11/12/2014 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY
NOVEMBER 12, 2014
5:30 P.M.
EAGAN ROOM — EAGAN MUNICIPAL CENTER
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. CANVAS ELECTION RESULTS
IV. JOINT MEETING WITH THE APrC
a) APrC Highlights
b) Parks and Recreation CIP
V. OLD TOWN HALL REVISED OPTIONS
VI. CABLE FRANCHISE UPDATE
VII. 2015 E -TV BUDGET
VIII. OTHER BUSINESS
IX. ADJOURNMENT
Agenda Information Memo
November 12, 2014 Special City Council Workshop
III. CANVASS ELECTION RESULTS
Action To Be Considered:
To certify the results of the November 4, 2014 Mayor and City Council Election.
Facts:
➢ Minnesota Statute 205.185 Subd. 3 requires the governing body of a city to certify its
election results between the third and tenth day after an election.
➢ The results for the Mayor race:
Mike Maguire 18,680 votes 97.69%
Write -Ins 441 votes 2.31%
➢ The results for the City Council race:
Gale Anderson
8,705 votes
25.04%
Dave Meyer
5,534 votes
15.92%
Paul Bakken
11,366 votes
32.70%
Gary Hansen
8,967 votes
25.80%
Write -Ins
190 votes
0.55%
➢ Minnesota Statute 204C.36 states that a losing candidate for a municipal election may
request a publicly funded recount if the difference between the votes cast for the
winning candidate and the losing candidate is less than 0.5 %.
➢ The difference between the votes cast for Mr. Anderson and Mr. Hansen is 0.76°/x, thus
the threshold for a publicly funded recount has not been met.
Within seven days after the election results are certified, a losing candidate may request
a recount. When the difference between the votes cast for the losing candidate and the
winning candidate is greater than 0.5 %, the candidate who requests the recount is
responsible for the City's recount expenses.
Attachments: (1)
III -1 Mayor and City Council Election Abstract
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Agenda Information Memo
November 12, 2014, Eagan City Council Meeting
INFORMATIVE MEMO
IV. -A 2013 -2014 Advisory Parks And Recreation Commission (APrC) 2013 -2014
Highlights And 2014 -2015 Continuing Projects.
Information To Be Discussed:
2013 -2014 Advisory Parks and Recreation Commission (APrC) 2013 -2014 highlights and
2014 -2015 continuing projects. Information update for the City Council no formal
action needed.
2013 -2014 APrC Highlights:
➢ Reviewed and recommended 2014 Parks & Recreation Fees & Charges, Park
Dedication Fees and Trail Dedication Fees.
➢ Reviewed Playground selection and design process and criteria.
➢ Conducted joint meeting with Energy and Environment Commission to review
Complete Streets initiatives, Safe Routes to School initiatives and filling of trail
gaps within the City.
Provided recommendations for naming new park (Bridgeview Park) in the Cedar
Grove area.
➢ Construction was completed of Bridgeview Park.
➢ Reviewed and provided comments to Dakota County for the Eagan portion of
proposed Minnesota River Greenway.
➢ Received a staff update concerning efforts to add healthier options to
concessions at the Eagan Community Center.
➢ Conducted a workshop to kick -off Arts Visioning process with representatives
from Caponi Art Park, Eagan Theater and the Eagan Art Festival Board. Steering
committee was created with representatives from each group. A draft Arts
Vision document will be presented to the APrC at their November 17, 2014
meeting.
An APrC committee met with staff to review current recreation programs and
services along with demographic information. Work will continue as the Park
System Plan is updated in 2015.
➢ Completed a master plan for addition to Moonshine Park.
Developed a list of proposed park development projects for inclusion in the 2015
CIP.
Continuing Projects 2014 -2015:
Arts Visioning Project — Draft document to be presented for review at November
meeting.
➢ Park System Plan Update — APrC to work with consultant to gather public input
and recommend updates to the Park System Plan. Updates may include
components from prior APrC work plans:
o Updating park facilities to address aging infrastructure while meeting
changing demographic and recreational needs of the community.
• Active Living Infrastructure — Complete Streets and Connected Trails
• Concepts from Healthy Eating and Active Living resolution passed by the
City Council in 2012
• Researching community interest, need and feasibility of additional
facilities.
➢ Development Review for Park Dedication, Trail Dedication, Tree Preservation
and Water Quality requirements.
y Recommendation of Parks & Recreation Fees & Charges, Park Dedication Fees
and Trail Dedication Fees.
Attachments: (0)
Agenda Information Memo
November 12, 2014, Eagan City Council Meeting
CONSENT AGENDA
IV.B Approve The 2015 Parks And Recreation Capital Improvements Program
Action To Be Considered:
To approve the 2015 Parks and Recreation Department CIP for park improvements.
Facts:
The Advisory Parks Commission (APrC) has prepared and updated CIP for the
years 2015 -2019. The CIP is consistent with the goals of the 20/20 Vision Plan
and existing master plans.
