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01/19/1999 - City Council Regular AGENDA EAGAN CITY COUNCIL-REGULAR MEETING EAGAN MUNICIPAL CENTER BUILDING JANUARY 19,1999 6:30 P.M. I. ROLL CALL&PLEDGE OF ALLEGIANCE II. ADOPT AGENDA&APPROVAL OF MINUTES (BLUE) III. VISITORS TO BE HEARD(10 MINUTE TOTAL TIME LIMIT) a IV. UPDATE BY LEGISLATIVE DELEGATION/DAKOTA COUNTY COMMISSIONERS V. DEPARTMENT HEAD BUSINESS(BLUE) VI. CONSENT AGENDA(PINK) 3 A. PERSONNEL ITEMS 9 B. APPROVE Joint Powers Agreement, Dakota County cities(Traffic Markings,Street sweeping, Sealcoating and Cracksealing) C. PROJECT 757,present feasibility report/order public hearing(Ridgeview Acres-Street Rehabilitation Overlay) D. PROJECT 759,present feasibility report/order public hearing(Beau d'Rue-Street Recycling) E. PROJECT 762,present feasibility report/order public hearing(Duckwood Trail-Street Recycling) F. PROJECT 763,present feasibility report/order public hearing(Duckwood Estates-Street e13 Rehabilitation Overlay) G. PROJECT 87-N,release of recorded development contract(B.B.D.Addition/Fox Ridge Shoppes- Utilities) H. 1999 LICENSE renewals for trash haulers,tobacco,tree contractors and commercial fertilizer applicators I. PROCLAMATION,recognizing the 25th Silver Anniversary of the City of Eagan throughout 1999 with events,festivities and celebrations designed to create awareness and develop a"sense of / community" J. EXEMPTION from lawful gambling license,All Parks Alliance for Change to conduct a raffle on March 7,1999 at Cedarvale Lanes,3883 Beau D'Rue Drive a/ K. PROJECT 761,present feasibility report/order public hearing(Duckwood Drive-Street Rehabilitation Overlay) �a� L. AUTHORIZATION to resubmit Minnesota Releaf Grant M. APPROVE agreement-Dakota County Sentence to Serve Program a y N. APPROVE letter from Airport Relations Commission to MAC requesting funding for sound insulation beyond 65 DNL �olb O. APPROVE 1998 General Fund Budget adjustments 3a P. EXTENSION for recording final plat(Gopher Eagan Industrial Park No.5)John Allen 3� Q. EXEMPTION from lawful gambling license,Ducks Unlimited to conduct a raffle on February 23, r 1999 at Brianno's,2280 Cliff Road �3y R. TREE contractor licenses for Quality Brush&Stump Removal and Shorewood Tree Service VII. 7:00-PUBLIC HEARINGS(SALMON) �� A. PROJECT 709R,Environmental Assessment(Hwy.13,Silver Bell Rd.to Yankee Doodle Rd.- Upgrade) VIII. CITY ORGANIZATIONAL BUSINESS (GREY) sg A. Advisory Commission Appointments Council Meeting Procedures B. Acting Mayor qy F. Standing Committee Appts. ,Q C. Official Legal Newspaper �ysG. Other Appointments (/�� D. City Council Meeting Schedule IX. OLD BUSINESS (ORCHID) P57 A. PROJECT 673R,consider adoption of residual final assessment roll(Red Pine Lane-Streets and Utilities) P 60 B. YMCA proposal for recognition plaque to acknowledge contributions by the City of Eagan for a teen center C. 1999 PART II(Vehicles and Equipment)Budget P/ D. AUTHORIZE consultant selection for Cedarvale Area Redevelopment Study X. NEW BUSINESS(TAN) f67 A. CDBG Funding for 1999 XL LEGISLATIVF,/INTERGOVERNMENTAL AFFAIRS UPDATE(GREY) XII. ADMINISTRATIVE AGENDA(GREEN) XIII. VISITORS TO BE HEARD(for those persons not on agenda) XIV. ADJOURNMENT XV. EXECUTIVE SESSION The City of Eagan is committed to the policy that all persons have equal access to its programs,services,activities,facilities and employment without regard to race,color,creed,religion,national origin,sex,disability,age,marital status,sexual orientation,or status with regard to public assistance. Auxiliary aids for persons with disabilities will be provided upon advance notice of at least 96 hours. If a notice of less than 96 hours is received,the City of Eagan will attempt to provide such aid. Updated 1/15/99-1:15 p.m. " MINUTES¢ .;1 GFs J? TING OF THE :'Eagan,Minnesot*:: :; January 5,1999 '• A regular meeting of the Eagan Cit r:(:.)' til was. 'on Tuesday,January 5,1999 at 6:30 p.m. at the Eagan Municipal Center. Present were IV[&$q :$tivyd Councilmembers Masin,Blomquist, Bakken and Carlson. Also present were City Adiriiftislrator Tom Hedges,Senior Planner Mike Ridley, Director of Public Works Tom Colbert,and City Attorney Jim Sheldon. OATH OF OFFICE Finance Director/City Clerk VariOti�'rblc'e iitlir[iitis#eta the Oath of Office to Mayor Awada and Councilmembers Carlson and Bakken. Introductipii�:of famd:t p:embers were made by Mayor Awada and Councilmembers Carlson and Bakken. Mayor Awada noted that City Coi�nai' j�e�fi�g'*:VIH: LL conducted in a more formal manner following Robert's Rules of Order. She trtelifioned thaf'•tltieS�§eating arrangement has been changed to allow her to more easily see all of the Councilmembers. AGENDA Councilmember Blomquist mox;kd,.Councilmember Masin seconded a motion to approve the agenda as presented. Aye: 5 Nay: 0 MINUTES OF THE DECEMBER 15;1 98 REGULAR MEETING Councilmember Blomquist moved,Ciu41 ? iiijberlVtasin seconded a motion to approve the minutes as amended on Page 8,Paragra..'::':follows: Councilmember Masin stated that she believes the neighborhood has been shortchanged and doesn't understand how a building that requires over 600 parking spaces fits within the definition of limited business use. Senior Planner Ridley stated that limited business permits office use and that the juxtaposition of office and residential developments is an appropriate transition He stated that the site has been desiQmed to limit disturbance on:. .•.•e�i"' fia 'r:i?i'citdYri8 activity between the physical building • .. and the residential neighborhood. Cou'riciliiteM-(h t:Wac4' �:f:i ilpressed concern about installing a cul-de- sac ul desac because police and fire services will be delayedj2y the lack;•of direct access Page 10, Condition 20 should be eliminated. Page 10,Condition 21 should be number 20. Page 10,add Condition 21 and 22: 21. At the developer's expense,the following traffic related improvements shall be implemented prior to building occupancy: A. Access to the site from Heritage Latshall be modified by constructing a center triangular med :tca• eEt:gxi .traffic onto southbound Heritage Lane. B. Restricted left ;5? s i UOptalled at the egress from the site onto Heritage Lane and*op Highway `af Letendre Street. C. The Heritage Lane approach to Y4rtke Doodle Road shall be re-striped into two southbound lanes and one northbc� . lane. The southbound lanes shall be an exclusive left-turn only and a combined through/right-turn lane. Such re- striping shall require the relocation of the traffic sensors implanted in the roadbed. The south leg(Blue Cross Road)shall also be re-striped to provide a matching mirror image lane configuration of the Heritage Lane approach to Yankee Doodle Road. a EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 2 22. Additional coniferous tree:Vlantings shall be�:ovided along the site's eastern boundary to visually screen the prop>�sds�:office build�tg:from adjacent residential properties. A vote was taken on the motion. Aye: 3''T+lay:' fi''(Councilmembers Bakken and Carlson abstained since they were not Councilmembers at the time of this meeting.) MINUTES OF THE DECEMBER 29,1998 SPECIAL MEETING Councilmember Blomquist asked:in,li>"eo>ild:: 6:ire;:t:'O:�>prove these minutes. City Attorney Sheldon stated that it was his understanding that U**ke meml2&of the Council in attendance at the meeting could move the approval of the minutes. There was*a'lo a question raised about who could second the minutes since only one member of thi,-;q tent Citi ouncil was present at the meeting on December 29. City Attorney Sheldon said:that-&--N©t�n4Wl tubers who were at the meeting should be the ones to approve the minutes and if Iv�aryr�i Aw,ada:ii :.tb;6*only one present she would have to take action by herself. Mayor Awada moved,Mayor Awada seconded a motion to approve the minutes as amended on Page 2,Paragraph 1 as follows: Councilmember Awada moved;; -aU.kjjl lember Wachter seconded a motion to direct staff to set ....--..•.;•.. . up a task force that will deal with election i§§fts;aag :�ssues, and also the partisan issues and to seek direction from the incoming Council on how to.set this uz? ::>' A vote was taken on the motion. Ayei::1.:Na :0::{Cbi 7icilmembers Masin and Blomquist abstained since they were not in attenda;14;e at;tl'C•::m"eeting and Councilmembers Carlson and Bakken abstained since they were not Councilrri�iribets at the time of this meeting.) DEPARTMENT HEAD BUSINESS Fire Chief Jenson commented about the completion of the Fire Administration Building. Councilmember Masin mentio2 : :alii : e : Au has held a retreat prior to the new year and commended all of the Councilmembers for agreeing to do this. She added that the facilitator being used by the Council was in the audience and she fxXher comb$ented on changes that will be undertaken by the Council and asked the public to provide f44ack on tki4�se changes and any additional suggestions. CONSENT AGENDA Mayor Awada asked the Council how they would prefer to handle those consent agenda items requiring further discussion. Councilmember Blomquist stated that she.would like to handle those consent items requiring further discussion as part of the toner-;% ?c :i si td 7ttoving an item to another part of the agenda unless it is warranted. She added that aiscYeti'oii'ilired 'td'lie'tised in determining if an item should be placed on the consent agenda. Councilmember Blomquist moved,Councilmembefl� kken seconded a motion to separate,by motion, those consent items requiring further discussion from the consent agenda and to discuss them immediately following approval of the consent agenda unless they relate to another item later in the agenda. Aye: 5 Nay: 0 EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 3 . Councilmember Blomquist Blom move. qd,Mayor Awada secdtided a motion to separate Items C,D,E and I from the consent agenda. Aye: 5 Q0 In regard to Item R,Tobacco Licensei:3 Ir*o: t4�r cjMW at 850 Lone Oak Road Councilmember Masin noted that the City Council recently strengt!tW6a'the ordinance regulating tobacco sales and said that the City has not taken a real strong stand against smoking. She added that teens need to be given more support from the community to help them abstain from smoking. A. Personnel Items Item 1. It was recommended to approve the hiring pf Pam G -as a Dispatcher in the Eagan Police Department. Item 2. It was recommended to approve:ttiiig o : e Nelson as a Clerical Technician II in the Parks&Recreation Department. Item 3. It was recommended to approve the hiring of Angela Ellison as a Clerical Technician III for the Maintenance facility. Item 4. It was recommended to approve::the hiring of Lindsay DeBates,Scott Ellingson, Brian Heaver, Dan Klug,Ben Koenke,Ann Marie Mor. id;Ui:�5eavers as part-time seasonal winter recreation leaders. Item 5. No action was required on this item. Tor the Coundr6-:i�formation, the Department of Parks& Recreation will host Randy Ragner,a Minnesgka;SYdteatuversity student at Mankato,for his undergraduate practicum this winter. Mk`V:at ?:will not be considered an employee of the City of Eagan. B. Exemption from lawfulag mbling license South Metro Chapter of the Minnesota Deer Hunters Association,to conduct a raffle at the Royal Cliff Banquet Facility on February 26 1999 It was recommended to approve an exemption from the lawful gambling requirement for the South Metro Chapter of the Minnesota Deer Hunter,:jAsoedi# ??titttdet;a raffle at the Royal Cliff Banquet Facility on February 26, 1999. C. Project 733,McKee Addition assessment roll aiiiehdment:.:(-PZ Air Park). This item was pulled from the consent agenda upon motion by Councilmemli:Blomquist,seconded by Mayor Awada. Aye: 5 Nay: 0 D. Project 754, present feasibility report/order public hearing(Hilltop Estates-Street gehabilitation Overlay). This item was pulled from the consent agenda upon motion by Councilmember Blomquist, seconded by Mayor Awada. Aye: 5 Nay: 0 E. Project 755,present feasibility report/order public heareadowlands 1st Add -Street Rehabilitation Overlay). This item was.p.4Ued...rom.tbv.const<nt agenda upon motion by Councilmember Blomquist,seconded by Mayor Awada:.:Ar :0: F. Grant application,Minnesota Auto Theft Prevention Pmgath It was recommended to approve a•. resolution authorizing the City of Eagan to enter into a coopeiative agreement with the State of Minnesota for the project entitled Minnesota Auto Theft Prevention Program. G. Tobacco License renewal,Blackhawk Liquor located at 4130 Blackhawk Road It was recommended to approve the 1999 license renewal for Blackhawk Liquor located at 4130 Blackhawk Road. EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE H. Approve application,SEP Grant. It wA9 recommended to'aufhorize the submission of applications seeking Supplement Environmental Projac (SEP)Grant funds4 bm Koch. I. Change Order,Cascade Bay This item was:' I#e7iie consent agenda upon motion by Councilmember Blomquist,seconded by Mayor�%dt}a`.'Aye: 5 Nay: 0 J. Modification-Planned Development(Lexington Pointe Thirteenth Addition-Walgreens). It was recommended to approve a change to a condition of the Planned Development approval of the Walgreens Drug Store to increase its building area te:feet{t ..s7x percent)resulting in a building floor area of 15,120 square feet. K. Approve application,Metro Greenways Plannin-a Grant and Resolution supporting the allocation of matching funds for a"Metro Greenways Plannin iosants" P&Ie%h. It was recommended to authorize a grant application and authorize the resoltt} .Seirig: ltfizg funds for Patrick Eagan Park. L. Extension of snow grooming contract with Dakota County. It was recommended to approve an amendment extending the term of the snow grooming contract with Dakota County for cross country trails and the tubing hill through May 31,1999,authorizing the signature of the City Clerk. M. Contract 96-11,approve final paymeRt.(Yankee Doodle Rd.-Transportation Improvements). It was recommended to authorize the 11f and:lijA#:p�y.ment to Shafer Contracting for Contract 96-11 (Yankee Doodle Road-Transportation Improvements)':iii::ff��:arrxaunt of$185,211.20 and authorize acceptance for City and County maintenance subject to warrp�pty pf6vlioits'' N. Contract 98-16,approve Change Orderotyoa (Street&Utility Improvements) It was recommended to approve Change QrMN-'©::3'fo Contract 98-16 (Wescott Woodlands-Street and Utility Improvements)and authorize the"Wor and City Clerk to execute all related documents. O. Contract 98-18,approve Change Order#1,Oak Pond Road(Street&Utility Improvements). It was recommended to approve Change Order.No. 1 to Contract 98-18 (Oak Pond Road-Street and Utility Improvements) and authorize the Mayor and City clerk to execute all related documents. P. Project 97-YY,acknowledge completsoi :aittl#t i ize C3 ?'aiia:'iatenance (Town Centre 70 Twentieth Addition-Utilities). It was recommended to ackr",wledge the.completion of Contract 97-YY(Town Center 70 Twentieth Addition-Utilities)and autli4T ze perpetual City maintenance subject to warranty provisions. Q. Project 98-H,acknowledge completion/authorize City maintenance(Delta Dental-Utilities). It was recommended to acknowledge the completion of Contract 98-H(Delta Dental-Utilities) and authorize perpetual City maintenance subject to warranty provisions. R. Tobacco License,Pro Stop located at 850 Lone Oak Road•:.# was recommended to approve a tobacco sales license for Pro Stop located at 850 Lone Oak Road. Councilmember Bakken move$; oi [} eiki;C&r15on seconded a motion to approve the consent agenda. Aye: 5 Nay: 0 Councilmember Blomquist said the public should liv been given an opportunity to speak on any matter on the consent agenda before a vote was taken on-the motion. Mayor Awada said that the Council has not typically opened the consent agenda items to the public for discussion. Councilmember Bakken suggested that this issue be deferred to a future Council workshop to decide the appropriate procedure to be followed. EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE Mayor Awada acknowledged thi*f6ur items that were'separated by motion from the consent agenda. In regard to Project 733,McKee Adciti :as'sikite roll amendment(EZ Air Park), Councilmember Blomquist said she has not suppo'rled'iRis issue in the past and will vote no on this item. Councilmember Carlson questioned why the Council was being asked to take action on this issue since the partnership has not yet given approval. Director of Public Works Colbert said that the action being recommended is to approve the amendment of the final assessment roll subject to the execution and recording of the access restriction easement€::: :::: :::......... ........ Councilmember Bakken moved,Councilrit'ki ber Mash'*onded a motion to approve the amendment of the Final Assessment Roll for Projegt.733 (MclCee'Additions-Street Reconstruction and Utility Improvements) regarding the assessment 1E is 4rcel 1N2 1-065-00(EZ Air Park Inc.)subject to the execution and recording of an access: i•*L•tt-ease" t Aye: 3 Nay: 2 (Councilmembers Blomquist and Carlson opposed) In regard to Project 754,present feasibility report/order public hearing(Hilltop Estates-Street Rehabilitation Overlay),Councilmember Blomquist suggested that this item be considered with Project 755,present feasibility report/order public hearing(Meadowlands 15'Add. -Street Rehabilitation Overlay)since she has the same concern.fi�;ith both items. She said that there was no feasibility report received by the Council in regard to Prcijeet; (Hilltop Estates). She further said that she feels the • assessment policy needs to be reviewed to'deteiti :w$ t,can be done to improve it and indicated that she would be voting no on both of these items;.... • Councilmember Bakken stated that tlii}: oc cl'ure would be to consider items pulled from the consent agenda as separate items. Director of Public Works Colbert provided clarification regarding the lack of a feasibility report for Project 754 (Hilltop Estates)stating that the results of the preliminary study indicated that it was not prudent to proceed with the full feasibility report and the wording in the packet should have been revised. to acknowledge the preliminary results of Project 754 rather than to receive a feasibility report. Councilmember Bakken moveG;:�au)G eiiii....' asizi seconded a motion to acknowledge the preliminary results of Project 754(Hilltop Estates-!