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121322 CAC Agenda PacketCitizen Advisory Commission Meeting City Hall, 4401 Xylon Avenue North December 13, 2022 7 p.m. 1. Call to Order. 2. Roll Call. 3. Approval of October 11, 2022 minutes. 4. Discussion with students from Cooper High School Student Council. 5. Discuss 2023 agenda topics. 6. Discuss dates for 2023 City -Wide Garage Sale. 7. Review Commissioner terms. 8. Brainstorming — Ideas to bring attention to New Hope. 9. Parks and Recreation project updates. 10. Other business. 11. Adjournment. If you are unable to attend the meeting, please contact Susan Rader at 763-531-5152 or sraderCnewhopemn.gov Citizen Advisory Commission Regular Meeting CALL TO ORDER ROLL CALL APPROVAL OF MINUTES CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 October 11, 2022 New Hope City Hall, 7 p.m. Chair Kulzer called the meeting to order at 7 p.m. Present: Commissioners Randy Herman, Jill Kaufman, Scott Kulzer, Carrie Neuburger Absent: Commissioners Jeffrey Harper, Rick Riley, Bill Wills Staff Present: Susan Rader, Staff Liaison Tim Hoyt, Acting City Manager Vicki Holthaus, Abdo Financial Solutions Erin Enstad, Abdo Financial Solutions Commissioner Herman made a motion to approve the minutes of the July 12, 2022 meeting as written. Commissioner Kaufman seconded the motion. Voting in favor: Commissioners Herman, Kaufman, Kulzer, Neuburger. Opposed: None. Absent: Commissioners Harper, Riley, Wills. Motion carried. BUDGET UPDATE Tim Hoyt, Acting City Manager conducted a brief PowerPoint presentation. He reported that the preliminary budget had been approved by the city council on September 12 and added that council had also approved the maximum preliminary tax levy and had scheduled the public hearing for December 5. Mr. Hoyt further explained that general fund budgets were reviewed at the council work session on September 19, and utility and enterprise funds would be reviewed at the October 17 work session, along with the HRG budget and utility rate recommendations. He stated that information from the county assessor would be reviewed at the work session on November 21 along with the city services survey results and the budget public hearing presentation. He added that the budget public hearing would take place on December 5 and final budget approval would be given on December 12. Mr. Hoyt briefly reviewed that the general fund budget for 2023 was estimated at $17,235,207, an increase of $1,056,014 over 2022. He discussed some of the major changes and noted that increases included: • $643,628 increase to fund 3% increase in wages/benefits, which includes evidence technician position, new union contract rates, adjustments to health insurance contributions, and council salary increase. • $145,000 increase for the replacement of half of the portable radios in the police department. 0 $133,595 increase in West Metro Fire -Rescue District joint powers agreement, which included the aerial lease and two new truck leases. • $62,158 increase in IT charges. Mr. Hoyt also mentioned that additional changes had included a $62,661 decrease in central garage charges and a $38,000 decrease in elections budget for 2023 due to non -election year. He informed the commissioners that the city was scheduled to receive $847,830 in Local Government Aid (LGA), a decrease of $18,812 over 2022. He noted that LGA would go to the equipment replacement fund and would not be used for general operations. Erin Enstad, Abdo Financial Solutions, addressed the commissioners. She reviewed that the general fund tax levy was $12,076,955, a 6% increase over the 2022 budget. She reported that the total tax levy included the general fund, street and park infrastructure fund, EDA levy, HRA levy and prior debt levies, and noted that it had amounted to an overall increase of $822,305 over 2022. Ms. Enstad reviewed increases to the tax levy including 5% for street infrastructure, 2.24% for park infrastructure, 5% for EDA redevelopment projects, and 5% for HRA for scattered site housing program. She also discussed prior debt levies and noted that two of the bond levies would be decreasing by a total of $2,993, while four of the bond levies would increase by a total of $12,063. The property tax levy was then reviewed. Ms. Enstad reported that the overall levy had increased 4.51% over 2022 and noted that the estimated tax impact on residential homes amounted to an 8% increase over 2022. She also mentioned that New Hope's median home value had increased by 18% to $325,000. Ms. Enstad then discussed the city's tax rate and noted that it was projected to decrease from 62.826% in 2022 to 57.225% in 2023. She pointed out that this decrease would not necessarily equate to a property tax decrease, as it was based on the change in residential property values, which had increased at a faster pace than commercial property values. Commissioner Kaufman referred to the tax capacity which was based on increased home values and wondered whether this figure had included new construction as well as renovations to existing homes. Ms. Enstad replied that it did include both. Commissioner Kaufman felt that the current economy was somewhat unpredictable and wondered how much of the city budget was based upon the presumption that home values would continue to