03/24/1988 - City Council Special tk.n .,
MINUTES OF A SPECIAL MEETING OF THE
• EAGAN CITY COUNCIL
March 24, 1988
A special meeting of the Eagan City Council was held on Thursday,
March 24, 1988, at 7:00 p.m. , in the Conference Rooms of the Municipal Center.
Present were Mayor Ellison and City Councilmembers Egan, Gustafson, McCrea and
Wachter. Also present were City Administrator Hedges, Director of Finance
VanOverbeke, Chief Building Inspector Reid, Police Chief Berthe, Police
Administrative Captain Geagan, City Planner Runkle, Director of Parks and
Recreation Vraa and Administrative Intern DeMarco. The purpose of the meeting
was to meet with members of the management team to consider goals and
objectives for strategic planning purposes. Each objective, its priority (A -
high, B - medium or C- low) and time frame was discussed and a concensus
reached.
STRATEGIC PLANNING OBJECTIVES
1. Community Development Mission Statement including growth management -
Action on this objective has already begun. An A priority was given to
this item with implementation to be completed in the short term and
monitoring of the program being an ongoing long term objective.
2. Zoning Ordinance - Revision was given an A priority to be completed in
the short term with reviews and necessary changes to be an ongoing long
• term objective.
3. Growth Management Plan - This objective was removed and included as part
of #1.
4. Senior Housing - Acquiring a site per the community development block
grant funds for 1988 was given an A priority in the short term. 4a. was
developed to review senior housing needs. This objective was given a
priority rating of C, long term.
5. Housing - This objective concerns what the City can and cannot require of
builders concerning construction quality. The City must first define the
direction it wants to go. This objecctive was given a B, ongoing/long
term priority rating.
6. 5 Year Plan of Organizational Strategy - Council and management team need
to examine future needs to plan organizational structure for better
utilization of departments and personnel. This objective was given a
priority of B, long term.
7. Inter and Intra - Community Transportation Strategy - This objective is
somewhat a tail to opt out, though opt out relates to MTC. It was rated
a priority of C, long term.
8. Transit Opt Out - This is currently being studied and was given a B,
short term priority.
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March 24, 1988 "":"
9. Preparation and Implementation of Performance Appraisals - Formal
implementation has begun, objective was removed from list.
• 10. Medical and Emergency Care Needs - This objective was renamed Health
Insurance. An insurance committee needs to review insurance programs
approximately every five years. This objective was given a priority of B
for the short term.
11. Alternative Financing for Business - Council would like information
available but doesn't believe staff resources should be devoted to it.
12. Airport Relations - Monitoring of possible relocation was agreed upon
though the action the City would be able to take is questionable. A long
term B priority was given with the conclusion that it would address both
the issue of relocation and the time necessary to monitor.
13. Capital Improvements - Staff is highly involved with this objective,
which also will incorporate the growth management play. An A, short term
rating was given for this objective.
14. Volunteer Recognition - Council suggested awarding paper certificates
with the possibility of utilizing a volunteer services program to
coordinate the guidelines, standards and distribution of such
certificates.
15. Solid Waste Abatement - Objective is mandated and was given an A, short
term priority.
16. Team Building - This objective is essential and ongoing with an A
priority.
17. In-Service Training Program - Is part of 16. This objective given a
priority of B, long term.
18. Consulting Contracts - This objective is almost complete so was removed
from the list.
19. Commission Objective - It was determined that the City Council will meet
with each commission in February of each year to provide commission
members with a definition of their role and direction and goal setting
for each particular commission. This objective was given a B, ongoing
priority with implementation to occur in the short term.
20. Cultural Arts Project - Council is open to assist with but doesn't
believe time and City funds should be designated for it. Priority of C,
long term given.
21. Animal Issues - The dog bite issue was removed with Humane Society issues
and given a C, long term priority.
22. Comprehensive Facilities Needs Analysis - Land incompassing municipal
center and possible community center will be considered. A B, short term
priority was given.
Council Minutes
March 24, 1988
.r 77.
23. Sister City/Tourism and Convention Bureau - A qualified B priority was -
given calling for the use of the Chamber of Commerce and Allison
Hehenberger of Quality Tours and Travel, Incorporated.
• 24. Develop a Risk Management Program for all insurance functions - The work
"develop" was removed with "refine" replacing it, B, ongoing.
25. Tax Increment Financing - Monitoring for possible transportation use was
given a C, long term priority.
26. Annual Budget - The objective is for national certification to expand
allocation explanations somewhat like a program budget. A priority of B,
long term with a strong desire for implementation.
27. Revenue Sources - A B, long term priority was given with the direction of
finding more sources now for later.
28. Meter Reading/Utility Billing Program - Consideration should be given to
using high tech for reading and use lower wage workers. The investment
would be approximately 1/2 to 3/4 million dollars. B, long term was
given.
City Council members requested that a fiscal impact category be added for
analyzing objectives.
29. Retail Market Study - This study has been authorized and should be
completed in May.
30. Master Transportation Study - Has been implemented and should be
completed in approximately 60 days.
31. General Information Packet - This objective will solve some of the man-
hour problem due to the high number of calls for general information.
