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09/13/2011 - City Council Special AGENDA SPECIAL CITY COUNCIL MEETING TUESDAY, SEPTEMBER 13, 2011 5:30 P.M. EAGAN ROOM -EAGAN MUNICIPAL CENTER I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD P ?, III. ISD 196 BUSSING TRANSPORTATION UPDATE AND CITY WINTER p TRAIL MAINTENANCE PROGRAM ADJUSTMENTS 1 J3 IV. JOINT MEETING WITH THE AIRPORT RELATIONS COMMISSION (ARC) TO REVIEW THE PROPOSED 2011 -2012 ARC WORK PROGRAM t (�' V. 2012 -2016 PARKS CAPITAL IMPROVEMENT PROGRAM (PRESENTED BY THE ADVISORY PARKS AND RECREATION COMMISSION) VI. COLOCATION UPDATE VII. OTHER BUSINESS VIII. ADJOURNMENT Special Council Workshop Agenda Memo September 13, 2011 Page 1 of 3 III. ISD 196 BUSSING TRANSPORTATION UPDATE AND CITY WINTER TRAIL MAINTENANCE PROGRAM ADJUSTMENTS ACTION TO BE CONSIDERED: 1. ISD 196 SCHOOL WALKING ROUTES • Receive an update from ISD 196 regarding new school walking route boundaries and its impact on the City's Winter Trail Maintenance Program, and APPROVE/DENY modifying the 2011 -2012 Winter Trail Maintenance Program to accommodate the added walkers. 2. MnDOT WINTER TRAIL MAINTENANCE REQUIREMENTS • Review MnDOT contractual obligations and APPROVE/DENY modifying the 2011- 2012 Winter Trail Maintenance Program to accommodate the added requirements. 1. ISD 196 BACKGROUND/FACTS: • At its May 10, 2011 workshop session, the City Council discussed various potential additions to the 2011 -2012 Winter Trail Maintenance Program. Included in this discussion were several trail segments not currently plowed that will now serve as School Walking . Routes (SWR) due to a recent Bussing Policy revision by ISD 196. • Effective for the 2011 -2012 school year, the ISD 196 walking boundaries have been expanded from %2 mile to 1 mile for elementary schools and from 1 mile to 1Y2 miles for middle and high schools. A Fee - for - Service option ($250 /child, $500 max per family) is provided to those families who are no longer eligible for free bussing under the new Policy. • The School District was not aware that our Winter Trail Maintenance Program includes only 61.4% (70 of 114 mi) of all sidewalks and trails in the City when they deliberated the merits and impacts of their Policy changes. Subsequently, several designated neighborhoods will not have a maintained sidewalk or trail available during the winter season forcing them to walk in or along the side of some major collector streets that have been designated as "Hazardous" by the District. The District's Policy does not allow students to "cross" Hazardous streets, but doesn't address "walking in or along" those streets. The Council directed staff to meet with the District to see if there were any options to safely meet the needs of these newly added walkers during the winter season (i.e. expanded busing, District plowing, crossing guards, shared cost contract plowing, etc). • On August 19, staff met with Mr. Randy Dukek of District 196. After sharing the Council's concerns and updating him regarding the City's Winter Trail Maintenance Program, he conveyed the Council's concerns and staff suggestions to the Finance Director (Solomon) and School Superintendent (Berenz). Subsequently, on August 24, Mr Dukek replied that, after further consideration, the School District will not change their policies, emphasizing that concerned families can still have school bussing, if they are willing to pay the designated fee. • On Sept. 8, Mr. Dukek informed staff that the District has declined the City's request to attend the workshop to discuss this issue with the Council. He has responded to anticipated questions in the attached email. Special Council Workshop Agenda Memo September 13, 2011 Page 2 of 3 1. ISD 196 (Cont.): • Adding the Y2 mile of sidewalk on the north side of Wescott Rd (Woodland Elementary to Elrene Rd) to the City's Winter Maint Program would have an equivalent cost of $960 /yr, if performed by contractual services. • Adding the 1/4 mile of trailway on the north side of Cliff Rd (Lake Park Dr to Thomas Lake Rd) to the City's Winter Maint Program would have an equivalent cost of $461/yr, if performed by contractual services. • Adding the 3 /4 mile of trailway on the west side of Johnny Cake Ridge Rd (Cliff Rd to No. Woodgate Lane) to the City's Winter Maint Program would have an equivalent cost of $960 /yr, if performed by contractual services. ATTACHMENTS: • School Walking Route maps, pages 5 .