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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. ao W N O � H U ENO �W) d • • 6 � p .PooGPM p p Pm •r-+ 0 Poo 0 PEA opog r� O .. _ C's u °� p A cr, 0 l� M �I Cl. 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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