02/24/1998 - City Council Special AGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday
February 24, 1998
5:00 p.m.
Municipal Center Building
7
I. ROLL CALL & ADOPTION OF AGENDA
II. VISITORS TO BE HEARD
III. EXECUTIVE SESSION
IV. REVIEW FEASIBILITY REPORT FOR AQUATIC FACILITY
V. DISCUSS CHANGE FROM EVEN YEAR TO ODD YEAR ELECTIONS
VI. CONSIDER ALLOCATION OF CELLULAR TOWER REVENUE
PROCEEDS TO HOLZ FARM PARK
VII. OTHER BUSINESS
VIII. ADJOURNMENT
city of eagan MEMO
TO: HONORABLE MAYOR& CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: FEBRUARY 20, 1998
SUBJECT: SPECIAL CITY COUNCIL MEETING/FEBRUARY 24, 1998
A Special City Council meeting is scheduled for Tuesday, February 24, 1998 at 5:00 p.m.
for the main purpose of meeting with representatives of Water Technology to review their
findings and recommendation (feasibility study) for a proposed aquatic facility on the
Municipal Center Campus. If there is general agreement by the City Council on the
information presented at the meeting on Tuesday, it is recommended that staff proceed
ahead with the community informational meetings on Wednesday, March 4, and Tuesday,
March 10. At these informational meetings, there would be an open house and presentations
explaining to the public the entire project program and financing for the proposed aquatic
pool facility. There would be a process for receiving public input that would be presented to
the City Council prior to the March 17 regular meeting when this item is scheduled for
possible action.
Staff will be meeting with Water Technology Inc. the entire afternoon of February 24.
Enclosed on pages :�L through is information that was compiled by staff entitled,
"Pool Project Update." This information provides a summary of information that was
compiled at the various focus group meetings held with the consultant on January 26. This
includes notes on the budget, pool operation and timeline. This information is intended to
provide a framework of how the City staff and developer are approaching the overall
concept of a family aquatic center.
Also enclosed without page number is Report #1 that was provided by Water Technology
Inc., which is a generic overview of family aquatic centers.
Also enclosed without page number is Report #2 which reflects the analysis and feasibility
study performed by Water Technology Inc. in preparation for the meeting on Tuesday.
In summary, to assist the reader, the information that will be most helpful for the discussion
at Tuesday's workshop is Report #2 prepared by Water Technology Inc. The additional
J
information referenced as Report #1 and the pool project update prepared by staff is helpful
in providing good background information on the proposed family aquatic center project.
ACTION TO BE CONSIDERED: To provide Water Technology Inc. and City staff with
direction relative to the family aquatic center concept as presented and further, direct
community informational meetings to be held on March 4 and March 10.
DISCUSS CHANGE FROM EVEN YEAR TO ODD YEAR ELECTIONS
At the February 10 Special City Council meeting, City Councilmember Awada stated that
she would like to schedule a discussion by the City Council regarding a change in
scheduling municipal elections from even years to odd years. After a brief discussion, the
City Administrator was directed to schedule this item for Council discussion at the February
24 workshop meeting.
Historically, the City of Eagan held its municipal elections in odd years, opposite state and
national elections that were held in even years. During July 1991, the City Council
considered two municipal election law changes that included: 1) a change in the term of
office for the position of Mayor from two years to four years and 2) a change to the
municipal elections from odd years to even years. At a regular City Council meeting held
on August 20, 1991, the City Code, Chapter 2, Section 2.15 was amended authorizing even
year elections for City offices.
For additional information on this item, refer to a memo prepared by Director of
Finance/City Clerk VanOverbeke, enclosed on page I
ACTION TO BE CONSIDERED: To provide direction to staff regarding any additional
information required for this item and when the ordinance amendment should be scheduled
for consideration by the City Council at a regular Council meeting.
