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09/13/2016 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY SEPTEMBER 13, 2016 5:30 P.M. EAGAN ROOM—EAGAN MUNICIPAL CENTER s ►l I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. ARTWORKS EAGAN PRESENTATION IV. WINTER PARK TRAIL MAINTENANCE V. OTHER BUSINESS VI. ADJOURNMENT Agenda Information Memo September 13, 2016, Eagan Special City Council Meeting III. 1Art Works Eagan Presentation Direction to be Considered: Provide feedback and direction on the Updated Proposal for the Eagan Fire Administration Building by Art Works Eagan. Facts: A The City Council agreed at its meeting on August 8, 2016 to place on the September 13 City Council Workshop agenda a presentation by Art Works Eagan (AWE) on their updated proposal to utilize the Fire Administration Building. Direction to hear from AWE came after reviewing the recommendation of the Finance Committee from their meeting on July 20, 2016, at which they suggested: a.) The Fire Administration Building should be refurbished/remodeled. b.) The Parks and Recreation Department should move its operation to the Fire Administration Building. c.) The City Hall/Police remodeling project should be downsized accordingly. d.) Once the ECVB has completed its obligation to pay the City back for capital cost of its space at the Community Center by 2026, the ECVB and City should evaluate moving into the upstairs of the FAB. Art Works Eagan asked for an opportunity to make a full presentation to the City Council on their proposal to rent the Fire Administration Building, noting AWE's use of the building " will be financially advantageous to the City, while also creating a community asset and allowing City Staff to remain in a single location". Staff received an updated proposal for the Fire Administration Building by Art Works Eagan on Tuesday, September 6, 2016. Representatives from AWE will be in attendance at the September 13, 2016 City Council Workshop to present in further detail the attached updated proposal. Additional information is likely forthcoming at the meeting as part of the presentation by AWE. ➢ Since the August 8 City Council Workshop, Art Works Eagan have taken tours of both Fire Station #1 and Fire Station #5. ➢ Staff has not reviewed in detail the material in the attached proposal, but pending Council direction, will be prepared to do so. Staff is also open to meeting with AWE representatives to further discuss partnership opportunities, with the intent to report back to either the Finance Committee and/or the entire City Council at a future City Council Workshop. Attachments: (2) III -1 Updated Proposal for the Eagan Fire Administration Building by Art Works Eagan III -2 Public Correspondence Updated Proposal for The Eagan Fire Administration Building by Art Works Eagan September 2016 The Art Works Eagan Board: Wanda Forman, Tim Cooper, Caitlin Dowling, Jerri Neddermeyer, & Juliet Parisi Founding Board of Directors Contact Information Art Works Eagan artworkseaganogmail. com President Terri Nedderme�er Terri neddocomcast.net jerrineddermeyer@artworkseagan.org (651) 675-6111 Treasurer Tim Cooper timprov gmail.com timcooper@artworkseagan.org (612) 213-8439 Vice President uliet Parisi i ulietmparisia gmail. com julietparisi@artworkseagan.org (608) 217-3113 Secretary Caitlin Dowling Caitlin hollytreestudios.com caitlindowling@artworkseagan.org (651) 270-0809 Wanda Borman wanda0weston. borman. com wandaborman@artworkseagan.org (651) 343-7159 Art Works Eagan (9/6/2016) °fable of Contents Art Works Eagan Contact Information 2 Executive Summary 4 Profit and Loss Projection Year 1: 2016 5 Year 2: 2017 6 Year 3: 2018 7 Year 4: 2019 8 Year 5: 2020 9 Profit and Loss Line Item Descriptions 10 Supporting Documents Studio Rental Revenue 14 Economic Impact Statement 16 Fire Admin Building Scenarios 17 Fiscal Sponsor Letter 18 3 Art Works Eagan (9/6/2016) Executive Summary September update: Art Works Eagan (AWE) is happy to provide updated numbers regarding our proposal to the City Council. These numbers reflect seven months of evolution for our proposal, including the ad- dition of a makerspace and associated programs, and numbers which reflect additional research on occupancy, grants, and donations. We've also included numbers for our proposal in the format of those presented to the Council on August 8, an economic impact statement, and a letter from our fiscal sponsor, Springboard for the Arts, which will manage grants and tax-deductible donations for us until the IRS approves our pending application for 501(c)3 status. We thank you for your interest in our proposal. 