•,&treet Overlay)and postpone the scheduled improvements for consideration in the 2000 const]is tion seagi��. Councilmember Masin said that the argufii6it seems:ib;be over the assessments but stated that it is necessary to proceed with the preparation of the feasibiht�Y(Yport otherwise the work cannot be done. Councilmember Blomquist reiterated her concern regarding the special assessment policy and said the current policy provides for costly duplication and overlapping of effort. She further said that additional cost savings could be achieved by eliminating the feasibility report process. Councilmember Bakken stated that Councilmembe $# mquist made several excellent points and suggested that Recording Secretary Karels;m;ikempte of tbeiri for discussion at a more appropriate time and directed the Council's attention back Q t y}ioiscYA- }kikable and said discussion should be limited to items that are germane to the motion'"""" A vote was taken on the motion. Aye: 4 Nay: 1 (r.0iincilmember Blomquist•opposed) • In regard to Project 755, present feasibility report/order public hearing(Meadowlands 15t Add. - Street Rehabilitation Overlay). Councilmember Bakken moved,Councilmember Masin seconded a motion to receive the feasibility report for Project 755(Meadowland 15'Addition-Street Overlay) and EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE schedule a public hearing to be held on February 2,1999. Ay6`-1# Nay: 1 (Councilmember Blomquist opposed) In regard to Change Order,Cascade B&��;�t�jxricr'i iM er Blomquist said she was uncomfortable in voting on these change orders given the smaff hi htoii't of information that has been provided. She added that the breakdown she requested was a good start but is not complete. Director of Parks and Recreation Vraa provided an explanation on the change order. Councilmember Bakken moved,.CotMz i e ?bez;�arkon seconded a motion to approve Change Order No. 3 in the amount of$1,540.00. OLD$USINESS CONFIRMATION OF CANCELL -TION:O".V VURT}A :Y 9,1999 SPECIAL ELECTION AND RECEIVE ADDITIONAL DIRECTf(0 : ?I�i'CR t i' C}�'bF ELECTION ISSUES TASK FORCE City Administrator Hedges provided an overview on this item. Councilmember Bakken stated that he does not believe that an action to confirm an action previously taken is ever in order in any deliberative organization such as the City of Eagan. He added that taking such an action has no affect. City Attorney Sheldon said tha06:6�s.not think the body of the City Council is ever foreclosed from taking whatever action it feels is apprbjir'iatt mid-even though the action does not have any affect it does not preclude the Council from taking such action:?:: Councilmember Bakken moved to direet.Cii3:B# ff:W-:prepare a report for the next regular City • Council meeting providing options to the.C�i kk il:asi& applying direction for setting up a task force to advise the Council on election issues. Councilmember Blomquist requested to amend the motion stating that she would prefer the Council address the issue of odd/even elections at a televised Council work session that has been properly noticed to the public. She added that no task force should be appointed on election issues until the 1999 Council has determined a need" zz • Councilmember Bakken said that this was•Arseparate motion rather than an amendment and added that he would prefer to proceed with the n%0'*on as started by him and encouraged Councilmember Blomquist to make her motion after dealing with¢fie;one alr8y on the floor. Councilmember Masin stated that she was surprisec#'f}'im the last Council would provide this direction three days before the end of their term since they originally created the ordinance without benefit of a task force and public information and then rescinded their earlier action without any input. She added that she was also concerned that this item had been pulled from the regular City Council agenda and placed on a special City Council meeting agenda:druring the holidays. She further added that a work session should be held to determine the Council's g4aWand objectives to decide if a task force is needed to accomplish the stated goals and objectives. She stAtdd that this action is premature and said that a desired outcome needs to be detei }f a-.-0" 'f�,e5#z+bljshing a task force. Councilmember Bakken agreed with Councilmembec•Masin noting that the points she made•are consistent with the intent of the motion which is to direct sf4�f:#o gather information and present options. Councilmember Masin stated that the City Council needs to'determine what it wants to know before it asks staff to collect the information. . Mayor Awada made a friendly amendment to Councilmember Bakken's motion to direct staff to provide information to the Council for discussion at a future work session instead of providing the EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE • information to the Council at a regular n1eking. Councilmentbeli•Masin reiterated that the Council needs to determine the goals first and then direirfian can be provicj*d:tb staff. She requested the motion be amended to address changes to the electi61%:Picy3icy at a fut '*:yvork session.The maker and seconder of the,motion accepted Mayor Awada's amendiijt*jifapal ?riofibn as follows: Councilmember Bakken moved,Councilmember Carlson seconded a motion to direct City staff to prepare a report for a future Council work session providing options to the Council and supplying direction for setting up a task force to advise the Council on election issues. Councilmember Blomquist added Vital t fere#k g}} t :sEime people in the audience who would- like to speak to this issue. Councilmember Masinfterated t? fi this direction is too ambiguous and that the City Council should identify issues staff should;be providir ** information on. Councilmember Bakken said that the motion is purposely ambiguous but;f -.*jntent ii:WiJirect staff to gather some general X. information. Councilmember Blomquiststatet�:tbot:Ak:*e.ci *§bn stands with its ambiguities she would not vote in favor of it and added that sta4f:heeds"add'itics'iiai*.:aiiection. Councilmember Bakken clarified that the intent of his motion was to make a decision about creating a task force at the next work session. Councilmember Carlson addect.tb.at staff should start collecting information and the City Council should begin to think individuallyabou*tb,Wtceation of a task force. She further added that the City Council has to collectively establish the goals'*::C ihdUmeipber Masin questioned how staff could proceed without specific direction. Councilmember%ken'o5hii.0tited that the intent of the motion is to put the Council on notice that this issue will be addressed at a futuye:work session. Councilmember Carlson • stated that it is necessary to explore all optionv.•:,.: fatecl Clfaf staff should provide suggestions regarding the best methods for getting t'e: rd.:i�t-A16 inform the public that the Council is looking at reviewing election issues. City Administrator Hedges clarified that the direction being given by the Council was to request that staff prepare suggestions regarding.election issues such as signage and other related issues raised during recent elections. He said that the methods for getting information from the public would also need to be addressed. Larry Poppler, 3030 Poppler Lane,said th�tt-.areas which need to be addressed include campaign reform,no limit to campaign spending,no requiremnt for ftitdisclosure of sources and amounts of contributions,sharing of campaign costs among ca udates�ni running as a block,backup methods to ensure ballot machines are calibrated properly a.ta:�andidabes:ftiisleading the public as being endorsed. by a certain political party. Terry Davis,4895 Safari Pass,stated that no additional time should be spent addressing the issue of whether to hold an odd year election and that there are more important issues for the Council to address. Larry Christensen,3896 Denmark,Avenuq.,said that itis frustrating when issues are strung out and doing so results in diminished pulit•' kiciii; rther said he does not agree with the idea of odd year elections. The motion was restated for clarification. • A question was raised as to whether the task force had been deleted from the motion. Recording Secretary Karels stated that her notes reflected the following motion: EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 8 Councilmember Bakken moved,G•ouncilmember Carlsofi'seconded a motion to direct City staff to • prepare a report for a future Council wo4s�ssion providing:option to the Council and supplying direction for the option of setting up a task'-f,pzee.t4 advisq tM.C.buncil on election issues. Councilmember Bakken commented thaf*1t"i as willing to accept the motion as interpreted by Recording Secretary Karels as a friendly amendment. Councilmember Carlson seconded the amendment. Action was taken on the amended motion. Aye: 5 Nay: 0 Councilmember Blomquist moven;Cseconded a motion to reaffirm action to cancel the February 9,1999 odd/even special ebe�n and zeal Ordinance Nos. 255 and 256. Mayor Awada stated that according to RoWf's Rulei:i':Vrder this action is not germane but allowed the motion to go forward since Citi:Pc#tQrite+°vl� ld>jsiad indicated the Council has the authority to take any action it deems app;opriafd. Sh�4a*...i :&t she would be voting against the motion because it is contrary to Roberts' Rules of Order although it is a motion that confirms a motion she made at the meeting in December. Councilmember Bakken said he was uncertain as to whether he should abstain or vote no. He added that on one hand he feels the motion is not in order and would prefer to abstain. However,he added that he would not have supported the motion to rescind the special election because he felt it would have given the pportunity to participate in this decision and therefore indicated he would be voting no. A vote was taken on the motion. Aye::,3 Nays' ; (ltifyor Awada and Councilmember Bakken opposed) CONSIDER:RT'gVZOTOR TRAFFIC STUDY • (WESCOTT&Lo"Iiti--TON AVE.-SIGNALIZATION) City Administrator Hedges provided an overview on this item. Councilmember Bakken moved to approve consideration of requests for a traffic signal at Wescott Road and Lexington Avenue and authoti:e tlle.pw axa# ;of.a.Signal Justification Report. Councilmember Blomquist indicated zbotion if Councilmember Bakken would accept a friendly amendment to include expanding.the study.area. Councilmember Bakken declined to accept the friendly amendment. Mayor Awada seconded the:biDtion made by Councilmember Bakken. Councilmember Blomquist moved,CouncMember G•�zison a motion to amend the motion to expand the scope of the study area. Several residents spoke in favor of the installation of a signal light at this intersection citing safety as a major concern. They also expressed concern with the speed limit in the area. Several other residents requested that other solutions be explored such as markings€gzpedestrian crossing and traffic calming techniques,versus installation of a signal light. Residents liitag along Wescott expressed concern for the loss of property that will occur in order to.4ccoixlmodate a signal light and noted that it will become more unsafe for them to turn into their drivetva'.s'�i�zee t*k? ::iiri�a"'.'.'e to cross three lanes of traffic. It was suggested that if a signal is necessary,it'Ihibirld1leinsfitlled. out widening Wescott. There was support for addressing traffic flow in the area in addition tQ.tAl intersection at Wescott and Lexington. Mayor Awada asked if an area wide study could be'peiformed without holding up the timeframe for the signal installation. Director of Public Works Colbert stated that it was his understanding that the • Council was considering directing staff to perform a corridor traffic control study on Wescott Road from Pilot Knob to TH 149 and on Lexington Avenue from Yankee Doodle Road to Diffley Road. He added that a scope of services would be prepared for each of the traffic control studies. He requested a six- EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 9 • month timeframe to perform the study. '06uncilmember.Blo.•"t stated that a six-month timeframe was not unreasonable. Mayor Awada asked if it wouldbe'pesR Ia. at..e-sS gna I light to be installed in 1999 if it was contingent upon the results of the area wide stti'i ;: pedf of Public Works Colbert said that it would be unlikely that installation would be possible in 1999. He added that it would take six weeks to prepare the signal justification report for the Lexington/Wescott intersection and by itself,that would enable the signal to be installed in 1999. Councilmember Masin requested�afi.k :jsie'iCi ding driving habits within the community be addressed at a future work session. Councilmei>i#si?r Blou ist asked how long it would take to implement road calming techniques and other mi 6*"'*"* meit§liies at this intersection. Director of Public Works Colbert stated that the existing striping of t,:�`--oadwax3.eould be re-emphasized,but said he would be hesitant to implement any new 5i the study period as it may affect the outcome of the study. Councilmember Masin referenced the intersection at Diffley and Rahn and said the County has ranked this as the most dangerous intersection and she requested that improvements to this intersection not be delayed to accommodate a signal at the Wescott/Lexington intersection. Councilmember Bakken said th;T.-'R�:-Wt a signal at the Wescott/Lexington intersection is forthcoming and preferred to support it iiWP`ei d0*.rtt of an area wide study. He further said he was in support of an area wide study but did not want tli e lzicaii Qf a light at this intersection to be contingent upon the results of the study. . Mayor Awada and Councffmember..C-44s6rdTttiirred with Councilmember Bakken. Councilmember Blomquist witli'drew her amendment by unanimous consent of the Council. A vote was taken on the original motion made by Councilmember Bakken. Aye: 5 Nay: 0 Councilmember Blomquist moored,,Coun�jl gt Me er Carlson seconded a motion to conduct an area wide study including Wescott froril:Ndt.1I i24baoT 494nd Lexington from Duckwood Drive to Northview Park Road. Aye: 5 Nay: 0 NEW.. JSINE5$:.': WAIVER OF SUBDIVISION, BRAMM ENGINEERING 834&838 BEAR PAW TRAIL City Administrator Hedges provided an overview on this item. Senior Planner Ridley gave a staff report. Councilmember Bakken moved,Councilmember CaiUon seconded a motion to approve a Waiver of Subdivision requirements to adjust type;>`t� t t; trt;ktt�:bet4yeen Lots 6 and 7, Block 6,Gardenwood Ponds (834&838 Bear Paw Trail located4ir.'.dt::N SeC}jun 23 sub'ect to the following condition: 1. The applicant shall file with the County Midi€or a Jot combination to combine Lot 7 with the small portion of Lot 6,Block 6,Gardeni�`tiad Ponds,for tax purposes, and proof of the • filing shall be submitted to the City within 60 days following City Council approval. Aye: 5 Nay: 0 EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 10 t WAIVER OF Sq :OIVISION,BRAN.#:ENGINEERING 3868 ANp:3872 NORTH RIDGE DRIVE City Administrator Hedges provide c aI;t3vervyr d :fhis item. Councilmember Blomquist moved,Councilmember Carlson seconded a motion to approve a Waiver of Subdivision requirements to adjust the common lot line between Lots 9 and 10,Block 4, Gardenwood Ponds(3868&3872 North Ridge Drive)located in the NE 1/4 of Section 23 subject to the following condition: 1. The applicant shall file N itA t *e'N t*iYitq''i iic�3Y41 a lot combination to combine Lot 9 with the five-foot portion of Lot 10,1316iiik,Gardetiw*ood Ponds for tax purposes,and proof of the filing shall be submitted to the- .qty withip.60 days following City Council action. Aye: 5 Nay: 0 COMPREHENSIVE GUIDE PLAN AMENDMENT &CONDITIONAL USE PERMIT EASTER LUTHERAN CHURCH City Administrator Hedges provided an overview on this item. Senior Planner Ridley gave a staff report. Councilmember Blomquist moved,CouziCiJ ember.Bakken seconded a motion to approve a Comprehensive Guide Plan Amendment cha." g the"Iiiitd'usi?,designation of approximately 2.4 acres of land located north of Cliff Road between Lake:.Park privy.jtcf: ilot Knob Road (within the SE 1/4 of . Section 28)from D-I (0-3 units per acre)to PFS:--I-1tkiyic:l ailifies. Pastor Jim Borgschatz,representing Easter Lutheran Church,commented on the growth of the church and their proposal before the Council. A vote was taken on the motiori: Aye: 5 Nay: 0 Councilmember Blomquist moect; iiKjieei �}:$ lcken seconded a motion to approve a q Pp Conditional Use Permit to allow impe?0dtis'sU?Kice{6'�...ge of greater than 25 percent within a shoreland overlay district subject to the following:ikiised coWitions: 1. The Conditional Use Permit shall.- :record-,iw ith Dakota County in conjunction with the recording of the Final Plat widi'documeAtzilion of its recording provided to the City. 2. Excluding anticipated right-of-way dedications(associated with the platting of the property),impervious surface coverage shall not exceed 35 percent of the site area. Councilmember Masin stated that she did not wanfj e Council to approve an increase to the impervious surface coverage of 35% that was agreed to in Q:original Preliminary Planned Development. Mayor Awada stated that the overall originally agreed to. Councilmember Masin stated that the reason the imperV siiY dceeQs eregir was capped at 35% is because the site is next to parkland. A vote was taken on the motion. Aye: 5 Nay: 0 • EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 11 :::•:•:•::. • AD.N41NISTRATIVE A"J� DA REQUEST TO TELEVISE T E.$PECIAL CITY:C-OUNCIL WORK SESSIONS eyiQ:irii this item. Mayor Awada said she is not City Administrator Hedges provided';ai•©•v�tir„ opposed to televising work sessions but stated that the Council has been meeting with a facilitator ed that if f work discuss matters like this and suggested deferring this item to an upcoming retreat. She add sessions are to be televised the meeting time might have to be changed since the Council attends work sessions over the dinner hour and it may be unsuitable to televise them eating. Councilmember Blomquist said that the Council could chi iu ii a�o?OE •added that she has always felt meetings should be brought to the public in anyway po'ssifi :: e' t ? ? added that one way to do that is through cable television She stated that it is important to se i public:moi;tici anon.lMayor Awada reiterated it rat edher suggestion to defer this item to the retreat schedule4for Thu;544y• Mayor Awada what reason besides eating,would:�gtlse her fp:k in opposition to televised work sessions. Mayor Awada stated that there are othet:issiies t#iaflk2M-fd*; 'addressed such as defining what constitutes a work session. Mayor Awada moved to direct this item be discussed at an upcoming Council retreat. Councilmember Carlson said that certain special meetings will not be appropriate to televise, such as commission interviews,etc.. She:added that cable television is an integral part of the City's :�hat::fiho details associated with televising work sessions could communication system and further add tl be addressed at a retreat. She noted that a woi'k''ses5k ? a??