CONSIDER ALLOCATION OF CELLULAR TOWER REVENUE PROCEEDS TO
HOLZ FARM PARK
During Round Table discussion at the February 3 City Council meeting, action was taken to
dedicate the revenue stream from a cellular tower to be used for Holz Farm Park. The City
Administrator raised questions at the February 17 meeting that included, but were not
limited to the following:
♦ Is it the intention of the City Council to dedicate an existing revenue stream, currently
earmarked to the water utility public enterprise fund for the Holz Farm Park Project?
♦ Should the revenue stream be appropriated to Friends of the Farm, a 501C(3)
charitable foundation or should the revenue stream be transferred from the water
enterprise fund to the general fund and included as a budgetary item of the Park
a
Department in the general fund? The City has a practice of not donating funds to
charitable organizations.
♦ Should Friends of the Farm and staff prepare an annual budget for expenditure of
public funds associated with Holz Farm Park and how would that budget relate to the
City's general fund budget, specifically,the Park Program for Holz Farm?
♦ Are the funds to be used for operations, capital or some combination of both? Is this
transfer intended to supplement or replaced funds currently budgeted as a Park
Program?
The City currently has leases with Sprint at four water tower/reservoir sites, with American
Portable Telecom at three water tower/reservoir sites and Nextel at two water
tower/reservoir sites. Each of these are leased at $12,640.50 for 1998 and include escalator
clauses by year. U.S. West Vector has two leases at similar sites for $15,751 and $14,097
for 1998. All of this lease revenue minus a small administrative fee is deposited in the
Water Utility Fund.
ACTION TO BE CONSIDERED: To provide direction to the City Administrator
regarding allocation of a cellular tower revenue proceeds to Holz Farm Park.
OTHER BUSINESS
There are no items anticipated at this time for Other Business.
/S/ Thomas L. Hedges
City Administrator
3
POOL PROJECT UPDATE
February 2,1998
This is the second pool project update intended to keep the Council and reader(s)apprised of work in
progress.
Water Technology spent the majority of the day on Monday,January 26 and met with the various
focus teams regarding the Eagan Family Aquatic Facility. Background on the project and various
administrative aspects were reviewed the first part of the morning. The main agenda for the day
focused on the preliminary program and components of the facility. Considerable time was spent on
the site and issues surrounding this location,i.e.parking,size,neighborhood concerns and impacts.
Relative to the pool size,Water Technology discussed the differences between"bather load"and
"recreational entertainment capacity". It was noted that the latter figure could and would be much
larger since today's designs recognize the value of additional space for people to enjoy the pool without
having to be in the water.
BUDGET
Relative to budget,staff reiterated that the total budget amount must reflect the entire project cost.
There would not be additional dollars expended to furnish the project with chairs,concession items or
what ever else might be needed. The example given was that the cost for supplying lifeguard suits
would be a part of the total project cost that needed to be included in their budget analysis.
There was good discussion concerning the importance of revenues to the project and how this would
affect both design and materials. The consultants stated they would look at this issue very closely and
would probably suggest that future phasing be provided to keep the facility fresh and continually
attractive. Concessions were also stressed as being a priority to maximize revenue production.
POOL OPERATION
Other topic areas included the importance of a design theme,pricing and season ticket sales,types of
concessions products,diving boards,the role of deep water,competitive swimming,swim lessons and
the Health Department's review of cryptosporidian and pool design. The consultants also raised the
issue of staffing and the type of organizational structure that would need to be established to operate
the facility. We were"encouraged"to come to some conclusion soon so that those who would be
involved with the operation of the facility once it's completed could be deeply involved in the design
aspects and begin to learn how to operate it. It was suggested that staff should have the opportunity to
learn the mechanical and administrative operations necessary to manage a facility of this magnitude
this year. They emphasized that they had had similar discussions with communities that already had
experience operating a pool who were overwhelmed by the operation of a family facility such as this.