rise. Vicki Holthaus, Abdo Financial Solutions, replied that the city's long-term financial plan had traditionally budgeted for approximately 1% tax capacity growth annually, although the actual tax capacity had historically been closer to 8-10% per year. New Hope Citizen Advisory Commission October 11, 2022 Page 2 Commissioner Kaufman wondered what was considered a prudent amount of debt and how the city determined that amount. Ms. Holthaus explained the city's long-term plan had projected that no new debt would be issued over the next 10 years and noted that the preferred method would be to pay cash or inter -fund financing. Commissioner Kaufman wondered how the 3% budgeted raises compared to neighboring cities. Mr. Hoyt reported that in discussions with other police chiefs, raises for police union members appeared to fall within the average for cities of similar size. He added that raises for other union members as well as non -union employees tended to match police union increases. He also mentioned that a comparable city list was used by police unions to determine an acceptable range. Ms. Kaufman mentioned the city services survey and wondered how it had factored into the budget. Mr. Hoyt felt that the survey helped residents recognize the value in city services and noted that the budget could be used to address areas of dissatisfaction within the survey. Ms. Rader informed the commissioners that a request for plowed trails in the city's parks had been suggested in a previous survey. She explained how staff had gradually added trail plowing to their winter routes as time allowed. Commissioner Herman inquired whether the general fund included a reserve to cover unforeseen expenses. Ms. Holthaus replied yes and stated that the Office of the State Auditor had suggested that cities maintain a reserve level of between 35-50% in their general funds. She explained that this was done to meet financial obligations between property tax payments, which occurred in June and December of each year. She added that New Hope's general fund reserve balance was set by policy at 42%. Chair Kulzer referred to the city's existing debt levies and wondered when they would expire. Ms. Holthaus replied that it varied and noted that the oldest one would probably reach the end of its term in 2040. Chair Kulzer thought that bonds had last been sold in 2015. Ms. Holthaus reported that the city had sold bonds in 2021 to refinance debt for the ice arena. She explained that since a tax levy had not been used to purchase that bond it had not been included on the list of prior debt levies. New Hope Citizen Advisory Commission October 11, 2022 Page 3 Ms. Rader added that the arena bonds would be paid off in 2028. Chair Kulzer noticed that the central garage fund had indicated a decrease in its budget and wondered about the current inflation and increase in fuel costs. Ms. Holthaus reminded the commissioners that equipment replacement costs were charged to the fund each year but mentioned that equipment was typically replaced only when deemed necessary. She noted that while operations and maintenance costs may have increased it may not be noticeable due to the timing of replacements. Ms. Holthaus referred to the memo in the commissioners' packets discussing the sustainability of the ice arena, golf course, pool, and park infrastructure. She began by discussing the ice arena and reminded the commissioners that there had been a sharp decline in ice hours sold in 2020 due to COVID but noted an increase in 2021. Ms. Rader added that the 2021 increase was due in part to suspending operations in December 2020 due to COVID, which had prolonged the high school hockey seasons further into 2021. Ms. Holthaus referred to the five-year capital improvement plan and reported that the ice arena had projected revenue of $1.4 million for 2023, and expenses of $2.4 million. She added that planned expenses included $1.3 million in capital costs, including replacement of dasher boards, cement floor, and glass on the south rink. She explained that staff planned to finance that project internally through an inter -fund loan at zero percent interest over 15 years. She also reminded the commissioners that a portion of the park infrastructure fund had been transferred to the ice arena fund annually to help offset capital costs and create a modest reserve in the cash fund. She added that the amount was currently set at a maximum of $500,000. Ms. Holthaus discussed golf course operations and reported an increase in rounds played in 2020 and 2021. Ms. Rader reported that the number of rounds played to date in 2022 was 23,219, a 16% decrease over 2021, but noted that the golf course had opened earlier in the season in 2021 due to favorable weather. Ms. Holthaus commented that the increase in rounds played in recent years had helped to build cash reserves. She stated that budgeted revenue for 2023 was projected at $396,000 while expenses were estimated at $596,000. She explained that approximately $116,000 in capital improvements included a new fire system as well as fireplace and maintenance garage updates. She also noted that the cash balance was closely monitored by staff and mentioned that CIP items could be reprioritized or delayed as needed. Ms. Holthaus then discussed swimming pool operations