-- through 7 . • School Walking Boundaries, Hazardous Street and City Trail Plow map, enclosed w/o page number • ISD 196 email correspondence, pages 2 through 9 . 2. MnDOT WINTER TRAIL BACKGROUND /FACTS • Multi -use trails currently exist adjacent to TH 13 (east side, Silver Bell Road to Blackhawk Road), I -494 (south side, Pilot Knob Road to TH 13) and TH 149 (east side, Wescott Road to TH 55). Additionally, trails currently exist on bridges over I -35E at Blackhawk Road, Deerwood Drive, Duckwood Drive and Northwood Parkway. • MnDOT policy is to contractually delegate liability and maintenance responsibility for multi -use trails in and over its rights -of -way to local agencies at the time of construction via formal agreements. • Such agreements were previously approved by the City Council prior to construction of the aforementioned trail segments. • MnDOT has recently begun to interpret sections of the United States Code and Code of Federal Regulations to require clearing of trails within its right -of -way during the winter season. Additionally, MnDOT has indicated that agencies which do not clear trails in MnDOT rights -of -way may be in violation of the Americans with Disabilities Act (ADA) which MnDOT interprets to require these trails to be clear during winters. • The City's 2011 -2012 Winter Trail Maintenance Program includes the trail segments on all bridges over I -35E. However, the trail segments adjacent to TH 13, 1 -494 and TH 149 are not currently included in the City's Winter Trail Maintenance Program. • The Council formally considered the TH 149 trail segment at its workshop on April 29, 2008 along with other new trail segments constructed in 2007. After deliberating all requested segments at that time with regards to a constrained budget, the Council decided to defer adding this segment to a later date when there appeared to be a greater need /demand and more available resources. No record of previous Council specific consideration regarding the TH 13 and 1 -494 segments has been found. • No record of resident petitions for winter use for the TH 13 or 1 -494 segments was found. An individual request to plow the 1 -494 trail segment was recently received from a bicycle commuter out of Northfield. S Special Council Workshop Agenda Memo September 13, 2011 Page 3 of 3 • Adding the 0.70 miles of trail on the east side of TH 13 (Silver Bell Rd to Blackhawk Rd) to the City's Winter Maint Program would have an equivalent cost of $1,343/yr, if performed by contractual services. • Adding the 0.51 miles of trail on the south side of I -494 (Pilot Knob Road to TH 13) to the City's Winter Maint Program would have an equivalent cost of $979/yr, if performed by contractual services. • Adding the 1.94 miles of trail on the east side of TH 149 (Wescott Rd to TH 55) to the City's Winter Maint Program would have an equivalent cost of $3,723/yr, if performed by contractual services. • Due to previous Council direction that all winter trail maintenance be performed with in- house personnel during regular work days with no overtime, the addition of any new segments are typically placed on one of 4 priority rankings recently adopted by the Council: o Priority Level 1 Trails. Trails and sidewalks that are relied upon by the school districts for designated walkers under their bus transportation policy. o Priority Level 2 Trails. Trails and sidewalks which serve higher density residential areas, transit routes adjacent to higher density residential areas and/or multi -modal inter - community connections. o Priority Level 3 Trails. Trails and sidewalks which are located in commercial areas or connect adjacent higher density residential areas to commercial areas. o Priority Level 4 Trails. Trails which do not qualify as Priority Levels 1, 2, or 3. These designated trails will be cleared as time and resources allow between snow events. ATTACHMENTS: • MnDOT trail segment maps, pages f 0 through la . 