$?ns the process for many issues and the public should be invited to be part of this process. Shh further'iiuted that the Council has,on occasion,voted on • issues at work sessions and that should not 4-'iappepjp- Mayor Awada noted that her mo#4 {allecl for lack of a second. Councilmember Bakken moved,Councilmember Carlson seconded he the of what constitutes s rk a sessions for a period of three months followed by an evaluation with work session and the details of the physical set up of the camera to be determined at a retreat. Councilmember Blomquist ma tit to change the trial period from three to six months. Councilmember Bakken acefe'd tlii3'iiritmdf: A vote was taken on the motion. Aye: 5 Nay: 0 ENDORSEMENT FOR METROP0 -OIJNCIL REPRESENTATIVE City Administrator Hedges provided an overview on this item. Councilmember Blomquist stated that this was an opportunity for the Council to select a representative from Eagan to be a strong advocate who will represent the needs of the City. She added that it should not be necessary to defer to other communitie&$given the population of Eagan. She said it rse an applies but there should be a series of people the would not be necessary for the Council to endo asin.gm- r. ed.with Councilmember Blomquist and noted Council agrees to support. Councilmen.•,•.; .......p , that the lack of confidence in certain M�etok :?Pi? !1?ves has proven difficult for the City. She added that the Council needs to discuss expectations in regard to its relationship with the Met Council and have a voice in deciding who would be acceptable repfts ntatives for the City. She suggested the Council determine the issues that are important to the City:�O also identify expectations for a Met • Council representative. EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 12 Y Councilmember Blomquist mov ;: EAGAN CITY COUNCIL MEETING MINUTES;JANUARY 5,1999 PAGE 13 Rosemount or Eagan City Halls. She recjii sted that this inforx 4tion be made available to the public via the newspaper and cable. City Administrator Hedges asked:4 . taff should also inform the public about the Comprehensive Guide Plan proposals:jir jm Dakota Coi*_ti y;:and other cities that surround Eagan. Councilmember Blomquist said that should- a plan is received from one of the bordering cities. Councilmember Carlson asked about other meetings or events Councilmembers are requested to attend. City Administrator Hedges stated that a calendar of events for January and February will be sent to the Council this week and added that he,.iMauld IT.to compAQ a list of other obligations for the Council. Councilmember Masin commended'Doolifi l 's Restadf*nt for hosting a non-alcoholic event on New Year's Eve. - AI�j<QpgNME ` The meeting was adjourned at 9*35 p.m. MLK Date City Clerk If you need these minutes in an alternative form s`Cb as large*print,.Braille,audio tape,etc.,please contact the Citv of Eagan,3830 Pilot Knob Road,Eagan,MN 55122, {iI2 681. 6,6q,:: 1;3-phone: (612)454-8535). The City of Eagan is committed to the polic *..: ll:p isons have equal access to its programs,services,activities, facilities and employment without regard to•iace,color,creed,religion,national origin,sex,disability,age,sexual orientation,marital status or status with regard to public assistance. t . �.. MEMO city of eagan MEMO TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 15, 1999 SUBJECT: AGENDA INFORMATION FOR JANUARY 19, 1999 CITY COUNCIL MEETING ADOPT AGENDA/APPROVE MINUTES After approval is given to the January 19, 1999 City Council agenda and the minutes of the January 5, 1999 regular City Council meeting, the following items are in order for consideration. Agenda Information Memo January 19, 1999 Eagan City Council Meeting UPDATE BY LEGISLATIVE DELEGATION/ DAKOTA COUNTY COMMISSIONERS ACTION TO BE CONSIDERED: Informative only. FACTS: • Eagan's legislative delegation will be meeting with the City Council at a special City Council meeting preceding the regular meeting. Representatives Tim Pawlenty, Tim Wilkin, Senator Deanna Wiener and a representative from Congressman Luther's office are expected to attend the regular City Council meeting to provide an update to the public on legislative issues of a mutual concern that are likely to be raised during the legislative session. • Dakota County Commissioner Patrice Bataglia will also be present to provide a brief County update to the Council. An invitation has been extended by Commissioner Bataglia to newly-elected Commissioner Nancy Schouweiler who is expected to attend also. Agenda Information Memo January 19, 1999 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1)motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. PERSONNEL ITEMS Item 1. Promotion to Sergeant-- ACTION TO BE CONSIDERED: To approve the promotion of Detective Kevin McGrath and Officer Steve Anselment to Sergeants in the Eagan Police Department Item 2. Part-time Seasonal Broomball/Boot Hockey Officials-- ACTION TO BE CONSIDERED: To approve the hiring of Vincent Mergens, Daniel Smith, Dan Cullen, Kyle Cloutier, Randy Boyden and Keith Wallace as part-time seasonal broomball/boot hockey officials. Item 3. Seasonal Street Maintenance Worker-- ACTION TO BE CONSIDERED: To approve the hiring of Jeff VanOverbeke as a seasonal street maintenance worker. Item 4. Seasonal Park Maintenance Workers-- ACTION TO BE CONSIDERED: To approve the hiring of Robert Rausch, Dave Jungers, Patrick Elam and Cory Knaffla as seasonal park maintenance workers. Item 5. Part-time Seasonal Winter Recreation Leaders-- ACTION TO BE CONSIDERED: To approve the hiring of Krystal Heaver, Adam Keeler, Heidi Borgschatz, John Plut, David Robinson, John Hayden, Jason Ponsonby, Kristopher Scheurer, Andrew Koppang and Mark Cleare as part-time seasonal winter recreation leaders. 3 Agenda Information Memo January 19, 1999 Eagan City Council Meeting Item 6. Vacation/City Administrator-- ACTION TO BE CONSIDERED: To approve a week of vacation time during January for the City Administrator. Item 7. Pay Equity Implementation Report-- ACTION TO BE CONSIDERED: To approve the submission of the pay equity implementation report to the Minnesota Department of Employee Relations. FACTS: • The City of Eagan is required, as are all jurisdictions in the State, to submit a pay equity implementation report to the Minnesota Department of Employee Relations every three years. • Our current report is due into the State by January 31, 1999. Item 8. Resignation/Police Officers-- ACTION TO BE CONSIDERED: To accept the letters of resignation from Police Officers Christopher Erickson and Rochell Maier. Item 9. Resign ation/Dispatcher-- ACTION TO BE CONSIDERED: To accept the letter of resignation from Dispatcher Michelle Salter. Item 10. Resignation/Recycling Intern-- ACTION TO BE CONSIDERED: To accept the letter of resignation from Recycling Intern Myla Nofsker. ATTACHMENTS: Attached on pages -<� through S, are copies of the above letters of resignation. r Chris Erickson 3936 Blackhawk Cir. Eagan, Mn. 55122 Chief Geagan Eagan Police Department 3830 Pilot Knob Road Eagan, Mn. 55122 January 8, 1999 Dear Chief Geagan, This letter is to inform you that I will be resigning from my Position as a Detective with the Eagan Police Department. My last day of work with this department will be on January 22, 1999 . I have accepted a job with the Minnesota State Patrol . I would like you to know how much I appreciate the opportunities which I have had while working with the department. I believe that the Eagan Police Department is one of the finest law enforcement organizations in the state. I only wish to leave because the duties of a state trooper greatly appeal to me. Again, thank you for allowing me to work for your organization for the past six years. I have very good memories of this department and I wish the best of luck to everyone. Chris Erickson J q To: Chief Pat Geagan From. Officer Rochell A. Maier Subject: Resignation 1 l January 99 Dear Chief, It is with mixed emotions that I inform you of my resignation as a Police Officer with the City of Eagan. 1 intent to officially resign from my position as of February 14'11 1998 1 will be resigning to pursue a life long ambition to fly professionally as a full-time career. Peter and I have talked about this switch in my career for several years and with the opportunities that are currently available in the Aviation field, we decided that this is the best time for that career move. Along with the feelings of excitement of fulfilling a lifelong dream I also get a sense of sadness at leaving an organization that has become an extension of my family. I am so grateful to you Chief for even giving me the opportunity to be a part of such an excellent Police Department. I have nothing but praise for all the managerial staff and felt so fortunate to have worked with so many wonderful people. I will take with me forged friendships that 1 know will last a lifetime and l look forward to returning periodically to visit with old co-workers. I sincerely hope the best to you and to the Eagan Police Department and thank you again for the training, experience and wonderful memories that 1 will always cherish. Respectfully Submitted, Rochell A. Maier 6 December 30, 1998 I To Whom It May Concern: Please accept this resignation letter effective this date for my position as a City of Eagan Police/Fire dispatcher. Sincerely, -0" Michelle Salter January 6, 1999 Holly Duffy City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Dear Holly Duffy, I am respectfully resigning from my position of Recycling Intern. My last day of work for the City of Eagan will be January 15, 1999. Sincerely, Vallofsker Agenda Information Memo January 19, 1999 Eagan City Council Meeting B. 1999 STREET MAINTENANCE JOINT POWERS AGREEMENT ACTION TO BE CONSIDERED: Approve the 1999 Joint Powers Agreement for street maintenance and authorize the Mayor and City Clerk to execute all related documents. FACTS: • For the past 14 years (1985), the City of Eagan had participated in a Joint Powers Agreement (JPA) with the cities of Burnsville, Apple Valley, Lakeville, Rosemount, Savage, Prior Lake and Shakopee to solicit competitive prices for pavement traffic marking, street sweeping, crack sealing and sealcoating. • This consolidation of administrative services and economy of scale competitive bidding has resulted in significant savings to the City of Eagan and resulted in a Certificate of Commendation from the Governor in 1995. • A similar JPA is now being presented to the City Council for their consideration of approval for 1999. It has been reviewed by the Superintendent of Streets/Equipment and found to be in order for favorable consideration. Agenda Information Memo January 19, 1999 C. PROJECT 757, RIDGEVIEW ACRES STREET OVERLAY ACTION TO BE CONSIDERED: To receive the draft feasibility report for Project 757 (Ridgeview Acres— Street Overlay) and schedule a public hearing to be held on March 2, 1999. FACTS: • On October 6, 1998, the City Council directed staff to prepare a feasibility report considering street rehabilitation improvements for the streets within Ridgeview Acres. • The neighborhood includes Crestridge Lane, Monterey Lane, Kyllo Lane and the portion of Knoll Ridge Drive within Ridgeview Acres, all east of Blackhawk Road, south of the intersection of Blue Cross Road. • The bituminous overlay of the streets within the Ridgeview Acres neighborhood is programmed for 1999 in the City of Eagan's 5-Year CIP (1998-2002). • A draft feasibility report has been completed consisting of a life extending structural overlay and is being presented to the City Council for their information and consideration of scheduling a public hearing to formally present and discuss the merits of this project. • An informational neighborhood meeting will be held with the residents prior to the Public Hearing to review and discuss the proposed improvements. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. Agenda Information Memo January 19, 1999 D. PROJECT 759, BEAU D'RUE DRIVE STREET RECYCLING ACTION TO BE CONSIDERED: To receive the draft feasibility report for Project 759 (Beau D'Rue Drive—Street Recycling) and schedule a public hearing to be held on March 2, 1999. FACTS: • On October 20, 1998, the City Council directed staff to prepare a feasibility report considering street rehabilitation improvements on Beau D'Rue Drive, from Nicols Road to Silver Bell Road. • The resurfacing of Beau D'Rue Drive is programmed for 1999 in the City of Eagan's 5-Year CIP (1998-2002). • An informational neighborhood meeting would be held with the adjacent property owners prior to a Public Hearing to review and discuss the proposed improvements. • A draft feasibility report consisting of a cold in-place recycling of the bituminous surface has been completed and is being presented to the City Council for their information and consideration of scheduling a public hearing to formally present and discuss the merits of this proj ect. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. Agenda Information Memo January 19, 1999 E. PROJECT 762, DUCKWOOD TRAIL STREET RECYCLING ACTION TO BE CONSIDERED: To receive a draft feasibility report for Project 762 (Duckwood Trail — Street Recycling) and schedule a public hearing to be held on March 2, 1999. FACTS: • On October 20, 1998, the City Council directed staff to prepare a feasibility report considering street rehabilitation improvements on Duckwood Trail. • Duckwood Trail is northwest of the intersection of Duckwood Drive and Lexington Avenue. • The recycling of this portion of Duckwood Trail is programmed for 1998 in the City of Eagan's 5-Year CIP (1998-2002). • A draft feasibility report has been completed, considering the cold in-place recycling of the bituminous surface, and is being presented to the City Council for their information and consideration of scheduling a public hearing to formally present and discuss the merits of this proj ect. • An informational neighborhood meeting will be held with the residents prior to the Public Hearing to review and discuss the proposed improvements. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. Agenda Information Memo January i 9, 1999 F. PROJECT 763, DUCKWOOD ESTATES STREET OVERLAY ACTION TO BE CONSIDERED: To receive the draft feasibility report for Project 763 (Duckwood Estates— Street Overlay) and schedule a public hearing to be held on March 2, 1999. FACTS: • On October 20, 1998, the City Council directed staff to prepare a feasibility report considering street rehabilitation improvements within the Duckwood Estates area. • The neighborhood includes Crossroad Court, Merganser Court, Widgeon Way, Spoonbill Circle, Kinglet Court, and Kittiwake Circle, all between Denmark Avenue and Lexington Avenue, adjacent to Duckwood Drive. • The resurfacing of the streets within the Duckwood Estates neighborhood is programmed for 1999 in the City of Eagan's 5-Year CIP (1998-2002). • A draft feasibility report has been completed, consisting of a life extending structural overlay, and is being presented to the City Council for their information and consideration of scheduling a public hearing to formally present and discuss the merits of this project. • An informational neighborhood meeting will be held with the residents prior to the Public Hearing to review and discuss the proposed improvements. ATTACHMENTS: • Draft Feasibility Report, attached without page numbers. 3 Agenda Information Memo January 19, 1999 G CONTRACT 87-N, B.B.D. ADDITION (FOX RIDGE SIIOPPES) ACTION TO BE CONSIDERED: To approve the release of the recorded development contract for Contract 87-N (B.B.D. Addition/Fox Ridge Shoppes — Utility Improvements) and authorize the Mayor and City Clerk to execute all related documents. FACTS: • On May 19, 1987, a development contract was entered into between the City of Eagan and B.B.D. Investments, Inc., the developer of the property known as B.B.D. Addition, northeast of the intersection of Yankee Doodle Drive and Coachman Road. This development, known as Fox Ridge Shoppes, required the installation of water main and storm sewer, which was performed privately by the developer under the terms and conditions of the development contract agreement. • The development contract was recorded at the Dakota County Recorder's office as Document No. 795981. The improvements have long been completed, inspected, and accepted for perpetual maintenance by the City of Eagan and the City no longer requires the recordation of development agreements. • The release of the recorded development contract has been reviewed by the Engineering Division and found to be in order for favorable Council action. Agenda Information Memo January 19, 1999 Eagan City Council Meeting H. 1999 LICENSE RENEWALS FOR TRASH HAULERS TOBACCO TREE CONTRACTORS AND COMMERCIAL FERTILIZER APPLICATORS ACTION TO BE CONSIDERED: To approve the 1999 license renewals for trash haulers, tobacco, tree contractors and commercial fertilizer applicators. FACTS: • The City annually licenses parties doing business in the above-referenced categories. These licenses are in order for review by the Council at this time. ATTACHMENTS: • List of licensees requesting renewal.on Po c / . 1999 TRASH HAULER LICENSE RENEWALS Construction/Demo Clean Sweep Superior Services 8600 Hansen Avenue 1375 7`h Avenue Shakopee,MN Newport,MN Dan's Container Box 87 Newport, MN 1999 TREE CONTRACTOR LICENSE RENEWALS Sherwood Tree Service S&S Tree Specialists Inc. 12195 Upper 167h 6412 E. Concord Boulevard Lakeville,MN Inver Grove Heights, MN 1999 TOBACCO LICENSE RENEWALS Tobak Shack 3950 Sibley Memorial Highway Eagan, MN 1999 COMMERCIAL FERTILIZER APPLICATOR LICENSE RENEWALS Henning Rohde&Associates Guaranteed Turf Spray 3259 Terminal Drive 9919 Valley View Road Eagan, MN Eden Prairie, MN Agenda Information Memo January 19, 1999 Eagan City Council Meeting I. PROCLAMATION RECOGNIZING THE 25TH SILVER ANNIVERSARY OF THE CITY OF EAGAN ACTION TO BE CONSIDERED: To approve a proclamation recognizing the 25`h Silver Anniversary of the City of Eagan. FACTS: • The City of Eagan was officially designated a City in 1974 and will celebrate its 25`h Anniversary as a City. • Ann Carlon, Executive Director of the Eagan Convention and Visitors Bureau, requested that the City Council approve a resolution recognizing the 25`' Silver Anniversary of the City of Eagan throughout 1999 with events, festivities and celebrations designed to create awareness and develop a"sense of community". ATTACHMENTS: • Proclamation enclosed on page�. 