➢ At their meeting on September 15, 2014, the APrC took formal action to
recommend specific approval of the 2015 CIP projects with the years 2016 -2019
considered as preliminary and subject to change.
➢ Funding for the CIP has historically come from the Park Site Fund (PSF), which is
primarily money collected from developments at the time of platting in lieu of
land dedication. Starting with the 2012 budget the City Council designated a
$400,000 annual allocation to fund what is now called the Park Systems
Development and Renewal and Replacement Fund.
➢ Proposed 2015 CIP Projects:
o Moonshine Park Phase II Improvements /$250,000 - Implementation of
the park improvement master plan developed for the new park property
acquired through dedication on the south shore of LeMay Lake.
o Thresher Fields Drainage System Phase 11/$85,000 - Installation of a sub-
surface drainage system to help alleviate water issues on south fields,
expanding the north field drainage system installed in 2014.
o Rahn Park Electrical Upgrades /$50,000 - Installation of electrical service
for maintenance and user needs, and any future scoreboards on Rahn
Park baseball field #1 and other Rahn Park athletic fields TBD.
o Community Center Entrance Signage Upgrade /$25,000 - Replace and
upgrade the entrance signage at the Community Center primary
entrances.
o Heine Pond Park Fishing Pier Installation /$40,000 - Install a floating,
accessible fishing pier on Heine Pond.
o Park Master Plan Update /$45,000 - Analyze, update and combine the
20/20 Vision Plan and the 1994 Park Systems Plan into a singular planning
document.
• Playground Installation @ sites TBD /$75,000 - Continuation of the
ongoing program of playground replacement. Playgrounds are replaced
on a rotational basis or as determined by inspections. Determinations are
generally made in the spring.
• Small Projects @ site TBD /$35,000 -Continuation of funding for special
needs, partnerships, grant matches and small unanticipated projects that
become necessary or apparent during the course of the year.
Estimated total 2015 expenditure from Park Site Fund = $605,000
Attachments: (3)
IV.B -1 2015 -2019 Capital Improvements Projects Budget Sheets
IV.B -2 2015 -2019 Capital Improvement Projects Summary Sheet
IV.B -3 Project Photos
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W�tiCity of Eapa Eagan Parks & Recreation CIP 2015 - 2019
Estimate
250,000
85,000
50,000
25,000
40,000
45,000
75,000
35.000
$605,000
100,000
250,000
165,000
75,000
35.000
$625,000
60,000
90,000
150,000
100,000
75,000
35.000
$510,000
150,000
100,000
150,000
80,000
75,000
35.000
$590,000
30,000
300,000
75,000
35.000
$440,000
Location
Description
2015
Moonshine Park
Phase II Park Improvements
Thresher Fields
Fields Drainage System Phase 11
Rahn Park
Athletic Field Electrical Installation
Eagan Community Ctr.
Entrance Sign Upgrade
Heine Pond Park
Fishing Pier Updgrade
TBD
Park Master Plan Update
TBD
2- Playgound Upgrades
TBD
Small Projects
Total
2016
Civic Arena
Field Turf Upgrade
Trapp Farm Park
Pavilion Replacement
Various Parks
4 -Sun Shelter upgrades
TBD
Playground Upgrade (2)
TBD
Small Projects
Tota 1
2017
Thomas Lake Park
Trail Lighting Upgrade
Northview Park
Tennis Court Lights
Goat Hill Park
Building Renovation
Goat Hill Park
Field #1 Artificial Turf Installation
TBD
Playground Upgrade (2)
TBD
Small Projects
Total
2018
Bridle Ridge Park
Building Renovation
Rahn Park
Building Renovation
Thomas Lake Park
Pavilion Upgrade
Goat Hill Park
Field #2 Artificial Turf
TBD
Playground Upgrade (2)
TBD
Small Projects
Total
2019
Cascade Bay
Deck Upgrade
Ohmann Park
Field Expansion
TBD
Playground Upgrade (2)
TBD
Small Projects
Total
PROJECT PARKING LOT
Park Development
Park Improvements
Festival Grounds Phase II
Bur Oaks Trail Paving
Rahn South
Patrick Eagan Trail Boardwalk
Cedar Grove Phase II
Rahn Court Construction
Holz Phase III
Building Upgrades
Section 16 Federal Drive
Pickleball Courts
Ohmann Fields
Civic Arena Turf
Wandering Walk Trails
Bandshell Shade Structure
Athletic Lighting
Artificial Field Turf
Lexington Diff ley
Field Improvements
Northview
Master Plans
Thresher Soccer
Rahn South
Ohmann Soccer
Federal Drive
Hockey Lighting Upgrades
Ohmann Park
Estimate
250,000
85,000
50,000
25,000
40,000
45,000
75,000
35.000
$605,000
100,000
250,000
165,000
75,000
35.000
$625,000
60,000
90,000
150,000
100,000
75,000
35.000
$510,000
150,000
100,000
150,000
80,000
75,000
35.000
$590,000
30,000
300,000
75,000
35.000
$440,000
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Agenda Information Memo
November 12, 2014 Special City Council Meeting
V. OLD TOWN HALL REVISED OPTIONS
Direction for Consideration:
Receive presentation of revised options from Mohagen I Hansen Architectural Group and
provide direction to staff on the next steps associated with Old Town Hall.