4 Art Works Eagan (9/6/2016) Art Works Eagan (9/6/2016) MMA Z" cA l0 :IO % 21 LL-AON ;c, 14 zVPO cr i's .1; LLAGS O '1 111 N n r N m L O cLL•6ntl O. 17 �t 'da �l NN a-Inf, 1. !9. cq�-unr IR 7 q R: IM 66 a 0 clF ts % ;'i;, 19 W. 7 .71 "L Tr 13-jew t cR O & I.Vuer A clF cS ILIO'd , M ;ON MOA 'OPd 12 'So 9 Art Works Eagan (9/6/2016) F= 40 A a % [�! 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S u Art Works Eagan (9/6/2016) Profit and Loss Line Item Descriptions Revenue Studio Rent • As delineated by studio rental revenue worksheet • Month 1, initial investment and equipment bids • Month 2, 0% occupancy, set-up, applications for rental • Months 3-4 of operation, 50% rental occupancy • Month 5-8+ of operation, 10% occupancy increase monthly to 90% Membership Dues $50 per membership annually with membership drives in March and September • Year 1: 150 new memberships at each drive (300 total) plus 4 new members monthly ($17,000) Years 2-4: number of memberships increase by 20% annually Year 5: hold income estimate from year 4 ($29,400) as comparable to the annual average of com- parable organizations ($26,774) Events • $5 per person per event with an average of 100 attendees per event • Year 1: 10 events annually; increasing by 4 events annually to 24 event in year 4 ° Event refreshment and food sales will cover event costs 10 Art Works Eagan (9/6/2016) Revenue continued Sales Commission ® 30% commission to be charged on all sales of gallery and retail art ® Year 1: 30% of $10,000 gross annual art sales ® Year 2-5: 20% increase in gross art sales annually ® For reference, Eagan Art House Holiday Sale > $10,000 gross sales for one event Facility Rental ® $400-$500 monthly in rental of common spaces Donations ® Year 1: $200,000 capital investment drive Year 2: $20,000 • Years 3-5: increasing 5% annually through 5 years Grants Received ® Year 1: $10,000, increasing by $5,000 annually through year 5 Average grants received annually for comparable organizations is $120,000 11 Art Works Eagan (9/6/2016) Expenses Salary/Payroll Expenses Years 1-2: $30,000 annually for staff ® Years 3-4: $40,000 annually for staff ® Year 5: $50,000 annually for staff Expenses: Equipment/Supply • Amount budgeted is 5% of the average claimed by comparable organizations ® The entire amount will likely not be applicable to AWE. Office Expenses ® Administrative supplies • 20% of the average claimed by comparable organizations Legal ® Budgeted amount is consistent with the average claimed by 3 comparable organizations ® Note: average figured by removing four comparable organizations whose claimed legal fees were all $0 Accounting • 40% of the average claimed by comparable organizations Advertising/Promotion ® 20% of the average claimed by comparable organizations Occupancy ® Rental of 8,300 ft2 in the Fire Administration Building at $10/ ft2 ® 60% overage added to cover potential issues with maintenance, utilities, remodeling Amount budgeted is therefore: $7,000 x 1.60 = $11,200/month 12 Art Works Eagan (9/6/2016) Expenses continued Insurance ® 60% of the average claimed by comparable organizations Bank Balance ® Monthly bank balance with a $200,000 operating start-up fund Percentage Balance Tracks each line item as a percentage of either total revenue or total expense Creates a cross check system for formulas in the spreadsheet 13 Art Works Eagan (9/6/2016) Studio rental revenue 14 Art Works Eagan (9/6/2016) Studio Spac- es Unit Rate/Unit Monthly Revenue Garage Ceramics Spaces $3 75 Private Studio #1 100 SgFt $3.75 $375.00 Private Studio #2 100 SgFt $3.75 $375.00 Private Studio #3 100 SgFt $3.75 $375.00 Private Studio #4 100 SgFt $3.75 $375.00 Private Studio #5 100 SgFt $3.75 $375.00 Common Space Members (Daytime) 8 Members $125.00 $1,000.00 Common Space Members (Evening) 8 Members $125.00 $1,000.00 Main Flood Spaces (w/ w�rtdows)`, f '' $2 75 Conference Room 355 SgFt Common Battallion Chief (corner) 160 SgFt $2.75 $440.00 Fire Chief 120 SgFt $2.75 $330.00 omens Barracks 60 SgFt $2.75 $165.00 Mens Barracks 60 SgFt $2.75 $165.00 Ambulance Crew 80 SgFt $2.75 $220.00 ork Room Kitchen Common Ambulance Crew Kitchen Common Reception Common: AWE Offices 14 Art Works Eagan (9/6/2016) Studio Rental Revenue (continued) Non -Ceramic Rent: Ceramic Rent: Total Rent Revenue: 50% RENTAL CAPACITY $6,092.50 60% RENTAL CAPACITY $7,311.00 70% RENTAL CAPACITY $8,529.50 80% RENTAL CAPACITY $9,748.00 90% RENTAL CAPACITY $10,966.50 $8,310.00 $3,875.00 $12,185.00 15 Art Works Eagan (9/6/2016) econd Floor Spa.ces (w/o w�ndows)Fx z ;f � � 4 �L X $225 � - 210: Performing Groups 210 SgFt $2,25 $472.50 209 -AV Storage 150 SgFt Common 208: Performing Groups 130 SgFt $2.25 $292.50 Kitchen Common Common Space Members (Daytime) 15 Members $30.00 $450.00 Common Space Members (Evening) 15 Members $30.00 $450.00 Basement SpA6 (w/o wixN ndows) $175 ... ,. . roughly 9 units of 100 SgFt 900 SgFt $1.75 $1,575.00 Makerspace Members (Daytime) 15 Members $125.00 $1,875.00 Makerspace Members (Evening) 15 Members $125.00 $1,875.00 Non -Ceramic Rent: Ceramic Rent: Total Rent Revenue: 50% RENTAL CAPACITY $6,092.50 60% RENTAL CAPACITY $7,311.00 70% RENTAL CAPACITY $8,529.50 80% RENTAL CAPACITY $9,748.00 90% RENTAL CAPACITY $10,966.50 $8,310.00 $3,875.00 $12,185.00 15 Art Works Eagan (9/6/2016) Economic Impact Statement Direct Economic Impact of ALIVE in FAB Revenue Expenses Annual Direct Economic Impact InitialInvestment $200,000 $0 $200,000 Year 1 $136,809 ($296,458) $433,267 Year 2 $210,046 ($213,628) $423,674 Year 3 $2241453 ($225,224) $449,677 Year 4 $239,860 ($226,824) $466,684 Year 5 $247,008 ($236,832) $483,840 Year 6* $2597358 ($248,674) $508,032 Year 7* $2721326 ($261,107) $533,434 Year 8* $285,943 ($274,163) $560,105 Year 9* $300,240 ($287,871) $588,111 Year 10* $315,252 ($302,264) $6177516 Year 11 * $331,014 ($317,378) $648,392 Year 12 $3471565 ($333,246) $680,811 Year 13 $364,943 ($349,909) $714,852 Year 14 $383,190 ($367)404) $7501595 Year 15 $402,350 ($385,774) $788,124 Year 16 $422,468 ($405,063) $827,531 Year 17 $443,591 ($425,316) $868,907 Year 18 $465,770 ($446,582) $912,352 Year 19 $4891059 ($4687911) $957,970 Year 20 1 $513,512 ($492,357)1 $1,005,869 20 Year Total Direct Eco- $13,419,743 nomic Impact *As a non-profit organization, net positive income will be reinvested into more programming and services for the community. An annual multiplier of 5% is added to both revenue and expenses for years 6-20. 16 Art Works Eagan (9/6/2016) YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) N o oo'oo 0 0. 00 0 'o s p>� -o 0 ti Y i 00'1 O O NM. O -. � O C N O K. O to ll N �-1 ' W o � <m N O o,� ®t®1 ' A -ii c c m .-I m , V V v m O'py O LL W m' C m y > j 3 c Ian 0 W U N LA O LL U U 0 N 02i Q � � v bCA =CIO C C O C p u T Ll = CO C W > C U K E o C a V a 2 C L D LL a Lm- O f0 D W m CJ it u w> II d 0 V O/ Lai V Q w m a w YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) N o oo'oo 0 0. 00 0 'o Y -o 0 ti Y i 00'1 O O NM. O -. � O C N O K. O to ll N �-1 ' W o � <m N O o,� ' } ' A -ii c c m .-I m , V V v m O LL W m' C m y > j 3 c Ian 0 W U N O LL U U W v - m c @J w -� YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) N lj' 0 0. 0 0 -0 OO O Y 0 ti Y i 00'1 O O NM. O -. � O C N ,�vry'i �-1 '� o � + N N U..3 �Q ' } c c m .-I m , V V v m O LL W m' C m y > j Lx �° Ian 0 W U N YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) 3 �+ `mk O O O 0 Y ti E O 00'1 0 0 Nm 0 O O C O �av ,�vry'i �-1 00 o � + N OC C w ' } c c m .