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01/24/1995 - City Council Special AGENDA SPECIAL CITY COUNCIL MEETING Tuesday January 24, 1995 5. 0 .m L ROLL CALL & ADOPTION OF AGENDA IL CIVIC ARENA BID AWARD ICE ARENA RESURFACER III. WORK SESSION/RETREAT (Trapp Farm) IV. OTHER BUSINESS V. ADJOURNMENT MEMO city of eagan TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 20, 1995 SUBJECT: SPECIAL CITY COUNCIL MEETING/TUESDAY, JANUARY 24, 1995 A Special meeting of the City Council is scheduled for Tuesday, January 24, 1995,for the purpose of 1) considering a bid award for the civic arena project and 2) discussion/ approval to seek proposals on an ice resurfacer and 3) designating a time for the City Council retreat. The meeting is scheduled to begin at 5:30 a.m. CIVIC ARENA BIDS Preliminarily, there is good news regarding the bids that were opened on Thursday, January 20, at 2:30 p.m. There were 22 bidders from 28 firms which obtained specs; the bids are good and very competitive. The apparent low bid for the four major components is as follows: General Construction (bid) 4E $1,262,000 to $1,262,000 Refrigeration System (proposal) 324,423 to 338,800 Dasher Boards (proposal) 102,197 to 114,475 Dehumidification System (proposal) 89,490 to 116.760, Base Bid/Proposals $1,778,110 -- 1,832,035 * The low bid may change depending upon which combination of alternates, if any, is selected for approval. The Civic Arena proposals will now be evaluated to determine the best product for the City. There are twenty-four alternates to the base bid that will be analyzed by the architect and staff. The general construction contractor may vary depending on which alternates are accepted. This will also be the case and is the reason for the range on the refrigeration and dehumidification system proposals. There are six alternates to the refrigeration system and eight alternates to the dasher board proposals. Attached on pages 3 through /3 are copies of the bid sheets, as recorded at the bid opening on Thursday. The completed analysis will not be available until the meeting on Tuesday. This analysis will also address the in-kind contribution value to determine what the labor savings are in the project bids. Since ECI (Mike Gresser) did not submit the low bid and Opus did not bid, the $112,000 savings previously figured is not available as a revenue source. Staff will further analyze this issue for the presentation on Tuesday. The total budget was set at $2,000,000. Available for construction is $1,811,000, which subtracts $100,000 for the wading pool and $89,000 for the architect fees. Only one (1) design bid proposal was submitted for the wading pool. Because there are a number of alternatives to consider with the Civic Arena Project, staff may not be able to complete a full review of the wading pool project and dasher boards. The City Administrator and Director of Parks and Recreation hope to have additional information to provide to the City Council on Monday, January 23. RETREAT Enclosed on pages /�f through 3o is a memo entitled "City Council Work Retreat" for City Council revie Ar to help prepare for a retreat that will follow the presentation in consideration of the civic arena bids. /S/ Thomas L. Hedges City Administrator 07--- I \ \ \ \ \ \ \ \ g \ , , \ \ , > » > v 1 \ \ \ \ > > > > blillnolinall . . EUIEFIFFEIEEtEl v irruriir on v Z in . �� j 0 YV O J co RTJPPP• Z J F g V N c W im=s V 1 g P 1 1 1 I a W co < F • Z Q g I 8 g F Q ' a, Z < RoF O w Q ccw f V § g V s i 8 Q w i V Z i s as W 1 1g W W 7 d V § � l o v � i 3 > > > � > 111 > � Rillilliinni EELNEFIEIKEIKK IERIEEN Int E IIEllfil iE!IF V N . A ' N Z 0 '� � FL .0n.O ` N g V 0)•ZF. 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Z la0 0 g i I P 0 1 MO p g 1 1 Q Y t li Z ti. � W 1 Y ¢ g W � 0 ZZ v _ W < Q ac a } y0� 44 = W 111 Q Li V j < CiC7 W � J 1 � � � Z t W �< a < < < W d €w w O S /3 MEMO 40*.city of eagan TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 17, 1995 SUBJECT: CITY COUNCIL WORK RETREAT Advisory Commission Retreats The City Council has determined that a major goal for 1995 is to invest in the planning/ organization of its advisory commissions. To facilitate objectives Mr. Larry Bakken, former mayor of Golden Valley, Hemline professor and organizational facilitator, has been retained to hold retreats for each of the advisory commissions. These