17 CITY OF EAGAN PROCLAMATION RECOGNIZING THE 25TH SILVER ANNIVERSARY OF THE CITY OF EAGAN WHEREAS, the City of Eagan was officially designated a City in 1974 and will celebrate its 25'Anniversary as a City; and WHEREAS, the Silver Anniversary Citizen's Committee has developed a year-long calendar of events to celebrate this special occasion; and WHEREAS, the goal of this Silver Anniversary celebration is designed to recognize Silver Citizens, Eagan businesses and encourage all Eagan residents to join in the festivities throughout the year; and WHEREAS, the Silver Anniversary Logo epitomizes the economic strength and solid growth of the community in the Lone Oak Tree symbol and the slogan "Rooted in the Past - Branching out into the Future; and WHEREAS, Eagan is a young, dynamic community which has grown from 14,000 residents in 1974 to a population of over 60,000, 25 years later; IT IS HEREBY RECOGNIZED that the City of Eagan officially celebrates its 25`h Silver Anniversary throughout 1999 with events, festivities and celebrations designed to create awareness and develop a"sense of community." WE APPLAUD EAGAN'S GROWTH, ITS SERVICE TO ITS CITIZENS AND BUSINESSES AND THE DEDICATION TO CREATE A COMMUNITY THAT RESIDENTS ARE PROUD TO CALL HOME. CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk Motion made by: Seconded by: Those in favor: Those against: Dated: CERTIFICATION 1, E. J. VanOverbeke, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 19th day of January, 1999. /(/ E. J. VanOverbeke, City Clerk f Agenda Information Memo January 19, 1999 Eagan City Council Meeting J. EXEMPTION FROM LAWFUL GAMBLING LICENSE ALL PARKS ALLIANCE FOR CHANGE TO CONDUCT A RAFFLE ON MARCH 7 1999 AT CEDARVALE LANES, 3883 BEAU D'RUE DRIVE ACTION TO BE CONSIDERED: To approve an exemption from the lawful gambling requirement for All Parks Alliance for Change to conduct a raffle on March 7, 1999 at Cedarvale Lanes, 3883 Beau D'Rue Drive. FACTS: • Staff is in receipt of an application from All Parks Alliance for Change for this exemption due to the group's nonprofit status. The application has been reviewed by staff and is in order for consideration by the City Council. ATTACHMENTS: • Resolution attached on page o"2LO . • Application enclosed without page number. RESOLUTION CITY OF EAGAN APPLICATION FOR EXEMPTION FROM LAWFUL GAMBLING LICENSE WHEREAS, All Parks Alliance for Change has applied for an Exemption from Lawful Gambling License; and WHEREAS, the Eagan Police Department has reviewed the application and has not identified any reason to deny; NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby approves the Exemption from Lawful Gambling License for All Parks Alliance for Change to conduct a raffle on March 7, 1999 at Cedarvale Lanes, 3883 Beau D'Rue Drive. CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk Motion by: Seconded by: Those in Favor: Those Against: Dated: CERTIFICATION I, E. J. VanOverbeke, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 19`h day of January, 1999 E. J. VanOverbeke, City Clerk c2o Agenda Information Memo January 19, 1999 K. PROJECT 761,DUCKWOOD DRIVE STREET OVERLAY ACTION TO BE CONSIDERED: To receive the engineering analysis for Project 761 (Duckwood Drive, Denmark Avenue to Lexington Avenue — Street Overlay) and postpone the scheduled improvements for consideration in the 2000 construction season. FACTS: • On October 20, 1998, the City Council directed staff to prepare a feasibility report. considering street rehabilitation improvements for Duckwood Drive, from Denmark Avenue to Lexington Avenue. • This improvement had been programmed for 1999 in the City of Eagan's 5-Year CIP (1998- 2002). • Through an engineering analysis and final review of the current Pavement Condition Index (PCI) during the preparation of the feasibility report, staff has determined that it would be most cost effective to not proceed with any significant rehabilitation improvement in 1999. • Staff recommends that the feasibility report be brought back to the City Council in the future when it is deemed most economically beneficial. �l Agenda Information Memo January 19, 1999 City Council Meeting L. AUTHORIZATION to resubmit Minnesota Releaf Grant FOR COUNCIL ACTION: To authorize the submission of application for a 1999 Minnesota ReLEAF Community Forest Health Program Grant from the Minnesota Department of Natural Resources. FACTS: • Since 1993 the City of Eagan has received grant funds to assist in the management and control efforts of oak wilt disease (1993 to 1997 funds were provided through federal cost share program, 1998 funds were provided by the State Mn ReLEAF program). • Grant funds are used to reimburse both private and public property owners for eligible oak wilt control activities. • The grant amount requested is$10,000.00. • Applicants must contribute at least 50% of the total project cost either in cash or in-kind contributions. Since 1993 this cost share program has reimbursed$72,033 to Eagan residents and the city, while participants have expended$171,575. • To date this financial assistance has allowed Eagan residents and/or staff to effectively manage 473 oak wilt infection centers containing a total of 905 oak wilt diseased trees. • The City of Eagan is an eligible recipient. In 1998 the City received$10,000. Expenditures out of these funds for 1998 totaled$9,768.56. • . Grant funds, if received,will be distributed to eligible participants after December 10, 1999. CONCERNS: The MnReLEAF grant program is intended to be a temporary assistance program designed to provide communities the necessary dollars to establish an oak wilt control program. Grant providers' recommendations are that recipients should eventually establish their own"reimbursement/cost share program" not relying on outside financial assistance. Discussions should eventually evolve around this issue. ATTACHMENTS: None a� Agenda Information Memo January 19, 1999 City Council Meeting M. APPROVE agreement- Dakota County Sentence to Serve Program FOR COUNCIL ACTION: Approval of the 1999 contract with Dakota County for the provision of Sentence to Service work crews and authorization for the Mayor and Clerk to execute the agreement. FACTS: • The County will provide a work crew consisting of up to ten non-dangerous criminal offenders, plus a supervisor. • The City will receive a minimum of 50 crew days during 1999. Additional days may be scheduled. • The City will schedule projects requiring unskilled labor in advance with the crew supervisor. 1999 projects will include landscaping,, turf and rink renovations, park and pond cleanup, bridge sweeping. • The County provides transportation and insurance for all members of the crew and assumes all liability. • The City has successfully utilized the services of the Sentence to Service program for approximately 10 years. • The 1999 cost of$9,500 due the County is included in the approved Parks and Recreation Departmental budget CONCERNS: None ATTACHMENTS: None C�3 Agenda Information Memo January 19, 1999 Eagan City Council Meeting N. APPROVE LETTER FROM AIRPORT RELATIONS COMMISSION TO MAC REQUESTING FUNDING FOR SOUND INSULATION BEYOND 65 DNL ACTION TO BE CONSIDERED: To approve a letter to the Metropolitan Airports Commission (MAC)requesting that the Valley View Plateau neighborhood be considered for the sound insulation program and that MAC consider using monies not regulated by the Federal Aviation Administration (FAA) for that purpose. FACTS: • The Valley View Plateau neighborhood is located just outside the 65 DNL noise contour that determines eligibility for the Part 150 sound insulation program. MAC staff has previously requested that the FAA allow an extension of the program to make the neighborhood eligible. FAA recently denied the request, stating that MAC should complete its proposed update to the Part 150 study before considering the area for inclusion. MAC could conceivably use funds not subject to the authority of the FAA to sound-proof homes in the Valley View Plateau. • At its January 12, 1999 meeting, the Eagan Airport Relations Commission approved a motion that the City Council should request MAC consider using its own funds for sound insulation of the Valley View Plateau as part of the 2000 CIP. ATTACHMENTS: n • A copy of a letter for Mayor Awada's signature is enclosed on page a � Abbk Tl� city of eagan PATRICIA E.AWADA Mayor PAUL BAKKEN January 19, 1999 BEA BLOMQUIST PEGGY A.CARLSON SANDRA A. MASIN Council Members Mr. Jeff Hamiel, Executive Director THOMAS HEDGES Metropolitan Airports Commission City Administrator 604028 th Avenue South E.J. VAN OVERBEKE Minneapolis, MN 55450 City Clerk Dear Mr. Hamiel: As you are aware, the exclusion of the Valley View Plateau neighborhood from the Part 150 sound insulation program has been an issue of ongoing concern for our community. The City of Eagan appreciates your efforts of late encouraging the Federal Aviation Administration to permit that neighborhood's eligibility for the program. Unfortunately, the FAA has taken the position that the neighborhood should be deferred for consideration until an update to the Part 150 Study is complete. For the many reasons that have been cited before, we prefer not to leave this neighborhood in limbo for another 18 months or more. We are interested in whether the Metropolitan Airports Commission would support the use of MAC funds that are not subject to the regulatory control of the FAA. Understanding that the Capital Improvement Plan and budget for 1999 have already been finalized, we would request that MAC take this issue up as an item of consideration to include in the 2000 budget. It is our hope that MAC will keep in mind that the Valley View Plateau neighborhood is, indeed, a unique circumstance. We do not believe that special consideration of this area for MAC funded insulation would necessarily establish a precedent that other communities could use to their advantage. There is enough of a history pursuing eligibility to consider the Valley View Plateau an exception. Again, thank you for your advocacy on behalf of this neighborhood in the past. We look forward to discussing options with you. Sincerely, ��Pacia�EAwada gan ............ MUNICIPAL CENTER THE LONE OAK TREE MAINTENANCE FACILITY EAG PILOT KNOB ROAD THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY 3501 COACHMAN POINT AGAN,MINNESOTA 55122-1897 EAGAN,MINNESOTA 55122 PHONE:(651)681-4600 PHONE:(651)681-4300 FAX (651)681-4612 Equal Opportunity Employer FAX:(651)681-4360 TDD:(651)454-8535 cpS� TDD:(651)454-8535 Agenda Information Memo January 19, 1999 Eagan City Council Meeting O. APPROVE 1998 GENERAL FUND BUDGET ADJUSTMENTS ACTION TO BE CONSIDERED: To approve the 1998 General Fund Budget Adjustments. FACTS: • The City occasionally makes formal budget adjustments to incorporate unforeseen activities into the budget. The City Council has already approved the expenditures in most cases. • The most significant change with this budget adjustment is to reflect the financial activity related to the clean up from the storm of May 30. Certain expenditures increased beyond the original budget allocations and State and Federal grants were received to assist with payment of the costs. • The other changes reflect grants, donations and related items that were not known at the time the original budget was approved. ATTACHMENTS: • Staff memo showing the dollar amounts and providing individual explanations is enclosed on pages and a6 - city of eagan MEMO TO: Gene VanOverbeke, Finance Director/City Cle . FROM: Tom Pepper, Assistant Finance Direct i DATE: January 8, 1999 SUBJECT: 1998 Budget Adjustments General Fund The following 1998 General Fund budget adjustments should be considered for approval by the City Council: Increase/ Line Item Description (Decrease) 1) 3310-Unalloc Federal Grants $ 499,600 3340-Unalloc State Grants 99,900 4450-Streets Contractual Svcs 496,900 41xx-Streets Salaries/benefits 30,500 41 xx-Parks Salaries/benefits 15,100 41xx-CD Salaries/benefits 10,800 41xx-Police Salaries/benefits 5,000 4397-Streets Equipment Rent 7,000 4257-Streets Signs 4,900 4255-Streets Parts/Supplies 100 4450-Fire Contractual Svcs 1,800 4252-Parks Parts/Supplies 1,500 4233-Parks Bldg Repair Parts 1,200 4383-Parks Bldg Repair Labor 600 4384-Parks Bldg Repair Labot 1,600 4715-Unalloc Contingency 22,500 This adjustment reflects the Federal and State aid and the aid-eligible costs in connection with the May 30 storm clean-up. 2) 4570-Police Other Equipment 10,200 3850-Police Contributions/Donations 10,200 This adjustment reflects the Police Dept.'s purchase of six defibrillators with donations from the Eagan's Lions Club (for five defibrillators) and Peace Reformed Church (for one). a /0/0", Memo to Gene VanOverbeke cont'd January 8, 1999 3) 4570-Fire Other Equipment 48,200 3850-Fire Contributions/Donations 48,200 This adjustment reflects the purchase of two CairnslRIS helmets with donations from the community. 4) 4255-Streets Street Repair Supplies $ 15,500 4715-Unalloc Contingency (15,500) This adjustment reflects the purchase of rubberized material required for sections of streets where railroads cross. Product was applied to Apollo Rd., Lunar Lane, West Service Rd., and Eagan Industrial Rd. 5) 3340-Forestry State Grants 7,000 4840-Forestry Merchandise for Resale 7,000 This adjustment reflects a MnDNR Grant to purchase materials for the tree and landscape package sale held in May. 6) 4520-Parks Buildings 8,000 4328-Parks Special Events 1,500 4227-Parks Recreation Supplies 1,200 4320-Parks Instructors 1,000 4331-Parks Telephone 600 4243-Parks Heating Oil 300 3980-Parks Transfer In 12,600 This adjustment reflects the utilization of one year's revenue from one antenna tower for Holz Farm Park programming. 7) 3340-Police State Grants 16,400 41xx-Police Salaries/benefits 10,000 4397-Police Equipment rental 2,500 4226-Police Supplies 3,900 This adjustment reflects the 1998 portion of the State Auto Theft grant and corresponding expenditures. C Memo to Gene VanOverbeke cont'd January 8, 1999 8) 4410-Parks Misc--Teen Ctr contribution 75,000 4715-Unalloc Contingency (75,000) This adjustment recognizes the City's contribution to the YMCA toward construction of a Teen Center attached to the YMCA facility. Summary—General Fund The net effect of these adjustments is to increase the 1998 General Fund expenditure budget (excluding contingency) by $761,900 from $16,106,900 to $16,868,800. These expenditures are funded as follows: Donations and contributions $ 58,400 State and Federal grants 622,900 Contingency 68,000 Transfers from other funds 12.600 $ 761,900 The contingency budget is thereby reduced from $373,600 to $305,600. Please let me know if you have any questions. 98 budget adjustments 1 CO Agenda Information Memo January 19, 1999, Eagan City Council P. EXTENSION FOR RECORDING FINAL PLAT (GOPHER EAGAN INDUSTRIAL PARK 5TH ADDITION) -INDUSTRIAL EQUITIES, LLP ACTION TO BE CONSIDERED: To approve a 90-day extension for recording the final plat for Gopher Eagan Industrial Park 5'Addition, consisting of one lot located east of Hwy. 149 at Yankee Doodle Road in the SE 1/4 of Section 12 and NE 1/4 of Section 13. FACTS: • On November 2, 1998, the City Council approved the final plat to combine several parcels and adjacent right-of-way into a single lot. • In its review of the plat following City Council approval and prior to recording, the County Plat Commission identified additional information which needed to be incorporated on the final plat. As a result, the applicant was unable to complete recording of the plat within the required 60 days following City Council approval. • A letter from the applicant is attached. ATTACHMENTS: Letter from Industrial Equities, LLP,page 30 INDUSTRIAL EQUITIES L . L . P . D e v e I o p m e n t a n d I n v e s t ni e n t s TEL 612 332 11221 321 First Avenue North, Minneapolis, Minnesota 33401 T- IX (,I: it December 29. 1998 li Pam Dudziak City of Eagan- Planning 3830 Pilot Knob Road 55122 Dear Pam: Please be advised that Industrial Equities. L.L.P. needs an extension for the recording of the final plat for the Gopher Industrial addition site. If you have any questions please contact me at 332-1122. Thank you in advance for all of your time and consideration. Yours very truly, John N.�Alen Managing Partner JNA-jas Agenda Information Memo January 19, 1999 Eagan City Council Meeting Q. EXEMPTION FROM LAWFUL GAMBLING LICENSE, DUCKS UNLIMITED TO CONDUCT A RAFFLE ON FEBRUARY 23, 1999 AT BRIANNO'S, 2280 CLIFF ROAD ACTION TO BE CONSIDERED: To approve an exemption from the lawful gambling license for Duck's Unlimited to conduct a raffle on February 23, 1999 at Brianno's. FACTS: • Staff is in receipt of an application from Duck's Unlimited for this exemption due to the group's nonprofit status. The application has been reviewed by staff and is in order for consideration by the City Council. ATTACHMENTS: • Resolution attached on pages 33 R"ett,+ • Application enclosed without page number. 