TIME LINE
A considerable amount of effort was put into developing a more refined time line and project progress
schedule that would fall within City Council meetings,public review and still get the preliminary
design to the Council by March 17 for a decision on the project. It was felt that if the city were to get
the project underway this year,in time for next year's operation,a decision would be needed by that
date. The schedule provides for the consultant to return with preliminary concepts for Council review
on February 24. A full work session with staff will be held earlier in the day followed by a
Council/Consultant work session at 5:00 pm. The consultants will return on March 4 for another work
session and public presentation to the community in the evening.
In preparation for the first meeting,staff responded to a questionnaire(attached)which helped guide
our thinking about the planning process. In addition,staff had prepared preliminary architectural
objectives that were given to the consultants as a guide(also attached). Several other program
statements were sent to them with the acknowledgement that this was work"still in progress". They
felt it was important to get as much information now as was reasonably possible.(These are also
attached.)
As for the future,conversation on the integration of a local building architect,construction manager
and civil engineer will occur. Staff will be working on this component for our next meeting along with
lining up other aspects so they are ready to go when needed,such as soil borings,wetland review,etc.
q
Draft 12/18/97
ARCHITECTURAL OBJECTIVES FOR THE EAGAN AQUATIC CENTER
1. Aquatic center should provide a strong sense of community, pride and spirit.
2. Entrance should be clearly visible and identifiable to potential users.
3. The design of the aquatic center shall be sensitive in design and layout to the residential
neighborhood to the east.
4. The aquatic center location and design should be sensitive to the natural area
surrounding the site.
5. The design should seek to take advantage of the topographic change and landscaping.
6. The design of the aquatic center is to be dynamic and allow for site and feature changes
In future years.
7. Layout of the parking lot should be designed to be easily identified and safe.
8. Vehicular and non-vehicular traffic flows should be easily identified and accessed.
Identified secondary access for emergencies and deliveries should be considered.
Operational traffic flows should be easily identified.
9. The aquatic center should be sized to accommodate community needs; considering
various and numerous user groups, i.e. tots, teens, adults.
10. Incorporate uniqueness into the central theme of the design that consistently carries
through to concessions, marketing, staffing. etc.
11. The design of the pool and structure should reflect and complement the enduring style
of the municipal center campus and not reflect any period of time.
12. The aquatic center should provide a sense of openness, deck space, green space and
family areas.
13. Provide space for activity outside of the pool Itself.
K. Quality of materials should be aesthetically pleasing, durable and provide for case of
maintenance. (Value engineering)??
15. Location of mechanical, concessions, storage,administration, and operations needs to
be laid out in a convenient and efficient manner for the public and staff.
16- Mechanical systems should provide optimum, efficient, innovative operations for the
facility.
17. Year round programming should be considered for the aquatic facility, i.e. library, civic
arena and municipal center.
18. The aquatic center should be designed for evening use.
19. Design should incorporate the ability to divide the aquatic center for multiple uses.
20. Administrative space shall be designed to consider necessary staff to safely and
efficiently conduct the business of the aquatic center.
21. Aquatic center needs to be secured in an aesthetically pleasing manner.
22. The pool design should provide features and/or "zones" for a variety of user groups.
23. Include pool elements that excite the senses, not just satisfy.
Glossary. site
Aquatic Center
Pool
2/3/98
EAGAN AQUATIC FACILITY
FUNCTION: Admissions and Season Ticket Sales
MAJOR PROGRAM USE: To take daily admissions,check on season passes as admission to pool
and answer questions.
PROGRAM OPTIONS: Sale of season tickets,answer telephones, make pool announcements.
PURPOSE: To welcome pool visitors to the facility,to act as the first contact
with the public and to easily direct the user to the pool or other area
they seek, i.e. concessions,administrative office,first aid.
GENERAL FEATURES:
• Provide good visual control of pool patrons as they enter the facility and as
they exit.
• Consider a raised platform for the admissions counter.
• Provide clear directional signage.
• Provide TV monitor for public viewing of current and predicted weather
conditions.