Facts:
(Items in bold represent new facts)
➢ Old Town Hall (OTH) was constructed in 1914. It served as Eagan's meeting space until
1965. In the late 1980s and early 1990s, the structure was refurbished. Since that time,
it has served as a museum and storage facility maintained by the City and run primarily
by the Eagan Historical Society.
➢ On September 8, 2013, an arsonist set fire to OTH, causing substantial damage to the
structure and contents. The roof trusses, south and west walls, flooring and contents
were heavily damaged. The entire interior of the building suffered smoke and water
damage.
➢ At the February 11, 2014 Council workshop, the Council gave direction to pursue
proposals from architects seeking rough cost estimates and sketches of three options to
replace 0TH.
➢ On April 16, 2014, the Council approved a professional services agreement with
Mohagen I Hansen Architectural Group, in partnership with MacDonald & Mack
Architects, who specialize in historic preservation and adaptive reuse.
➢ Mark Hansen and Steve Oliver of Mohagen I Hansen, along with Stuart MacDonald of
McDonald & Mack, led a 6 -week process with a staff steering committee to define
options for the City Council's consideration. Members of the Eagan Historical Society
also contributed to the process.
➢ At the City Council workshop on June 10, the Council reviewed the proposed options for
the potential relocation and restoration of OTH. The Council directed staff to work with
the architectural team on the option to relocate OTH to the Municipal Center campus as
a standalone building, and provide cost estimates ranging from a structure -only with no
modern services (seasonal use only) to a fully restored structure with HVAC, basement
foundation, etc.
➢ At the September 9, 2014 Council workshop, the architectural team presented the
options and projected costs associated with moving OTH to the Municipal Center
campus.
Per Council direction on September 9, a side by side comparison has been prepared by
the architects to include basic renovation /restoration of OTH to its previous condition
with minimal enhancements, and to include costs associated with moving the building
to the Municipal Campus. The Council asked that the cost options for each
enhancement be called out as an individual expense. The Council also noted the need
to look into fundraising efforts for the additional enhancement costs of the building.
➢ The architectural team will present the revised cost options at the November 12
workshop.
➢ As noted during the 2015 budget presentation at the August 11 City Council workshop,
a possible funding source for the relocation of OTH could include the General Fund
Balance or the Community Investment Fund. Opportunities for fundraising also exist,
particularly in light of 2014 serving as the 100th anniversary of OTH.
➢ At the December 9, 2014 Council workshop, the Council will receive an update from
Dave MacGillivray of Springsted regarding funding options for the various capital
needs of the City. Any direction provided by the Council on November 12 pertaining to
OTH can be incorporated into the financial analysis being prepared for the December
workshop.
➢ Enclosed are the responses from the 2014 residential survey to questions fielded
regarding the restoration of Old Town Hall (the survey results in their entirety will be
presented to the Council in December).
Attachments: (3)
V -1 Mohagen I Hansen Revised Cost Projections and Graphics
V -2 2014 Residential Survey Results for Old Town Hall
V -3 Resident Letters
City of Eagan
Old Town Hall Restoration
Preliminary Budget Analysis �,,....
rY 9 Y saga,, :(rwrcuiaC sae�ry
Issuance: November 5, 2014
?roject Gross Square Footage: 1,051 First Floor; 1051 Basement (where applicable)
Scenario III - Relocate/Repair/Enhance: Move building to city hall site; repair
III building to like materials and appearance; minor period upgrades; full
basement with full HVAC systems, full site development.
Scenario II - Relocate/Repair. Move building to city hall site; repair building
H to like materials and appearance; minor period upgrades; minor site
improvements; new host -free foundation.
Scenario I - Repair in Place: Building to remain on existing
I site; repair building to like materials and appearance; minor
period upgrades; minor site improvements.
I 1 II
III I Final
A. BASE BUILDING CONSTRUCTION AND REPAIRS
Men
Hansen
Work is infill and repair work unless noted otherwise
Architectural
Group
Roofing (Asphalt Shingle)
City of Fagan
MACDONALD
c` MACK
III I Final
A. BASE BUILDING CONSTRUCTION AND REPAIRS
Work is infill and repair work unless noted otherwise
Roofing (Asphalt Shingle)
$
4,800
$
4,800
$ -
Roofing (100% New Cedar Shake Roof)
$
-
$
-
$ 19,200
Chimney
$
1,000
$
1,000
$ 1,000
Cornice
$
4,000
$
4,000
$ 4,000
Siding/Sheathing
$
11,000
$
11,000
$ 11,000
Window
$
1,500
$
1,500
$ 1,500
Shutters
$
1,000
$
1,000
$ 1,000
Front Door (period upgrade)
$
3,000
$
3,000
$ 3,000
Exterior Paint (100 %)
$
4,500
$
4,500
$ 4,500
Wall Framing/Shoring
$
4,200
$
4,200
$ 4,200
Roof Framing
$
21,900
$
21,900
$ 21,900
Floor Reinforcing
$
14,500
$
14,500
$ 14,500
Wood Flooring
$
4,300
$
4,300
$ 4,300
Wood Wainscot
$
4,500
$
4,500
$ 4,500
Wall & Ceiling Cladding & Trim
$
10,000
$
10,000
$ 10,000
Floor Finishing (100 %)
$
6,000
$
6,000
$ 6,000
Interior Paint /Stain
$
13,000
$
13,000
$ 13,000
Energy Upgrades (insulation, VB, venting etc.)