4 q 4 1 t t .N f ir i L, pa 8U8.113 I r I 1 L I N '.. 1 d 1 • 1 1; i r ' A + 4` 'i 'k. 4 1 i ,'•.∎0: r ` r .., #,:.. �, i .may { ' e 4 .4 .. , ,. y ;i•..,,. ♦ ,} t -� ,4 . ' 1 4. w t � Z sq • �` i I �` 't < p }.d yew. 1 { r � �3. a` 4 e 1 r; .- - 1, -eat ! I ( r r : i lly t 7 �.++ t i t y .. '�. ..� t . i Z � f , r° I < s ..._i Ft ,. � t 1 1 4 d1 C N 1 1 . p' (n C • a) IA r 1 C O O O d r; ' o ' Z •� ?� a O L 0 r y O C 0 Q a V u. ,? V i N lil i : 8 I 1 e *N N i 1 p 7y , W IX 5" ;. • ... { R a," — !f 1 0 • . ` _ d s n • ',4'4'.% x f} a - ' , ) r r ' .> • N ~" v : rn r . A o Cliff Rd - North Side a Winter Trail Maintenance School Walking Route Revision mpg Additional Trail - 0.24 Miles Currently Plowed Segments N A 0 125 250 Feet MM." f III L 4 IN IMO I II 1s '! s " �e. p a __ . .o _ - Cliff oa 3 Request SW Winter R#4 for 2011 -2012 Trad Maintenance - Sep 6, 2011 to ■ i b . f 8 ��� a . Ka ti • • • I. Cl emson Dr , , 101 c A r fi r . e i t • s • t ■ al i , , � n 1- 1 • � ° -i1 d A � +, j , f 4 A t a ■ . . Pr y 1 1 ' f 1. y � /..I sus / 1% : r '1:::, A:i,,,,,, 4 " ' ' ; -7 11 ' I Johnny Cake Ridge Rd - West Side Winter Trail Maintenance S chool Walking Route Revision " �" I .4¢ Additional Trail - 0.62 Miles x • Currently Plowed Segments N 4 . ( ' \ • • + 0 150 300 Feet K : -. - -, Cliff Road • 4n . . l 1 / . Request SWR#3 for 2011 -2012 Winter Toad Maintenance - Sep 7, 2011 - From: Dukek, Randy [ mailto :Randy.Dukek @district196.org] Sent: Thursday, September 08, 2011 2:10 PM To: Tom Colbert Cc: Tim Plath; Jeff.Solomon @district196.org; jane.berenz @district196.org Subject: Winter Trail Maint - ISD 196 response, 9 -08 -11 Tom, I am sorry for the delay in this response but this is a very busy time of year for the school district. I can answer your questions in a general manner at this time. Roads and streets are reviewed periodically to determine they meet hazardous guidelines as conditions change based upon road improvement, traffic conditions, etc. At the time that the streets you have described below were reviewed they would have met the hazardous criteria for the school district. Unfortunately, I do not have the time right now to investigate how that determination was made. In another email you asked the question about walking in the street along a hazardous road. Generally, the criteria describes crossing a hazardous road. However, a student would not be expected to walk on a road that met hazardous criteria unless there was a clear walk path that was not part of the traffic lane. Finally, the school district feels that we have been able to share our needs and have received the response from your office detailing a plowing plan that includes priority for the schools in Eagan. We appreciate the accommodations you have been able to provide. This along with the meeting that took place in August 19 and subsequent follow -up email seems to have clarified the position for the City of Eagan and the school district. With this amount of dialogue and correspondence the school district does not feel the need to attend the workshop session of the City Council on Sept 13. Thank you for all your assistance. Randy Dukek Coordinator of Transportation Independent School District 196 Rosemount -Apple Valley -Eagan 15180 Canada Ave Rosemount, MN 55068 651 - 423 -7685 From: Tom Colbert [mailto:TColbert@cityofeagan.com] Sent: Wednesday, September 07, 2011 9:53 AM To: Dukek, Randy Cc: Tim Plath Subject: RE: Winter Trail Maint - ISD 196 standard response, 8 -24 -11 Importance: High Randy, I believe Tim Plath has informed you that, at a special Workshop session next Tuesday, Sept. 13, the City Council will be reviewing and discussing the School District's response regarding identified conflicts in the City's Winter Trail Maintenance Program and ISD 196's new busing policy. During our discussions with you, you shared with us a copy of your Hazardous Crossings Guidelines. We will similarly share this information with the Council to help them better understand your policies. Subsequent to our last meeting, we were also provided