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01/21/2014 - City Council RegularMINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota JANUARY 21, 2014 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire and Councilmembers Bakken, Fields, Hansen and Tilley. A regular meeting of the Eagan City Council was held on Tuesday, January 21, 2014 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 Osberg, Assistant City Administrator Miller, Director of Communications Garrison, Director of Finance Pepper, Director of Community Development Hohenstein, City Planner Ridley, Director of Public Works Matthys, Assistant City Engineer Nelson, Lieutenant Pike, Fire Chief Scott and Executive Assistant Stevenson. AGENDA Councilmember Hansen moved, Councilmember Tilley seconded a motion to approve the agenda as presented. Aye:5 Nay :0 RECOGNITIONS AND PRESENTATION There were no recognitions or presentations to be heard. CONSENT AGENDA Councilmember Bakken moved, Councilmember Fields seconded a motion to the Consent Agenda as presented: Aye:5 Nay:0 A. It was recommended to approve the minutes of January 7, 2014 City Council Meeting as presented. B. Personnel Items 1. It was recommended to accept the resignation of Jessica Currier, Parks & Recreation Central Services Aide. 2. It was recommended to approve additional policy language to Section 12 of the Personnel Policy Manual which addresses Holidays. 3. It was recommended to authorize the Memorandum of Agreement between the City of Eagan and the Minnesota Teamsters Public and Law Enforcement Employees' Union, Local 320 — Clerical Employees Unit. 4. It was recommended to approve language revisions to the City's Funeral Policy. 5. It was recommended to approve the hiring of Seasonal Employees in Parks & Recreation and Streets. C. It was recommended to approve check register dated December 20, 2013, January 3 and 10, 2014. D. It was recommended to adopt a resolution accepting a donation from an Eagan Citizen and authorize corresponding budget adjustment. E. It was recommended to accept a Staffing for Adequate Fire and Emergency Response (SAFER) grant for weekday firefighter coverage and authorize initiation of the associated hiring process City Council Meeting Minutes January 21, 2014 2 page F. It was recommended to approve the 2014 -2018 Vehicles & Equipment Capital Improvement Plan and 2014 budget within that plan. G. It was recommended to approve the 2014 -2018 General Facilities Renewal & Replacement (R &R) Capital Improvement Plan (CIP) and the 2014 budget within that plan. H. It was recommended to adopt a Resolution accepting a $500.00 donation from Blue Cross Blue Shield MN that will be used for the Adopt -A- Street Program. I. It was recommended to receive the bids and award Contract No. 14 -05 (Cliff Road Booster Station — Pump Addition) to Minger Construction, Inc. in the base bid amount of $45,250.00 and authorize the Mayor and City Clerk to execute all related documents. J. It was recommended to receive the Petition to Vacate a portion of a public drainage and utility easement located on Lot 6, Block 1 Whispering Woods and schedule a Public Hearing o be held on February 18, 2014. K. It was recommended to receive the Petition to Vacate portions of public drainage & utility easements located on Lots 1 through 6, Block 3, Dakota Path and schedule a Public Hearing to be held on February 18, 2014 L. It was recommended to approve the final payment for Contract No. 13 -22 (Large Water Meter Testing) to M.E. Simpson Company Inc., in the amount of $14,800.00, and accept the improvements for perpetual City maintenance subject to warranty provisions. M. It was recommended to approve the plans and specifications for Contract No. 14 -10 (2014 City -Wide Sanitary Sewer — I &I Reduction) and authorize the advertisement for a bid opening to be held at 11:00 a.m. on Wednesday, February 5, 2014, at the Utility Building, located at 3419 Coachman Point, Eagan, MN 55122. N. It was recommended to approve the plans and specifications for Contract No. 14 -11, (City - Wide Inflow & Infiltration Mitigation, Part 1— Sanitary Sewer Improvements) and authorize the advertisement for a bid opening to be held at 11:30 a.m. on Wednesday, February 5, 2014. 