1,2 0? RESOLUTION CITY OF EAGAN APPLICATION FOR EXEMPTION FROM LAWFUL GAMBLING LICENSE WHEREAS, Ducks Unlimited has applied for an Exemption from Lawful Gambling License; and WHEREAS, the Eagan Police Department has reviewed the application and has not identified any reason to deny; NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby approves the Exemption from Lawful Gambling License for Ducks Unlimited to conduct a raffle on February 23, 1999 at Brianno's, 2280 Cliff Road. CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk Motion by: Seconded by: Those in Favor: Those Against: Dated: CERTIFICATION I, E. J. VanOverbeke, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 19"' day of January, 1999. E. J. VanOverbeke, City Clerk 3-3 Agenda Information Memo January 19, 1999 Eagan City Council Meeting R. TREE CONTRACTOR LICENSES FOR QUALITY BRUSH & STUMP REMOVAL AND SHOREWOOD TREE SERVICE ACTION TO BE CONSIDERED: To approve tree contractor licenses for Quality Brush & Stump Removal and Shorewood Tree Service as presented. FACTS: • The City is in receipt of tree contractor license applications from Quality Brush & Stump Removal operating out of Maplewood and Shorewood Tree Service operating out of Watertown. • The applications have been reviewed by staff and are in order for consideration by the Council. ATTACHMENTS: • Applications attached without page number. Agenda Information Memo January 19, 1999 Eagan City Council Meeting PUBLIC HEARINGS A. PROJECT 709R, HWY 13 ENVIRONMENTAL ASSESSMENT ACTION TO BE CONSIDERED: No action is required by the City Council at this time on this item other than to put into the record any comments received. FACTS: • In the early part of 1997, a group of business owners, Chamber of Commerce representatives, Legislators, and City representatives created a task force to pursue safety and capacity improvements to Hwy. 13 within the City of Eagan. • As a result of requests and applications submitted to various metropolitan agencies including the Minnesota Dept. of Transportation (MnDOT) and the U.S.' Congress, approximately $3.2 million has been secured to upgrade only that section of Hwy. 13 from Silver Bell Road to just north of Yankee Doodle Road. • The Federal Government, through MnDOT, requires that the Regulatory Government Units (RGU- State, County and City)prepare an Environmental Assessment (EA) for highway improvements that add capacity (i.e. 2 lane to 4 lane) for projects over 1 mile in length. This EA documents the impact on the affected environment and mitigation measures, such as; Transportation, Social and Economic, and Air-Water- Land-Noise-Wildlife, as well as construction related impacts. Representatives of the City's consulting firm of SRF, Inc., will present the details of the proposed improvements and its identifiable environmental impacts to the public and respond to any question that may arise. • A 30-day public review and comment period will run from January 11"' to February 10". Notices were published in the MN Environmental Quality Board's official publication (the Monitor) and the City's legal newspaper on Dec. 19, 1998, and January 7, 1999. In addition, mailed notices were sent to approximately 275 business and property owners adjacent to the project. A Finding of Fact/Conclusions document will be prepared following the closure of the comment period. This document will summarize the project issues along with comments received and will be brought back to the City Council in March for consideration of making a Negative Declaration of Environmental Impact which is necessary for the project to proceed. MnDOT and Dakota County will also have to make similar declarations as an RGU. ATTACHMENTS: • Environmental Assessment summary,pages 36 through . �3S PUBLIC HEARING RECONSTRUCTION OF TRUNK HIGHWAY 13 SP 195-010-04 and SP-1901-137 City of Eagan Municipal Center January 19, 1999 7:00 p.m. ACCESS (Section III.A.1 of EA page 13) • Proposed improvements will include the construction of a raised median along the project corridor to safely separate opposing traffic flows, but will also limit turning movements onto local streets. • The raised median will limit access to right-in/right-out only movements at Shawnee Road and Yankee Drive but will provide for full access with protected turning lanes at the following intersections: Silver Bell Road, Seneca Road, Blackhawk Road and Yankee Doodle Road. • The proposed median will also limit access to right-in/right-out only movements for the two properties on either side of TH 13 just north of Yankee Doodle Road. • The full access at Seneca Road may be modified to a right-in/right-out only movement in the future if Mn/DOT determines that access control is warranted for safety issues. • The installation of a traffic control signal at Blackhawk Road will improve access at that intersection. STORM WATER (Section III C 7 of EA page 24) • The increase in impervious surface resulting from the proposed roadway improvement will result in an increase in storm water runoff volumes and changes in water quality compared to existing conditions. • As a mitigative measure, storm water runoff will be conveyed and treated to moderate the release of storm water and to improve water quality prior to discharge. • Two surface water resources in the vicinity of the project were identified as areas of special concern during early project coordination with the Department of Natural Resources (DNR): Nicols' Meadow Calcareous Fen (located in the Minnesota River bottom near the Cedar Avenue (TH 77) river crossing) and Kennelly's Creek (a designated trout stream located northwest of Silver Bell Road). No negative impacts to these resources from the project were identified. 216 NOISE (Section III.C.2 of EA. page 21) • Noise impacts were analyzed at the two residential receptors located closest to TH 13. Existing and forecast 2020 traffic noise levels for the No Build and Build conditions were modeled. • Results of the daytime noise analysis show that existing noise levels are at or above the State noise standards and approach Federal noise abatement criteria at one receptor. The forecast 2020 daytime noise levels are the same for both the Build and No Build with an increase of 1 to 2 decibels over the existing. (Note: Increases less than 3 decibels are generally below the level of perception of the human ear.) • Results of the nighttime noise analysis show that both noise receptors are currently above state standards and are projected to be above state standards for both the No Build and Build alternatives in the year 2020. • A noise wall cost-effectiveness study indicated that construction of walls was not cost-effective in reducing traffic noise at the receptors. Therefore, no noise mitigation is proposed as part of the project. �J Agenda Information Memo January 19, 1999, City Council Meeting 1999 CALENDAR YEAR CITY COUNCIL ORGANIZATIONAL BUSINESS Each calendar year, Organizational Business is considered at the second regular City Council meeting in January. The items that require action of the City Council include: A) Advisory Commission Appointments B) Acting Mayor C) Official Legal Newspaper D) City Council Meeting Dates E) Council Meeting Procedures F) Council Standing Committee/Representative Appointments G) Other Appointments A. ADVISORY COMMISSION APPOINTMENTS: The following are the advisory commissions that make recommendations to the City Council: Economic Development Commission Advisory Planning Commission Solid Waste Abatement Commission Burnsville/Eagan Telecommunications Commission Airport Relations Commission Advisory Parks Commission Advertisements were placed in the City newsletter, the local newspapers, the Chamber newsletter and on the City's web page in December indicating that vacancies existed on advisory commissions. Applications were received from 40 individuals seeking either reappointment or appointment to an advisory commission. All individuals, including those currently serving on a commission, were invited to an interview with the City Council on January 12, 1999. The Council interviewed 31 individuals. Ballots will be distributed by the City Administrator for each commission. The number of vacancies is listed on each ballot. It is required by law that each City Councilmember initial each ballot and the City Administrator will be the custodian of ballots, announcing the votes for each commission appointment. A commission appointment requires a majority vote by the City Council. At the recommendation of the City Council, 3-year terms for all commission vacancies will be decided followed by appointments for all other terms. � 6 Agenda Information Memo January 19, 1999, City Council Meeting During the commission interviews on Tuesday, Patricia Hurd and Gwen Hillesheim indicated they would be willing to serve on any commission. Patricia Hurd had originally requested to be considered for the APC, SWAC and the APrC and Gwen Hillesheim had requested consideration for the APC Their names have been added to the ballots for each commission. 1. Economic Development Commission--This commission promotes the City's commercial-industrial climate, recommends general policy direction, and advises the City Council on matters pertaining to industry and commerce. It exists at the discretion of the City Council without formal authorization in the City Code, and terms are on a staggered,three-year basis. Gary Morgan, Chair of the EDC, has asked that the composition of the commission be considered when making appointments. Representation from the education and manufacturing sectors would provide a commission that closely resembles the recommended steering committee formed during the Star City application process. Dave Vogt is not seeking re-appointment. Meg Tilley, a current EDC member whose term does not expire until January 2001, has submitted an application for the Advisory Planning Commission. Those applying for a position on the commission are as follows: Present Members: Meetings Missed: Mark Reimer 4 Julie Stackhouse 2 New Applicants: Gale Anderson(APC, EDC) Joseph Bari (APrC, TC, EDC) Mike Buerkley(APC, EDC, ARC) Tawnie Cortez(EDC) Dennis Felling(APC, EDC) Lynae Gieseke(EDC, APC) Kevin Gutknecht(APrC,APC,EDC) Robert Douglas Kane, Jr. (APC,APrC, TC, EDC) Todd Laddusaw(APC, EDC, APrC) Paul Lindstrom(APC, APrC, EDC) David Loniselle(EDC) Mark Maher(APC, EDC,APrC) Peter Panos(APC, EDC, ARC) Timothy Ploetz(EDC, APC) Michael Schomaker(APC, EDC) Nathan Spears(APC, EDC) Violet Struss (APC, EDC) Howard Wong(APC, APrC, EDC,ARC) REQUESTED ACTION: Appoint three members for 3-year terms. If Meg Tilley is appointed to the APC, it would be necessary to appoint one member for a 2-year term. 3 ? Agenda Information Memo January 19, 1999, City Council Meeting 2. Advisory Planning Commission--This commission reviews development plans and makes recommendations to the City Council. Steven Burdorf recently resigned from the commission and Peggy Carlson and Paul Bakken were elected to the City Council. Those applying for a position on the commission are as follows: Present Members Meetings Missed: Carla Heyl 0 Gary Huusko 0 New Applicants Gale Anderson(APC, EDC) Mike Buerkley(APC, EDC,ARC) Alan Conley(APrC, APC) Eric Drenckhahn(APC) Currently a member of the ARC Dennis Felling(APC, EDC) Lynae Gieseke(EDC,APC) Kevin Gutknecht(APrC,APC, EDC) Gwen Hillesheim (APC) Patricia Hurd (APC, SWAC,APrC) Robert Douglas Kane, Jr. (APC,APrC, TC, EDC) Todd Laddusaw(APC, EDC,APrC) Paul Lindstrom(APC,APrC, EDC) Mark Maher(APC, EDC, APrC) Ron Miller(APC) Ann Catherine O'Reilly(APC) Peter Panos (APC, EDC,ARC) Timothy Ploetz (EDC,APC) Michael Schomaker(APC,EDC) Nathan Spears (APC,EDC) Violet Struss(APC, EDC) Charles Thorkildson(ARC, APC) Currently a member of the SWAC Meg Tilley(APC) Currently a member of the EDC Mchael Vincent(APrC,APC) Currently a member of the APrC Steve Weston(APC) Howard Wong(APC,APrC, EDC,ARC) REQUESTED ACTION: Appoint two members for 3-year terms, one member for a 2-year term, one member for a 1-year term and one alternate for a 1-year term. Agenda Information Memo January 19, 1999, City Council Meeting 3. Solid Waste Abatement Commission--This commission reviews waste management issues and policies which include the Eagan recycling program. Members include business and hauling community representatives and residents. There are currently openings for two residents, one hauler representative and an alternate. Dan Breva, a resident representative, is not seeking re-appointment. Charles Thorkildson, a current resident member on SWAC whose term does not expire until January 2001, has submitted an application for the ARC and APC. Those applying for a position on the commission are as follows: Present Members Meetings Missed: Susan Bast(Resident) 3 Jim Weinzettel(Hauler) 7 New Applicants: Patricia Hurd (APC, SWAC, APrC) REQUESTED ACTION: Appoint two residents and one hauler for 3-year terms, and one alternate for a 1-year term. If Charles Thorkildson is appointed to the ARC or APC, it would be necessary to appoint one resident member for a 2-year term. 4. Joint Burnsville/Eagan Telecommunications Commission--This commission oversees the administration of the Joint Burnsville/Eagan Cable Television system. The following are applicants for the Telecommunications Commission: Present Members Meetings Missed: James Blair 2 Robert Cooper 1 Jerry Sowells 0 New Applicants: Joseph Bari (APrC, TC, EDC) Robert Douglas Kane, Jr. (APC, APrC, TC, EDC) . REQUESTED ACTION: Appoint two members for 3-year terms and one alternate for a 1-year term. Agenda Information Memo January 19, 1999, City Council Meeting 5. Airport Relations Commission--This commission exists at the discretion of the City Council without formal authorization in the City Code. The commission reviews airport issues within the City of Eagan and recommends airport related policy to the City Council. Jane Vanderpoel and Doug Pewowaruk are not seeking re-appointment. Eric Drenckhahn, a current member on ARC whose term does not expire until January 2000, has submitted an application for the APC. The following are applicants for the Airport Relations Commission: Present Members Meetings Missed: Steve Soderling 3 New Applicants: Mike Buerkley(APC, EDC,ARC) Bruno E. Di Nella(ARC) Peter Panos(APC, EDC,ARC) Charles Thorkildson(ARC, APC) Currently a member of the SWAC Howard Wong(APC, APrC, EDC,ARC) REQUESTED ACTION: Appoint two members for 3-year terms and one alternate for a 1-year term. If Eric Drenckhahn is appointed to the APC, it would be necessary to appoint one member for a 1-year term. 6. Advisory Parks Commission--This commission advises the City Council regarding park dedication by developers, purchase of additional park land, City recreation programs, and natural resources issues. :ferry Farlee is not seeking re-appointment. Michael Vincent has expressed his desire to be re-appointed to the APrC; however, he also listed the APC as a second choice. Those applying for a position on the commission are as follows: Present Members Meetings Missed: George Kubik 2 Michael Vincent 2 New Applicants: Joseph Bari (APrC, TC, EDC) Alan Conley(APrC,APC) Kevin Gutknecht (APrC,APC, EDC) Patricia Hurd (APC, SWAC,APrC) Robert Douglas Kane, Jr. (APC, APrC, TC, EDC) Todd Laddusaw(APC, EDC,APrC) Paul Lindstrom(APC,APrC, EDC) Mark Maher(APC, EDC, APrC) Howard Wong (APC, APrC, EDC, ARC) REQUESTED ACTION: Appoint three members for 3-year terms and one alternate for a 1-year tern:. �0 Agenda Information Memo January 19, 1999, City Council Meeting ACTING MAYOR B. Acting Mayor—There is a statutory requirement that a member of the City Council be appointed as acting mayor. All councilmembers are eligible for this appointment. The acting mayor presides in the absence of Mayor Awada at Council meetings and all other activities pertaining to the City of Eagan. Historically,the Mayor has made this appointment. Former Councilmember Wachter was Acting Mayor in 1998. REQUESTED ACTION: The Mayor to appoint a member of the City Council as acting mayor. OFFICIAL LEGAL NEWSPAPER C. Official Legal Newspaper—There is a statutory requirement to designate a legal newspaper as the official newspaper for the City. The City can only designate a legal newspaper of general circulation in the City as its official newspaper for publication of items required by law, and other matters that the Council deems advisable and in the public interest to be published. The City has received proposals from This Week Newspapers/Dakota County Tribune, Inc. and Minnesota Sun Publications. The Dakota County Tribune is slightly more expensive;however,they publish the agendas as news items and there is no charge for publishing them. The Sun-Current would charge for publications of agendas, making total costs higher than just for publication of legal notices. An actual cost comparison is difficult because of different type sizes, characters per line and lines per inch. The cost difference is not a significant factor in total. Even though the Dakota County Tribune is the designated official legal newspaper, legal notices would also appear in Eagan This Week. Deadlines for publication and publication dates match up much better with City activity with the Dakota County Tribune and Eagan This Week than with the Sun Current. Any agenda published in the Sun-Current would need to be submitted to the paper more than one week in advance of the meeting and would be sketchy at best. Tribune This Week Sun Current Legal Notices Deadline Tues. Noon Tues. Noon Mon. 9:00 a.m. Publication Thursday Sunday Wednesday Agendas Deadline Mon. 4:00 p.m. Wed. 4:00 p.m. Mon. 9:00 a.m. Publication Thursday Sunday Wednesday Proposals attached on pages b through. REQUESTED ACTION: Approve retention of Dakota County Tribune as the City of Eagan's official legal newspaper. CITY COUNCIL MEETING DATES D. City Council Meetings--The City Council must designate the dates and times of regular City Council meetings, which have Iraditionally been the first and third Tuesdays at 6:30 p.m. A tentative schedule is attached on page qdesignating the first and third Tuesdays as regular Council meeting dates, with the exception of one meeting which falls on an election day. For that date, an alternate date is suggested. REQUESTED ACTION: Approve or modify the 1999 Schedule of Council Meetings as presented with the alternate date. Ll 3 Agenda Information Memo January 19, 1999, City Council Meeting CITY COUNCIL MEETING PROCEDURES E. Council Meeting Procedures—The City Council has adopted Robert's Rules of Order to govern all business conducted at Regular City Council meetings. Enclosed on page S_is a copy of an outline of a Regular City Council agenda for use by the Mayor and City Councilmembers as to how Robert's Rules will apply to the overall agenda. Also enclosed on pages S-L through 5:2, is a copy of a handout entitled Eagan City Council-Procedure and Motion Practice on Business Items. This handout provides a summary of the Robert's Rules of Order in greater detail on how business will be conducted for each City Council agenda item. Also included on pages -!r>-3 through�k�is a guideline of meeting procedures for use by the public when attending Regular City Council meetings. The audience can vary from a school age child to a resident who may be attending their first meeting to an applicant who is very sophisticated in making presentations to City Councils nationwide. Therefore, the guideline was written for a diverse audience while retaining the main purpose to provide information and awareness on how a citizen can interact with the City Council during a Regular City Council meeting. REQUESTED ACTION: To acknowledge Robert's Rules of Order as the means to conduct official business at all Regular City Council meetings and further approve the attached guidelines/handout for public participation in City Council meetings. COUNCIL STANDING COMMITTEE AND REPRESENTATIVE APPOINTMENTS F. Council Committee Appointments--Standing committees of the City Council have been used to examine a specific subject matter at the request of the City Council. Mayor Awada is suggesting that a Year 2000 (Y2k) committee be formed to address issues pertaining to public service delivery as we prepare for the transition from 1999 to 2000. The committees consist of two members of the Council and act in an advisory capacity to the Council. The standing committees for 1998 were as follows: Finance Committee: Councilmember Masin(Chair) and Councilmember Awada Public Works Committee: Former Councilmember Wachter(Chair) and Councilmember Blomquist Personnel Committee: Councilmember Awada(Chair) and Former Mayor Egan Year 2000 (Y2k) Committee: Historically, the Mayor has made the appointments to standing committees. The representative positions for 1998 were as follows: Minnesota Valley Transit Authority Board: Councilmember Masin School District#191: Councilmember Masin School District#196: Councilmember Blomquist School District#197: Former Mayor Egan Dakota County League of Governments: Councilmember Awada History Committee: Former Councilmember Wachter and Councilmember Blomquist Municipal Legislative Commission Board: Former Mayor Egan Historically, appointments to representative positions have been made by Council consensus. REQUESTED ACTION: The Mayor to appoint members of Council standing committees; and for the Council to volunteer as representatives to the above referenced groups. 