11/23/1993 - City Council Special AGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday
November 23, 1993
5:00 p.m.
Eagan Municipal Center Building
I. ROLL CALL & ADOPTION OF AGENDA
II. MUNICIPAL CENTER/PUBLIC SAFETY EXPANSION
PROJECT
III. DRAFT 1994 GENERAL FUND OPERATING BUDGET
IV. OTHER BUSINESS
V. ADJOURNMENT
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 19, 1993
SUBJECT: SPECIAL CITY COUNCIL MEETING/TUESDAY,NOVEMBER 23,1993
A Special City Council meeting is scheduled for Tuesday, November 23, 1993, at 5:00 p.m.
to consider the following items: 1) Municipal Building/Public Safety Expansion Project and
2) Further Consideration of the Draft 1994 General Fund Operating Budget.
Municipal Center/Public Safety Expansion Project
Since the City Council gave direction to proceed with Alternative 5A, the architect is
proceeding with a dual course: 1) finalizing functions and beginning the detailed drawings
for the Police Department building and 2) focusing on department relationships, including
Fire Administration for the remodeling of the municipal center building. It is the
remodeling of the municipal center building that necessitates discussion and direction by the
City Council. There are several considerations such as:
1) Response of the Volunteer Fire Department to being located in the lower level
of the municipal center building. The Executive Board,Fire Department Heads
and line officers have met and are suggesting several alternatives which are
addressed in a memo entitled, "New Building Expansion Project" from Fire
Chief Nelson enclosed on pages ta through .
2) A new City Council Chambers.
3) Other Improvements/Remodelling for the Municipal Center Building Space.
The architect will summarize the work of the Steering Committee and suggestions/
recommendations at the meeting on Tuesday.
Draft 1994 General Fund Operating Budget
Attached and referenced as pages T through 8' is a copy of a memo prepared by the
City Administrator that addresses those issues that were continued for discussion at the
November 16 special workshop session.
City Administrator
Attachments
TLH/vmd
MEMO
__city of eagan
DATE: November 18, 1993
TO: City Administrator Tom Hedges
Mayor Tom Egan
Councilmember Patricia Awada
Councilmember Shawn Hunter
Councilmember Sandra Masin
Councilmember Ted Wachter
FROM: Fire Chief Dale Nelson
SUBJECT: New Building Expansion Project
During the regularly scheduled Executive Board Meeting on November 16, 1993, much
of the discussions focused on the proposed expansion project for City Hall.
The entire Executive Board, all Department Heads, all Line Officers, and firefighters for the
Eagan Fire Department unanimously agree that the proposed location for the new Fire
Administration according to plan 5(a) does not meet the present needs or the projected
needs to year 2010 of the Fire Department.
The proposal locating Fire Administration in the lowest level of the existing City Hall, will
not work for several reasons, as follows:
1. Parking. The emergency vehicles (valued at an estimated quarter million
dollars each, including equipment) would not be in sight of fire department
personnel during trainings and meetings. Equipment stocked on the truck
is very expensive and could be stolen quickly and easily if not monitored.
This is a risk the Fire Department should not have to take.
2. Training. By putting the training room on a different level from the
Administration Offices, you are thereby creating the problem of having to
constantly go from one level to another to retrieve training equipment,
materials, photocopies,telephone calls, etc. There is a very strong need for
everything to be located together. Secondly,there will be firefighters walking
through City Hall with their firefighter gear on which, in many cases, can be
dirty.
02-
• 3. Response. In an emergency situation during trainings or meetings,
response would be poor. If the department was in a meeting in the office
area, and the trucks were parked in the location designated by the
• proposed plan (upstairs near the training room), firefighters would have to
run from the basement level up the stairs to the trucks, slowing down the
response time significantly.
4. Equipment. Storage of all aspects of the fire department's equipment (i.e.
gear, radios, pagers, hand held tools) are presently stored at various
locations throughout the City. It would be in the best interest of the
department to have this storage area centrally located with easy access due
to the size and weight of different items.
Because this is such a strong issue and the need for addressing this issue before
proceeding any further with the expansion project is so great, we wish to express our
feelings to the Councilmembers. The entire Fire Department would like to propose three
options and would like some direction from the Council as to their views regarding the
expansion project and its effect on the Fire Department:
1. Reconsider an expansion to the south end of the new police facility which
would combine Police and Fire under the same roof and would reiterate the
original plan of a "Public Safety Building". In addition, by placing Fire
Administration in this location, the parking problem would be eliminated as
would the risk of theft of these vehicles which are left running during training
and have a value of a quarter million dollars. Response to these vehicles in
an emergency situation would be the fastest and safest possible. Lastly, we
also believe this plan would provide for a good public image.