$
11,100
$
11,100
$ 11,100
Regraded Entry (remove the ramp)
$
3,000
$
-
$ -
Fire Detection and Monitoring
$
3,000
$
3,000
$ 3,000
Security Monitoring
$
3,000
$
3,000
$ 3,000
Subtotal: I $
129,300
1 $
126,3001$
140,700
1
K: \Jobs \Eagan Town_Hat1_13479 \01_Admin\ Budget\ 13479 _OTH_Budget_1- 2- 3_110514.xls
City of Eagan _ MHansen
Old Town Hall Restoration Architectural 1►� 1 ■ 1
"� �' a Group
Preliminary Budget Analysis"'"'" ' &9
"" � S City o Fa�a�i MACDONALD MACK of
Issuance: November 5, 2014
Project Gross Square Footage: 1,051 First Floor; 1051 Basement (where applicable)
Scenario III - Relocate/Repair/Enhance: Move building to city hall site; repair
III building to like materials and appearance; minor period upgrades; full
basement with full HVAC systems; full site development.
Scenario II - Relocate/Repair: Move building to city hall site; repair building
H to like materials and appearance; minor period upgrades; minor site
improvements; new frost -free foundation.
Scenario I - Repair in Place: Building to remain on existing
I site; repair building to like materials and appearance; minor
period upgrades; minor site improvements.
I II III Final
B. SPECIALTY CONSTRUCTION AND REPAIRS
General Conditions (10 %)
$
Building Move
$
-
$
30,000
$
30,000
Temporary Bracing/Shoring
$
-
$
10,000
$
10,000
Smoke Abatement
$
25,000
$
25,000
$
25,000
Hazardous Materials Testing
$
-
$
-
$
_
Hazardous Materials Abatement
$
$
-
$
Frost Free Foundation (shallow)
$
$
27,000
$
-
Basement Foundation (deep, mech. space, access tunnel)
$
-
$
-
$
72,000
Landscape Improvements - minor
$
15,000
$
-
$
-
Landscape Improvements - modest /move
$
-
$
40,000
$
-
Landscape Improvements - Enhanced
$
-
$
-
$
145,000
Site Lighting
$
-
$
7,500
$
15,000
Electrical Wiring upgrades (connect /disconnect)
$
3,000
$
3,000
$
-
Electrical Wiring
$
1,000
$
1,000
$
-
Electrical Wiring (100% new)
$
-
$
-
$
7,000
Cabinet Unit Heater Replacement
$
4,000
$
6,000
$
-
Electrical Feed & Panel
$
-
$
10,000
$
10,000
Gas Feed
$
$
2,000
$
2,000
HVAC System (AHU, CU, ducts, controls)
$
$
-
$
20,000
Service Sink and Floor Drain
$
$
-
$
6,000
Sump Pump, Pit & Piping
$
$
-
$
3,000
Sewer Service
$
$
-
$
30,000
Water Service
$
$
-
$
30,000
Subtotal: I $
48,0001
$
161,500
1 $
405,000
$ 177,300 $ 287,800 1 $ 545,700
C. CONTRACTOR COSTS
General Conditions (10 %)
$
17,730
$ 28,780
$ 54,570
Overhead & Profit (15 %)
$
26,595
$ 43,170
$ 81,855
Contingency (15 %)
$
26,595
$ 43,170
$ 81,855
Subtotal: I $
70,920
1 $ 115,1201$
218,280
CONSTRUCTION /REPAIR TOTAL (A +B +C)
D. PROJECT COSTS
Soft Costs $ 12,411 $ 20,146 $ 38,199
Architectural and Engineering Fees $ 29,000 $ 40,000 $ 75,000
Subtotal: $ 41,411 $ 60,146 1 $ 113,199
�m����- imv;Ya]ias ®}- 'lot[Y:t %'see -.. $ 289,631 $ 463,066 1 $ 877,179
2
K: \ Jobs\ Eagan_Town_Hall_13479 \ 01_Admin\ Budget \ 13479_OTH_Budget_1- 2- 3_110514.xls
City of Eagan
Old Town Hall Restoration
Preliminary Budget Analysis
Issuance: November 5, 2014
Gross Square Footage: 1,051 First Floor; 1051 Basement
Men
Hans
Hansen
r Architectural
. `,.'� • - �1 ,,,y Group
�.� .. City o(' Ea�a�i �tarazi tsad&ry l M
9aya.a ACDONALI? MACK
Scenario III - Relocate/Repair/Enhance: Move building to city hall site; repair
III building to like materials and appearance; minor period upgrades; full
basement with full HVAC systems; full site development.
