11/09/1999 - City Council Special N AGENDA l3
SPECIAL CITY COUNCIL MEETING
Tuesday
November 9, 1999
4:45 p.m.
EAGAN MUNICIPAL CENTER
City Council Chambers
I. ROLL CALL & AGENDA ADOPTION
II. VISITORS TO BE HEARD
III. BUSINESS/COMMUNITY FORUMS
IV. FINALIZE AQUATIC FACILITY FUND BUDGET
V. UPDATE ON 1999 GOALS & ACCOMPLISHMENTS
,4+
VI. OTHER BUSINESS
VII. ADJOURNMENT
MEMO
city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVMEBER 5, 1999
SUBJECT: SPECIAL CITY COUNCIL MEETING/NOVEMBER 9, 1999
A Special City Council meeting is scheduled for Tuesday, November 9, beginning at 4:45
p.m. in the City Council Chambers. The meeting will adjourn no later than 6:30 p.m.,
allowing Councilmembers an opportunity to eat a light lunch prior to the collaborative
meeting beginning at 7:00 p.m. in the Community Room.
BUSINESS/COMMUNITY FORUMS
In mid-September, the City Administrator met with Cindy Johnson, President of the Dakota
County Chamber of Commerce; Jan Stapleton, Chair of the Eagan Chamber of Commerce;
and Johanna Mulwinkle, responsible for government action at the Eagan Chamber of
Commerce. The purpose of the meeting centered around whether the City and Chamber
should re-institute the business community forums that were held every other month,
approximately three to four years ago. It was the consensus of the group that three or four
forums be held in the year 2000 as a means of fostering additional communication between
the City and the business community. Cindy Johnson, Jan Stapleton and Johanna Mulwinkle
would like the opportunity to address the City Council to discuss the merits of business
community forums, welcoming any ideas the City Council might have in terms of topics or
format.
The forums that were held three to four years ago were held every other month at a different
restaurant or business in the community from 7:00 to 9:00 a.m. Topics varied from business
signage and road construction to opportunities the MVTA could provide business. Those in
attendance were a variety of Chamber members, business owners, City officials and
Chamber leadership.
ACTION TO BE CONSIDERED:
To provide direction to the delegation from the Eagan Chamber of Commerce regarding
business/community forums to be held in 2000.
FINALIZE AQUATIC FACILITY BUDGET
At the November 1 Special City Council meeting, there was action taken to provide further
direction toward the finalization of the aquatic facility fund budget. The City Council
agreed with the explanation on both the capital and food service provided by staff and
requested no additional action. The City Council took action to increase the rates for season
passes and daily admissions to include the 6.5% sales tax with the total rounded and
amounts delineated on the tickets. Consideration was given regarding the hours of operation
with staff given direction to research options for consideration by the City Council. Further ,
discussion regarding the sale of non-resident season passes was also deferred to the next
Special City COUlncil meeting. Enclosed on pages�through .s is an attachment from
the Parks &Recreation Department on hours of operation and non-resident season passes.
ACTION TO B]E CONSIDERED:
To provide direction regarding hours of operation and the sale of non-resident season passes.
UPDATE ON 1999 GOALS &ACCOMPLISHMENTS
Following the last Council retreat held on July 6, direction was given to incorporate the
City's work program and action plan developed by the City Administrator on behalf of all
City departments and fifteen (15) goals that were prioritized by the City Council into five (5)
goal statements. The five goal statements are as follows:
Goal #1-=To increase citizen and business involvement through improved
communication opportunities.
Goal #2--To expand the City's opportunities for improving leisure and
recreation times for all residents, especially youth, by creating recreational
space, facilities and plans.
Goal 0—To maintain a high standard quality of life for our citizens by
promoting a shared view about the ongoing maintenance and appearance of
property within the community.
Goal #4--To foster a healthy participatory governing process to align the
efforts of the City Council with the expectation of the citizens and needs of the
staff.
Goal #5--To identify the dynamic needs of our evolving community by
addressing new issues with flexibility and openness.
Each of the five ('i) goals contain a written statement that provides additional clarification of
the goal. All of the work program/action plan items, along with the fifteen (15) objectives
(goals) developed by the City Council are included under one of the five (5) goals. A copy
of the Goals &Action Plan is enclosed on pages-,6--through V. Under the direction of
the City Administrator, departments have been working on the various objectives. The
purpose of presenting this information is to provide an update to the City Council on the
status of the accomplishments to date and to receive any additional direction on objectives
that have not been ratified to date or clarification on an objective by the City Council.