• Provide space for admission rules and fees.
• The entrance should continue to portray the theme of the pool.
• The entrance should portray a casual, comfortable appearance, but very
organized and business like.
• Provide cabinets,with locks on some drawers and cabinet covers for
supplies.
• Materials should be durable, hide dirt and be easy to wipe clean.
• Natural light should be a component of the workspace.
• Area should have a controlled environment that is well ventilated and
heated.
• Consider separation of people entering the pool from those exiting.
• Consider separation of daily admission from season passes.
• Provide space that does not interrupt the flow of users to the pool for the
sale of season tickets and photo identification system.
• Provide secure space for receiving money, safe shall be located in manager's
office for cash drawer and change.
• Provide closed circuit surveillance of pool admissions area, including
manager's office.
• Provide base station for announcements and control of sound system.
• Telephones - consider public pay telephone in admission area (and in patio
area).
USER/FACILITY RELATIONSHIPS:
• Pool manager's office shall be separate from admissions space but have
direct visual observation.
• Good visual observation of people as they pass from admission payment to
locker room entrance.
• Adjacent to location from which season tickets may be sold.
• View of or adjacent to pool concessions.
• Entrance provides users with a welcoming, expecting view of the facility.
9
MAINTENANCE NEE05:
• Typical maintenance Standards for cleanliness and neatness observed. ,
• Automated phone System.
STAFFING REQUIREMENT5:
• Requires from a minimum of one person, but expect two a5 customary.
During early Season will have additional Staff for Season ticket
g
2/4/98
EAGAN AQUATIC FACILITY
FUNCTION: Concessions
MAJOR PROGRAM USE: To provide an array of food from light refreshments to a lunch venue of
Prepared foods to be consumed in a patio type setting.
PROGRAM OPTIONS: Sale of items other than food, catering for special events,deli
products,fast food products, self serve products
PURPOSE: The concession shall provide users of the swimming pool with the
opportunity to quickly and efficiently purchase food and other
products, provide sufficient storage,freezer, refrigerator,shelf,display,
and food preparation space to accommodate the expected daily
attendance. Intended to be a profit center.
GENERAL FEATURES:
• Covered space, large enough to accommodate customer circulation
• Color coordination with the pool motif—coordinated signage
• Food preparation area to Health Department code
• Counter for cafeteria style access to prepared food; hot/cold display cases
• Free standing shelves, coolers,freezers (N5F) and display for self serve
items
• Storage space—size XXL
• Electrical amperage appropriately sized
• Lighting and ventilation for brightness and needs of equipment
• Natural light brought into space provided view patio
• Well ventilated space
• Defined locations for cash register(e)
• Product reader board; electronic
• Equipment for a variety of food preparations
• Easy care floor, comfortable to staff who are on their feet
• Inventory control system
• Scan mode for product sales
• Patio separate from pool deck
• Patio to feature—colorful tables, umbrellas, rust proof non-slip surfaces
• Pay phone in patio area
• Consider electrical for concessions on patio
1.15ER/FACILITY RELATION5HIP5:
• Access to reetroome for staff
• 5hopper style circulation for half of the room
• Cash registers) located to accommodate self serve and cafeteria style
patrons
• Consider raised platform
• Entrance and exit situated to minimize theft
• Direct access to storage room
• Delivery of product access;dock area —easy access to product delivery
• Access to back loading coolers
• Direct access to patio area
• Identifiable space for bussing trays
• 5eparate hand-washing sink
• Consider debit card
MAINTENANCE NEED5:
• Directly accessible janitorial "closet"soaps, bleach, mop, bucket
• Floor drain(s)
• 5crubable eurfacee
• Provide soft water
• 3 compartment sinks—with drying board
STAFFING REQUIREMENTS:
CONCE55ION MANAGER (46 MONTHS)
♦ Hire staff
♦ Train staff/supervise
♦ Develop menu
♦ Order supplies
♦ Submit invoices
♦ 5ecure change
♦ Deposit receipts
♦ Reconcile deposit/tape discrepancies
♦ Monitor inventory
ON 51TE:
♦ Lead concession worker makes work flow decisions
♦ 5taff to interchangeably
♦ Cashier
♦ Prepare food
♦ 5tock product
♦ Clean
♦ Monitor patio
Maybe stretch to pool monitor
'v
2/3/98
EAGAN AQUATIC FACILITY
FUNCTION: Guard Office
MAJOR PROGRAM USE: The main collection point for pool deck staff(as opposed to
maintenance,conceeoion5 and ticket office staff) from which
assignments and daily communications can be directed. And,a
location for which the public can go to seek assistance in case of
problems.