Scenario II - Relocate /Repair: Move building to city hall site; repair building
II to like materials and appearance; minor period upgrades; minor site
improvements; new frost -free foundation.
Scenario I - Repair in Place: Building to remain on existing
I site; repair building to like materials and appearance; minor
Deriod upgrades: minor site improvements.
II[ I Final
Scenario II to Scenario III
I I
I II I
E. SCENARIO TO SCENARIO COST COMPARISON
$
14,400
Scenario I to Scenario II
$
Added Cost
Building Move
$
$ 30,000
Temporary Bracing/Shoring
$
$ 10,000
Frost Free Foundation (shallow)
$
$ 27,000
Landscape Improvements - modest /move
$
$ 25,000
Site Lighting
$
$ 7,500
Cabinet Unit Heater Replacement
$
$ 2,000
Electrical Feed & Panel
$
$ 10,000
Gas Feed
$
$ 2,000
Subtotal Cost Adds*
$
$ 113,500
CONTRACTOR COSTS
General Conditions (10 %)
$ 11,350
Overhead & Profit (15 %)
$ 17,025
Contingency (15 %)
$ 17,025
Total Value Cost Adds
$ 158,900
II[ I Final
Scenario II to Scenario III
$
Added Cost
Roofing (new cedar)
$
14,400
Basement Foundation (deep, mech. space, access tunnel)
$
45,000
Landscape Improvements - Enhanced
$
105,000
Site Lighting
$
7,500
Electrical Wiring (100% new)
$
3,000
HVAC System (AHU, CU, ducts, controls)
$
14,000
Service Sink and Floor Drain
$
6,000
Sump Pump, Pit & Piping
$
3,000
Sewer Service
$
30,000
Water Service
$
30,000
Subtotal Cost Adds
$
257,900
CONTRACTOR COSTS
General Conditions (10 %)
$
25,790
Overhead & Profit (15 %)
$
38,685
Contingency (15 %)
$
38,685
Total Value Cost Adds
$
361,060
* There is a $3,000 variation between this value and the difference between the Scenario I and 11 subtotals under item B
due to the inclusion of the Regraded Entry item included in section B for Scenario I.
3
K: \Jobs \ Eagan_Town_HaB_13479 \ 01_Admin\ Budget\ 13479_OTH_Budget_1- 2- 3_110514.xls
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3
2014 Residential Survey Questions /Responses Pertaining
to Old Town Hall
The 1914 Old Town Hall is the oldest government building remaining
in the City of Eagan. It was damaged by an arson fire last
September.
The City could move the Old Town Hall to the municipal campus where
there is more security and parking.
81. Do you think the City should move STRONGLY/MOVE .......... 5%
the Old Town Hall to the municipal MOVE ..................41%
campus or should it be left at its LEFT ..................32%
current location? (WAIT FOR RE- STRONGLY /LEFT......... 16%
SPONSE) Do you feel strongly that DON'T KNOW /REFUSED..... 6%
way?
Regardless of the location of Old Town Hall, it needs repairs. The
City is planning to repair it to its prior condition, which allows
it to be opened six to eight days a year and for occasional tours.
For each of the following, please tell me if you would be
interested in seeing any of these additional enhancements made to
the Old Town Hall to allow for expanded uses. (ROTATE)
YES NO DKR
82. Providing climate control to allow
year -round use. 63% 34% 4%
83. Enhancing the outside of the Town Hall
to create attractive gathering spaces. 600 37% 4%
84. Displaying history of community groups,
organizations and businesses in addition
to city history displays. 67% 29% 4%
Insurance coverage on the Old Town Hall is insufficient to cover
enhancements to the building.
85. If additional funds are needed,
which option would you most
support: (ROTATE)
A) a fundraising campaign;
B) using city funding;
C) do you not support funding
beyond basic repairs; OR
D) Something else?
ELSE:
STATEMENT A...........45%
STATEMENT B...........24%
STATEMENT C...........25%
STATEMENT D............2%
DON'T KNOW /REFUSED..... 5%
Eagan City Council September 13, 2014
Mayor Mike Maguire
Re: Old Town Hall - preserve and leave it where it is
Dear Mayor and Council:
Thank you for your consideration of the preservation of the Old Town Hall. Count us in
on trying to preserve our heritage. We are writing only to express our views regarding
what option should be used. We do not understand why there is any preference to move
the building. It sits well on the property where it is -- a very suitable site that would not
be well used for any other use. We live two doors down from the site and can't imagine
how this property could be used in any other way without disrupting the neighborhood
and traffic.
Thanks for your attention to this and service to our community.
