08/03/1999 - City Council Special AGENDA
SPECIAL CITY COUNCIL MEETING
TUESDAY
AUGUST 3, 1999
4:30 P.M.
EAGAN MUNICIPAL CENTER
CITY COUNCIL CHAMBERS
I. ROLL CALL & AGENDA ADOPTION
II. VISITORS TO BE HEARD
III. DISCUSSION RE: 2000 GENERAL FUND BUDGET
IV. DISCUSSION RE: CIVIC ARENA BUDGET
V. PARKS & RECREATION ADVISORY COMMISSIONS
C.I.P. PART III RECOMMENDATIONS
VI. OTHER BUSINESS
VII. ADJOURNMENT
MEMO
city of eagan —
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 30, 1999
SUBJECT: SPECIAL CITY COUNCIL MEETING/AUGUST 3, 1999
A Special City Council meeting is scheduled for Tuesday, August 3, 1999, at 4:30 p.m. in the Eagan
City Council Chambers. The purpose of the meeting is to discuss the following items: 1.) Discussion
regarding 2000 General Fund Budget, 2.) Discussion regarding Civic Arena Budget, and 3.) Parks
and Recreation Advisory Commissions C.I.P.Part III recommendations.
The meeting is scheduled to adjourn at approximately 6:00 p.m. and a light lunch will be available in
the upstairs lunchroom.
DISCUSSION REGARDING 2000 GENERAL FUND BUDGET
All departments, under the direction of the City Administrator, are in the process of completing their
departmental expenditure requests for the proposed 2000 General Fund Budget. The City
Administrator is in the process of reviewing all budget requests and it is anticipated that a Special City
Council meeting will be scheduled for late August, either August 24 or 31, to review the 2000
preliminary budget. After reviewing most all of the departmental budgets, it is apparent there are no
new programs being proposed for the year 2000. The budget requests reflect basically a constant level
of service. Additional police officers continue the public policy priority on public safety.
The purpose for presenting the 2000 General Fund Budget at the August 3 meeting is to bring the City
Council up to date on the proposed revenue numbers including the levy limit,the property tax levy and
potential tax capacity rate estimates as well as the estimated level of the General Fund expenditure
appropriations. The information is presented with a total General Fund Budget proposed for 2000 at
approximately $18,200,000 which provides for a 5.56% increase. This will cover a reasonable
inflationary/growth increase to the General Fund Budget for all service delivery and for the continued
commitment to public safety.
The total levy also provides for an increase for the major street fund, equipment revolving fund and
provides for the general facilities renewal and replacement allocation that was started in the 1999
operating budget along with a small levy for special assessments on City owned property, consistent
with City Council policy.
The following table compares the final 1999 payable levy distribution to the preliminary proposed
amount and distribution of the 2000 payable levy:
Levy 1999 Final 2000 Preliminary '
General Fund $ 11,760,800 $ 12,343,200
Major Street Fund 985,802 1,000,000
Equipment Revolving 625,000 700,000
S/A on City Property 25,000 25,000
General Facilities R&R _ 100,000 100,000
Total $ 13.496.602 $ 14.168 200
Although the State's final levy limit calculation has not been received, they have indicated that the
City's 2000 levy limit will be approximately $14,292,005 excluding the MVTA levy. The above
referenced proposed levy is $123,805 below the levy limit at this time. Based on this proposed levy
and preliminary valuation numbers from Dakota County, the tax capacity rate is projected to decrease
from 21.527 to 21,263 which is a reduction of 1.23%. In 2000 residential taxpayers will again also
benefit from an increased education homestead credit.
The following table compares the final 1999 General Fund revenue sources with the preliminary
proposed 2000 General Fund revenue sources at an estimated budget level of$18,200,000:
1999 General Budeet 2000 Preliminary
17.241.600 $ 18,200,000
Taxes $ 11,760,800 $ 12,343,200
HACA 1,712,500 1,713,300
Other 3.768.300 4,143,500
Total S 17.241.600 18.200.000
The preliminary 5.56% percent increase to the General Fund budget for calendar year 2000 would
appear to maintain the integrity of the public service delivery that is provided.
ACTION TO BE CONSIDERED:
There is no action required on this item.
DISCUSSION REGARDING CIVIC ARENA BUDGET
It was the decision of the City Council at the July 20 Council meeting not to increase prime time ice
rental at the Eagan Civic Arena from $135 to $140. As part of the Round Table discussion, it was
suggested that the City Council further discuss the Civic Arena Budget at the next work session. Per
direction of the City Council, this item is scheduled for the August 3 Special City Council meeting to
further discuss the Civic Arena Budget.
Enclosed on page -4-- is a copy of an overhead from the Annual Financial Report that illustrates
historical cash flows.
ACTION TO BE CONSIDERED:
To provide staffwith direction relative to the Civic Arena Operational Budget.
a
PARKS AND RECREATION ADVISORY COMMISSIONS C.I.P. PART III
RECOMMENDATIONS
The Advisory Parks and Recreation Commission has met in a number of workshop sessions beginning
in mid April to discuss and reach consensus on the 2000-2004 C.I.P. for parks acquisition and
development. In addition to the Commission workshops, the Acquisition and Development
Subcommittee has also met to review and study open space issues.