4 /, Agenda Information Memo January 19, 1999, City Council Meeting G. OTHER APPOINTMENTS 1. MASAC Representatives. The City is eligible to appoint two representatives. and one or more alternates to the Metropolitan Aircraft Sound Abatement Council, a Metropolitan Airports Commission advisory body. Lance Staricha, a member of the Airport Relations Commission, has been serving as one of the City's representatives. Assistant City Administrator Jamie Verbrugge was appointed as the staff representative to MASAC subsequent to Jon Hohenstein's resignation from the City of Eagan. Jane Vanderpoel, a member of the Airport Relations Commission, has been serving in the alternate position. Ms. Vanderpoel is not seeking re-appointment to the ARC; therefore, if the Council so desires, an alternate member should be appointed. If the City Council chooses to appoint more than one alternate, it may be appropriate to consider other Airport Relations Commission members for that position. REQUESTED ACTION: Appoint one member of the ARC and re-appoint Jamie Verbrugge and one or more alternates to the Metropolitan Aircraft Sound Abatement Council. 2. Special Advisory Committees. Periodically, City Councilmembers have discussed the appointment of certain advisory committees such as Capital Budget Committee, Special Zoning/Comprehensive Guide Plan Update Study Committee, Community Visions and Charter Commission. If special committees are to be formed, the City Council will need to prioritize and establish the objectives of each committee, determine a time schedule and resource allocation to work on the projects. The Zoning/Comprehensive Guide Plan Update Committee was appointed in 1997 and is currently meeting. REQUESTED ACTION: Direction will be provided at a future special City Council meeting when the City Council considers its work program and goals. THISWEEK NEWSPAPERS DAKOTA COUNTY TRIBUNE, INC. December 21, 1998 City of Eagan = P.O. Box 21199 Eagan, Minnesota 55121 To the Mayor and City Councilmembers: Please accept the attached bid for legal newspaper status for 1999. We believe that the combination of the Dakota County Tribune and Thisweek Newspapers offers the city the best vehicle for communicating with its citizens. We offer the largest circulation and a dedicated staff to handle your legals efficiently. All of the legal notices that appear in our papers are typeset and proofed by professionals who have been working with such documents for many years. By designating the Dakota County Tribune as your legal newspaper, your legal notices will also be published free of charge in Eagan Thisweek, which reaches 12,153 homes in the city. We believe that our bid reflects our sincere desire to serve the City of Eagan as legal newspaper. If you have any questions, feel free to call. Thank you for your consideration. Sincerely, f;4�. Bob Temple Carol Haverland General Manager Legal Department Enc. (612) 894-1111 FAX: (612) 894-1859 P.O. Box 1439 1525 E. rHighway 13 Burnsville, MN 55337 Tb QUOTATION FORM City of Eagan No. of Lines Per Column Inch 10 Printed Characters and Spaces Per Line Average 45 Total Characters and Spaces Per Column Inch Average 450 Per Line Cost 67. 7(,' Per Column Inch Cost &6. 7 7 Dakota County Tribune , Inc. Newspaper By Carol Haverland December 21 , 1998 Date i MINNESOTA SUN PUBLICATIONS Sun-Current SUR-Post Su-Sai 0, December 18, 1998 Gene Van Overbeke City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Dear tAir. Van GverbekcE: The Eagan Sun-Current would like to be considered for designation as the legal newspaper for the City of Eagan for the year 1999. Lionheart Newspapers, Inc., new owners of Sun Newspapers, bring a wealth of experience as well as a strong commitment to community newspapers. The first and most obvious improve- ment is the relocation of the corporate office to Eden Prairie (and the Bloomington news office to Glenroy Road) effective December 21 st. We look forward to 1999 being an exciting year full of new opportunities. The rate structure for legal effective January 1, 1999 will be: 1 column width $ 6.05 per inch for first insertion $ 3.03 per inch for subsequent insertions There are 11 lines per inch. Notarized affidavits on each of your publications will be provided with no additional charge. The deadline for regular length notices is 9:00 am the Monday prior to publication; notices that are six pages or more deadline an extra 24 hours in advance. If you require more infor- mation to make your decision, please contact myself or Meridel Hedblom, our Legal Representative, at 392-6880. _ Thank you for considering the Sun-Current as the official newspaper for the City of Eagan in 1999. We appreciate the opportunity to serve the needs of your community. Sincerely, Frank Chilinski Publisher Q� �U 7831 East Bush Lake Road• Bloomington, MN 55439• (612) 896-4700 1999 SCHEDULE OF COUNCIL MEETINGS January 5 January 19 February 2 February 16 March 2 March 16 April 6 April 20 May 4 May 18 June 1 June 15 July 6 July 20 August 3 August 17 September 7 September 21 October 5 October 19 November I* November 16 December 7 December 21 *Denotes a change in regular meeting date Lf � AGENDA FORMAT 1. Call to Order 1.1 Mayor customarily tolls city bell and returns to place at Council table. 1.2 Mayor states, "The Month, Day, Year meeting of the Eagan City Council is called to order." 2. Roll Call 2.1. Mayor states, "The Secretary will please take note of the role." 2.2. If appropriate, Mayor also states, "The Secretary will please note that [Mayor/Councilmember] has provided notice by [written correspondence/telephone message] that [he/she] is unable to attend this meeting. 3. Pledge of Allegiance 3.1. Mayor states, Please rise and join me in the Pledge of Allegiance." 3.2. Mayor leads in the Pledge. 4. Adopt Agenda* 4.1. Mayor states, "The Council will now consider adoption of the agenda." 4.1.1. If no Member requests recognition, Mayor prompts, "Is there a motion to adopt the agenda?" 4.2. Member requests recognition, "Mayor Awada, (may I be recognized) for(the purpose of making) a motion?" 4.3. Mayor recognizes Member, "Member (has the floor)." 4.4. Member makes motion, "Mayor Awada, I make the following motion." 4.4.1. "To adopt the agenda as printed." or 4.4.2 "To adopt the agenda as printed with the following change(s)." 4.4.2.1. "To delete item [item identification letter] under [agenda category]." or 4.4.2.2. "To add item [item identification letter] under [agenda category], which should read, [text of proposed new item]". or 4.4.2.3 "To substitute for item [item identification letter] under [agenda category] the following item, which should read, "[text of proposed item]." 5. Approval of Minutes* 5.1. Mayor states, "The Council will now consider approval of the minutes. Does any Member have any changes on the minutes?" 5.2 Member makes motion with changes. 5.2.1 "To approve the minutes as printed"or "as amended." 6. Visitors to be Heard (10 minute total time limit) 7. Department Head Business* 8. Consent Agenda* 8.1 If items are pulled, it must be by motion, subject to regular motion practice. 9. Public Hearings (7:00 PM)* 10. Old Business* 11. New Business* 12. Legislative/Intergovernmental Affairs Update* 13. Administrative Agenda* 14. Visitors To Be Heard 15. Adjournment* 15.1 Mayor asks, "Is there any further business?" 15.2 If not, "There being no further business, a motion to adjourn is in order." 16. Executive Session *Regular motion practice is observed. S 0 Eagan City Council-Procedure and Motion Practice on Business Items I. Mayor introduces item A. Brief introduction of item. II. Staff Report A. Mayor gives staff the floor, "The Council will now hear from [Title and name] for the staff report. B. Staff concludes, "Mayor Awada,that concludes the staff report." C. Mayor, "The Council must now make a motion to frame the item for consideration. What is the pleasure of the Council?" III. Motion A. Member requests recognition from the Mayor. 1. "Mayor, (I request recognition) for(the purpose of making) a motion." B. Mayor recognizes Councilmember. 1. "Member [member's last name], (for a motion)." C. Member makes motion. 1. "Mayor Awada, I make the following motion." 2. "[text of motion]."(usually ended by, "as printed in the Council packet.") 3. If the motion is not included in the packet, a written sample motion should be prepared for distribution to Members,the Secretary and staff. 4. Similarly, if a business item is one that a Member has added to the agenda,the Member should provide a sample motion for the packet. D. For very controversial items, a Member may move simply to open up the item for public input. 1. In this case, the Mayor asks the Council, "If there is no objection?" 2. If a Member objects,the motion requires a second and is subject to debate. 3. If no Member objects,the Mayor may pronounce, "the motion carries, and the item will now be opened to the public for input." 4. Procedure picks up at VI.B. IV. Second A. Seconding Member need not request recognition or obtain the floor. B. "I second the motion,"or just"second." Procedure goes on to VI. C. If no second is forthcoming, the Mayor asks, "Is there a second to the motion?" 1. If not,the Mayor says, "Since there is no second, the motion is not before the Council." 2. And then moves to next item or asks, "Is there any further business?" 3. Procedure begins again at III. D. If the motion is out of order,the Mayor makes the appropriate ruling, and procedure begins again at III. V. Revisions may be immediately suggested (in accordance with City policy attached)- see procedure at VIII A. "The motion has been made and seconded, and the item is now framed for consideration by the Council. Before the item is placed before the Council, it will be opened up to the public for input. B. "Does the applicant wish to be heard on this matter?" C. "If there are any present who wish to speak to this item,please come forward to the podium. Please state your name and address, and spell your name for the record." D. Mayor manages public input. Questions or responses from Council Members are not appropriate until the item has been brought back before the Council. E. Mayor continues to prompt for input, "Does anyone else wish to be heard on this matter?" VII. Mayor closes public forum A. If no one else wishes to be heard,Mayor states, "Seeing no one else,the public forum is now closed, and the item will be brought back to the Council. VIII. Before the Mayor States the Question, any Member may suggest a revision A. Members may offer revisions from right after motion is made until the public forum is opened and from after the forum is closed until the Mayor states the question on the motion. 1. Member asks, "Mayor Awada, for a revision?" 2. Mayor recognizes speaker, "Member [last name], (for a revision)." 3. Member asks, "Mayor Awada,would the Member accept the following modification to the motion?" a) Speaker states an addition,a deletion, a substitution, or combination thereof. 4. Mayor recognizes maker of motion. 5. Maker of the original motion may: a) Decline "Mayor Awada,I decline the modification." b) Accept"Mayor Awada, I accept the modification." (1) If accepted,the person who suggested the modification counts as a seconder. (2) If the modifier is the one who made the original motion,the original seconder must second it. 6. The Mayor states, "The Member has [accepted/declined] the modification." IX. Mayor States the Question on the motion A. Mayor states, "The motion has been made and seconded and the motion is now before the Council. B. Once the Mayor has stated the question, further revisions are out of order. C. Mayor asks, "Is there any discussion?" X. Discussion 1. Members may speak 2 times each,with a 2-minute limit each time. 2. Questions and requests for input count against the speaker's time. 3. Members must request recognition from the Mayor before speaking,and all comments and discussion are directed through the Mayor. Even if a question is directed to staff or another Member,the question is asked through the Mayor. (Ex., "Mayor Awada, is the Member suggesting that...?"or"Mayor Awada, would City Administrator Hedges please clarify what is meant by ...T') 4. Maker of motion may not speak against the motion,but the seconder may. 5. Maker of motion speaks first; seconder speaks second; other discussion is in the order recognized by the Mayor. XI. Putting the Question A. Once debate appears to have stopped,the Mayor asks, "Is the Council ready to vote on the question?"or"Is there any further discussion?" B. If not, the Mayor says, "Seeing none, the question is now before the Council." I. This ends debate. At this point, one cannot"explain his or her vote," since that is the same as debate. C. "All those in favor(of the motion) say aye." D. "All those opposed(to the motion) say no." XII. Mayor announces the voting result A. "The vote is is favor and opposed, and the motion is [adopted/lost]." B. "(and staff is directed to take the appropriate action.)" C. After the vote is announced,there can be no further discussion on the item! D. A Member can change a vote up until the Mayor announces the result. After the Mayor announces the vote, a Member can change a vote only with the permission of the Council, either by unanimous consent or adoption of a motion to grant the permission, which is not debatable. E. If the motion is lost, and the business has not been dispensed with, a new motion is in order. Procedure begins anew at III. city OG Qnnnn EAGAN CITY COUNCIL MEETING PROCEDURES AND PUBLIC PARTICIPATION GUIDELINES Mayor: Welcome to a meeting of the Eagan City Council. In order to Patricia Awoda ensure that this and future Council meetings can be meaningful to you Council and other citizens,the City Council uses a set ofrules to govern the members: conduct ofits meetings. These"Rules ofProcedure"are for the Paul Bakken convenience ofthose attending the meeting.The City Council follows Bea Blomquist Peggy Carlson "Robert's Rules of Order"for conducting official business. The Sandy Masin following is abrief summary ofthe order ofbusiness for a City Council meeting which maybe of interest to you. Members of City Staff COUNCIL MEETING PROCEDURES Generally Attending ORDER OF BUSINESS City Council Meetings: The schedule for a Council meeting is shown on the AGENDA. An Tom Hedges, agenda is simply a list ofbusiness to be considered at a meeting and City Administrator includes: Jim Sheldon, . Roll Call&Pledge ofAllegiance Consulting Legal . Adopt Agenda/Approve Minutes Counsel • Visitors to be Heard(10 Minute Total Time Limit) Tom Colbert, . ConsentAgenda Director of • PublicHearings Public Works • Old Business Mike Ridley • New Business Senior Planner • Additional Items • Legislative/lntergovemmentalAffairs Update • Administrative Agenda • Visitors to be Heard To find out specific items are which are scheduled on the agenda, refer to the Dakota County Tribune,This Week,or call the Municipal Center at(651)681-4600. Copies of the agenda are available at the entrance to the Council Chambers at the time of the meetings. THE ROLE OF THE PUBLIC MEETING CONDUCT GUIDLINES The City Council welcomes the public to all The City Council has established the following Council meetings,workshops,and hearings guidelines for the conduct of City Council and you are encouraged to express your meetings: opinion during these meetings. To keep the 1.Persons attending a Council meeting;may agenda moving smoothly,the Council has address the Council at the time at which specificguidelines for making specific items appear on the agenda. presentations before the Council. 2.When addressing the Council,the presenter • The purpose ofthe guidelines is: shall approach the podium and begin present- ing provide for a more orderly by stating his/her name and address. meeting 3.All persons who speak must address the • to provide equal and adequate Mayor. time for review and consideration of agenda items 4.At public hearings,all questions and remarks from the audience are limited to • to provide equal rights to all four(4)minutes and shall be addressed to members ofthe public who address the Mayor. Each person is limited to one the presiding officer turn.The Mayor may use discretion whether to allow repeat statements from the same • to provide the City Council with an person. equal and rational approach to all 5.Presentations concerning items will be decisions. heard only upon approval ofthe Mayor. 6.To help maintain order,applause or,other disturbances are discouraged. 7.Petitions should be presented to the City Administrator. 8.Audience members are encouraged to address the Council but cannot make motions or otherwise participate in the meeting.. S� NON-AGENDA ITEMS PUBLIC HEARINGS Individuals wishing to appear at regular Certain items on the agenda are identified as meetings ofthe City Council relative to items PUBLIC HEARINGS. These are formal not included on an agenda may speak or make proceedings giving citizens an opportunity to presentations under the sections of the agenda express their concerns on a specific issue. entitled,VISITORS TO BE HEARD. The Some issues on which the Council is required Visitors to be Heard section is scheduled at to hold public hearings are the annual budget, the beginning of the meeting;however,the public improvement projects,and levying of total time limit for all speakers is 10 minutes. special assessments. If time does not permit all to be heard,a The Council endeavors to complete action on second opportunity for Visitors is provided at each issue the same night as the hearing. the end of the meeting. No Council action on However,there may be circumstances where a visitor'sected atld b resentation should expected additional information or action is needed this meeting,since the Council will want to making it desirable to defer action until a later study all proposals or requests before making date. Depending on the a decision. situation,the hearing may be closed or THE CONSENT AGENDA continued to a future meeting date. The Eagan City Council uses a CONSENT GENERAL HEARING PROCEDURES AGENDA procedure for routine items 1.Mayor opens the hearing. needing little or no deliberation. Those items are identified on the agenda and are approved 2.Staff describes the proposal. with one vote unless a councilmember or citizen requests that the item be discussed or 3.Those wishing to comment are heard. considered separately. 4.Formal action is taken to close the hearing. 5.Councilmembers have an opportunity to comment and ask questions on the issue. 