Seerel
Rick and atty Kleven
1408 Kingswood Ponds Road
Eagan, MN 55122
612 844 7216 (day)
651 365 0683 (home)
RESTORATION OF 1914 CITY HALL
The 1914 City Hall on the corner of Pilot Knob and Westcott is the property of the City
of Eagan. The Eagan Historical Society is a small group of volunteers interested in
preserving the history of Eagan and making that history known to all the residents of
Eagan. Since the fire at the Town Hall, the Historical Society has had no place to call
home or to do its work from.
We are asking the city to save the Town Hall. The City would make needed repairs to the
fire damaged structure so to resemble the original building. The addition of heat, air
conditioning, lighting, and water would make the building usable all year round. The
Societies volunteers are ready to take the responsibility furnishing the display materials
and other items to make the town hall a functioning museum again. Much of this would
be done through donations, available grants and volunteer labor.
I personally have had great experiences making presentations about the history of Eagan
to scout troops and individuals. These people both young and old are just fascinated to
learn what Eagan was like in the past and how it became what it is today. Not having the
facilities to show people our history is a great disappointment and a feeling of failure to
my community.
I was proud to be involved in compiling the history displays at the new Fire Safety
Center, but I know that Eagan's history needs to be more than just the Fire Department.
We are malting history here tonight just like we made history around the pot belly stove
in the old town hall. Preserving this historic building is important and you can do
something you will be proud of.
Thank you for your consideration to our needs.
Ted Ringberg, member Eagan Historical Society
November 12 2014
Agenda Information Memo
November 12, 2014 Special City Council Workshop
VI. CABLE FRANCHISE UPDATE
Direction for Consideration:
This is an informational briefing and no specific action is required. Council feedback on the
items discussed are welcomed and appreciated.
Facts:
➢ The City Council was last briefed on the cable franchise renewal process in February and
significant developments have occurred since that time.
In late April, Comcast announced its intent to spin -off the Twin Cities and other markets
in an effort to consolidate markets elsewhere and gain Federal Communications
Commission (FCC) regulatory approval for its bid to acquire Time Warner Cable.
➢ Based on the three year renewal window that opened in 2012, the City of Eagan had
been preparing to negotiate with Comcast on its request to renew its cable franchise. In
2012 -13 the City retained legal, technical, and financial experts to help the City prepare
for negotiations.
➢ Last fall the Council will remember the City conducted a widespread effort to gather
public feedback for a required Community Needs Assessment and a record 1,156
respondents from 101 organizations and institutions in the Eagan area participated in
surveys along with 115 people who attended focus groups.
➢ Based on that data and City Council feedback regarding customer service standards a
revised draft franchise was completed and recently forwarded to Comcast for their
review.
➢ Eagan also participated in making reply comments to FCC regarding the proposed
Comcast /Time Warner merger and proposed spin -off.
➢ Eagan's Cable Franchise Attorney, Mr. Brian Grogan of Moss & Barnett, and
Communications Director Garrison will provide a cable update and answer questions.
➢ Eagan's current franchise expires on January 6, 2015.
Attachments: (0)
Agenda Information Memo
November 12, 2014 Special City Council Workshop
VII. E -TV Budget
Direction to be considered:
To provide direction to staff regarding the proposed 2015 Eagan Television budget
Facts:
➢ February, 2015 will mark the six -year anniversary of operations for Eagan Television
(E -TV) and its award winning partnership with Thomson Reuters for studio space.
➢ The E -TV budget is funded by two sources, a 5% franchise fee paid by Comcast and small
monthly fee on cable franchise subscriber bills to support local Public, Educational, and
Governmental public access facilities and programming like televising City Council and
Advisory Commission meetings, high school sports games, music from Market Fest and
more.
➢ E -TV also brings in outside revenue through paid production, class fees and dubbing.
Though October, 2014, more than $27,000 revenue was received. That number is
expected to rise another $10,000 before the end of the year because of a paid
production project, and for 2015 revenues are projected to increase another 14.2 %.
➢ It is important to draw a distinction between the normal operations budget of E -TV and
cable franchise renewal expenditures experienced every 10 -15 years.
➢ Absent cable franchise negotiations the normal operational budget for E -TV would
decrease in 2015 by 4.3% or $24,300. With the legal costs included for the informal
negotiation process the proposed budget is up 10.2 %, an increase of $53,200.
➢ Entering into informal franchise negotiations some cities have chosen to also include an
enhanced line item for formal franchise negotiations to demonstrate their wherewithal
to continue to represent local concerns should circumstances force the more formal
negotiating process. Staff notes that no such line item has been placed in the proposed
budget. However, a funding source exists should that be the Council's desire to include.
➢ Communications Director Garrison and E -TV Studio Supervisor Jeff Ongstad will provide
a brief budget overview and will be present to answer questions.
➢ Following direction tonight this budget will be brought back for formal adoption on the
December 2, 2014 Eagan City Council meeting.