retreats are scheduled for February. The commission evaluations, directed by the City Council last fall, have been completed and those results are enclosed on pages L through 25 The City Administrator is seeking guidelines/objectives from the City Council that would be helpful in planning the advisory commission retreats. Any objectives/goals you feel are important should be shared at this retreat so the City Administrator can coordinate with the appropriate commission's staff and Mr. Bakken. Following the commission retreats, the City Council will meet with each of the commissions, commission staff and Mr. Bakken in an evening session to review the various outcomes. Clearly,the advisory commissions are a research and fact-finding arm of the City Council. This retreat process should restate that role and focus as to how each individual commission interacts with the City Council. January 24 Council Retreat Periodically, time for the City Council to meet and discuss leadership, team work and an overall focus as the governing body is desirable. The purpose of this retreat is to set aside time for that purpose. To assist the City Council in preparing for the work session, planning tools, a calendar and list of certain tasks were prepared. Each department was asked to look ahead and identify tasks, by month, that require City Council policy direction to help identify goals/priorities for 1995. A "draft" 1995 calendar and memo listing special tasks is enclosed on pages cab through Ea. Following these retreats, Mr. Carl Neu is available to meet with the City Council and management team to define other goals/objectives for the organization if desired by the City Council. The City Administrator is seeking input from the City Council for topics that would be appropriate for that retreat. He has scheduled a meeting with Mr. Neu, who will be in the Twin Cities on Thursday, January 26, to discuss the annual retreat. ) 6./ An update on the goals that were adopted at the 1994 Council/management retreat are enclosed on pages .$ through 3C) for your review. This information will be used at a future retreat when the City Council and Department Heads meet with a facilitator. Council Docket/Poen Issues Mayor Egan suggested that a list of issues that are under consideration either as pending projects or open issues be prepared for City Council awareness. The following list is current but not all inclusive and does not represent any prioritization: • Caponi Art Park • Central Area Task Force Process • Commission Retreats • Labor Negotiations • Police Facility Capital Project • Municipal Center Capital Project • Civic Arena Capital Project & Programming • Dual Track Airport Planning Decision • Park Masterplan • Compensation Plan • Cedarvale Special Service District Work Plan • Moratorium on Adult Oriented Businesses Summary For Tuesday's retreat, a suggested format is that the City Council discuss the following topics: 1) Provide input to the City Administrator on goals and desired outcomes for the commission retreats (this includes the summary of the evaluation results) 2) Review the 1995 work program (this includes acknowledgement of the special work tasks as presented by departments) 3) City Council leadership 4) Communications and team work 5) Other City dministrator Attachment TLH/vmd /LC b. MEMO city of eagan DATE: JANUARY 12, 1995 TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES SUBJECT: ADVISORY COMMISSION SELF-EVALUATIONS At the suggestion of Councilmember Masin and City Council direction, evaluation forms have been distributed by staff to the members of the various advisory commissions. The form used is similar to the one used by Independent School District 191 in their committee evaluations. The forms were distributed in late November and returned to this office throughout the month of December. An analysis of the evaluation responses was conducted by the Administrative Intern and is attached for your review. Also included are copies of additional comments/concerns that were submitted in addition to the evaluations. cszLQ City Administrator Attachments ANALYSIS OF EVALUATION FORMS Average response for each commission APC 4.1 ( 2 surveys returned) ARC 4.3 ( 7 surveys returned) EDC 3.1 ( 7 surveys returned) APRNRC 4 (this commission prepared one communal response) SWAC 3.8 (4 surveys returned) Cable 3.8 ( 2 surveys returned) Average response for all commissions: 3.8 Average response for each answer by commission: KEY: 5-strongly agree, 4-agree, 3 neutral, 2 disagree, 1 strongly disagree ARC Cable WA APC LOC APRNRC 1. Meeting Arrangements A. Meeting time is appropriate 4.7 4.5 3.8 5 3.7 4 B. Agendas are clear 4.7 4 4 4.5 3.8 5 C. Length of meeting is appropriate 4.9 4 2.8 3 2.9 4 D. Meeting frequency is appropriate 4.3 4 3.3 3.5 2.9 4 E. Day of meeting is appropriate 4.7 4 4 5 3.4 4 2. General Operations A. Commission role is clear 4.1 3 3.5 3.5 3 3 B. Role relating to public is clear 4 3 3.5 3 2.4 4 C. Adequate support data is provided 4.6 3.5 3.5 5 3.3 5 D. Chairman's role is appropriate 4.6 4 3.8 4.5 3.1 5 E. Staff's role is appropriate 4.9 3.5 3.5 4.5 3.1 5 F. Members assume appropriate leadership 4.3 4 3.8 3.5 2.9 4 G. Members feel free to share ideas 4.6 4 4 4 3.1 4 I. Adequate means exist to reach decisions 4.1 3.5 4 4.5 2.9 4 J. Adequate means exist to resolve conflict 3.7 4.5 . 4.3 4.5 2.6 4 K. Issues generally reach closure 3.5 4 4.3 4.5 3.3 3 /2 ARC Cable SWAC APC EDC APRNRC. 3. Overall Assessment A. The Commission's efforts benefit the community 4.6 4 4.3 5 3.1 4 B. The Commission deals with important issues 4.6 4 3.5 5 3.4 4 C. Members feel good about participating 4.3 4 4.3 3.5 3 4 D. There is communication with the public 4 3.3 3 4 2.6 3 E. There is communication with the Council 3.3 3 3 3 2.5 2 /g DEC-30-94 FRI 10 : 36 WALLACEGROUP P . O1 , jdditional =manta Most members of the Planning Commission became involved because they wished to make a contribution to shaping the future of the city. They took "planning" literally and have been disappointed about their minimal involvement in major development discussions. While some members see a need for a new structure, based on functional responsibilities, I believe the essential need is to provide a sense that what the advisory commissions do actually matters. Greater interaction with the Council would do much to further this objective. • • • • • /? R-95% 6123413703 12-30-94 10:42AM P001 #17 DEC-30-94 FRI 10 : 36 WALLACEGROUP P . 02 DRAFT TO: Members, Eagan Advisory Planning Commission From: Subcommittee on Commission's Appropriate Role Gunnar Isberg, Daniel Seidel, Roy Wallace Subject: Proposed Recommendations At the August 23, 1994, meeting of the Advisory Planning Commission, it was determined that a subcommittee should look at the issues concerning the roles and duties of commission members first raised at the July 26, 1994, meeting. Members attending the July meeting expressed a desire for a greater role for the Commission in the actual planning process. It has been noted that most members of the commission initially sought appointment because they wished to contribute to shaping the Eagan of the future. While fully cognizant that the Commission is strictly advisory to the City Council, several major planning programs have been underway in recent months with only limited, after the fact, provision of information to the Planning Commission. These programs concern the creation of a Ring Road to encircle the Town centre/O'Neill Property area and the development of a "downtown." Since both of these proposals will do much to set the character of tomorrow's Eagan, commission members have wished to participate more fully in the planning process. The concerns of Commission members emerged in the wake of notification that none of the sitting council Members had an interest in attending a session with the commission to discuss these ptojects and hear of members' desires for a greater role in the planning process. It should be noted that Commission members recognize that they have no statutory right or duty to participate, but rather a desire to be included with opportunities to offer suggestions and recommendations to council Members. • ao R•95% 6123413703 12-30-94 10:42AM P002 #17 DEC-3 0-9 4 F R I 10 : 37 W A L L A C E G R O U P P . 