6.Council takes action on the issue or defers decision. HOW THE COUNCIL VOTES COUNCIL MEETING CABLECASTING Three members ofthe Council constitute a With few exceptions,the regular City Council quorum. A majority vote is needed to adopt meetings are televised"live"over the City's motions and general resolutions. A vote of 3/5 Cable Television Access Channel Sixteen is required for most ordinances. Hearings on (16). These meetings are also recorded for preliminary reports for improvements,compre- replay,which generally occurs on the day hensive plan revisions,and zoning ordinance following the regular meeting(the first and changes require a 4/5 vote. Publication of an third wednesday of each month)at 9:00 a.m. ordinance in the official newspaper ofthe City and 5:00 p.m. is required before it actually takes effect. Beginning in 1999,on a six-month trial basis MEETING DATES the Special City Council meetings or With few exceptions,the City Council meets at `workshops"will also be televised when 6:30 p.m.on the first and third Tuesdays of applicable and feasible. each month in the Council Chambers of the Municipal Center Building at 3830 Pilot Knob If you would like to purchase a copy of a Road. The Council also meets in special televised City meeting,please contact the session as needed with notice ofthese meet- Bumsville/Eagan Community Television staff ings posted at the Municipal Center Building. at (612) 882-8213. Occasionally meeting dates are changed to avoid conflicts with holidays or other events so you may wish to consult staffat the Municipal Center for information on specific meeting dates. Agenda Information Memo January 19, 1999 Eagan City Council Meeting OLD BUSINESS A. PROJECT 673R, RED PINE LANE ASSESSMENTS ACTION TO BE CONSIDERED: Approve/modify the Final Assessments for Project 673R (Red Pine Lane - Streets and Utilities) for selected continued parcels, and, if approved, authorize their certification to Dakota County for collection. FACTS: • On August 18, 1998, the City Council held the Final Assessment Public Hearing for the public improvements installed under project 673R, Red Pine Lane. At that time, several property owners submitted written objections to their assessments. Subsequently, the City Council approved the Final Assessment Roll for all properties except those with written objections and directed staff to have formal appraisals prepared documenting the amount of value increase to each of those. • These appraisals have now been completed. The results indicate that three of the parcels should have their assessments reduced and five should be deleted in their entirety. The results of these appraisals have been forwarded to each of the affected property owners informing them that the City Council will be considering this information at the January 19 meeting. ATTACHMENTS: • Assessment Summary, pages through . Proj 673R Red Pine Lane Cont'd Final Assessment Roll *Final Assessment based the proposed assessment or the appraisal, whichever is less. GENE & DEB FINCH PID#10-03600-010-82 PID#10-03600-010-08 FINAL ASSMT* ITEM ASSMT APRSL ASSMT APRSL PID#010-82 ONLY Sanitary Sewer $40,141.20 $26,565 -0- -0- $26,565 Water $34,612.63 $26,565 $ 643.79 -0- $26,565 Street&Storm $88,458.44 $40.870 $2.010.13 -0- $40.870 TOTAL $163,212.27 $94,000 $2,653.92 -0- $94,000 JIM'S EQPT. & SERVICE INC. (OBERG) PARCEL# 10-03600-021-79 ITEM ASSMT APRSL FINAL ASSMT* Sanitary Sewer $21,852.04 $27,640 $21,852.04 Water $24,912.15 $27,640 $24,912.15 Street& Storm $49.478.76 $42.520 $42.520.00 TOTAL $96,242.95 $97,800 $89,284.19 MICHAEL FRATTALONE PARCEL# 10-03600-021-75 ITEM ASSMT APRSL FINAL ASSMT* Sanitary Sewer $ 5,594.33 $ 4,925 $ 4,925.00 Water $ 9,552.06 $ 4,925 $ 4,925.00 Street&Storm $20.636.61 S 8.25 $ 8,250.0 TOTAL $35,783.00 $18,100 $18,100.00 DORIS MAROTZKE PARCEL# 10-03600-013-81 ITEM ASSMT APRSL FINAL ASSMT* Street $ 5,361.74 -0- -0- DONALD MAROTZKE PARCEL#10-03600-014-81 ITEM ASSMT APRSL FINAL ASSMT* Street $7,623.25 -0- -0- S� Proj 673R Red Pine Lane Cont'd Final Assessment Roll WEST END HUNTING CLUB PARCEL#10-03600-010-80 ITEM ASSMT APRSL FINAL ASSMT* Street $15,433.26 -0- -0- LYNN / LORIBARR PARCEL# 10-03600-012-81 ITEM ASSMT APRSL FINAL ASSMT* Street $ 8,574.04 -0- -0- SUMMARY PARCEL ORIG.ASSMT ORIG.ASSMT PROP.FINAL PID# 10-03600- SANITARY+ WATER+ STRUSTRM = TOTAL vs. ASSMT* 010-08 (FINCH) -0- $ 643.79 $ 2,010.13 $ 2,653.92 -0- 010-82 (FINCH) $40,141.20 $34,612.63 $88,458.44 $163,212.27 $94,000.00 021-79(OBERG) $21,852.04 $24,912.15 $49,478.76 $ 96,242.95 $89,284.19 021-75 (FRATTALONE) $ 5,594.33 $ 9,552.06 $20,636.61 $ 35,783.00 $18,100.00 013-81 (MAROTZKE) -0- -0- $ 5,361.74 $ 5,361.74 -0- 014-81 (MAROTZKE) -0- -0- $ 7,623.25 $ 7,623.25 -0- 010-80(GUN CLUB) -0- -0- $15,433.26 $ 15,433.26 -0- 013-81 (BARR) -0- -0- $ 8.574.04 $ 8,574.04 -0- TOTALS $67,587.57+ $69,720.63+ $197,576.23= $334,884.43vs. $201,384.19 s9 Agenda Information Memo January 19, 1999, City Council Meeting B. YMCA PROPOSAL FOR RECOGNITION PLAQUE TO ACKNOWLEDGE CONTRIBUTIONS BY THE CITY OF EAGAN FOR A TEEN CENTER ACTION TO BE CONSIDERED: For recognition by the YMCA of the City's donation to the "Y" for the development of a teen center, to select either l.) A wall plaque placed on the YMCA Founders Wall next to other organizations that have contributed over $50,000 to the YMCA, or 2.) A wall plaque placed at the door of the teen center recognizing the City's involvement with the project. FACTS: • The YMCA wishes to recognize the City for its contribution to the development of the new teen center at the YMCA. • The Executive Director of the YMCA is asking the City Council to choose one of the above two options for recognition. ATTACHMENT: • Attached on page is a copy of a letter from Tim Staley, Executive Director of the YMCA, requesting that the Council make a selection from the two options. . 60 Southwest Area YMCA 550 Opperman Drive T. Eagan,MN 55123 1'MC?, 651-456-9622 We build strong kids, fax 651-683-4704 strong families,strong communities. December 30, 1998 Mayor Pat Awada and City Council City of Eagan 3830 Pilot Knob Rd. Eagan, Mn. 55122 Dear Mayor Awada and Council, On behalf of the Board of Directors and the staff of the Southwest Area YMCA. I wanted to thank you again for your support in the development of the new Teen Center at the YMCA. A March l"opening is still on schedule and we know this joint venture will be a great resource for Eagan teens. This letter is also to ask the Council your preference on how the city will be recognized for your contribution to this project. 1 have written below two options that will fit in with the recognition other individuals and companies have received for their financial contributions to the YMCA. 1. A wall plaque placed on our Founders Wall next to other organizations that have contributed over$50,000 to the YMCA. 2. A wall plaque placed at the door of the Teen Center recognizing the cities involvement with the project. Either choice of recognition will be a great way to show how important the leadership of the City of Eagan has been to this project. Due to processing time, we would ask for a decision on this issue by January 20th. We will then have an appropriate amount of time to prepare a recognition plaque that will properly thank the city. Thank you again for your support in this project and in the YMCA's continued mission of building strong kids, strong families and a strong community. Sincerel m Staley Executive Director Cc: Tom Hedges Agenda Information Memo January 19, 1999 Eagan City Council Meeting C. 1999 PART H(VEHICLES AND EQUIPMENT)BUDGET ACTION TO BE CONSIDERED: To approve, deny or approve with modifications the 1999 Part II Vehicles and Equipment Budget. FACTS: • The Part 11 Vehicles and Equipment Budget financed primarily through the Equipment Revolving Fund is typically approved along with the Five Year Capital Improvement Program toward the end of each year. The Equipment Revolving Fund budget is the last piece before the actual 1999 budget document can be prepared and distributed. • On November 24, 1998 the City Council took action to delay consideration of the Five Year CIP into early 1999 when the new Council would be in office, consequently no action has been taken on this particular budget. • A number of the items under consideration in the 1999 Equipment Revolving Fund Budget can be purchased most economically through the Hennepin County purchasing program that has rapidly approaching commitment deadlines. ISSUES: • Included in the budget recommendation is $204,000 to upgrade the MDT units used in the squad cars. This appropriation is advanced from the year 2002 where it originally was programmed. The existing hardware is not currently year 2000 compliant and the cost of bringing it up to date in an old system is a poor investment. Consequently, it is proposed that the entire system be replaced in 1999 rather than doing a current fix and still having old equipment to replace in 2002. A transfer of$126,000 from the Radio Replacement Fund and $70,000 in reserved funds from the General Fund provide for the funding. • Also included in the budget as presented is one additional CairnsIRIS Helmet requested by the Fire Department. The department currently has two units acquired through donation. Staff feels that the ultimate number of necessary units is a public policy issue that should be decided by the City Council. The Volunteer Fire Department has desired to have one unit in each fire station rather than trying to cover the entire City with a smaller number of units through placing them in first responder type units such as Battalion Chief cars. Various arrangements with the City matching donations are also possible. ATTACHMENTS: • Enclosed on pages through is a copy of the proposed budget. Detail of 1999 Expenditures--Equipment Revolving Fund Information Technologies File Server Memory (City/PD/Maint.) $ 6,000 Four 10/100 Base-T Hubs 8,000 Network Software Upgrade 5,000 NT Exchange Server for City e-mail System 8,000 GIS Plotter 25,000 $ 52,000 Communitv Development Workstation Improvements 50,000 Vehicle (replace #503) 15.000 65,000 Police 6 Full Size Crown Victoria Squads 126,600 2 Detective Replacements 28,100 Photo Imaging System` 32,500 Payroll Program Replacement* 8,000 MDT Upgrade (Advanced from 2002)** 204,000 399,200 Fire CairnslRIS Helmet 25,000 25,000 Public Works/Engineering Inspection Vehicle (replace #104) 20,000 20,000 Streets 1-ton Dump Truck (replace #128) 39,100 1-ton Sign Truck/Plow Truck (replace #127) 39,100 1/2-ton Pickup (replace #148) 15,500 Single-axle Dump (replace #119)*** 92,000 Single-axle Dump (replace #129)*** 92,000 Tandem Dump Truck (replace #125)*** 110.000 387,700 Parks and Recreation/Tree Conservation 2-Toro 580D Mower (replace #328 & #329) 130,000 1-ton 4X4 Dump Truck (replace #311) 38,000 Vehicle (replace #500) 15,000 1-ton 4X4 Dump Truck (new) 35.000 218,000 $ 1,166,900 " Specific Items Carried Forward From 1998 To be funded from the General Fund ($70,000),1998 CIP Funds ($8,000) and Radio Replacement Fund ($126,000). *Equipment ordered in 1998 to be paid for in 1999. 1999 Funding Summary: Specific Equipment Carried Forward $ 40,500 Ordered in 1998 Paid For in 1999 294,000 1998 Funds Reallocated 8,000 1999 Part II CIP Funds 628,400 Radio Replacement Fund 126,000 General Fund 70,000 $ 1,166,900 1999 Part II CIP Allocation $ 676,178 Cumulative carryforward of City wide CIP Part II balance after the 1999 allocations. $ 98,370 6 � Agenda Information Memo January 19, 1999 Eagan City Council Meeting D. AUTHORIZE CONSULTANT SELECTION FOR CEDARVALE AREA REDEVELOPMENT STUDY ACTION TO BE CONSIDERED: ➢ To authorize selection of the SRF Consulting Group, Inc. for the preparation of the Cedarvale Area Redevelopment Study. FACTS: • The City solicited Requests For Proposal (RFP) in October of 1998 for the Cedarvale Area Redevelopment Study. Three firms submitted RFP documents at the end of November. A Selection Group was formed. • The Selection Group consisted of. 2-Council members; 1- APC member; 2 - EDC members; 3 - members of the Cedarvale Special Service District; and staff. • This group reviewed the RFP documents and attended a consultant presentation meeting on January 7, 1999. The unanimous choice of the Selection Group was the consulting team of SRF/Hay-Dobbs Architects/Towle Real Estate. ISSUES: • The Selection Group requested that staff further discuss issues with SRF pertinent to cost and the real estate appraisal component as it relates to market valuation v. market study. Staff met with SRF on Wednesday January 13, 1999. ATTACHMENTS (2): • January 7, 1999 Selection Group scoring summary of consulting firm presentations on page. • January 14, 1999 memo from Greg Ingraham, City Planning Wrisultant su zinc, additional staff discussion with SRF regarding on pages . through�. 6 Cary Planning landscape dr(hrtecrure Park Planning 8 Design land Use Planning Cedarvale Area Study—Consultant Recommendation On January 7, 1999 a Selection Committee consisting of representatives of the City Council, Planning Commission, Economic Development Commission, City staff and Cedervale area business owners, interviewed the three prospective consultant teams. Based on the content of proposals and the interviews, the eleven members of the selection committee ranked the consultant teams and made the following recommendation. Selection Committee Rankings Average Score Ordinal Overall Consultant Team (out of 100 points) Preference Preference 9-1s`, SRF/Towle/Hay-Dobbs 87.8 2-2nd First 1-1", 5-2" , HKGi/McCombs 77.3 5-3rd Second 1-1", 4-2" , LSA/Maxfield/Ehlers 68.8 6-3rd Third During discussions, after the interviews, committee members said they preferred the SRF approach of more extensive public input, visioning, graphic portrayal of alternatives, and their range of services (including architecture and transportation engineering), enthusiasm and public meeting facilitation skills. Committee members mentioned issues of the consulting services cost and the need to focus on real estate market forecast and feasibility rather that valuation. Committee Recommendation Recommend selection of SRF/Towle/Hay-Dobbs with direction to City staff to: 1. Review and discuss the study fees and tasks with SRF with the intent to lower the overall consulting services cost. 2. Focus the real estate evaluation on market feasibility vs. valuation. Prepared by: Greg Ingraham, City Planning Consultant 6.6 2659 Dupont Avenue South Suite 100 Minneapolis, MN 55408 (612)311-2500 reteoho,,z (612)377.1010 rarsmmite To: City Council and City Administrator From: Greg Ingraham, City Planning Consultant Date: January 14, 1999 Re: Cedarvale Area Study—Consultant Selection The SRF/Towle/Hay-Dobbs consulting team (SRF Team)was the consensus choice of the Cedarvale Selection,but committee members mentioned issues of the consulting services cost and the need to focus on real estate market forecast and feasibility rather that valuation. The Committee asked city staff review to discuss these issues with the SRF Team (see the attached summary of the January 7th Selection Committee Recommendation). On Wednesday, January 13, 1999 city staff, consisting of the City Administrator, Assistant City Administrator, Senior Planner, and Planning Consultant met with representatives of the SRF Team to discuss the scope of services and study fees. Scope of Services Public Meetings - The SRF Team proposed a much more extensive public input process than the other consultant teams (12 meetings vs. 6 meetings). Based on the SRF/City review, some meetings were combined and other meetings were revised to create greater efficiency and reduce cost. The total number of public meetings (involving the City Council, Planning Commission, Economic Development Commission, Cedarvale Task Force and the general public)was reduced from 12 to 10,but more groups will be participating in each meeting so staff feels the opportunity for broad public input is increased. As the study evolves, if there is a need for additional meetings, these can be added based on hourly fees for the personnel involved. Real Estate Market Research— The SRF Team proposal contained a significant amount of time for financial evaluation of Cedarvale Mall. This was in response to a section of the city's Request for Proposal. The Selection Committee felt efforts should focus more on real estate market feasibility and assuring a market sensitive mix of land uses. Based on the committee feedback, the SRF Team's scope of services was modified to eliminate the detailed financial evaluation of the Mall and to focus more on competitive market position evaluation. This will result in cost savings and a better "big picture view" of the market. Staff also requested the use of a developers forum to gather further market feasibility feedback regarding the land use plan alternatives. Staff felt a detailed valuation and highest and best use analysis on a parcel-by-parcel basis may be appropriate as a separate study after a preferred plan for the area is adopted. Study Cost— The changes to the scope of services listed above and other changes such as a reduction in transportation hours, elimination of some overlapping services and efficiencies in mapping work reduced the SRF Team's study fee from $108,000 (original scope of services) to $87,655 (revised scope of services). 