The C.I.P. workshop discussions have taken a global approach; working from the parks system as a
whole to its various distinct parts. The Commission's preferences for categories of expenditures, parks
and projects were discussed. In addition, categories of acquisition in the role of partnerships were
reviewed. Community groups such as the Eagan Athletic Association, Eastview Athletic Association,
the Arts and Humanities Council and various schools with whom joint powers agreements are in place
and/or a city park provides a school's playing field,input was requested and provided to help the APrC
achieve consensus on the five year C.I.P.
Also taken into consideration was a review of projects already committed to, an overview of the status
of funds in the Parkside Fund and the projected revenue over the next five (5) years. The Eagan
Athletic Association has sent a memo to the Advisory Parks and Recreation Commission requesting
time on their August agenda to bring forward a proposal for a Recreation and Community Center. The
APrC will be reviewing the proposal at their next meeting scheduled for Monday, August 16.
Enclosed on pages S through LS--is a copy of the APrC's recommendation for the 2000-2004
C.I.P. as modified at their last meeting that was held on July 19. Representatives of the APrC will be
present at the work session to present the work plan/C.I.P. A special appreciation and thanks to the
Commission members who have spent many hours preparing this document.
ACTION TO BE CONSIDERED:
To provide the appropriate direction/consensus on the C.I.P. recommendations from the APrC.
/S/ Thomas L. Hedges
City Administrator
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MEMO
- city of eagan
TO: TOM HEDGES,CITY ADMINISTRATOR
FROM: KEN VRAA,DIRECTOR OF PARKS AND RECREATION
DATE: JULY 30, 1999
SUBJECT: ADVISORY PARKS COMMISSION RECOMMENDATION
2000-2004 CIP
Attached is the memo reflecting the Advisory Parks Commission's recommendation relative to the
five-year CIP. This memo was prepared for the July 19 Commission meeting for formal approval
following their extensive review. The Commission recommended their approval of the CIP be
forwarded to the City Council for review.
The CIP is the result of several months of effort and numerous meetings. As before,the
Commission limited the project list only to the dollars reasonably thought to be available over the
next five-year period. The Commission has also expressed the expectation that they would
annually review the next year's project list, along with an extensive review, similar to this, in two
to three years.
A special thanks to Dorothy Peterson who took the lead in coordinating and assimilating the work
product from each of the meetings conducted by the Commission.
The Advisory Commission will be present at the workshop session to present this document and
respond to any questions.
'
- city of eagan MEMO
TO: ADVISORY PARKS COMMISSION
FROM: KEN VRAA,DIRECTOR OF PARKS AND RECREATION
DOROTHY PETERSON,PAUL OLSON,JEFF ASFAHL
DATE: JUNE 14,1999
SUBJECT: CIP FY 2000-2004
The purpose of this memorandum is to review the process used by the Commission and staff to achieve
consensus on the FY 2000-2004 CIP for parks and to submit the proposed document to the Commission for
recommendation to the City Council for adoption.
BACKGROUND:
The Commission met in 8 workshop sessions beginning in mid-April. In addition the Acquisition and
Development sub committee met on two occasions and performed field review to study Open Space issues.
The CIP workshop discussions took a global approach;working from the park system as a whole to its
various distinct parts. The Commission's preferences for categories of expenditures,parks, and projects
were discussed. In addition categories of acquisition and the role of partnerships were reviewed.
Input was requested from community groups such as the Eagan Athletic Association,the Eastview Athletic
Association,the Arts and Humanities.Council and the schools with whom joint powers agreements are in
place and/or a City park provides a school's playfields.
Staff provided a review of projects already committed to, an overview of the status of funds in the Park Site
Fund and the projected revenue over the next 5 years. The Commission recommends the expenditure of
$2,355,000 during the 5 years of the CIP.
DISCUSSION:
The Commission's preferences as iderrtified in the workshop sessions are:
Categories of expenditures:
• Development
• Refiubishment
• Acquisition
Categories of parks:
• Neighborhood Parks
• Community Athletic
• Community Parks
• Special Use
• Conservancy/Open Space
Categories of projects:
• Master plans, i.e. Patrick Eagan
• Playgrounds
• Parking lot lighting
• Restrooms
• Landscaping
• Facilities for new sports
• Benches
• Shelters
• Consultants
Categories of acquisition
• Add to existing parkland
• Neighborhood Parks
• Trail links
• Tax forfeiture
• Expansion--lease/easement agreements
Partnerships, existing and potential were brought into the discussion. Examples are:
• Faithful Shephard School
• School Districts
• Blue Cross Blue Shield
• Other communities e.g. Southern Lakes
When partnerships are considered, a commitment of some cash value should be considered.