03 {: APC/page two It appears that greater communication of Commission views to the City Council may have existed in the past. The City Code, Section 3.50 ADVISORY COMMISSIONS AND COMMITTEES GENERALLY, (1-1-'43) , states "One of the members shall be an Councilman or the Mayor appointed for a term established by the Council at the time of the appointment but not to extend beyond the end of the then current term being served by such Councilman or the Mayor." This previous arrangement, with a sitting Council Member on the Commission, may have provided a conduit for the transmission of Commission views to the City Council. Suoh a mechanism is no longer available. It should be noted that the City Administrator or the Administrator's designee also served on advisory commissions in the past. While the Community Development Director works closely with the Advisory Planning Commission presently, the Director is not a member of the Commission. The Advisory Planning Commission is charged with conducting public hearings on all development proposals and proposed plats and making recommendations on each to the City Council. Current commission members appear fully prepared to continue to discharge these responsibilities to the best of their ability. In addition, however, a majority would support the addition of a long range planning function, where broader concepts could be explored and developed and then shared with the City Council. Most members indicate they would be prepared to devote additional time to the work of the Advisory Planning Commission were suoh aspects to be included in the Commission's charge. This could involve a second regular monthly meeting. some consideration should be given to the establishment of a subcommittee devoted to such long range issues, which could then act as an information source for the Advisory Planning Commission, as a whole. The views of the Advisory Planning Commission should be transmitted to trhe City council in a comprehensive form with the intent of increasing the range of information available to City Council 'members who must act on these issues. A sense of competing agendas should be avoided. c2/ R-94% 6123413703 12-30-94 10:42AM P003 #17 DEC-30-94 FRI 10 : 36 WALLACEGROUP P . O4 APC/page three Members of the Advisory Planning commission are united in seeking to make a greater contribution to the future welfare of their city. While further discussion is required on appropriate procedures to advance this objective, including the views of City Council members, the result of a broader Advisory Planning Commission role would be greater information on planning alternatives before decisions are made and a greater representation of the views of Eagan citizens on issues that will affect them in the years ahead. C7) 2 129494 6123413703 12-30-94 10:42AM P004 #17 • V.." ;^-1-4/1/i•Mhn7 (l S s/V n C N n :Q A4-.4 p I t I!S.- t O n 51 doT.. 1 r 1-0 4-1.0.- 11v- c ... i A. I S 'r' +0 .M er o a 4- L r s rC S h rl t y r p1 rc"ur rhnwCO- f��J�L Q, Ur .c CQn i Jw♦c rcw.<< m✓ r"7nkc c. AAj-L 'r n 6%. /w .�'� n t ca S S«i. t 7 via A t 1"0 do a^^� +41- L..+ c,,ii ,10 ' -tom 044..c._4-/.7 S. ISO �'� C�L Lae- ncce fo rcv�•�•�/ boy Iatm cc. o\` c()M % 1A, �- { PItCJls1 ./...�(..• ( Corpe' f.. �c�i�5k. w wvj �L: . r I �] S�1�NJ�IrRI / r r G�n[aw, anarnVYJ Slivrc.s-r Soviet', BSrnkv� b✓1v,0 j F 1 ca/J. +Liv+ �'rf�►�, "1"+; amore. 3;ke 144.-;r bdd� ►. 1114.4.4, 6."+- * --r IS t opt- 41.,w 1'Nw jtcy se.n c K h s L — ir c;23 . . . . /4 A v r l .c L.. A) 6,/ ‘s ei 7 ! /9-m '-a-Ve4--",#'4.g4 AfPC) Cfrd eif mot_ ec, k_ -S' 71r volci ._ . � M t F e s bit-c-rtre c t rif d Tic/ Q''` /t 9�/ c t/!�1 D r t I So v Z U l) F er-1( 4a1— kt D v v/://r. 40-t-ej Q (-re do+ ,/ %/h> > n{ Ct' -I, ct/, Carr, f c ,sf- s �� rO'V ale Mtnd/ry .4.„„ "ri /nse (t Art it4et 0 a-ue -� a.��....,.t f�-`"'`10i_ 42/4)/iii 02,z f To: Tom Hedges, City Administrator From: a Markell, Eagan Advisory Parks Recreation and Natural Resources Commission Date: January 11, 1995 Subject: Informational Memo to City Council On behalf of the Commission I would like to thank you for the opportunity to provide feedback and ideas to the City Council. I think it's very healthy to periodically step back and assess where we have been in order to better direct future efforts. Doing this on an annual basis seems to make good sense. Major Park Park Commission accomplishments in 1994 were as follows: Helping to put closure on the Parks System Plan Update. Helping to secure the acquistion of the Holz Farm parcels. Helping to fine tune the list of parcels that might be pursued as future open space in Eagan. Helping staff to implement the tree preservtation policy on numerous development projects. Helping to advance water quality issues on numerous fronts. Review of 40 plats for