0. It was recommended to approve the plans and specifications for Contract No. 14 -12 (City- Wide Inflow & Infiltration Mitigation, Part 2 —Sanitary Sewer Improvements) and authorize the advertisement for a bid opening to be held at 12:00 p.m. on Wednesday, February 5, 2014, P. It was recommended to adopt a resolution accepting a donation from the Eagan Citizen's Crime Prevention Association and authorize a corresponding budget adjustment. Q. Item was removed. R. It was recommended to approve a resolution to accept donations for Market Fest from Think Mutual Bank ($7,500) and Dakota County Library ($750) and to authorize the necessary budget adjustment. S. It was recommended to authorize a letter of support to Dakota County for the Big Rivers Regional Trail, from Interstate 494 to Lone Oak Road (Transportation Alternatives Program (TAP) Grant Application). PUBLIC HEARINGS PROJECT 1140, STONEBRIDGE PONDS STREET IMPROVEMENTS City Administrator Osberg introduced the item noting on December 3, 2013, the feasibility report for Project 1140 was presented to the City Council and a Public Hearing was scheduled for January 7, 2014 to formally present and discuss the report with the adjacent property owners. On January City Council Meeting Minutes January 21, 2014 3 page 7, the Public Hearing was continued by the City Council to January 21, 2014. Public Works Director Matthys noted since 1990, the City has implemented a comprehensive Pavement Management Program that provides timely pavement rehabilitation to our local streets. Assistant City Engineer Nelson gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, Mayor Maguire turned the discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve Project 1140 (Stonebridge Ponds —Street Improvements) as presented and authorize the preparation of detailed plans and specifications. Aye: 5 Nay: 0 PROJECT 1139, OAKWOOD HEIGHTS 2nd ADDITION STREET IMPROVEMENTS City Administrator Osberg introduced the item noting on December 3, 2013, the feasibility report for Project 1139 was presented to the City Council and a Public Hearing was scheduled for January 7, 2014 to formally present and discuss the report with the adjacent property owners. On January 7, the Public Hearing was continued by the City Council to January 21, 2014. Assistant City Engineer Nelson gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, Mayor Maguire turned the discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve Project 1139 (Oakwood Heights 2nd Addition — Street Improvements) as presented and authorize the preparation of detailed plans and specifications. Aye: 5 Nay: 0 PROJECT 1137, ALDEN POND STREET IMPROVEMENTS City Administrator Osberg introduced the item noting on December 3, 2013, the feasibility report for Project 1137 was presented to the City Council and a Public Hearing was scheduled for January 7, 2014 to formally present and discuss the report with the adjacent property owners. On January 7, the Public Hearing was continued by the City Council to January 21, 2014. Assistant City Engineer Nelson gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, Mayor Maguire turned the discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve Project 1137 (Alden Pond —Street Improvements) as presented and authorize the preparation of detailed plans and specifications. Aye:5 Nay:0 2014 CALENDAR YEAR CITY ORGANIZATION BUSINESS City Administrator Osberg noted that organizational business is considered at the second regular City Council meeting in January. The following items were acted on: City Council Meeting Minutes January 21, 2014 4 page ACTING MAYOR Mayor Maguire moved, Councilmember Bakken seconded a motion to appoint Councilmember Fields as Acting Mayor. Aye: 5 Nay: 0 OFFICIAL LEGAL NEWSPAPER Motion was made by Councilmember Fields, seconded by Councilmember Tilley to approve retention of the Sun Thisweek Newspaper as the City of Eagan's official legal newspaper. Aye: 5 Nay: 0 CITY COUNCIL MEETING SCHEDULE Councilmember Bakken moved, Councilmember Hansen seconded a motion to approve the 2014 meeting scheduled as presented noting the alternate dates. Aye: 5 Nay: 0 2014 SCHEDULE OF REGULAR CITY COUNCIL MEETINGS (Including January 2015 meetings) JANUARY 7 MAY 20 OCTOBER 7 JANUARY 21 JUNE 3 OCTOBER 21 FEBRUARY 3 1Monday JUNE 17 NOVEMBER 5 4 Wednesday FEBRUARY 18 JULY 1 NOVEMBER 18 MARCH 4 JULY 15 DECEMBER 2 MARCH 18 AUGUST 4 3 Monday DECEMBER 16 APRIL 1 AUGUST 19 JANUARY 6, 2015 APRIL 16 2 Wednesday SEPTEMBER 2 JANUARY 20, 2015 MAY 6 SEPTEMBER 16 'Monday, February 3 due to Caucus Night 2Wednesday, April 16 due to Passover 3Monday, August 4 due to National Night Out 4Wedneday, November 5 due to the General Elections There will be a Listening Session at 