Also enclosed on pages c2o2 through 42!�is a copy of a separate memo from the City
Administrator to all Department Heads entitled, "Partial Accomplishments/1999" that will
be discussed as part of the retreat scheduled for the City Administrator and Department
Heads on Monday,November 8.
Department Heads will be available at Tuesday's meeting to either answer questions or
receive comments on any of the objectives identified under the five (5) goal statements.
• ACTION TO BE CONSIDERED:
To provide dialogue, ask questions of the City Administrator and Department Heads who
will be in attendance and provide any direction pertinent to any of the objectives identified
in the five(5)goal statements. There is no action required.
/S/ Thomas L. Hedges
City Administrator
TLH/vmd
i
3
Issues for Discussion regarding evaluation of opening Cascade Bay prior to 11:00 a.m.
•
Staff previously looked at the impact on Cascade Bay and whether the additional expenses due to
opening earlier would be justified by additional revenues. Staff originally gave consideration to
an earlier start time thinking it would ease the burden of the lines and allow more families with
younger children to use the facility. However the following information was found.
The standard industry average opening time for a facility is between 11:00 a.m. and noon. Other
local facilities open at the following times:
■ Ramsey County: 12:00 p.m.
■ Apple Valley: 11:00 a.m.
■ Hastings: 12:00 p.m-(tried opening at 11:00 a.m but did not find it financially beneficial).
■ St. Louis Park: 11:00 a.m.
■ Bloomington: 12:00 p.m.
■ Richfield: 12:00 p.m.
■ Farmington: 1:30 p.m.
■ Based on average staffing hourly costs, opening Cascade Bay one hour earlier would
translate into an annual cost of$37,000.
■ Although it is thought that less staff would be needed between 10:00 - 11:00 a.m. it
would be logistically difficult to orchestrate a partial staff coming in to open at 10:00
a.m. and supplemental staff coming in at 11:00 a.m. With an announced opening time of
10:00 a.m.!
• Issues for Discussion regarding evaluation of allowing season pass sales to non-Eagan
residents:
Given the history of other aquatic facilities, it has been demonstrated that long lines and hourly
peaks diminish during the second and subsequent years of operation. After analyzing the user
patterns in 1999,the following information is available:
■ Peak attendance times were Monday through Friday from 11:00 a.m. 4:00 p.m. Although
the facility did reach its capacity of 2000 persons many times, staff believes there is room
for an increase in season passes sales.
■ The City of Edina sold 15,000 season passes(including non-residents sales) during 1999
while the City of St. Louis Park sold 8,500 season passes during 1999. Both facilities
have capacities of roughly 1,200 guests.
■ Using this data, it would not be unreasonable for Cascade Bay to increase
(conservatively)the number of season pass sales to 10,000 guests for the 2000 season.
Assuming 8,500 resident season passes,this would allow up to 1,500 season passes for
non-residents.
Consideration for non-resident season passes.
■ Capacity is available.
a Assuming 1,500 season passes at a$10.00 premium cost,it is projected this will increase
revenues by $15,000 over resident season passes, or about $65,000 in total non-resident
sales.
■ St. Louis Park offers it's non-resident passes at a 30%increase over the cost of a resident
pass. The increased revenues received from selling non-resident season passes keep
resident rates down.
■ Residents of Eagan have always been able to purchase season passes from Richfield,
Edina, Bloomington, St. Louis Park and Apple Valley.
The increase in duties for the Parks and Recreation Clerical Staff due to the sales of Cascade Bay
season passes is a concern. To encourage people to renew or purchase passes earlier should be an
objective to even out the work of staff. Cascade Bay is scheduled to open on May 27, 2000.
For these reasons, staff is proposing:
■ Season passes be sold only to Eagan residents until April 1.
■ If 10,000 season passes have not been sold by that date; sales would be opened to non-
resident individuals and continue to residents until either the 10,000 number has been
reached or 1,500 non-resident season passes have been sold.
■ Eagan residents will be notified in several ways to ensure residents are aware of these
deadlines.