parks, trails, and water quality dedication. Review of park planning efforts for Wescott Commons, Lexington Diffley, and Walden Heights Park. In addition to our monthly Commission meetings we attended 10 special meetings, covering various topics. Our subcommittees met on at least 14 different occasions to develop policy and discuss development projects. I have enclosed the Annual Self-Evaluation survey that you provided to all Commission members. This completed form indicates, for each question, the average score circled by different Commission members. As indicated on the survey form, the Commission feels a need for better communication with the Council and other Commissions. The Commission also had questions regarding our relationship with and responsibilities to Staff, Council and the general public. We look forward to 1995, a year that holds great promise, challenge, and opportunity. We welcome the opportunity to meet jointly with the Eagan City Council at their earliest convenience to discuss "City Vision" and the role of the Parks Commission. If we can be of additional help at this time please let me know. Again, thank you for the opportunity to provide comments and suggestions. enc. c6 1995 CALENDAR JANUARY • LEGISLATIVE AGENDA — League of Governments/January 12 — Metro East/January 18 — Chamber of Commerce/January 19 — MLC/January 25 • ORGANIZATIONAL BUSINESS — Interviews/January 10 — Appointments, etc./Regular Meeting/January 17 — Orientation/January 24 • CENTRAL AREA TASK FORCE — Meetings/January 9, 17, 23 • WORK SESSION/RETREAT — City Councilmembers/January 24 — Award Civic Arena Bid/Approve Ice Resurfacer Specs/January 24 FEBRUARY • CENTRAL AREA TASK FORCE — Meetings/February 6 & 13 • COMMISSION RETREATS — Airport Relations and Solid Waste Abatement Committees — Advisory Planning Commission — Advisory Parks, Recreation and Natural Resources Commission — Economic Development Commission • JOINT APRNRC/CITY COUNCIL MEETING — Mosquito Abatement — Park Master Plan — Borchert/Ingersoll Property — Water Quality — Holtz Farm • CAPITAL PROJECT BID AWARDS — Municipal Center Expansion/Remodeling MARCH • CITY COUNCIL RETREATS — Advisory Commission Results — Other — Parks and Recreation — Engineering and Community Development a6 • SOUTHEAST EAGAN PLAN ADOPTION • COMPLETION OF DOWNTOWN FRAMEWORK MEETINGS • NLC LEGISLATIVE CONFERENCE/WASHINGTON D.C. APRIL • movE:: '!'rY offices • BUDGET GUIDELINES/CITY COUNCIL • ADVISORY COMMISSION MEETINGS MAY • DEVELOP 1996 OPERATING BUDGET • DEVELOP 1996 - 2000 CAPITAL BUDGET JUNE • CITY COUNCIL RETREAT (ONE DAY) • LMC CONFERENCE • CIVIC ARENA OPERATING PROGRAM/FEE REVIEW • DUAL TRACK AIRPORT ISSUES JULY AUGUST • OPERATING AND CAPITAL BUDGET REVIEWS SEPTEMBER • ECONOMIC DEVELOPMENT BUS TOUR OCTOBER • 14017 n • VOLUNTEER RECOGNITION • COMMUNITY SERVICE DAY — Grand Openings for Police and Municipal Center* — Civic Arena* ' Late September/early October NOVEMBER DECEMBER • National League of Cities Conference • Budget Hearings a it� 5 MEMO — city of eagan TO: CITY ADMINISTRATOR HEDGES FROM: ROBERT RYS DATE: DECEMBER 14, 1994 RE: UPDATE OF 1994 COUNCIL GOALS During the retreat with Carl Neu last March, the City Council and staff developed and prioritized several goals for 1994. An update of the status of those goals listed as high- priority issues follows below. 1. Downtown, including the Ring Road: A task force is being set up to develop a vision for the area which will be used to guide development of the downtown. Meetings are scheduled to begin January 9, 1995. The goals of the task force and the time-frame for meeting them are as follows: * January 9, 1995: Review status of existing and future development opportunities in the 4 quadrants of the central area; review preliminary guidelines adopted by the City Council for the northeast quadrant; and review the proposed central area roadway improvements. * January 17, 1995: Meet with Opus representatives to hear their proposals and development concept, identify opportunities for public facilities, special amenities, public/private partnerships; site plan concept modifications. * January 23, 1995: Discussion of needed and/or desired public facilities/services that could and/or should be included in the design concept for the northeast quadrant. Preliminary analysis of implementation feasibility. * January 30, 1995: Identify preliminary