-I m , V V '.cw: O LL W o C m y > j C £ Q Ian 0 W U N O LL U U W v - m c @J w YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) O Y ti E r^ F- c �-1 ruT a c c m N V V 'C O LL W E C m y > j O N Ian 0 W U N Q U U W v - m YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) Y ti F- ruT a c c m N V V O LL W C m y > j ru a Ian 0 W U N U U W v - m c @J w -� O/ E T N Oa `1 C v a U m N T T a° Lai. o NO ON 2 � YO M o m � c Z5 c C v • e 17 Art Works Eagan (9/6/2016) SPRINGBOARD September 2, 2016 Eagan City Council 3830 Pilot Knob Rd. Eagan, MN 55122 Re: Fiscal Sponsorship Agreement To Whom It May Concern: I am writing this letter to notify you that Springboard for the Arts has agreed to act as fiscal sponsor for Art Works Eagan. They've been a member of our fiscal sponsorship program since March of this year, and have proved themselves a prepared and capable organization in that time. If a donation or grant is made to support Art Works Eagan, Springboard for the Arts assumes full responsibility for its proper fiscal management and accounting, and we endeavor to the best of our ability to ensure that all reports required by the granting organization are accurate and submitted on a timely basis. If you have any additional questions as to the nature of Art Works Eagan's sponsorship, I'm happy to address them at your convenience. Sincerely, John Bell Business Manager Springboard for the Arts 18 Art Works Eagan (9/6/2016) Cheryl Stevenson From: City of Eagan <webmaster@cityofeagan.com> Sent: Saturday, August 27, 2016 1:12 PM To: City Council This is an enquiry email via http://www.cityofeagan.com/ from: Shelly Medernach <s99mm8@hotmail.com> Thank you for the great job you and the Eagan Council do to make Eagan a well run and responsible city. I am writing in support of Eagan Art Works and their mission. Art helps give our community vitality. I am a retired art teacher and artist. I would be willing to pay a regular fee to have access to studio space. Please give their proposal serious consideration. Thank you and have a great day! 3430 Rolling Hills Drive Eagan, MN 55121 City Council 3830 Pilot Knob Road Eagan, MN 55122 To the members of the City Council, The City Council is considering a proposal from the newly formed ART WORKS EAGAN. They are interested in renting the Fire Administration Building for artistic, handicraft, studio and gallery purposes. The community of Eagan has a fine Parks and Recreation Dept. and has assumed theactivities of the Eagan Art House. At this time, that facility is excellent for a "limited scope" of endeavors. Children's summer programs overflow its space. Painting classes and pottery classes can be held there. However, there is a much larger program that could be offered in expanded facilities. No plans seem forthcoming. As a community of a vast number of apartment complexes, condo and town homes, with four more proposed, these Eagan residents do not have space for workshops and studios in their homes. A growing older population in this community could use expanded artistic opportunities, as Eagan has many physical recreational activities. Workshops for stained glass, woodworking, fused glass, fiber crafts and other handicrafts that require space, specific equipment and instruction, require a facility as proposed by ART WORKS EAGAN. Community exists when people can work together, sharing ideas and developing relationships with others with similar interests. A community like Eagan with more than 65,000 residents needs to offer more than physical recreation but also creative recreational opportunities. ART WORKS is proposing such an endeavor that the city thus far, has not seen as a relevant concern. Planning for this has fallen short and you have a group that is willing to take on this need, with the help of a physical location. Support for a plan and program, without a physical location will be more difficult. AWE has raised funds and will raise even more with a supportive vote from the City Council. Sincerely, A twenty -t year residen , Pat McKinley Cheryl Stevenson From: JonJan Childers <childers jj@gmail,com> Sent: Sunday, September 04, 2016 5:57 PM To: City Council Cc: artworkseagan@gmail.com Subject: Art Works Eagan I have taken many pottery classes at the Eagan Art House over the past 14 years. I am also a substitute pottery instructor at the Eagan Art House. I also enjoy photography and other artistic endeavors. As a retired architect and with a minor in art, the proposal by Art Works Eagan would be a great addition to the quality of life for people in Eagan and could bring in people from nearby communities. Thank you for your