Attachments: (1)
VII. -1 E -TV Proposed 2015 Budget
City of Eagan 2015 Proposed Budget Operating Budget
9 p 9 9
E -N (197)
Responsible Manager: Tom Garrison, Director of Communications
PURPOSE & DESCRIPTION
Eagan Television (E -TV) creates public, educational, and government cable TV
programming through a partnership of volunteers and professional staff. E -TV also
provides television production equipment facilities, and channel time to televise locally -
produced programming. It is cable programming by the community, for the community.
PERFORMANCE INDICATORS
2012
2013
2014
2015
Description
Actual
Actual
Estimate
Target
Monthly Staff Program Production
16
18
20
24
Monthly Access Show Production
23
23
25
30
New Vol unteers
110
134
175
200
Outside Revenue
$14,388
$27,846
$35,000
$40,000
Opportunities For Youth 12 -18
43
106
125
140
4111 City of EOPH 2015 Proposed Budget Operating Budget
E -N (197)
Responsible Manager: Tom Garrison, Director of Communications
Expenditure by Category
Personal
Services -------
65%
Parts and
Supplies
5%
Services
Capital
and Other
Outlay
Charges
4%
26%
HIGHLIGHTS & CHANGES
Overview: The Eagan Television (E -TV) operational
budget is proposed to increase 10.2% or $53,200. The
increase is predominately due to franchise
negotiations that occur every 10 to 15 years. The
negotiations are programmed to cost $77,000 in 2015.
Without the Legal costs for negotiations the
operational budget would decrease by 4.3% or
$24,300.
The E -TV budget is funded by non - taxpayer dollars.
The sources of funding are franchise fees paid by
Comcast and a small fee on local subscriber bills which supports capital equipment for Public, Educational and
Governmental (PEG) public access facilities.
Highlight /Change 1: Cable Franchise Renewal Expenditures transition from technical studies in prior years to actual
negotiations. Complicating matters the City has been told it will also receive a request to transfer the franchise to an as yet
unnamed spin off company to be run by another operator, Charter Communications. This necessitates a financial review of
that company's ability to deliver under the terms of any newly negotiated franchise. This will strengthen Eagan's
negotiating position and help us hold the line against the erosion of millions of dollars of PEG and Franchise support Eagan
has received since 1999.
Financial Impact: $40,200 increase in what should be final year of contract negotiations.
Service Level Impact: This will take a significant amount of Director Garrison's time, but should not affect day -to -day E -TV
operations.
Highlight /Change 2: The production revenue budget is proposed to increase $5,000 or 14.2 %. Through increased summer
camp offerings as well as increased outside video production projects, E -TV is pacing at roughly 108% of our 2014 revenue
budget. Growth is expected and anticipated in the 2015 Budget of at least an additional 7 to 12 %.
Financial Impact: $5,000 or 14.2% Increase in production revenue.
Service Level Impact: The additional projects will allow us to increase our production revenue with no impact on our other
duties.
City of Faun 2015 Proposed Budget Operating Budget
E -TV (197)
Responsible Manager: Tom Garrison, Director of Communications
EXPENDITURE SUMMARY
POSITION INVENTORY
Personnel
Actual
Actual
Budget
Budget
Expenditure
2012
2013
2014
2015
Personal Services
$ 352,552
$ 369,135
$ 375,900
$ 388,900
Parts and Supplies
26,455
24,043
31,600
30,100
Services and Other Charges
67,116
124,582
113,800
155,500
Capital Outlay
146,819
188,373
21,600
22,600
Total
$ 592,941
$ 706,133
$ 542,900
$ 597,100
POSITION INVENTORY
Personnel
2012
2013
2014
2015
Hours
Studio Supervisor
1
1
1
1
2,080
Cl i ent Servi ces Coordinator
1
1
1
1
2,080
Govt Progra mmi ng Coordi nator
1
1
1
1
2,080
Field Coordinator /Video Specialist
1
0
0
0
0
Vi deogra pher /Editor
0
1
1
1
2,080
Total
4
4
4
4
8,320
WORK PLAN 2015
Activi
Routine
1 Supervision of PEG channels for Eagan
2 Provide and maintain public access facilities
3 Provide trai ning for PA facility and equipment
4 Facilitate, organize and execute the playback of all sponsored PA shows
5 Provide coverage of community events
6 Provide coverage of all Eagan government meeti ngs
7 Provide video production services to City of Eagan departments
8 Provide video production services to revenue generating clients
9 Assist Comcast customers with complaints
10 Provide video production services to Thomson Reuters in exchange for rent
41� City of Eapo 2015 Proposed Budget Operating Budget
E -TV (197)
Responsible Manager: Tom Garrison, Director of Communications
REVENUE SUMMARY
CAPITAL PURCHASES
CIP(PEG) E -TV Master Control Upgrade $ 12,905
CIP(PEG) Edit Suite Computer Replacements 42,720
Total $ 55,625
Actual
Actual
Budget
Budget
Revenue
2012
2013
2014
2015
4689
PEG fees (total)
$ 364,808 $
371,671 $
360,000
$ 375,000
Less: PEG fees used for current year CIP - E -TV
-
-
(46,200)
(55,600)
PEG fees used (available) for future cap. exp.