information that shows all the various streets in Eagan that have been designated as Hazardous Crossing Streets per your policy. We have added this information to a map that we prepared showing your new expanded walking boundaries (see attached). In reviewing the characteristics of Dodd Rd (Diffley to Wescott) and Deerwood Dr. (Pilot Knob to Blackhawk) per your policy, I'm not able to readily identify which 3 criteria are met for these streets to be classified as Hazardous Crossing streets. Can you help us understand how these came to be included in your HC list? Also, because it's not specifically stated in your policy, does the District allow children to walk along the edge of an HC designated street when no off road trail or sidewalk is available (i.e. Wescott Rd & Cliff Rd)? I'm trying to anticipate questions from our Councilmembers during the workshop and would like to better understand this aspect of your policy as it applies to our Winter Trail Maintenance Program. Can you let me know by the end of tomorrow? (our agenda packet has to be prepared and run on Friday). Also, do you know who from the District will be attending the Workshop (starts at 5:30 pm and this is first on the agenda) Thanks for your anticipated prompt reply Tom From: Dukek, Randy [ mailto :Randy.Dukek @district196.org] Sent: Wednesday, August 24, 2011 2:49 PM To: Tim Plath; Tom Colbert Cc: Jeff.Solomon @district196.org; jane.berenz @district196.org; Scallon, Kris; Carlson, Lisa Subject: Winter Trail Maint - ISD 196 standard response, 8 -24 -11 Good Afternoon, Thank you taking the time last week to discuss the winter road and trail maintenance plan for the city of Eagan. The information has been shared with the Director of Finance and Operations and the Superintendent of Schools. We appreciate the adjustments you have made and the priority to plow trails and sidewalks that affect the non - busing areas of our schools in Eagan. At the meeting I agreed to follow up on issues related to a request by Oak Ridge Elementary Principal Kristine Scallon to plow both sides of Johnny Cake Ridge Road in front of the school, and the sidewalk between Woodland Elementary and Elrene Road that will not be maintained by the city. On the first matter, we have notified Principal Scallon that only one side ofJohnny Cake Ridge Road will be plowed, consistent with practice in all other areas of the city. Since Johnny Cake Ridge Road is not considered a hazardous road by school district policy, students are able to cross the road without a crossing guard. Regarding the sidewalk near Woodland, the district will continue its practice of plowing sidewalks that are adjacent to school property. In an effort to maintain consistency within the district, we will not plow the sidewalk which extends from the Woodland Elementary property to Elrene Road. We agree that the school district and city should not be critical of each other when sharing information with the public about the school walking area and maintenance of city trails. Our message to parents who may call the district concerned about these two situations will be as follows: The City of Eagan has made adjustments to its trail and sidewalk maintenance plan to make school areas a plowing priority. In this situation, the city is only able to plow the sidewalk or trail on the opposite side of the road. The school district offers a fee - for - service transportation option for parents and guardians who are not comfortable with their child walking to school for any reason. Thank you. If you have any questions or concerns, please contact me. Randy Dukek Coordinator of Transportation Independent School District 196 Rosemount -Apple Valley -Eagan 15180 Canada Ave Rosemount, MN 55068 651 - 423 -7685 9 . >imeN.........: ........... - o o c i Y w a 0 It me _ . / ' - / - . 11 c ' e 3 o 13 • — c Y ea i 0 C C O I— = 0 2 ce i" L CO C Q V N u- 0 co . • • • • , O ♦ • 1 • • t J I %r • • 4 m ♦ ♦ ♦ i fn r ( 5 ♦ . . . . . . . . i i lik: \\\*;%\ ' :1%‘ ''S- ' S . . - . . . • itilkik ' 4, \ *.. ''' 7 F � � K t \ � . . , . .._ ., W• ...., . ,... ' ' ' T • \ ' • s l' , • - i� 1 tt t I _ • 4, - 0"v N. 4111 14., • 1.: i {" a" — i 1 4 —.,_ .adP . TO- — � s U t+ —° peoa qouN ;olid • • 1 1 ' - : y' „ a i ; � lh 1 k c k a I I i k t0 i II 6 "'; 4"4' . � ' P J 1, Q 1 , -.4t CC o i N la e% : iiN*4 1 I VI ° £ ��� .