06/11/2013 - City Council SpecialMINUTES
SPECIAL CITY COUNCIL MEETING
TUESDAY, JUNE 11, 2013
5:30 P.M.
EAGAN ROOM — EAGAN MUNICIPAL CENTER
City Council members present: Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley.
City Staff present: City Administrator Osberg, Assistant City Administrator Miller, Public Works Director
Matthys, Director of Community Development Hohenstein, Director of Parks and Recreation Johnson,
Superintendent of Operations Mesko and Finance Director Pepper.
I. ROLL CALL AND ADOPTION OF THE AGENDA
Councilmember Fields moved, Councilmember Hansen seconded a motion to adopt the agenda as
presented. Aye:5 Nay :0
11. VISITORS TO BE HEARD
There were no visitors to be heard.
III. APPROVE PLANS AND SPECIFICATIONS FOR CITY CONTRACT 13 -05, (CEDAR GROVE PARKING
GARAGE) AND AUTHORIZE ADVERTISEMENT FOR A BID OPENING ON JULY 25, 2013
Public Works Director Matthys introduced the item noting on February 5, 2013, the Economic
Development Authority approved a Consulting Engineering Services Agreement with Walker Parking
Consultants. The project plans and specifications have been completed and are being presented to the
Council for approval and to authorize advertisement for bids.
Councilmember Fields moved, Councilmember Tilley seconded a motion to approve the plans and
specifications for Contract 13 -05 (Cedar Grove Parking Garage) and authorize the advertisement for a
bid opening to be held at 10:30 a.m. on Thursday, July 25, 2013. Aye: 5 Nay: 0
IV. RECEIVE BIDS AND AWARD CONTRACT 13 -20 (I -35E NOISE WALL- LANDSCAPING)
Public Works Director Matthys introduced the item noting Contract 13 -20 provides for roadside
landscape improvements within Interstate 35E right -of -way adjacent to the noise wall constructed as
part of Contract 12 -04. The noise wall was constructed adjacent to the west side of Interstate 35E north
of Diffley Road. Matthys provided additional information on the proposed landscape improvements.
The Council discussed the improvements.
Councilmember Fields moved, Councilmember Tilley seconded a motion to receive the bids for Contract
13 -20 (Interstate 35E Noise Wall — Landscaping Improvements) and award the contract to North Country
Landscape and Design, Inc., for the Base Bid in the amount of $46,947.00, and authorize the Mayor and
Deputy City Clerk to execute all related documents. Aye: 5 Nay: 0
Special City Council Minutes
June 11, 2013
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V. JOINT MEETING WITH THE ENERGY AND ENVIRONMENT ADVISORY COMMISSION (EEAC)
A. REPORT ON 2012 -2013 EEAC WORK PLAN AND GOALS
1. Review of City Ordinances /Procedure for Renewable Energy (Solar Energy)
Mayor Maguire welcomed the members of the Commission and thanked them for their service on the
Energy and Environment Advisory Commission.
Director of Parks and Recreation Johnson gave a summary of the Commission's purpose and work plan
and introduced Jeff LeClair, Chair of EEAC. Each of the Commissioners introduced themselves to the
Council. Chair LeClair gave an overview of the proposed work plan and goals for 2012 -13. The Council
discussed the work plan and goals.
Commission Member Nadav noted in June 2012 the State of Minnesota received Federal Grant dollars
to launch Minnesota Solar Challenge to provide technical assistance to local governments to review city
ordinances and develop recommendations to support best practices for renewable energy. Nadav noted
the Minnesota Solar Challenge consultant has submitted a report with the findings.
Councilmember Bakken moved, Councilmember Hansen seconded a motion to:
1. Direct staff to prepare an ordinance pursuant to the options in the letter from the Minnesota Solar
Challenge and forward the changes to the City Attorney for review and recommendations.
2. Direct staff to share the attorney's recommendations with the Energy and Environment Commission
for review before going to the APC.
3. Direct staff to then check back with the City Council on the proposed ordinance and before taking
the ordinance through the formal APC process.
4. Direct the EEAC have one final opportunity to review the ordinance and make comments before it is
presented to the City Council for final consideration. Aye: 5 Nay: 0
2. Recommendation for Property Assessed Clean Energy Program
Chair LeClair introduced the item noting the EEAC subcommittee has studied PACE programs from other
states and cities and would like to initiate a program within the City of Eagan. Commission Member
Nadav gave a summary of the PACE program.