2. Relocate Fire Administration on the same grounds as City Hall and the new
Police Department, but having their own separate building. This proposal
would ensure that Fire Administration has all its needs met and also would
keep with the "campus" theory in that all departments are located on the
same grounds. The construction of this new building could be delayed for
up to 5 years.
3. Leave Fire Administration where it is and remodel the existing building with
the allotted $300,000.00.
4. Morale. Firefighters would be less effective if morale is down.
5. Public Image. Should have better visibility and accessability to the public-
especially since we're volunteers.
We look forward to hearing from the Council regarding this matter and appreciate your
anticipated consideration and cooperation.
DN/DD/kmk
chiefs\mcouncil.dd
.3
)I( MEMO
_city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 19, 1993
SUBJECT: DRAFT 1994 GENERAL FUND BUDGET/MEMO #3
Several public policy matters were discussed with specific direction given to staff at the
November 16, 1993 budget workshop meeting. On pages 42 and 43 of the "Draft 1994
General Fund Budget/Memo #2" Special City Council Agenda Information packet dated
November 12, there were nine (9) specific public policy considerations. Certain
considerations were continued for further discussion at the November 23 Special City
Council meeting, certain policy matters were resolved with specific direction given to the
City Administrator and, finally, new policy direction was given for the overall budget. The
following is a review of that action.
Public Policy Considerations/Requiring Direction
Volunteer Firefighter Relief Association Budget Allocation—There are two policy
matters relating to the City's contribution to the Volunteer Firefighter Relief Association.
The first is a budgetary allocation for 1994 which can vary from the 1993 appropriation
of$91,800 based on the current number of firefighters and the maximum pension amount
of$3,375 per year of service to $194,833 assuming an increase in the level of service to
$4,225 per year for the maximum number of firefighters allowed by previous City action.
The amount requested by the Volunteer Fire Department is $134,310 which assumes 91
volunteers, the present number of volunteers (based on a pension per year of service at
$4,225).
The question before the City Council is twofold. It will be necessary to determine a dollar
amount for the Relief Association to be considered at the truth-in-taxation hearing on
December 7 and for purposes of budget ratification, at the meeting on either December
15 or 16.
The second decision is action that determines a pension level for the next three (3) years
for the Fire Department Relief Association. The last pension level was agreed to in
August of 1990, covering the years 1991, 1992 and 1993. The Volunteer Fire Department
Relief Association is recommending that the maximum amount of $3,375, which was in
1/
excess of the maximum of $3,000 provided for in State law, be increased to $4,225 per
year of service effective January 1, 1994 and would be in place for the three (3) year
period. State law as amended during the 1993 legislative session allowed the City of
Eagan to increase to $3,375 and subsequently, adopted a Statewide lump sum pension
limit as follows:
43,375 as of May 25, 1993
43,500 as of January 1, 1994
-$3,750 as of January 1, 1995; and
•$4,000 as of January 1, 1996.
Historically,the City Administrator has met with the Relief Association Pension Committee
to discuss a pension schedule with direction by the City Council.
The Pension Committee will be represented by Mark Sportelli, President of the Relief
Association. It will be necessary to adopt a budget amount for 1994 and provide direction
regarding a process for establishing a pension amount for each year of service effective
January 1, 1994.
Hazmat--A second public policy consideration that was held over for further discussion
is a proposed increase of$9,450 to provide the desired level of Hazmat training and the
purchase of related equipment for the Fire Department. The draft 1994 budget includes
an expenditure increase of$20,000 for equipment and training, allowing the Volunteer Fire
Department to become Level 2 responders to "identify and contain" a hazardous material
spill. During 1992 in preparation of the 1993 budget, a budgetary allocation was
approved for training volunteer firefighters to a Level 1 Hazmat status. After further
consideration this fall, it appears that the total budget increase for Hazmat for 1994 should
be $29,450 which is an increase of $9,450 in order to provide the training and purchase
the related equipment for a Level 2 Hazmat training. Chief Nelson will provide additional
information on the Hazmat training and a further clarification of the dollar amount being
requested.