� 0 co r :: ■ °- 4 1 ° 4 8 10110 C:':- .. $` ■ �14 ti , $ , - y am -- .. 6. = C i g .../ C � it � 1 2 N '" ' .' a 1 p 4 'n .. : Yid j .. O O N . :. e i, 1, As 1 � . _ . 1 4 �. G aiC�INb§ "fin .al Lt \ • 1 '$ F ' y 1 .. A • i • � ♦ r �to* Ni • t ' g h ' ♦ way SS ■ J 4 1� ' i Yi � ` ",', - - • Z, t , ♦ ,,. • , t t R ■ l • l' �' \♦ r ra v ,,k '• • { Ir a 1. t I. , � � ,, :� 10, r.. ,_.,- *ATI „. Yankee Doodle Rd,, , -' ,♦ - 1 � p ` ' - '., ♦ 7 ,.W @m't� 1 � nYl �m 4 9 s i l M `� �i a � ^c t Pf � g j t 1. H- t 1, it _ ' / 4 -s* f'\ } { � *, 1 �4 yr ' _ i t ' ° '.' \ 'i s '-' '402 14- A , I 4. _-.- - -,-,-,- --,": •Nlint y x i,' �� ,: ♦ •' ' 1� [ n _ A r. s ' ,may, %;• 4 ♦ ` - � Trunk Highway 149 ♦ a t , Wescott Road to TH 55 Winter Trail Maintenance 4 • ` Additional Trail - 1.94 Miles •♦ ♦ Currently Plowed Segments , • • • , City Boundary N `� ' • a 0 400 800 Feet - .I Wescott Road TH 149 Trail for 2011 -2012 Winter Trail Maintenance - Sep 7, 2011 r Agenda Information Memo September 13, 2011 Special City Council Meeting IV. JOINT MEETING WITH THE AIRPORT RELATIONS COMMISSION (ARC) TO REVIEW THE PROPOSED 2011 -2012 ARC WORK PROGRAM ACTION TO BE CONSIDERED: There is no formal action to be considered. The joint meeting is an opportunity for the ARC and City Council to discuss the proposed 2011 -2012 ARC work plan. FACTS: • It is the City Council's practice to meet with each of their advisory commissions at least one time each year. • The Airport Relations Commission (ARC) is prepared to dialogue with the Council about their proposed 2011 -2012 ARC Work Program. • Chuck Thorkildson, Chair of the ARC, will be present to provide an overview of the proposed work plan. • This is also an opportunity for the Council to dialogue with the ARC about any other airport issues facing the community. • If so directed by the Council, formal action can be included on the September 20 City Council consent agenda to approve the 2011 -2012 ARC work program. ATTACHMENTS: • Enclosed on page l is the proposed 2011 -2012 ARC Work Program. 13 City of Eagall 2011 -2012 Eagan Airport Relations Commission (ARC) Work Plan- -DRAFT Work Plan Topic Presenters/Invited Schedule (tentative) Guests 1. Review 2010 -2011 Work Plan with Eagan City Council September 13, 2011 Special CC Mtg, 5:30 p.m. 2. Air Traffic Control Tower Tour Carl Rydeen, FAA September 13, 2011, 7 p.m. • Review of RNAV implementation process and timeline ATCT Tower Manager 3. Next Generation Initiatives and Proposed RNAV Tracks Chad Legve, MAC November 8, 2011 ARC • Noise impact on Eagan's residential areas Manager, Noise Office meeting • Impact of changes on noise contours • Economic impact of RNAV to airlines and MSP FAA Representative 4. Metropolitan Airports Commission Overview and Tammy Mencel, MAC January 10, 2012 ARC Introduction of Commissioner Mencel Commissioner meeting • Invite Tammy Mencel, newly appointed MAC Commission, to introduce herself to the ARC Chad Legve, MAC • Receive overview of MAC's Pilot Education Campaign (for noise mitigation) John Nelson, MAC • Receive noise mitigation program update Noise Mitigation Program 5. Town Hall Meeting Chad Legve, MAC March 2012 (off site— • Hold ARC town hall meeting in a specific neighborhood location and specific date (at neighborhood church or school) to continue success Tammy Mencel, MAC TBD) of 2010 and 2011 town hall format —send postcards to Commissioner residents in area inviting them to the meeting *hold on a non - Council • Invite City Councilmembers to be present to give Eagan City meeting Tuesday to allow opening statement /welcome regarding efforts taken by Councilmember(s) Council the City to combat airport noise and tell story of attendance /participation economic impact of MSP to Eagan Eagan's Legislative • Provide airport noise survey link on invitation (and have Delegation hard copies of survey at the open house) • Invite Chad Legve to provide update on Next Gen initiatives / RNAV, new MAC website