PROGRAM OPTIONS: Consider this space for all pool staff to go to for weekly work
schedules, clock in, message center, break location.
PURPOSE: Provide a space for administration of pool staff and for staff to
organize itself prior to the start of the workday. Break location.
GENERAL FEATURES:
• Provide staff telephone
• Space for posting of work schedules,directives,safety announcements and
other information
• Location for clock in
• Lockers for securing of clothes and personal effects
• Space for seating, breaks
• Good lighting
• Durable finishes, easy to clean
• Work space for head lifeguards
• Provide space for lost and found items
• Provide window for viewing out
• Consider separate showers
U5ER/FACILITY RELATIONSHIPS:
• Easily accessible to locker rooms for showers
• Close proximity to first aid office or include first aid location within guard
area. First aid shall be defined by wall space and identifiable to public.
• Guard office shall be easily identifiable for the public.
MAINTENANCE NEEDS:
•
STAFFING REQUIREMENTS:
2/3/98
EAGAN AQUATIC FACILITY
FUNCTION: Changing Rooms/5hower5
MAJOR PROGRAM USE: Core facilities for patrons to change clothes and Shower
PROGRAM OPTION5: Coneider "family" change rooms for parents with opposite sex children.
PURP05E: Provide a safe, Secure place for patrone to change clothes and secure
them safely. Provide for cleansing showers and re5troom5.
GENERAL FEATURES:
• Provide adequate size for bather load and to meet code
• Provide benches and individual lockers
• Water supply line and waste line to re5troom5 and showers Shall be
acce55ible for repair and Service
• Provide floor drains
• Light controls Shall be by motion detection
• 5hower controls Shall provide automatic Shut-off
• Provide dry area from ohowere for drying off
• Lockers ohall be plastic laminate — user provides lock
• Changing area ohall be well ventilated, warm in temperature
• Provide hose bib Iocation5 for washing floor
• Provide even light levels. Coneider natural light
• Provide combo of gang and private showers
U5ER/FACILITY RELATION51-1I1`5:
• 5wimmere ehall exit to the pool deck with a preference to the Shallow end.
• A logical Sequence from admi5Sion5 to lockere, Showers and deck Shall be
followed.
• Janitorial epace/etorage of janitorial 5uppliee ehall be provided adjacent to
re5troom5, acce55 to men and Iadieo.
• Office and/or lifeguard office ohould have view of entrances and exite.
• Lifeguards, pool otaff ohall have Separate locker room/adminietrative
space.
• Accee5 to firet aid etation
MAINTENANCE NEED5:
• Maintenance area Shall be located near both lockerroom areas, which Bhall
have apace for mope, cleaning products in large case lot qualitiee, hot and
cold water,floor drain.
• Textured concrete floor— Burnished block wa115
5TAFFING REQUIREMENT5:
• none
12
2/4/98
EAGAN AQUATIC FACILITY
FUNCTION: Picnic Area
MAJOR PROGRAM U5E: Picnic area for Small to large groups.
PROGRAM OPTIONS: Birthday parties, group rentals, open play area.
PURPO5E: To provide a designated space for food and beverage consumption for
facility guests, parties, and groups of varying sizes.