Oak Wilt--A third policy consideration is a proper dollar amount allocation to combat the
oak wilt problem. The 1993 operating budget and draft 1994 general fund budget provide
a dollar amount appropriation for special aerial studies to identify and measure the
magnitude of the oak wilt problem. The policy question for the City Council is the dollars
that should be allocated for the actual removal of oak wilt during 1994. According to a
memo prepared by the Director of Parks & Recreation and dated November, 1992, the
City could spend up to $700,000 over five (5) years in an effort/attempt to curb oak wilt
disease. The question before the City Council is what level of public dollars should be
allocated for the actual removal of trees on public/private property. It may be possible
for the City Council to allocate additional resources and ask that the Parks, Recreation
& Natural Resources Commission further prioritize the program for future consideration,
ie. a five year program. Any additional increase to the Forestry budget would require a
reduction in the contingency, reallocation of spending in other departments or an increase
to the estimated 7% tax capacity rate increase.
Considerations That Were Given Direction at the November 16 Budget Work
Session
Computer Equipment—It was the consensus of the City Council to further examine the
acquisition of computer equipment and emphasize comparative shopping of both PC's
and software. There were questions raised and direction given to specifically investigate
other name brand computer equipment (non-exclusive Hewlett Packard) that are LOGIS
compatible. There was also discussion regarding the placement of limitations on the
purchase of software to enhance further the sharing of software applications.
School Resource Officer—A previous decision to allocate additional resources to the
Police Department to provide funding for a school resource officer to be assigned to
Blackhawk Middle School and Metcalf Junior High School was again acknowledged.
Capital Outlay—Direction was also given to the City Administrator to reduce the overall
capital outlay budgeted as a part of the general fund from $293,050 to $200,000. The
City Administrator was instructed to work with Department Heads to prioritize capital
expenditures for 1994 given the reduction of $93,050.
Community Development Department Personnel—The Community Development
Department personnel and employee classification recommendations were not approved
for 1994 reducing expenditures by$51,600. The City Administrator was directed to study
alternatives to the request presented by Community Development personnel, such as the
sharing of personnel with other communities during peak staffing needs and the feasibility
of consolidating certain staffing responsibilities with other personnel. The actual reduction
of $51,600 does allow for further consideration of a half-time clerical position.
Building Maintenance Worker—The one-half time building maintenance worker in Central
Services Maintenance and a similar position for Community Development were both
postponed and the City Administrator was directed to provide a comprehensive study as
to how building maintenance personnel can be managed for all public facilities owned,
operated and maintained by the City.
Personal Services—A final budgetary consideration was a level of appropriation for
personal services increases for 1994. The City Council, with much discussion and
debate, determined that a budgetary allocation not to exceed 21%would be included for
1994. This direction was given with the understanding that settlements may be less than
21% with any residual budget amount being placed in either the contingency or fund
balance to offset unforeseen expenditures or potential loss of property tax revenue for
such reasons as tax abatements.
Tax Levy—A final consideration that was given by the City Council at the November 16
meeting was to reduce the tax capacity rate increase to a rate not to exceed 7%. As a
result, the net levy will be reduced from $10,141,986 to $9,982,802. This is a $159,184
reduction which is slightly more than previously estimated because of additional
reductions in total tax capacity. The estimated tax capacity rate compared to 1993 would
increase from .20423 to .21853.
6
New Considerations
The City Administrator was asked to review with the Director of Parks & Recreation the
feasibility of using more volunteers for recreational programming. There was also a
question about the feasibility of integrating recreational programming with a community
education program in one of the three (3) school districts. The Recreation Supervisor/
3/4 time budgeted for 1994 remains as a budgetary appropriation; however, before actual
authorization is considered during calendar 1994, a report on alternatives for providing
the service will be presented to the City Council.
Another consideration was for management to consider a method to empower employees
to further consider what service reductions should occur.
Summary
The effect of these adjustments is illustrated on the following page. Given the tax capacity
rate increase at an estimated 7.0% and other small revenue adjustments, the total
estimated revenue is reduced from$13,633,100 to$13,501,530 and the total expenditure
level is then set at that amount. The total levy reduction is $159,184 of which $150,170
is allocated to the general fund. Because of the uncertainty as to the final oak wilt
appropriation, no additional money is included on the attached page. The contingency
has been reduced to $67,220 which is the only flexibility as the budget is currently
presented. An appropriation to oak wilt of more than that number will require uire additional q
reductions in other areas or a higher tax capacity rate increase as previously noted.
The City Administrator and Director of Finance will prepare a distribution for the truth-in-
taxation hearings based on the direction given at the Special City Council meeting on
Tuesday, November 23.
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City Administrator
Attachments
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