The Commission next brainstormed their preferences among potential projects by categories. The resulting
list included:
Development:
Neighborhood Parks:
• Potential from the Cedarvale Taskforce study
• Royal Oaks
• Sun shelter(s)
Community Athletic Parks
• North Park(soccer)
• Parking lot lights at Northview&Lexington Diffley
• Field lights for soccer
• Asphalt hockey rink(s)
• Tennis court lighting
• Football
• Baseball
• New or minor sports
Community Parks
• Blackhawk parking lot lights
• Patrick Eagan Development
• Sun shelter(Fire Administration Building beams)
• Patrick Eagan parking lot
• Thomas Lake parking lot
Conservancy
• Patrick Eagan Park
Special Use
• Senior citizens; indoor and outdoor needs
• Holz Farm improvements
• Cascade Bay
• The "bubble"
• Civic Arena;indoor park
• Scenic Enterprises potential
Open Space
• Stonecliff trails
Refurbishment
Neighborhood Parks
• 11 playgrounds
• Ridgecliff soccer
• Rahn Park; south wooded area
Community Parks
• Thomas Lake parking lot
Acauisition
Neighborhood Parks
• Cedarvale Taskforce findings
Community Athletic Parks
• North Park
Community Parks
• Trail connection, Municipal Center campus to Patrick Eagan Park
Open Space
• Findings of the Open Space sub-committee
On May 24, 1999 the Commission considered the suggestions for projects received from the various
community organizations. The projects the Commission wished to include in the on-going discussions
were: Lighted soccer fields,additional soccer fields, baseball fields; Master plan for Patrick Eagan Park;
Master plan for Holz Farm, restrooms for Holz Farm,reroofing the barn, additional land and parking at
Holz Farm;North Park,asphalt rink(s).
The Open Space sub-committee presented its prioritized list of potential parcels and asked that the list in
total remain open for discussion.
At the July 13, 1999 workshop,the members present reviewed the projects and years proposed to be done,
recognizing that each year would again be reviewed on an annual basis. Further,the Commission decided
to develop an estimate for"interest earning"for the five years provided. This has now been estimated and
added to the proposed revenue. The Commission then determined the amount over the recommended
expenditure would be considered as "undesignated"to be used for cushion or alternative programs in future
years.
Status of the Park Site Fund:
1998 Audited balance:................................................$2,290,700
Revenue as of 4/30/99................................................. 125,000
$2,415,700
1999 expenditures and encumbrances:
Walden Heights Park $85,000
Rahn tennis court repair 35,000
Grant property clean up 25,000
Captain Dodd soil 5,000
$150,000
Lexington Diflley
• Landscape $ 5,000
• Bituminus 7,000
• Buildings carryover 25,000
Patrick Eagan 200,000
Caponi trail connection 25,000
Lexington Park parking 2,000
$264,000
Expenditures through 4/30/99 15,500
Total: ( 429,500)
Available funds:....................................................... $ 1,986,200
Projected revenue....................................................... 300,000 (75,000 x 4 years)
Interest estimate............................................................. 238,800 (5 year estimate)
Advent Methodist Church..................................................25,000
$2,550,000
The Commission recommends expenditures of$2,355,000 in the FY 2000-2004 CIP
Global breakdown of expenditures:
Set aside, 11 playgrounds $ 275,000
Acquisition 725,000
Small projects set aside 100,000
Neighborhood Parks 235,000
Community Athletic 765,000
Community Parks 150,000
Special Use 105,000
Proposed 5 year expenditure $2,355,000
Undesignated 195,000
$2,550,000
1
ADDITIONAL INFORMATION:
• Playgrounds: The Commission will assist with the selection of playgrounds to be replaced on
an annual basis.
• The attached Open Space prioritized list shall be viewed proactively for parcels rated high to
moderate.
• Assistance from an organization such as The Trust for Public Lands may be helpful when
addressing Open Space.
• Undesignated to be used as cushion for increase in cost of projects.
FOR COMMISSION ACTION:
A recommendation to the City Council concerning the FY 2000-2004 CIP for Parks is appropriate at this
time. The Commission may choose to recommend the draft as presented or modify the document based on
its discussion at the July 19, 1999 meeting.
Workplan CIP for Parks
FY 2000-2004
2_ 2001
North Park mitigation $150,000 North Park infrastructure $250,000
Patrick Eagan design 50,000 Holz Farm master plan 20,000
Thomas Lake parking lot 25,000 Walnut Hill trail 50,000
Grant property planning 15,000 Blackhawk parking lot lights 50,000
Civic Arena floor 70,000 Northview parking lot.lights 50,000
1 asphalt rink 20,000 Lexington Diffley lot lights 75,000
Goat Hill seating 40,000 Rahn rink lights 25,000
2 playgrounds 50.000 1 asphalt rink 20,000
Fish Lake $420,000 2 playgrounds 50.000
O'Leary north $ 590,000
2_ 2003
Soccer field lights $ 150,000 Ca elian rink lights $ 25,000
3 playgrounds 75.000 Clearwater rink lights 25,000
$225,000 Captain Dodd sun shelter 25,000
Ridgecliff sun shelter 25,000
2 Playgrounds 50.000
$ 150,000
2004
Rahn south master plan $ 25,000
Northview tennis court lights 50,000
Carlson Lake dock 20,000 *The above amounts do not include
2 playgrounds 50.000 acquisition and small project set aside
$ 145,000 expenditures.
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