preliminary assessments, neighborhood & public meeting feedback, phone contact with all assessed properties, project website and contact information. There was Council discussion regarding the life expectancy of the reclaimed roadway and suggested that the link to the project website be added to the City of Hopkins website. Mayor Maxwell opened the public hearing at 7:42 pm. Mr. Andy Bubula, 430 Althea Lane, came forward and addressed Council regarding water service replacement assessment. Mr. Waltman and Mr. Stadler explained that the property will not be assessed if no replacement of the water service is needed. There was Council discussion that the assessments are preliminary and will be assessed after project completion. Council Member Halverson moved and Council Member Cummings 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 7:47 p.m. City Council Minutes February 18, 2014 Page 3 Mr. Nick Amatuccio, Project Construction Observer was introduced. Council suggested that the neighborhood association be provided the project contact information. Mr. Waltman explained the project construction updates, notices and monthly newsletter. Council Member Gadd moved and Council Member Cummings seconded a motion to adopt Resolution 2014-010, Resolution ordering improvement after Public Hearing, Hobby Acres Street and Utility Improvement project, Project 2013-14, and companion Resolution 2014-011, stating City's intent to sell bonds to fund this project. 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. Adopt Resolution 2014-012, Approving Construction Documents and Authorizing Advertisement for Bids; Hobby Acres Neighborhood Street & Utility Improvements, City Project 2013-14; (CR 2014-020) Mr. Stadler addressed the Council regarding the final plans and specifications for the city project. Mr. Waltman gave an overview of the five project areas that are being bid as one package. The project areas are the Hobby Acres neighborhood, trail improvements, 13r� Avenue North drainage improvements, spot sidewalk and alley repairs and Zion Church parking lot improvements. Mr. Waltman explained the reason for tree removal near the trail, public involvement survey & neighborhood meetings, overview of 13`�' Avenue North existing conditions and proposed improvements and a neighborhood concern regarding the sanitary sewer. Staff is investigating the sanitary sewer concern, contacting residents and will come back to Council with recommendations and revised documents if improvements are needed. There was Council discussion regarding the importance of investigating any potential issues while the street is under construction. Mr. Stadler gave an explanation of the storm sewer and sanitary sewer improvements and problems in the area. The project is not an assessment project and repairs will be funded by the storm sewer fund. Council requested that staff provide advance notice to Gopher One State for utility marking. Mr. Waltman reviewed the Zion Church parking lot improvements, changes to the lot, drainage improvements, replacement of the storm sewer storage tank and pump system and installation of rain gardens. Staff is coordinating the construction with the church schedule. Mr. Waltman reviewed the estimated construction costs for all five projects, project schedule and project contact information. Council Member Youakim moved and Council Member Halverson seconded a motion to adopt resolution 2014-012, Resolution approving Construction Documents and Authorizing Advertisement for Bids; Hobby Acres Neighborhood Street and Utility Improvements, City Project 2014-13. 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. City Council Minutes February 18, 2014 Page 4 2. Approve Engineering Services Agreement - Blake Road Corridor Study; (CR 2014- 021) Mr. Stadler addressed the Council regarding the conceptual improvement plan far the Blake Road corridor. Mr. Stadler gave an explanation of land use changes, traffic demand, park improvements, developments along Blake Road, grant deadlines and the goal to implement improvements prior to SW LRT. Mr. Stadler gave an overview of the partners in the project, Technical Advisory committee members and the funding sources. Mr. Stadler reviewed the project area, elements of the project including management, public engagement, data collection, identifying corridor goals and objectives, alternatives, implementation plan, final report and project schedule. There was Council discussion regarding the importance of complete streets in the Blake Road Corridor and public engagement. Council Member Cummings moved and Council Member Halverson seconded a motion to approve the selection of WSB & Associates, Inc. for the Blake Road Corridor Study and authorize the Mayor and City Manager to execute the professional services agreement in the amount of $150,000. 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. 3. Approve Parking Lot Lease Agreement with Zion Lutheran Church Parking Lot; (CR 2014-022) Mr. Stadler addressed Council regarding the Zion Lutheran Church Parking Lot lease. The parking lot is used by Burnes Park users and the church has shared use of the lot with the city for many years. Mr. Stadler gave an overview of the twenty-five year lease agreement and estimated costs. The City Attorney has reviewed the agreement. There was Council discussion regarding church and city responsibilities far the lot and the importance to have parking for park users. Mr. Steiner addressed the Council regarding the Parking Lot Lease agreement. Council Member Gadd moved and Council Member Youakim seconded a motion to approve a parking lot lease agreement between the City of Hopkins and Zion Lutheran Church for the leasing of the Zion Lutheran Church parking lot. 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. 4. Adopt the Final Financial Management Plan and Implement Effective for the 2015 Budget; (CR 2014-023) Ms. Harkess and Ms. Stacie Kvilvang, Ehlers representative, addressed the Council regarding the Financial Management Plan (FMP). Ms. Kvilvang presented the Financial Management Plan, a multi-year fiscal plan that will help manage expectations, maintain assets, reduces stress during the budget process, provide rating agencies with a long term vision and reduce reactivity. Mr. Kvilvang gave an overview of the steps in the process to develop the plan, results, and assumptions in the plan and the general fund budget and tax impact. Ms. Kvilvang gave an overview of the direction provided by the Council to refine and adjust the FMP. Ms. Kvilvang explained the adjustments made to the plan in order to arrive at approximate 2015 tax levy increase of $94 for an average City Council Minutes February 18, 2014 Page 5 value home. Ms. Kvilvang presented a breakdown of the levy increase and the impact on residential and commercial property. Ms. Kvilvang explained that the final results put Hopkins in a better financial position and provides a road map for future budget process. The city will be able to utilize the FMP as part of the 2015 budget process and the plan will be updated annually as assumptions change. There was Council discussed that the FMP has been reviewed and refined at numerous Wark Sessions and the plan will be periodically reviewed. There was discussion regarding existing debt levies, not relying on LGA, fiscal disparity, the Franchise Fee and that the formulas were conservative estimates, therefore if home values increase the tax impact may decrease. Council Member Youakim moved and Council Member Cummings seconded a motion that the Financial Management Plan as prepared by Ehlers and staff be adopted and implemented effective for the 2015 budget. 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 • Home Remodeling Fair is Sunday, February 23, 2014, 10:30 am-3:30 pm at Eisenhower Community Center. • Empty Bowls on Tuesday, March 11 at Hopkins Center for the Arts. • Visioning Mainstreet Pecha Kucha on March 12, 6-9 pm at Hopkins Center for the Arts. IV. ADJOURNMENT There being no further business, Council Member Halverson moved and Council Member Gadd seconded a motion to adjourn the meeting. The meeting was adjourned at 9:07 p.m. Respectfully Submitted, Debbie Vold ATTEST: �' �,,,� Eugen J. M xwell, Mayor COUNCIL MEMBERS � �,� ��r a,l,L�c,.�,..-..� ���� /�I i�� -�ifC(,,E'L�(iv�/� �:' j /� _.. 1 �.- �/�� � � C� � � �_ , t Kristine A. Luedke, City Clerk