and reminded the commissioners that the new Aquatic Park had been open in 2021 and 2022. She New Hope Citizen Advisory Commission October 11, 2022 Page 4 reported a projected budget of approximately $800,000 in revenue and $703,000 in expenses and explained that operating costs were budgeted within the general fund while CIP items had been budgeted within the park infrastructure fund. She also mentioned that staff and council had discussed the possibility of a separate levy to cover future major replacements at the pool, which may be considered for the 2024 budget. Ms. Rader pointed out an error in the pool information and noted that revenue was projected at approximately $703,000, while budgeted expenses were projected at $800,000. Commissioner Herman wondered whether the golf fund also operated at a net loss. Ms. Rader replied that golf course revenue typically covered all operating expenses but noted that it did not always cover CIP expenses. Ms. Rader informed the commissioners that staff had recommended the reinstatement of the Golf Course Superintendent position, which had been vacant since 2012. Chair Kulzer wondered whether the golf course and clubhouse were closed during the winter months. Ms. Rader replied no and explained that equipment maintenance and repairs were performed during the winter months and merchandise orders were prepared for the next season. She added that the clubhouse was also available for rental during that time. The commissioners thanked Mr. Hoyt, Ms. Holthaus and Ms. Enstad for their presentations. They excused themselves from the meeting at 7:42 p.m. DISCUSS DECEMBER Ms. Rader reminded the commissioners that there would be no November AGENDA AND 2023 TOPICS meeting due to the general election. Commissioner Kaufman reported that she had been in contact with the Cooper High School student council advisor and would let Chair Kulzer and Ms. Rader know whether the student council would be able to attend the December meeting. She suggested discussion topics including: • The role of youth governance in the community • Issues of importance to the student body • The student council election process • Topics of concern within the larger community Ms. Rader suggested that a community development update be considered as an alternate agenda item if the student council was unable to attend the December meeting. New Hope Citizen Advisory Commission October 11, 2022 Page 5 Chair Kulzer reported on agenda topics that had been suggested by the acting city manager. They included a discussion of the Diversity, Equity and Inclusion Plan with Rich Johnson, Human Resources Director, and an update on the THC ordinance/moratorium policy. Chair Kulzer also suggested a Communications update with Communications Coordinator Beth Kramer. Commissioner Herman requested a discussion on ice arena operations. It was tentatively scheduled for the April meeting. The Three Rivers Park District CP Rail Regional Trail was mentioned. Ms. Rader reported that a community engagement process had been held through early September. She stated that Three Rivers staff were unable to schedule a follow-up meeting with the Citizen Advisory Commission but would instead give a brief presentation to the City Council on October 17. She informed the commissioners that most responses had preferred the route along Sunnyside Park and stated that she would share that information with the commissioners. Ms. Rader reminded the commissioners that Ann Rexine, Three Rivers Park District, had presented the French Regional Park Master Plan update to the Citizen Advisory Commission last year. She stated that the plan had recently been forwarded to the Met Council for review and noted that the City Council had offered a resolution of support for the master plan the previous evening. It was the consensus of the commissioners to cancel the February meeting. DISCUSS 2022-23 SNOWMAN/ Ms. Rader stated that the contest would be advertised again this winter and SNOW SCULPTURE CONTEST would run through the end of March. She reminded the commissioners that signs were available for the commissioners to post on their property. BRAINSTORMING - IDEAS Commissioner Herman wondered about offering a Nordic skiing event at the TO BRING ATTENTION TO golf course. NEW HOPE Ms. Rader felt that it might be possible but noted that staff did not groom trails nor provide ski rentals. She suggested that Commissioner Herman contact Facilities Manager Mark Severson. Commissioner Kaufman commented on the litter along Winnetka Avenue, as well as on many other streets, and suggested a "Litter -Free in'23" campaign. Ms. Rader thought about ways to encourage participation and suggested that families take photos of their cleanup efforts and submit them for a chance to win prizes, such as admission passes to the pool, golf course or ice arena. Commissioner Neuburger mentioned that students from Cooper High School typically walked through her neighborhood during the open lunch hour and felt that there had been an increased amount of litter on her street. She suggested discussing this with the Cooper student council and offering participation opportunities to the student body as well. New Hope Citizen Advisory Commission October 11, 2022 Page 6 Commissioner Kaufman suggested involving all children who