6� Agenda Information Memo January 19, 1999 Eagan City Council Meeting IX. NEW BUSINESS A. CDBG FUNDING FOR FISCAL YEAR 1999 ACTION TO BE CONSIDERED: To provide staff direction for the distribution of FY 1999 Community Development Block Grant (CDBG) funding. FACTS: • The CDBG fiscal year begins July 1. The U S Department of Housing and Urban Development (HUD) provides block grant funding for programs that adhere to national objectives and eligible activities per CDBG Program regulations. • Eagan's FY 1999 funding amount will be approximately $236,000. This amount combined with Program Income and other unspent program funds from previous fiscal years totals approximately 5357,000. • The Dakota County HRA administers the CDBG program and will review and forward the City's desired funding allocations on to HUD for approval. ATTACHMENTS: • January 8, 1999 memo to the City Council on pages through�. • December 22, 1998 memo to the City Administrator on pages through �. MEMO city of eagan TO: MAYOR& CITY COUNCILMEMBERS FROI\I: MIKE RIDLEY, SENIOR PLANNER DATE: JANUARY 8, 1999 SUBJECT: FISCAL YEAR 1999 CDBG APPLICATION BACKGROUND The Dakota County Community Development Block Grant (CDBG) Program sets off its new program year annually on July 1st. The U S Department of Housing and Urban Development (HUD) provides the block grant funding. Eligible CDBG funding programs need to adhere to national objectives and eligible activities under the CDBG Program regulations. Generally, CDBG funding can be used to assist people with low to moderate incomes and for efforts that eliminate slums and blight. The City submits applications that are reviewed by the HRA Community Development staff and CDBG District Committees. The HRA also prepares and submits a one-year action plan for Dakota County Board approval which, in turn, is submitted to the U.S. Department of Housing and Urban Development. FISCAL YEAR 1999 The exact CDBG funding amount for Eagan for FY 1999 is expected to be approximately $236,000. Additionally, CDBG Program Income includes approximately $75,000 which, when combined with unspent program funds from previous fiscal years, totals approximately $121,000. Therefore, funds available to the City to be programmed for FY 1999 CDBG total approximately $357,000. In addition to historical program funding, the City Council may wish to consider providing program funding for the following list of activities: • Marv's Shelter located at 3430 Wescott Woodlands is a non-profit human service organization that provides emergency shelter, transitional housing, and supportive services for women and children. The shelter is planning a building renovation and is hoping to raise $100,000 from CDBG funds of which they are requesting Eagan provide support of$30,000 (or more). • Scholarships - The Parks and Recreation Department has established an account for scholarships with funding coming from grants and donations (i.e. Aagard Sanitation and Mighty Kids Grant). According to the HRA, scholarships for participation in a public service activity could be granted provided the recipients meet income eligibility requirements. • Senior Citizen Activitv Center - Parks and Recreation believes there will be a need in the near future for an Eagan senior citizens activity center. An anticipated probable dollar amount is in the range of $300,000 and Parks and Recreation is suggesting that the City Council consider setting aside money for this purpose. According to the HRA, support for a senior citizens activity center is eligible, including acquisition of property and direct construction costs. • Private Street Rehabilitation — Cinnamon Ridge Area — The Public Works Department is interested in potentially securing CDBG funding to assist in the rehabilitation of private streets located in the Cinnamon Ridge area. These streets were not built to City standards and were intended to be maintained privately by a homeowners association, but unfortunately the homeowners have not been able to maintain an adequately funded association to address these needs and the streets are rapidly deteriorating. The approximate cost of this rehabilitation project is $98,000. According to the HRA, this reconstruction could be eligible as a public improvement if the area benefited can qualify as a primarily low-medium income area (determined via a survey). • Another possibility suggested by the HRA was an assessment abatement for low-moderate income homeowners where CDBG funds would be used to pay the assessment levied against properties owned and occupied by low-moderate income persons. Because of the particulars of the CDBG regulations regarding this type of activity, the HRA has stated that it would still be advisable to estimate the number of eligible homeowners in the area if an assessment abatement approach was to be used. • Cedarvale Area - Planning staff would like the Council to consider assigning CDBG program funds to efforts that could be used to assist in removing blighted conditions in the Cedarvale area. This could help promote the redevelopment of the area by providing funding to accomplish physical changes prior to any increment being generated from the TIF Redevelopment District. A certain percentage of the annual CDBG allotment could be set aside and carried over from year-to-year similar to what the City has done to accumulate funding for senior housing. SUMMARY The City's anticipated FY 1999 CDBG allocation, combined with program income and unspent program funds, totals approximately $357,000. Funding each of the established programs at the 1998 level will result in approximately $121,000 that can be reprogrammed to a new or existing activity. There are a number of alternatives available and staff is looking for direction from the City Council in terms of prioritizing program funding for 1999. Attached (for discussion purposes) are two sample budget scenarios that total $357,000. A more detailed description of the funding requests listed above is outlined in my memorandum to the City Administrator dated December 22, 1998 and the memorandum also contains a summary of CDBG funding approved by the City of Eagan over the past five years. 1A,04 Senior Planner MR/j s �/ SAMPLE FISCAL YEAR 1999 CDBG PROGRAM FUNDING Scenario I: Home Swap (Senior Housing) $100,000* Housing Rehabilitation Loans $115,500* Wescott Youth Services $ 10,500* Homeownership Assistance $ 10,000* Mary's Shelter $ 30,000 Scholarships $ 1,000 Senior Citizen Center $ 45,000 Street Rehabilitation S 45,000 Total $357,000 Scenario II: Home Swap (Senior Housing) $100,000* Housing Rehabilitation Loans $115,500* Wescott Youth Services $ 10,500* Homeownership Assistance $ 10,000* Mary's Shelter $ 30,000 Scholarships $ 1,000 Senior Citizen Center $ 30,000 Street Rehabilitation $ 30,000 Cedarvale Blight 30,000 Total $357,000 * Denotes program and funding level matching FY 1998. MEMO city of eagan TO: TOM HEDGES, CITY ADMINISTRATOR FROM: MIKE RIDLEY, SENIOR PLANNER DATE: DECEMBER 22, 1998 SUBJECT: FISCAL YEAR 1999 CDBG APPLICATION BACKGROUND The Dakota County Community Development Block Grant Program sets off its new program year on July I" annually. The U S Department of Housing and Urban Development (HUD) provides the block grant funding. Eligible CDBG funding needs to adhere to the national objectives and eligible activities under the Community Development Block Grant Program regulations. Generally speaking. CDBG funding can be used to assist people with low to moderate incomes and for efforts that eliminate slums and blight. The City submits applications that are reviewed by the HRA Community Development staff and CDBG District Committees. The HRA has an environmental review prepared for all projects where required, solicits necessary public comments, and holds a public hearing. The HRA also prepares and submits a one-year action plan for Dakota County Board approval which, in turn, is submitted to the U.S. Department of Housing and Urban Development. The exact CDBG funding amount for Eagan for FY 1999 is unknown at this time, however, the HRA expects Eagan's funding to be approximately 5236,000. At my request. Lee Smith, Dakota County HRA, provided the attached memo regarding the Ciry of Eagan's CDBG program funding history for the past five years. He indicates there are unspent program funds that should be reprogrammed to a new or existing activity and also the existence of program income amounting to approximately 575,000 received this past year from the Oak-,woods of Eagan project selling a portion of land to Regal Cinema (the movie theatre on Cliff Road) which combined Nvith unspent program funds, totals approximately 5121,000. FISCAL YEAR 1999 Department heads were asked to review needs to determine what, if any programs would be eligible for FY 1999 funding. The following funding requests were received: PARKS AND RECREATION YOUTH DEVELOPMENT PROGRAMS The Parks and Recreation Department suggested continued funding of the Wescott Youth Development programming effort, an eligible expense funded since 1994. Should the City Council wish to extend funding to cover existing neighborhoods, Parks and Recreation would be receptive of that; however, the HRA would have to certify that these neighborhoods meet the eligibility requirements. / 3 SCHOLARSHIPS The Parks and Recreation Department has established an account for scholarships with finding coming from grants and donations. Currently included are donations from: Aagard Sanitation and Mightv Kids Grant. In the event that CDBG fiends can be used for scholarship purposes citywide, the money could be used not only for recreation purposes, but for daily admission to Cascade Bay. According to the HRA, scholarships for participation in a public service activity could be granted provided the recipients meet income eligibility requirements. SENIOR CITIZEN ACTIVITY CENTER Parks and Recreation believes the day is fast approaching when Eagan senior citizens will inquire as to where the senior citizen activity center is located. At this time, the issue is not location but "Are we prepared to provide such a service when the request from local seniors is made?" Parks and Recreation anticipates that the probable dollar amount needed is in the range of 5300,000 and is suggesting that the City begin setting aside money for this purpose. Senior citizens could be challenged to raise money to bring an activity center into reality as done in the City of Apple Valley. According to the HRA, support for a senior citizens activity center is eligible, including acquisition of property and direct construction costs. Federal Labor Standard Requirements would apply to a construction contract funded through CDBG funds. PUBLIC WORKS PRIVATE STREET REHABILITATION—CINNAMON RIDGE AREA Many of the local private streets and driveway accesses in the Cinnamon Ridge development were not built to City standards (width section, right-of-way dedication, etc.) and were intended to be maintained privately by a homeowners association. This allowed the streets to be built for less money, further promoting the original affordable housing in this area. Unfortunately, the homeowners have not been able to maintain an adequately funded association to address the needs of these private streets and they are rapidly deteriorating and will quickly reach a stage where economical maintenance will no longer be possible. Public Works reports that the private streets, entrances, cul-de-sacs and driveways in this area have reached an age where the pavement maintenance strategy of a structural patch/repair with a bituminous overlay is necessary to insure the appropriate and expected life of these pavements. Because they were not built to City of Eagan standards originally, they do not meet the current City Code requirements allowing them to be maintained by or turned back to the City. Current and past property owners have not been able to address these needed maintenance issues and have expressed an interest in financial assistance. If these improvements were initiated and performed under contract with the City, it would result in special assessments against adjacent properties which would create a financial hardship for many of the low to moderate homeowners and;'or deplete limited fiends that could be applied to structure and property maintenance. Typically these types of street improvements have precipitated a renewed interest in further upkeep and repair of adjacent property, homes, and neighborhoods where the City has performed similar assessable street rehabilitation. �Y The Public Works Department is requesting CDBG funding for structural rehabilitation of these private streets, drives, cul-de-sacs, and roadways within Cinnamon Ridge at an undetermined project cost. According to the HRA, this reconstruction could be eligible as a public improvement if the area benefited can be shown to qualify as a primarily love/medium income area. The HRA surveyed the area in 1996 to determine if it was at least 51% low-moderate income and the results were not favorable at that time for CDBG funds; however, the response rate was not very good as only approximately one-half of the residents returned the survey. A new survey could be done by the City or HRA or another possibility would be to use the remaining 1994 housing condition plan funding to pay a consultant to undertake an income survey. Federal contracting regulations would apply to a construction contract for this. Another suggestion was an assessment abatement for low-moderate income homeowners where CDBG funds would be used to pay the assessment levied against properties owned and occupied by low- moderate income persons. Because of the particulars of the CDBG regulations regarding this type of activity, it would still be advisable to make an effort to estimate the number of eligible homeowners in the area if you wanted to do an assessment abatement. CDBG contract requirements would still apply to construction contract. CEDARVALE AREA SERVICE DRIVE Public Works suggested funds be used to reconstruct a service drive in the Cedarvale area; however, due to the pending redevelopment of this area, consideration should be given to putting this on hold as the service drive may need to be removed when this area is redeveloped. OTHER REQUESTS NIARY'S SHELTER Mary's Shelter located at 3430 Wescott Woodlands (just off Yankee Doodle Road) is requesting support for a building renovation (request attached). According to the request submitted, Mary's Shelter is a non-profit human service organization that provides emergency and transitional housing and supportive services for women and children in a safe and comfortable setting where they can gain strength, self-worth and skills needed to become economically self-sufficient and is the only emergency-transitional housing facility for homeless women and children in Dakota County. They have received thirty-one percent of the funds needed for this $583,470 project to date and are in the process of requesting both public and private support. Mary's Shelter is requesting that the City contribute 530,000 of CDBG funding. FISCAL YEAR 1999 AND FUTURE FUNDING As mentioned previously, CDBG funds may be assigned to efforts that remove slums and blight. The City may wish to consider setting aside finds to assist in removing blighted conditions in the Cedarvale area. This could help promote the redevelopment of the area and provide finding to accomplish some physical changes in the area prior to any increment being generated from the TIF redevelopment district. A certain percentage of the annual CDBG allotment could be set 1� aside and carried over from year to year. This is similar to what the City has historically done to set aside and accumulate CDBG funding specifically earmarked for senior housing in both south and central Eagan. CONCLUSION The City anticipated FY 1999 CDBG allocation combined with program income and unspent program funds totals approximately $357,000. There are a number of alternatives available to the City: specific funding for a FY 1999 program and funding set aside to accumulate for several years for a specific purpose. City staff is looking for direction from the City Council to determine the appropriate distribution of available CDBG funding for FY 1999. With that direction, staff will forward the City Council's desires on to the Dakota County HRA. If you would like to discuss this or need additional information, please contact me. 000"'W 1 Senior Planner MR/j s CD/Mike R/CDBG i �i MEMORANDUM DATE: November 5, 1998 TO: Mike Ridley City of Eagan i /y FROM: Lee Smith rGY.;� RE: CDBG Program Information Enclosed is a copy of the Guide to National Objectives and Eligible Activities under the Community Development Block Grant program regulations . Here is a the summary of CDBG projects approved by the City of Eagan over the past 5 years : FY 1994 HOME Swap (Senior Housing) $150 , 000 Wescott Hills Youth Services S 10 , 000 Wescott Hills Public Improvement $ 30 , 000 Wescott Hills Management Assessment Play: S 10 , 000 Housing Conditions Survey $ 19, 965* *$15, 752 . 98 remains unspent and could be reprogrammed to a new or existing activity. FY 1995 HOME Swap (Senior Housing) $100 , 000 Wescott Hills Youth Services $ 5 , 000 Homeownership Assistance $107 , 476* *Later amended to provide $50 , 000 to Housing Rehabilitation Loans . V`1 F1)1VRT1..\ 1T',' E,�(('L��Eli" FY 1996 HOME Swap (Senior Housing) $100 , 000 Housing Rehabilitation Loans $116 , 000 Wescott Hills Service Center Acquisition $ 30 , 000* *This project has not gone forward and the funds should be reprogrammed to a new or existing activity. FY 1997 HOME Swap (Senior Housing) $150 , 000 Housing Rehabilitation Loans $ 27, 064 Wescott Youth Services $ 10 , 500 OWOBOPTE Facility $ 52 , 000 FY 1998 HOME Swap (Senior Housing) $100 , 000 Housing Rehabilitation Loans $115 , 504 Wescott Youth Services $ 10 , 500 Homeownership Assistance $ 10 , 000 The Program Income that was received from selling the land adjacent to Oak Woods of Eagan, that needs to be reprogrammed to a new or existing activity, totals $75, 117 . 09 . For your information, since 1994 we have completed 24 Housing Rehabilitation Loan projects in Eagan, with a total value of $275, 073 . We currently have four Eagan rehab projects in progress, totaling $46 , 963 in value, and are processing two loan applications from Eagan residents . Of the completed projects, two-thirds were finished in 1997 and 1998 . .*/" F 2 SfltLTt 3430 Wescott Hills Drive • Eagan, MN 55123 • (612) 456-9110 Fax (612) 456-9244 Sening Homeless Ubmen and Their Children October 26, 1995 - Mike Ridley, Planner - CitvofEaQan 3530 Pilot Knob Road Eagan, NIN 55122 Dear Mr. Ridley: I am writing to request support for the building renovation of Mary's Shelter from the City of Eagan, through the Community Development Block Grants. We have been in touch with many people, with the City 01-Eagan, regarding this exciting project, including the mayor, city engineers, planners, inspectors and fire marshal. At this time, we are hoping that we will be considered for a part of Eagan's CDBG funds, available through Dakota County HRA. On behalf of Mary's Shelter, we are grateful for the opportunity to seek your support. Mary's Shelter is a non-profit human service organization. We provide emergency and transitional housing and supportive services for women and children in a safe and comfortable setting, dere in Eagan. We are the only emergency/transitional housing facility for homeless women and children in Dakota County. The strength of our work is our strong community partnerships, talented staff, committed Volunteers, Board of Directors and of course, women who are actively pursuing change for themselves and their children. Our mission is to provide a supportive, encouraging housing environment for wome, and their children who are in transition,where they can gain the strength, self worth and skills needed to become economically self-sufficient. All of our residents come from Dakota County cities. The majority come from being homeless in Eagan and Burnsville. Eighteen percent of our residents last year were from Eagan. Families can stav with us for a few nights or up to two years. as they secure permanent housing. Many find housing in Eagan. but it takes awhile with the low property vacancy rate. Last year, at this time the average length of stay was 10 days,today it is up to five—seven months. Please review the enclosed materials. We are hopeful that you will support our work with a contribution from the CDBG funds with $30,000 towards our building renovation,through our Capital Campaign. We have received 21% of the funds needed for this important project. We are requesting public and private support. We've been fortunate to have some very positive site visits and reviews. I'd be dell'-hied to provide a tour of our facility, review our plans and answer questions. I understand that you might allow us to make a presentation to our city council. Please feel free to contact me at 456-9110. We look forward to hearing from you. Thark ,ou for all you do for the community. Sincer-dy, Reyne Branchaud-Linsk Executive Director BOARD OF/DIRECTORS President - Ed Usset - Vice President - Pat Callahan - Secretary - Kathy Woodward Treasurer- Jeff Pearson Brenda Connors, John Edgerton, Kak Jarvis, Jeff Pearson, Karen Reioux, Wayne Soojian vvef111T1VC n1DFf Tr1D _._