recommendations for the northeast quadrant regarding: a. site design of the development b. public/private facilities/features/improvements c. an implementation strategy, including the role of the City, financing strategy, etc. * February 6, 1995: Review and finalize conclusions and recommendations. ag STATUS OF 1994 GOALS PAGE TWO 2. Sense of community: The Civic Arena, which received a commitment of $1.4 million by the City Council in 1993, was also identified as a high priority item. The remaining $600,000 needed to complete the $2 million project has been raised by the community during 1994. After receiving several proposals earlier this year, the firm ACC has been chosen to serve as the architect for this project. Plans and specifications for the project have been prepared and will be sent out for bid before Christmas. Staff discussions regarding school district consolidation continue. As is discussed in greater detail below, staff had developed several alternatives to the current district boundaries. After further consideration, the Council is considering a policy whereby the City and ISD 197 would shift existing district boundaries. However, it has been decided that it would be best if the entire City could be placed in one school district, either by an expansion of IDS 196 or as its own district. Recent discussions have centered around these proposals. Other aspects of this vision of community such as creating neighborhood names and neighborhood commercial nodes have not been actively pursued by the City. To some extent, however, residents of the newer subdivisions are continuing to identify themselves by their particular subdivision name (the Wexford and Thomas Lake Additions, for example). 3. Alternative Financing: None of the new funding sources that were identified at the retreat (security services, franchise fees, fees for cable, etc.) have been implemented. However, the City continues to work with groups like AMM and MLC to lobby the Legislature for proposals that would allow the City to retain more of its commercial/industrial tax revenue, create more flexibility in financing (TIF,bonds, and fees), and make the distribution of Fiscal Disparities, WA, and HACA more equitable. Also discussed at the retreat was the creation of a charter commission to investigate and report on the advantages and disadvantages the City would face if a shift from statutory to charter city were to occur. To date, there have been no formal discussions or action regarding the formation of a charter commission. 4. Commercial Build-out: The Community Development Department has completed a commercial market study of the entire city. Along with this, an interim policy was adopted which should help to ensure that large commercial developments are centralized or massed rather than dispersed throughout the community. The City continues to see growth in a variety of diverse, full-service commercial and hospitality facilities which include the Cracker Barrel Restaurant, Hampton Inn, and Holiday Inn Express. Expansion of commercial opportunities also continues as both Coca Cola and West Publishing have made additions to their facilities. Redevelopment plans for the Cedarvale area are underway. Designation of this area as a Special Services District was approved by the Legislature. Planned for 1994 was the preparation of a feIiility report for the redevelopment of the STATUS OF 1994 GOALS PAGE THREE Cedarvale intersection. This report was completed and presented to the Council in July. After further consideration, it was determined that the City would not pursue the reconstruction of this intersection. 5. School District Boundary Lines: MIS Coordinator Peterson and Administrative Intern Pruitt prepared for Council review a study which would have shifted certain neighborhoods from School District 196 to 191 and others from 191 to 196. After consideration by the Council, it was decided that the City would not seek to implement this policy. Rather, the City Council decided to give further consideration to a proposal which would place the entire City of Eagan into one school district, either as an expansion of District 196 or as its own district. However, a small task force of volunteers/citizens, City Council members Awada and Hunter and staff are studying the feasibility of a boundary change from portions of 197 to 196. c.-50