capabilities, and forecasted operations for the specific neighborhood invited to the meeting • Invite MAC Commissioner Tammy Mencel to give update on MSP, including ongoing merger impacts, Southwest presence, operation projections, etc. • Invite Eagan's legislative delegation to be present 6. Joint meeting with Mendota Heights' and Inver Grove Mendota Heights' and May 8, 2012 ARC meeting Heights' Airport Relations Commissions Inver Grove Heights' • Discuss respective cities' airport noise policy issues ARC 7. Noise Monitoring and Communication Review at monthly ARC • Monthly review of MAC technical reports, including meetings Corridor compliance • Ongoing discussion about communication initiatives via Experience Eagan, City website, and cable TV 8. Future ARC Items TBD • Participate in a future aviation disaster exercise put on by the MAC in conjunction with surrounding cities and agencies I, j • Showcase Eagan booth (2013) `-� Agenda Memo September 13, 2011 Special City Council Meeting V. 2012 -2016 Parks Capital Improvement Program FACTS: • The Advisory Parks Commission reviews the proposed Capital Improvement Program with the City Council each year to solicit feedback and direction of this 5 year plan. • The CIP covers potential projects throughout the park system over a five year period of time with the primary focus on the upcoming year, 2012. • Funding for the Parks CIP has historically been from the Park Site Fund which derives revenues from money paid by developers in lieu of a land dedication at the time of platting. • Use of the Park Site Fund is limited to capital improvements related to the development or improvement of park sites and associated amenities. • The Advisory Parks Commission will review the proposed priority projects for 2012 and will briefly review projects in subsequent years that have been identified for potential completion. 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C7 • - •p f+ E-+ = N W c W U w z a z W w AW p 0 ° W o° 0 o O 00 c....., N O O O O t 1 H i O O O •" rl r r 64 69 y � a CD N H W F W O A.t z Q d U x Q 0 4 cu E dz > 0 W R, o •.. o O N �--i N a c.. c W V N A > a ~° o o • W H o M a o I- 69 --' c G a as v) a,cv c/ 1 r U 0 ,' c`.. u Z N o° ;- 0 U ti _.___ U O U H H H p _ N. o .-) c ccco ? ??oo o » f # VZ m / - - qC CA A II / 11 q § 0. J # C 27 0 • 2 / ca Ta (4 oa = a2 W ■ k N �\ / k /a\ / / d tu ƒ // \ = / / 2 d U • O A, k ? / a a a a / b = W >- D S/ / R c c o c • / el o ? o R o d o 1 • 3 r-t 3 6 L) el q Q / U U a 2 / / 0 / b r. -c E.* - ® rics ° \ Ck ; § P4 ? 3 Q 9 3 v 0 7 E £ 0 2 • O / § ® E } F P. a 3 3 / % / / \ % P ƒ ct ., \ R w W \ \/ 3 S S S k . \\ O H CO H H <\ c 6 Agenda Information Memo September 13, 2011 Special City Council Meeting VI. Colocation Update ACTION TO BE CONSIDERED: No formal action requested at this time. The Colocation facility feasibility team, led by Five 9s Digital, will provide an update to the City Council on their analysis and preliminary findings prior to completion of the feasibility study. FACTS: • On April 5, 2011, the Eagan City Council approved a contract with Five 9s Digital to conduct a two -phase feasibility study for the attraction and placement of a privately - owned colocation facility in Eagan. • The study and the initiative, now called Project Connexion, is in fulfillment of the City Council's expressed goal of supporting "the evolving 'infostructure' needs of residents and businesses," and the Council passed a resolution in January, 2011, calling the need for such a specialized data hub as "critical infrastructure." • On July 5, 2011, the City Council, upon recommendation of the Eagan Technology Working Group, approved proceeding to Phase II of the feasibility study. • Eagan Communications Director Tom Garrison, liaison to the Tech Working Group, and the team led by Five 9s Digital, will provide an overview to the City Council of the significant progress that has been made toward making Project Connexion not only a reality, but the Midwest's premier carrier neutral data center. ATTACHMENTS: None. The team will be traveling to Minnesota on Tuesday and bringing their presentation with them for the meeting.