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city of eagan MEMO
TO: ALL DEPARTMENT HEADS
FROM: CITY ADMINISTRATOR HEDGES
DATE: OCTOBER 4, 1999
SUBJECT: PARTIAL ACCOMPLISHMENTS/1999
Our main purpose and mission as a local government is to provide service delivery to the
approximate 65,000 residents and 40,000+ employees that work in our community on a day-to-day
basis. There were many accomplishments during 1999 that should be mentioned and are cause for
celebration. The following is a brief summary of the accomplishments during 1999 that include
various projects and programs that have been implemented as a direct result of City Council policy
and,in addition, a summary of service delivery by department.
A glance at the resources allocated by the City Council for 1999 is important to summarize. The
full-time employee;equivalent for 1999 has averaged approximately 210. The City supplements its
operations with seasonal part-time employees. During a peak payroll this past summer, there were
538 payroll checks during one pay period. The operating budget for the general fund is •
$17,241,600, public enterprise funds, including Cascade Bay, civic arenas, water, sanitary sewer,
storm sewer and streetlighting utilities total $11,115,350, special revenue funds total $415,429,
park site acquisition and development funds total $250,000, the equipment revolving fund totals
$1,166,900 and the debt service fund totals $5,342,337 for an overall budget for 1999 of
$35,531,616.
The following is a look at various programs and activities the City has provided during this calendar
year.
General Administration
➢ The 2000 General Fund Operating Budget was prepared and certified as a preliminary budget
with a tax capacity decrease. The overall property tax projected for 2000 on a home valuation
of$200,000 is actually less in property taxes than any year since 1994.
➢ Chief of Police; transition has occurred with the retirement of Pat Geagan and the recruitment
process in the hiring of Kent Therkelsen. This process has taken a considerable amount of
coordination in an effort to make a smooth transition for police operations.
➢ Both Cascade Bay and the new Fire Administration building became operational in 1999.
➢ Strategic Planning/Goals--As a part of an ongoing City Council series of retreats from
December through July, City Council goals were prioritized and finalized July 6 for
consideration during 1999/2000. The fifteen (15) goals were incorporated into five (5) goal
statements. The City Administrator's work program and the fifteen (15) goals prepared by the
City Council are listed as strategies for each of the five (5)goal statements.
➢ Customer service training under the title, "We Care," was provided to each and every full-time
City employee. The result has provided an excellence in public service delivery that is reflected
in the number of persons departments have served in the community.
➢ Capital Improvements Budget--A five (5) year Capital Improvements Program budget was
prepared and given approval for 2000 through 2004. The CIP is a blueprint for capital projects
and equipment replacement.
➢ Forever Green--A program to reforest the City as a result of the May 1998 storms was
concluded in late September with the sale and distribution of 10,000 trees (5,000 seedlings and
5,000 trees). The program involved many volunteer groups, youth and the involvement of local
corporations for financial and volunteer assistance.
➢ The commitment to youth has reached a high level with the opening of the YMCA Teen Center,
a partnership made possible between the City and the Southwest YMCA, a shadowing program
local government departments provide for Burnsville Senior High School youth, presentations
to all Eagan High School freshman on the workings of American civics, the promotion of youth
involvement in the Eagan Foundation, Forever Green, internships with various City
departments and other activities.
➢ Airport relations include the Governors Task Force, the southwest runway expansion and need
for new legislation that will provide the City mitigation relief,if necessary.
➢ A new program to reach out for business retention will be administered through the Economic
Development Commission this fall. This will involve City leaders calling on numerous
businesses to make certain the City is providing adequate service and satisfying their needs.
. Parks & Recreation
➢ Cascade Bay experienced a positive cash flow in its first year of operation. There were 160,000
total users. There were 8,000 season passes sold to Eagan residents.
➢ The construction contract for the east rink of the Civic Arena was closed out.
➢ Improvements were made to the Civic Arena sound system and backing was placed on the
dasher boards of the east rink.
➢ A spring ice show rounded out the skating school session.
➢ 3,800 participants in the adult leagues played 1,650 softball games 6 nights a week.
➢ 1,100 youth participated in 50 summer camp offerings and 400-500 children per day
participated in other park and recreation summer programs.
➢ Youth Development programs had a total attendance of 8,042 during the summer months.
➢ Maintenance staff replaced and installed 2 playgrounds.
➢ Eagan Athletic Association requests for 1,900 soccer, 1,800 baseball and 1,000 softball
players were facilitated.