-
-
(189,300)
(157,100)
Net PEG fees used for E -TV operations
364,808
371,671
124,500
162,300
4690
City contribution -from Cable Franchise Fees fund
353,858
371,288
383,400
394,800
4695
E -TV dubbing
1,657
1,438
2,500
3,000
4699
Class fees
8,040
12,335
14,000
15,000
4696
Dub /Rental /Paid production
-
-
-
-
4697
E -TV paid production
3,497
15,840
13,500
19,500
XXXX
Other Revenue
1,194
(1,767)
5,000
2,500
Total Operating Revenues
733,054
770,805
542,900
597,100
CAPITAL PURCHASES
CIP(PEG) E -TV Master Control Upgrade $ 12,905
CIP(PEG) Edit Suite Computer Replacements 42,720
Total $ 55,625
City of blao 2015 Proposed Budget p g Operating Budget
E -TV (197)
Responsible Manager: Tom Garrison, Director of Communications
LINE ITEM DETAIL
2012
2013
2014
2015
Actual
Actual
Budget
Budget
6110 SALARIES AND WAGES- REGULAR
250,875
265,317
267,400
273,500
6112 OVERTIME - REGULAR
4,941
3,641
3,000
3,000
6130 SALARIES AND WAGES- TEMPORARY
19,881
19,160
18,500
20,000
6142 PERA - COORDINATED
19,586
20,200
20,900
22,200
6144 FICA
20,266
20,845
22,100
22,700
6151 HEALTH INSURANCE /VEBA
36,064
38,926
42,100
45,500
6155 WORKERS COMPENSATION
938
1,046
1,900
2,000
PERSONAL SERVICES
352,552
369,136
375,900
388,900
6210 OFFICE SUPPLIES
225
562
500
500
6212 OFFICE SMALL EQUIPMENT
-
255
500
500
6215 REFERENCE MATERIALS
34
160
500
500
6220 OPERATING SUPPLIES - GENERAL
7,876
6,181
9,300
9,300
6224 CLOTHING /PERSONAL EQUIPMENT
-
-
2,000
1,000
6231 MOBILE EQUIPMENT REPAIR - PARTS
1,595
1,313
2,000
2,000
6232 SMALL EQUIPMENT REPAIR - PARTS
3,479
2,831
2,500
2,000
6235 FUEL, LUBRICANTS, ADDITIVES
2,166
1,369
2,000
2,000
6270 COMPUTER SOFTWARE
11,080
11,372
12,300
12,300
PARTS & SUPPLIES
26,455
24,043
31,600
30,100
6310 PROFESSIONAL SERVICES- GENERAL
1,148
7,962
39,800
2,500
6311 LEGAL
5,650
20,558
-
77,500
6313 PLANNING
3,618
37,412
-
6314 AUDITING
200
100
-
6346 POSTAGE
48
130
500
500
6347 TELEPHONE SERVICE & LINE CHARGES
-
-
100
100
6353 PERSONAL AUTO /PARKING
10
-
100
100
6355 CELLULAR TELEPHONE SERVICE
1,961
1,784
2,700
4,200
6357 GENERAL ADVERTISING
-
1,100
3,200
2,800
6359 LEGAL NOTICE PUBLICATION
-
200
-
6370 GENERAL PRINTING AND BINDING
-
166
1,000
3,700
6385 INSURANCE
7,400
7,400
7,400
7,400
6405 ELECTRICITY
12,000
12,000
12,000
12,000
6425 MOBILE EQUIPMENT REPAIR - LABOR
925
-
1,500
1,500
6426 SMALL EQUIPMENT REPAIR - LABOR
3,772
325
5,500
4,000
6457 MACHINERY & EQUIPMENT RENTAL
-
-
400
200
6475 MISCELLANEOUS
6,283
5,146
5,000
5,000
6476 CONFERENCES AND SCHOOLS
1,155
3,258
4,600
4,600
6477 LOCAL MEETING EXPENSES
141
388
800
200
6479 DUES AND SUBSCRIPTIONS
3,105
3,093
4,500
3,600
6480 LICENSES, PERMITS AND TAXES
16
-
-
6569 MAINTENANCE CONTRACTS
19,685
23,761
24,500
25,600
OTHER SERVICES AND CHARGES
67,116
124,582
113,800
155,500
TOTALOPERATING
446,122
517,761
521,300
574,500
10.2%
6640 MACHINERY /EQUIPMENT
9,709
87,823
15,200
15,000
6660 OFFICE FURNISHINGS /EQUIPMENT
-
160
400
1,600
6670 OTHER EQUIPMENT
137,110
95,252
-
-
6680 MOBILE EQUIPMENT
-
5,138
6,000
6,000
TOTAL CAPITAL
146,819
188,373
21,600
22,600
4.6%
TOTAL E -TV
592,941
706,134
542,900
597,100
10.0