6:00 p.m. before each regular Council meeting. City Council Meeting Minutes January 21, 2014 5 page 2014 SCHEDULE OF SPECIAL CITY COUNCIL MEETINGS, WORKSHOPS AND FIRST JANUARY 2015 MEETING JANUARY 14 JANUARY 28 (Council Retreat) FEBRUARY 11 FEBRUARY 25 (tentative) MARCH 11 MARCH 25 (tentative) APRIL 8 APRIL 22 (tentative) MAY 13 MAY 27 (tentative) JUNE 10 JUNE 24 (tentative) JULY 8 JULY 22 (tentative) AUGUST 14 1 Thursday AUGUST 26 (tentative) SEPTEMBER 9 SEPTEMBER 23 (tentative) 1Thursday, August 14 due to Primary Elections 2Wedneday, November 12 due to Veterans Day OCTOBER 14 OCTOBER 28 (tentative) NOVEMBER 122 Wednesday NOVEMBER 25 (tentative) DECEMBER 9 No tentative meeting the week of Christmas JANUARY 13, 2015 JANUARY 27, 2015 (tentative) CITY COUNCIL MEETING PROCEDURES Councilmember Hansen moved, Councilmember Fields seconded a motion to acknowledge Robert's Rules of Order as the means to conduct official business at all regular City Council meetings, and approve the guidelines for public participation in City Council meetings. Aye:S Nay:O Councilmember Hansen moved, Councilmember Tilley seconded a motion to formally ratify the practice that at least two members of the City Council must make the request of the City Administrator to place an item on an upcoming City Council agenda. Aye: 5 Nay: 0 STANDING COMMITTEE APPOINTMENTS / REPRESENTATIVE APPOINTMENTS Councilmember Fields moved Councilmember Tilley seconded a motion to ratify the appointed members of Council standing committees, intergovernmental committees and other appointments as presented. Aye: 5 Nay: 0 Standing Committees: Finance Committee - Mayor Maguire and Councilmember Bakken Public Works Committee - Councilmember Fields and Councilmember Bakken City Council Meeting Minutes January 21, 2014 6 page Personnel Committee - Mayor Maguire and Councilmember Fields Communications Committee - Councilmember Tilley and Councilmember Hansen Advisory Commission Liaisons: Advisory Parks and Recreation Commission - Councilmember Tilley Advisory Planning Commission — Councilmember Hansen Airport Relations Committee — Councilmember Fields Energy and Environment Advisory Commission — Councilmember Bakken Intergovernmental Committee Appointments: Minnesota Valley Transit Authority Board — Councilmember Hansen (Assistant Finance Director Feldman as alternate) Municipal Legislative Commission Board — Mayor Maguire Monthly Mayor /Manager Breakfasts — Mayor Maguire DCC 2013 -2014 Board - Councilmember Hansen (Councilmember Fields as alternate) DCC 2013 -2014 Executive Board — City Administrator Osberg (Assistant City Administrator Miller as alternate) MSP Noise Oversight Committee — Councilmember Fields (Assistant City Administrator Miller as alternate) Eagan Convention and Visitors Bureau — Mayor Maguire Robert Street Corridor Steering Committee - Councilmember Tilley (City Administrator Osberg as alternate) Robert Street Corridor Technical Advisory Committee (TAC) — Director of Public Works Matthys (Community Development Director Hohenstein as alternate) Caponi Art Park Board — Parks and Recreation Director Seydell Johnson Highway 77 Managed Lane /Cedar Grove Transit Access Policy Advisory Committee (PAC) - Mayor Maguire (City Administrator Osberg as alternate) Highway 77 Managed Lane /Cedar Grove Transit Access Staff and Technical Advisory Committee (SAC & TAC) - Director of Community Development Hohenstein and Director of Public Works Matthys Other (No appointment by City Council — information only): Testimony at Legislature — all as needed Breakfast with Mayor / Chamber of Commerce — Mayor Maguire LMC & Metro Cities Policy Advisory Committees — Councilmember Hansen Fire Relief Association Board of Trustees — Mayor Maguire, Fire Chief Scott and Director of Finance Pepper Mayor Maguire congratulated Councilmember Hansen on his two years as the MVTA Board Chair and his continued service on the Board. Councilmember Hansen also mentioned that he is currently Chair of the Suburban Transit Authority. City Administrator Osberg noted Councilmember Hansen was recently appointed to the Transportation Advisory Board through Metro Cities. City Council Meeting Minutes January 21, 2014 7 page OLD BUSINESS There were no old business items to be heard. NEW BUSINESS PRELIMINARY SUBDIVISION (GREAT OAKS 2M ADDITION) — MARK GERGEN & ASSOCATIONS City Administrator Osberg introduced the item noting the Council is being asked to consider a preliminary subdivision located at 3535 Elrene Road. The