➢ Programs offered by the Eagan Arts and Humanities Council were expanded at the Art House
in Patrick Eagan Park.
➢ The senior mailing list has expanded to over 900.
➢ A new seating area was constructed at Woodhaven Park and a retaining wall/water access
was constructed at Heine Pond Park.
➢ Rahn Park tennis courts were rebuilt and a new roof was installed on the Rahn shelter
• building.
➢ The total number of acres of active parkland maintained during 1999 is 500. Currently, there
are 51 active parklands throughout the community. The total number of acres classified as
passive parkland that has been maintained for hiking, cross country skiing and other related
activities, is 825.
0:�3
Finance •
➢ Utility customers (water, sanitary sewer, storm sewer and streetlighting) now total 17,055
residential users and 616 commercial users.
➢ On an annual basis, $80 million is invested in a variety of government securities.
➢ Our financial accounting continues to receive the highest recognition while maintaining
responsibility for an operating budget (general fund and all public enterprise funds) of
approximately$35,531,616 and investments totaling$80 million.
Public Buildings/Infrastructure
The following is a summary of the number of public buildings and related infrastructure the City
maintains on a day-to-day basis to provide service delivery.
➢ There are five (5)fire stations in addition to the Fire Administration building. Fire Station#2 is
receiving a facelift and OSHA compliance improvements during 1999.
➢ There are 325 park shelter buildings that rent for a variety of family and corporate purposes.
The booking of park shelter buildings has become highly popular.
➢ The number of active City parks maintained is 51 for a total of 500 acres.
➢ The number oi'passive parkland is 825 acres.
➢ Water reservoirs total 6 and hold 18.5 millions of gallons.
➢ There are two (2)water treatment plants, 19 deep wells and 1 booster station located throughout •
the community.
➢ City Hall and the Police Department represent 59,100 square feet and are highly used by the
public for meetings and day-to-day business transactions.
➢ The civic arenas continue to be booked for prime time and the Learn to Skate program
continues to exceed all expectations in popularity.
➢ Cascade Bay was completed in 1999 as a major capital project as well as the first year of
operation.
Planning
IN
➢ The comprehensive guide plan was rewritten and submitted to the Metropolitan Council for
review.
➢ To date there have been 16 final plats, 13 conditional use permits, 17 preliminary subdivisions,
19 final subdivisions and 18 variances processed through the APC, APrC and City Council for
policy direction.
Building Insu tilons
➢ During the first six (6) months of 1999, 626 building permits were being issued in response to
the 1998 storm damage.
➢ Commercial and residential permits for new construction have totaled 148 through the month of •
August.
1
. Public Works/Enaineerim
➢ There were 18 public improvement projects constructed under the direction of the Engineering
Division during 1999.
➢ Street and utility improvements were also installed privately by developers as part of 14 private
developments.
➢ There were 3.87 miles of sanitary sewer line installed in 1999 for a total of 261.86 miles.
➢ There were 4.99 miles of water main installed in 1999 for a total of 310.35 miles.
➢ There were 4.92 miles of storm sewer main installed in 1999 for a total of 193.11 miles.
➢ There were 4.94 miles of streets installed in 1999 for a total of 237.65 miles.
Police
➢ Through the month of October,the Police Department has processed 37,005 calls.
➢ There were 21 neighborhoods and 6 apartment complexes that participated in the National
Night Out on August 4.
➢ Community policing has enjoyed a high level of success, including crime-free multi-housing,
neighborhood watch groups and hotel/motel program.
Fire Department
➢ The number of fire calls during 1999 to date totals 755.
➢ The number of programs reaching out to the community include Fire Prevention Week,
babysitting classes, school classroom presentations, the firefighters annual dance, ice cream
social and other related community activities.
Summary
The City of Eagan is the largest community in Dakota County and the eighth largest City in the
State. The day-to-day operations under the City Administrator and Department Heads is greater
and more demanding than ever, which is reflected in the summary of activities and operations. The
City Council, along with the assistance of 47 members of the community serving on the 6 advisory
commissions have made it possible through the annual budget and adoption of policy for staff to
provide local government service delivery throughout the community. Our focus is always on the
customer first, which is clearly the emphasis in this report.
On behalf of all our City employees, we are dedicated to public service and a theme of excellence in
service delivery.
City Administrator
• TLH/vmd