This objective was given a short term, B priority.
32. Improve Aesthetics - For City Hall and public buildings to make a
statement to the community. This objective was given a C, long term
priority.
33. Personnel and Reorganization - Building Inspections, more direction needs
to be given to inspectors as well as more radio contact being necessary.
This objective was rated an A priority with implementation in short term
and on-going monitoring.
34. Maintenance Improvements - This objective was removed from the list and
added to the budget as a property management plan for public buildings.
35. Performance and Review was removed.
36. Annual Contractor meeting was given an A, short term priority.
37. Recruitment Process (Police) was given a.. B, short term priority.
38. Drug Usage- - Is currently being worked on B, short term.
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Council Minutes
March 24, 1988
39. Policy and Procedure Manual for Police and Fire - Council would like a
summary of the manual. The objective was given a B, long term priority.
• 40. Fire Stations #4 and #5 were given an A, short term priority.
41. Emergency Plan - Civil Defense Coordinator responsibilities have been
transferred from Chief Building Inspector Doug Reid to Police
Administrative Captain Pat Geagan. The Plan is updated every year,
Council requested an update of changes. The objective received a C,
long term rating.
42. Software Package was removed.
43. Maintenance Management Program - Received a B, long term priority.
44. Arbor Day Program - Objective changed to reforestation with Arbor Day as
an element of it. Reforestation was given an A, short term priority and
Arbor Day a C, long term.
45. Evaluation of Recreation Programs - To make responsive to residents given
a C, long term priority.
46. Safety Committee - Formalize for whole City. Objective given C, long
term rating.
47. Park Systems Plan - City Council to meet with APRC to review park plans.
B, long term/ongoing.
• 48. 1984 Bond Referendum - Projects must be completed by end of 1988.
Received a B, short term priority.
49. Independent School District #196 Agreement - Has been completed so
objective removed.
50. Athletic Facility - Authorization was given to acquire a site for a third
•
athletic complex. This objective received an A, short term priority.
51. Park Guide - Received a B, long term rating.
52. Master Plans - Received a B, long term rating.
53. Thomas Lake Park was removed.
54. Community Center given an A, short and long term priority.
55. South Metro Area Communities Agreement - Would possibly include shared
administrative services, facilities and equipment. It received a B, long
term priority.
56. Neighborhood Park Watch Program - Increase communication with the City.
The objective was given a B, long term rating.
57. Lake Improvement Projects - Received a B, long term priority.
58. Comprehensive Signage System for Parks was removed.
Council Minutes
March 24, 1988
�,`)4
59. Recreational Program - Objective changed to Communication. Council feels
enough is being done now though situation should be monitored.
Objective received a C, long term rating.
• 60. Lone Oak Tree Sculpture changed to Historical Preservation Committee to
study and propose action to be taken concerning the Lone Oak Tree and Old
Town Hall restoration.
61. Old Town Hall Restoration incorporated into Historical Presentation
Committee.
62. Comprehensive Plans (Public Works) was given a strong B, long term
priority.
63. Utility User Fees was removed.
64. Maintenance Expansion received a B, long term rating.
65. MWCC was given the priority of C, with ongoing monitoring.
66. Fleet Maintenance Program was removed.
67. Update Special Assessment Guide was given a B, long term priority.
68. Planned Equipment Replacement Program was made a part of #13, capital
improvements.
69. Refurbishment Program - Set aside some type of accrual for fire trucks.
This objective was given a B, long term priority.
70. Opticom Traffic Control Devices - This objective would provide clear
intersections for emergency vehicles. The program is extremely
expensive. Council needs more information concerning fiscal impact and
risk impact. The objective received a C, long term priority.
71. Fire Station #2 - There is concern over response time because of its
location. The objective was given a B, long term priority.
The following are additional objectives from the City Council:
72. Councilmember McCrea suggested an inspector to monitor development and
fine developers who do not follow agreements/ordinances/codes, etc. The
City could possibly contract out. Objective could be a budget issue for
1988. This received an A, short term.
73. Mayor Ellison recommended a Charter Commission to study whether five
elected officials are enough and whether the structure of Eagan's City
Government is right for the future. This objective was given a B, long
term priority.
74. Mayor Ellison also recommended a program on child abuse/endangerment to
make Eagan a safe place for children. Objective could possibly be tied
into budget. The fiscal impact issue as well as what unit (i.e. police)
is the proper one to handle such a program must be considered. A B,
• short -term priority was assigned to this objective.
Council Minutes
March 24, 1988
OTHER BUSINESS
Fire Chief Ken Southorn requested policy direction from the City
Council concerning the utilization of public equipment by private industry
through a loaning process.
Councilmember McCrea stated that the liability issue is great and
that loaning equipment is outside the City's realm. Councilmembers Egan,
Gustafson and Wachter agreed, as well as Mayor Ellison. Loaning of equipment
is not allowed though personnel may be utilized by those rates of the Public
Works Schedule.
ADJOURNMENT
At 10:15 the regular meeting adjourned and an executive session was
held in the Conference Rooms to discuss a confidential Police matter.
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March 24, 1988 LM
Dated City Clerk
•