attend New Hope schools in the litter -free campaign. Chair Kulzer referred to the Nordic skiing event and wondered whether users would be satisfied with ungroomed trails. He also wondered how often the golf course was used for cross country skiing. Mayor Hemken requested the floor and stated that the golf course was often used by skiers who created their own trails. She also mentioned the winter golf event that had been held the previous year and encouraged the commissioners to participate in 2023. PARKS AND RECREATION Ms. Rader reported that new play equipment had been installed at Hidden PROJECT UPDATES Valley Park. She explained that a section of curbing had been left unfinished to aid in the equipment installation but noted that it may not be repaired until next spring due to the contractor's schedule. Ms. Rader reported that a bike repair station had been installed near the basketball court at Hidden Valley Park. She added that Three Rivers Park District also planned to add a bike repair station at Northwood Park, which would be located near their kiosk sign along the Bassett Creek Regional Trail. Ms. Rader also reported that a few parks had received new signage, additional bike racks had been installed at the aquatic park, and two portable toilet enclosures had been installed at Civic Center Park. Ms. Rader briefly reviewed 2023 projects and reported that play equipment at Liberty Park would be refurbished, and a few new components would be added. She explained that a survey had been sent to the surrounding neighborhood the previous month and committee meetings would be held in November. She stated that Commissioner Wills would serve on the committee and noted that there was space for a second commissioner to serve on the committee as well. She also noted that the basketball court at Liberty Park was scheduled for replacement in 2023. Ms. Rader reported on other upcoming projects and noted that the cement floor, dasher boards and glass would be replaced on the south rink at the Ice Arena. She also reported on planned improvements at Lighted Field which would include new baseball field fencing, turf work, trail replacement and removal of the shelter building. She added that staff would also be seeking quotes to convert the three adapted pickleball courts at Meadow Lake school to eight permanent pickleball courts. OTHER BUSINESS Chair Kulzer reported that he and Commissioner Kaufman had participated in the Trick or Trot event that had been held on October 8. Ms. Rader informed the commissioners that approximately 225 kids had participated in the Trick or Trot event and noted that parents and New Hope Citizen Advisory Commission October 11, 2022 Page 7 grandparents were also in attendance to supervise their children. She thanked Chair Kulzer and Commissioner Kaufman for volunteering. Ms. Rader made the following announcements: • The Business Networking Group would sponsor a Job Fair on October 13 from 10 a.m.-1 p.m. at city hall. • The In Focus Photo Contest would be open for submissions through October 21. • City Day would be held on October 27 from 5-7 p.m., followed by a Trick or Trunk event in the parking lot from 7-8 p.m. Mayor Hemken requested the floor and reported that the Human Rights Commission had given Colors of the World crayons to District 281 kindergarten students and asked that they draw pictures of themselves and their families. She stated that these pictures would be displayed at city hall during City Day. Ms. Rader added that toy and food drives would be held during the holiday season. ADJOURNMENT Commissioner Kaufman made a motion to adjourn the regular meeting of the Citizen Advisory Commission. Commissioner Neuburger seconded the motion. All present voted in favor. Motion carried. The meeting adjourned at 8:24 p.m. Respectfully submitted, Penny Spitzer Recording Secretary New Hope Citizen Advisory Commission October 11, 2022 Page 8 CAC AGENDA ITEMS FOR 2023 AS OF 12/1/22 The following is a tentative listing of major agenda items that have either been assigned to the CAC, a CAC member has asked that the item be discussed, or city staff has asked that the item be discussed by the CAC. January 10 - Community Development Update with Jeff Sargent, Director of CD February 14 - No meeting March 14 - DEI Plan Discussion with Rich Johnson, Director of HR/Admin Services April 11- Communications Update with Beth Kramer, Communications Coordinator May 9 - ?Adopt -a -Park June 13 - Ice Arena Operations Discussion w/Mark Severson, Recreation Facilities Manager & Tour (Meet at ice arena) July 11- August 8 - September 12 - ? Commissioner Bus Tour September 18 - Annual Dialogue with City Council October 10 - November 14 - Budget Discussion December 12 - *Note: A meeting may be cancelled if there are no agenda items. On -going • Continue to sponsor Snowman Contest, City-wide Garage Sale • Ideas to bring attention to New Hope • Promotion of existing City programs: In Focus, RAVE, Outstanding Business • Volunteering at P&R/City events • Adopt a Park (2x/year) Updates • Park/Facility Projects Possible Future Topics • Organics and HRG Reimbursements, Curbside Cleanup and Load Limits • Police Department - Joint Community Police Partnership • P&R Update • THC Ordinance update/discussion (late summer/fall?) CD? • Fire Department update