existing single - family home was constructed in 1957, and the surrounding property was developed in the early 1990's. Osberg noted the site contains a single family home and two detached accessory structures with a single driveway access from Elrene Road. The existing structures are proposed to be removed. City Planner Ridley gave a staff report. The applicant, Mark Gergen, was present and available for questions. The Council discussed the preliminary subdivision. Mayor Maguire asked if anyone in the audience would like to comment on the preliminary subdivision. Carol Scherbarth for the Great Oaks Homeowners Association address the Council with her concerns with additional driveways on Great Oaks Trail and the easement for the monument sign at the entrance on Great Oaks Trail and Elrene Road. There being no further public comment, Mayor Maguire turned the discussion back to the Council. After further discussion the Council was in agreement to add a condition to address the easement for the monument sign. Councilmember Fields moved, Councilmember Tilley seconded a motion to approve a Preliminary Subdivision to create five lots upon 2.46 acres for property located at 3535 Elrene Road, subject to the following conditions: Aye: 4 Nay: 1 ( Councilmember Bakken opposed) 1. The developer shall comply with these standards conditions of plat approval as adopted by Council on February 2, 1993: Al, 61, 132, B3, B4, C1, C2, D1 and E1 2. The property shall be platted. 3. The construction of the single - family homes shall meet the sound attenuation requirements per the Metropolitan Council Transportation Policy Plan. 4, The Site Plan shall be revised for Final Subdivision to reflect the required 40' setback from Elrene Road. 5. All driveways onto Elrene Road shall include hammer -head turnarounds, in a form acceptable to the City Engineer, so vehicles do not need to back onto Elrene Road. 6. All erosion/ sediment control plans submitted for development and grading permits shall be prepared by a designer who has received current Minnesota Department of Transportation (MNDOT) training, or approved equal training as determined by the City Engineer in designing stormwater pollution prevention plans. Also, all personnel responsible for the installation of erosion/ sediment control devices, and the establishment of vegetation for the development, shall City Council Meeting Minutes January 21, 2014 8 page have received Erosion /Sediment Control Inspector /Installer certification through the University of Minnesota, or approved equal training as determined by the City Engineer. 7. The applicant shall fully meet Eagan's Post Construction Requirements (City Code §4.33) on -site for stormwater management (i.e. volume control, pollutant removal, and runoff rate control). 8. The applicant shall obtain a grading permit from the City prior to the construction of the proposed residential development. Detailed plans for this grading work must be prepared and signed by a registered professional engineer. 9. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide construction details of any proposed stormwater best management practices (BMP's) for City review (delineation of contributing impervious area(s), plan view; cross - section, construction /protection /sequencing, sizing /volume tables, inlet details, outlet /under -drain details, planting details, etc.), to ensure stormwater BMP's are properly designed and constructed, and adequately protected during / after construction, to function as intended. These details shall be included in applicable plan sheet(s). 10. Prior to final subdivision approval or receiving a grading permit, if stormwater management practices are proposed that will utilize filtration or infiltration, and have an impervious contributing drainage area of over 2,000 square feet, the applicant shall provide the City with soil - boring log(s) (extending 15' min. below bottom of excavation) within the location of any proposed stormwater management feature(s), to evaluate suitability for infiltration. For any filtration /infiltration practices that will receive impervious runoff from less than 2,000 square feet, a soil boring log (extending 6' min. below bottom of excavation) shall be provided. If the soil - boring log(s) indicates incompatibility of soil permeability with the submitted and reviewed design plans, the applicant shall revise the design and /or construction plans, and provide to the City for review /comment /revision, to ensure City Code Section 4.33 requirements are met. 11. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with volume control calculations (for each volume control BMP proposed) to demonstrate %" retention, and water - quality modeling (comparison summary & inputs) to demonstrate no -net- increase of annual TP & TSS loading over existing conditions. 12. Prior to final subdivision approval or receiving a grading permit, the applicant shall provide the City with hydrologic modeling (comparison summary & inputs) to demonstrate no- net - increase of runoff rates (2 yr, 10 yr, 100 yr, 24 -hr) over pre - development conditions. 13. Prior to final subdivision approval or receiving a grading permit, a private drainage easement shall be provided over all storm water quality features, in a form acceptable to the City Attorney 14. Prior to final subdivision approval or receiving a grading permit, the applicant shall enter into a long -term stormwater facility inspection and maintenance agreement, in a form acceptable to the City Attorney, that is transferrable to any subsequent property owners. 15. Within 30 -days of completion of final grading, the applicant shall provide the City as -built plans that demonstrate constructed stormwater facilities conform to design and /or construction plans, as approved by the City. As -built volumes of retention shall be provided for all stormwater facilities. 16. All well and septic systems within the development shall be abandoned in accordance with City and County standards. 17. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to building permit approval. 18. The overhead power facilities serving the existing house shall be removed along with development. 19. The applicant shall protect the preserved woodlands and individual tree's critical root zones through the placement of required Tree Protective measures (i.e. orange colored silt fence or 4 City Council Meeting Minutes January 21, 2014 9 page foot polyethylene laminate safety netting), to be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees /woodlands to be preserved on- site. 20. The applicant shall contact the City Forestry Division and set up a pre- construction site inspection at least five days prior to issuance of the grading permit, or commencing of tree removal or grading activity, to ensure compliance with the approved Tree Preservation Plan and placement of the Tree Protection Fencing. 21. In accordance with City Code, an Individual Lot Tree Preservation Plan shall be provided for Lots 1 - 5 at the time of Building Permit application. The applicant shall work with the City Forester to maximize preservation and minimize impacts to specimen and significant trees through the design and construction process for the individual lots. 22. A financial guarantee shall be provided in accordance with City Code, which provides the amount shall be calculated by multiplying the total diameter inches of significant trees and specimen trees to be preserved within 15 feet of the construction zone (measured from the construction unit to the nearest side of the tree), by the rate of payment of $25.00 per diameter inch. Any preserved tree which subsequently dies or is damaged such that it is in a state of decline within one year from date of project closure shall be considered as removed and mitigated per City ordinance. 23. This development shall provide a cash park dedication for five lots, payable at the time of final subdivision at the rates then in effect. 24. This development shall provide a cash trail dedication for five lots, payable at the time of final subdivision at the rates then in effect. 25. The applicant shall provide an easement to the Great Oaks Homeowners Association to provide for the maintenance of the existing signage at the entrance of Great Oaks Trail from Elrene Road. 26. The applicant shall remove the existing structures from the site prior to the final subdivision approval. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative /intergovernmental affairs update to be heard. ADMINISTRATIVE AGENDA DIRECTOR OF COMMUNITY DEVELOPMENT Director of Community Development Hohenstein noted the August 14th opening of Paragon Outlet Center and that 85 of the 100 stores have been leased. There were no visitors to be heard. VISITORS TO BE HEARD ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:50 p.m. Aye: 5 Nay: 0 City Council Meeting Minutes January 21, 2014 10 page a-3—lq Date 0& 4�� ) Mayor C a w a 1� . City Clerk