GENERAL FEATURES:
• Lighting for evening use
• 3 season use
• Turf with some paved areae/paths
• 5hade
• Picnic tables
• Theme incorporation
• Area for portable grill system
• Acce55ible areas
• Versatile for small to large groups
• Shelter(s)
• Trash receptacles; recycle containers
• Electric for entertainment
• Consider use of topography, i.e. terracing, etc.
USER/FACILITY RELATIONSHIPS:
• Gose to re5troom5
• Close to conce55ion5
• Eacy acce55 to play area
• Visual relationship to Patrick Eagan
• Ability to hear P.A. announcements
MAINTENANCE NEEDS:
• Acce55 for vehicles
• Turf maintenance
• Tra5h collection
• 5helter maintenance
• Sweeping/cleaning paved areas
• Picnic table maintenance
STAFFING REQUIREMENTS:
♦ Monitors, party leaders,group coordinator
15
R
1 ,
2/4/98
EAGAN AQUATIC FACILITY
FUNCTION: Play Area
MAJOR PROGRAM USE: Play elements designed to allow for digging, building, imagination, and
creativity.
PROGRAM OPTIONS: Areas for older youth, areas for combined Sand/water/wind play,
"lighthouse, Slide"...
PURP05E: To provide an alternative activity that offers play that i5 safe,
physically challenging, educational, and entertaining for all ages and
abilities.
GENERALFEATURE5:
• Integrates the "theme" into the elements (i.e. tugboat, Shipwreck,
lighthouse,foghorn, rocky Shoreline, etc.)
• 5and play areas and elements
• Water play elements
• Vi5ually attractive
• Shade provided through trees, 5ailo
• 5wi55 Family Robinson-type tree house
• A well defined, contained area
• Bench areas
• Lighting incorporated into play elements
• Three 5ea5on use
• Teen play area equipment
• Re5tricted entrance
• 5and removal and containment
• Consider continuous water flow element between 5and play area and pool
U5ER/FACILITY RELATION51-1I1`5:
• Clo5e to reotroom5
• Ea5y acce55 to pool area
• Ea5y access to picnic area
• 3 Season use requires planning for denied acce55 to certain areas
MAINTENANCE NEED5:
• 5and raking/sweeping/vacuuming
• Litter patrol
• 5afety inspection of play elements
STAFFING REQUIREMENT5:
♦ Play area/picnic area/pool monitor
- city of eagan MEMO
TO: City Administrator Hedges
FROM: Finance Director/City Clerk VanOverbeke
DATE: February 19, 1998
SUBJECT: Odd Year Elections
At your request we have talked to representatives of the three school districts
located in Eagan to determine their election dates. Each of the districts will be
having its first fall election in November of 1999. We did receive two different
responses from Burnsville, although the last one came from Jerry Ackerman, so I
believe it is correct. State law provides that if cities and schools have elections
on the same date, the cities run the elections and the school would help pay the
costs. I do not believe that school districts are required to hold all referendums
in the fall so this information pertains to school board elections only.
District 197 figures that it costs about $5,000 for them to conduct an election.
They have one of five precincts in Eagan, consequently they would expect their
share to be about $1,000. 1 don't know if that is the correct way to determine
costs or shares but it is a rough approximation of where they are. District 196
has not called back with their estimates of total cost and the person in 191 with
the information is working in a different office this week and cannot address the
request until next week. The districts would have varying amounts of financial
savings from the cities conducting the elections depending on the number of
precincts and what other communities in the districts were doing. It seems that
those savings would become a revenue stream to the cities and not necessarily
a savings to the districts, therefore the school districts would probably not have
a financial preference. It seems that Eagan could generate revenues of
approximately $5,000 by billing the school districts, although that is a rough
guess.
We will be continuing to try to assemble additional financial information as it
becomes available. Please let me know, if you would like anything else.
%t-y-
FhAnce Director/City Clerk