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09/20/2011 - City Council RegularMINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota SEPTEMBER 20, 2011 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. There were no visitors who wished to be heard. A regular meeting of the Eagan City Council was held on Tuesday, September 20, 2011 at 6:30 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. Also present were City Administrator Tom Hedges, Director of Administrative Services VanOverbeke, Director of Community Development Hohenstein, Police Chief McDonald, Fire Chief Scott, Director of Public Works Colbert, Communications Director Garrison, Director of Parks and Recreation Johnson, and Administrative Secretary O'Brien. AGENDA Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve the agenda as presented. Aye: 5 Nay: 0 RECOGNITIONS AND PRESENTATIONS OATH OF OFFICE — NEW FIRE FIGHTERS Fire Chief Scott gave background on the initial training process completed by the eleven new fire fighters prior to Director of Administrative Services VanOverbeke administering the Oaths of Office. RECOGNIZE MIRA BROYLES FOR HER SERVICE TO THE CITY OF EAGAN Mayor Maguire recognized Mira Broyles, Deputy Clerk/Administrative Secretary, with a plaque of appreciation for her eleven years of service to the Mayor and City Councilmembers and the City of Eagan. CONSENT AGENDA Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve the Consent Agenda, with items D., E., and F. pulled for separate comment and item K. pulled for separate action. Aye: 5 Nay: 0 A. It was recommended to approve the Minutes of the September 6, 2011 City Council meeting as presented B. Personnel Items: 1. It was recommended to acknowledge the resignation of Nancy Bailey, Office Supervisor — Central Services Division and authorize her replacement. 2. It was recommended to approve the change of status for P. Dudziak, Planner in the Community Development Department from a schedule of 36 hours per week to 40 hours per week effective immediately 3. It was recommended to approve the hiring of seasonal employees in Parks & Recreation C. It was recommended to approve the Check Registers dated September 1, 2011 and September 8, 2011 D. It was recommended to approve a Resolution accepting donation of funds to purchase a hybrid vehicle from Gopher Resource for Fire Department E. APPROVE a Resolution to accept a donation of $2,828.00 on behalf of the Eagan Police Department from Gopher Resource, LLC and authorize the necessary budget adjustments F. APPROVE Resolution accepting donation from Ansari's Mediterranean Grill for $1,000 and APPROVE the related General Fund Budget adjustment increasing donation /grant revenue and Fire Department capital expenditures in the same amount G. RATIFY the RFP Process for Audit Services H. AWARD bid for City of Eagan Conduit/Fiber Installation and Direct the City Attorney's Office to prepare the necessary Contract I. APPROVE E -TV Lease Renewal with Thomson Reuters J. APPROVE 2012 -2016 CIP Part II Vehicles and Equipment and 2012 Budget and AUTHORIZE 2011 purchase of winter /snow trail clearing equipment K. Pulled for separate action City Council Meeting Minutes September 20, 2011 2 page L. RECEIVE Final Assessment Report and Approve Final Assessment Roll, Project 1012 (Duckwood Dr. Extension and Station Trail — Street & Utility Improvements) M. APPROVE Final Payment for Contract 11 -02, Citywide Street Improvements N. APPROVE Final Payment for Contract 09 -20, Fire Safety Center Site & Utility Improvements O. APPROVE Final Payment, Contract 11 -12 Traffic Signal Painting P. RECEIVE Final Assessment Report for Project No. 1032 (Trotters Ridge/ Stafford Place — Street Overlay) and Schedule Public Hearing (October 18, 2011) Q. RECEIVE Final Assessment Report for Project No. 1037 (Woodlands/ Sunrise Hills — Street Overlay) and Schedule Public Hearing (October 18, 2011) R. RECEIVE Final Assessment Report for Project No. 1041 (Hills of Stonebridge 1st— Street Overlay) and Schedule Public Hearing (October 18, 2011) S. RECEIVE Final Assessment Report for Project No. 1042 (Bridle Ridge 1st — Street Overlay) and Schedule Public Hearing (October 18, 2011) T. RECEIVE Feasibility Report for Project 1035 (Denmark Avenue/ Promenade Place Intersection Improvements) and Schedule Public Hearing (October 18, 2011) U. APPROVE 2011 -2012 Airport Relations Commission Work Plan V. APPOINT Representatives and Alternates to the Robert Street Transitway Steering Committee and Technical Advisory Committee W. APPROVE Change Order #1, to Contract 11 -03, Deerwood Reservoir (Repainting) X. APPROVE Change Order #3, to Contract 10 -10, South Water Treatment Facility (Upgrade) Y. MODIFY Winter Trail Maintenance Plan (2011 -2012) Item K., adopt Findings of Fact for denial for modification to the Stonehaven Open Space Plan, was pulled for separate action. City Administrator Hedges stated the developer has requested a continuance of the item. The City Council discussed the open space plan and whether to grant the continuance. Bakken moved, Tilley seconded a motion to adopt the Finding of Fact, Conclusions and Resolution for denial of a revised open space plan for Stonehaven to allow construction of a picnic pavilion in the southeast portion of the development site. Aye: 3 Nay: 2 PUBLIC HEARINGS VACATION OF DRAINAGE & UTILITY EASEMENT LOT 21, BLOCK 3 OAKBROOKE 5 TH ADDITION City Administrator Hedges introduced the item regarding a vacation of public drainage and utility easement on Lot 21, Block 3 in the Oakbrooke 5 Addition. Public Works Director Colbert gave an overview and background on the item. Mayor Maguire opened the public hearing. There being no public comment, he turned the discussion back to the City Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the vacation of public drainage and utility easement on Lot 21, Block 3, Oakbrooke 5 Addition. Aye: 5 Nay: 0 LEGISLATIVE /INTERGOVERNMENTAL AFFAIRS UPDATE There were no items for discussion. ADMINISTRATIVE AGENDA Public Works Director Colbert discussed creating a tenth category for technical /specialty services for the City of Eagan to include a specialty category for strategic planning, assessments and standards for telecommunications, cabling infrastructure, data centers and unified communications technology and requested authorized to retain Elert & Associates Networking Division, Inc for Contract 11 -14, City wide Fiber and Cable installation. City Council Meeting Minutes September 20, 2011 3 page Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve Elert and Associates Networking Division, Inc. for technical/specialty services for the construction and contract management of fiber and conduit installation under Contract 11 -14. Aye: 5 Nay: 0 CITY COUNCIL COMMENTS Mayor Maguire gave an update on discussions with School District 196 regarding the snow clearing of trails and walking paths. VISITORS TO BE HEARD There were no visitors to be heard. ADJOURNMENT Councilmember Fields moved, Councilmember Tilley seconded a motion to adjourn the meeting at7:26 p.m. Aye:5 Nay:0 Date /O - 11 Mayor o •