Councilmember Tilley moved, Councilmember Fields seconded a motion to recommend
program /procedure to the City of Eagan that would provide opportunities for businesses to participate
in a Property Assessed Clean Energy Program (PACE) following MN Statute 216C.436. Authorize and
direct City staff to develop and launch an initial pilot phase. Aye: 5 Nay: 0
3. Study and Recommendations to Increase Active Living /Complete Streets
Chair LeClair introduced the item noting the EEAC would like to study and recommend methods and
actions within the City to increase active living and complete streets infrastructure and conduct a joint
meeting with the APC. LeClair noted two joint meetings were scheduled with the APrC but were
cancelled due to various reasons.
Special City Council Minutes
June 11, 2013
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The Council gave direction to continue to study and report actions within the City to increase active
living /complete street infrastructure and conduct a joint meeting with the Advisory Parks Commission to
discuss initiatives that align with the Complete Street initiative.
4. Recommend Eliminating the Use of Coal Tar Sealers
Chair LeClair noted the Minnesota State Legislature passed a state -wide ban on the use and sale of coal
tar sealants, and thus there is no need for City action on the subject.
S. Report on Initiative for Publication of Licensed Waste Haulers Rates
Chair LeClair noted that the work done to date by the EEAC on this item has been completed.
6. Increase Communication of Greensteps Efforts and Related Programs to the Public
Chair LeClair introduced the item, summarizing the work done to date on the GreenSteps Cities
program. LeClair noted the EEAC would like to continue the work by increasing the communications on
what the City is doing and get feedback from the public on what the EEAC can do. The EEAC is asking
Council to continue the communication efforts with GreenSteps Cities. Commission Member Nadav
gave an overview of the program.
7. Study of Streets Maintenance Projects — Especially Street Sweeping and
Use of Chemical during Winter Operations
Chair LeClair noted Public Works Director Matthys gave a presentation on this topic at the September
2012 EEAC meeting. This is an update only, no action required.
8. GreenSteps Cities Best Practice Monitoring and Reporting
Chair LeClair noted part of the function in the GreenSteps Cities program is to monitor and report on the
City's consumption. The EEAC would like to continue the use of the GreenSteps Cities program and to
continue the monitoring and reporting practices with help from staff.
Councilmember Bakken suggested this item be discussed later with Item D. —the Proposed 2013 -2014
Goals and Work Plan, the Council agreed.
9. Other Reports /Initiatives
Chair LeClair noted this item recognizes the City's participation in the CDA Weather Smart Program for
Eagan Homeowners, the composting demonstration sites at the Eagan Community Center and Eagan
Market Fest, and a Regional Indicators Project with Urban Land Institute.
Special City Council Minutes
June 11, 2013
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B. LOW MAINTENANCE LANDSCAPING ORDINANCE RECOMMENDATION
Chair LeClair noted the EEAC is asking the Council to withdraw the Low Maintenance Landscaping
Ordinance Recommendation until they can better prepare a recommendation for the Council to review
and approve. The Council agreed with that request.
C. WATER CONSERVATION GOALS AND PROGRAM RECOMMENDATION
Chair LeClair noted the EEAC is asking the Council to withdraw the Water Conservation Goals and
Program Recommendation until they can better prepare a recommendation for the Council to review
and approve. The Council agreed with that request.
D. PROPOSED 2013 -2014 GOALS AND WORK PLAN
Chair LeClair gave an overview of the proposed 2013 -2014 goals and work plan. The Council discussed
the goals and work plan.
E. EEAC POLICIES /PROCEDURES
Chair LeClair read through the EEAC Policies and Procedures for Council's consideration. The Council
discussed the policies and procedures.
The Council agreed with a suggestion offered by the Mayor that City Administrator Osberg schedules a
meeting between Mayor Maguire, Councilmember Bakken, Director of Parks and Recreation Johnson,
Chair LeClair, other members of the EEAC as deemed appropriate and City Administrator Osberg to
better understand the issues. Mayor Maguire's suggestion also included using the two items not
discussed as object lessons for better illuminating the process challenges and the mission challenges
regarding the EEAC and how to work through those challenges, based on those specific items.
VI. 2014 GENERAL FUND BUDGET UPDATE
City Administrator Osberg introduced the item noting the recommended budget is scheduled to be
presented to the Council for formal and detailed review at the August 13, 2013 Special City Council
meeting. On September 3, the Council will be asked to consider approval of the preliminary levy and on
December 17, the Council will be asked to set the final 2013 budget and levy.
Osberg noted the Council may elect to conduct a budget open house in the fall, and invited Council
feedback. The Council suggested seeing if the budget could be available via webstreaming, which could
also be emailed to residents, with a copy available to view at City Hall.
Finance Director Pepper was available for questions.
VII. OTHER BUSINESS
There was no other business.
Special City Council Minutes
June 11, 2013
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VIII. ADJOURNMENT
Councilmember Fields moved, Councilmember Tilley seconded a motion to adjourn at 7:55 p.m.
Aye:S Nay:O
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