service to Eagan and your efforts to make Eagan a great place to live. Jon Childers 1237 Mourning Dove CT. Eagan, MN 651-454-3168 Cheryl Stevenson From: Linda Imbertson <limbertsonl@gmail.com> Sent: Sunday, September 04, 2016 5;46 PM To: City Council Subject: Letter in support of Art Works Eagan Dear Eagan City Council, Art Works Eagan has shown dedication and creativity in forming an organization to address many of the missing pieces necessary to make Eagan a first-class arts city. I am confident that they will continue to do so, and that making them a stronger organization will have both short-term and long-term benefits to the community, even beyond what we anticipate today. I ask the council to find some of the same dedication and creativity in assisting Art Works Eagan to fulfill their mission and create a stronger and better city of Eagan. - Linda Imbertson Cheryl Stevenson From: bgraycarek@comcast.net Sent: Thursday, September 01, 2016 4:42 PM To: City Council Subject: Art Works Eagan - Fire Administration Building Dear Eagan City Council, I believe, in the best interest of the Eagan community, that the city should actively partner with Art Works Eagan to provide, additional arts services in support of the high quality of life standards that Eagan has for its residents. While our existing arts community serves its purpose well, Art Works Eagan is committed to providing some important additional services, including a public gallery, permanent retail and studio space for local artists and a small performance venue. The Fire Administration Building is an obvious choice for an art center to provide these services and I was happy to hear that Art Works Eagan is interested in making this happen. The city has a great opportunity at this moment to make good use of a surplus building while also creating an asset for the community. This is important for maintaining a vibrant community, and I ask that you support Art Works Eagan in their mission. Sincerely, Barbara Graycarek 4539 S. Mallard Trail Eagan, MN Cheryl Stevenson From: Maria Hed <mariahed2001@yahoo.com> Sent: Tuesday, September 06, 2016 11:48 AM To: City Council Cc: artworkseagan@gmail.com Subject: Operating the Fire Administration Building as an art center Dear Eagan City Council, As a long-time student of the Eagan Art House (I took my first class in 2009), 1 fully support the work of AWE to propose that the Fire Admin building become a purpose-built art center. I attend Adventures in Watercolor every Thursday from Sep through April, and my children also enjoy EAH classes and camps. The instruction we all receive is always above -and -beyond our expectations, and the instructors do their very best to make the most of their facility. I feel that they would do an even better job, and they would provide an even better service to our community, if they had a new, modern, purpose-built building to work from WITH WI -FI! Wi-fi seems like a small thing, but it is critical to us students in order to research and review artists, paintings and references. Thank you for your consideration. Please support Art Works Eagan in their efforts to improve our city. Sincerely, Maria Hed Cheryl Stevenson From: Karen <rosesculptor@msn.com> Sent: Tuesday, September 06, 2016 12:31 PM To: City Council Subject: Art Works Eagan Dear Eagan City Council, I believe it is in the best interests of the Eagan community for the city to actively partner with Art Works Eagan to provide more arts services to city residents. While Eagan's existing arts community serves its purpose well, there are several aspects missing which Art Works Eagan promises to remedy, including a public gallery, a permanent retail space for local artists, studios for working artists, a makerspace, and a small performance venue. These services are important for maintaining a vibrant community, and I ask that you support Art Works Eagan in their mission. Sincerely, Karen Ask Cheryl Stevenson From: Jessica Konicek <jrkonicek@gmail.com> Sent: Wednesday, September 07, 2016 7:12 AM To: City Council Subject: Please support Art Works Eagan Dear Eagan City Council, I am writing in support of Art Works Eagan and their mission to expand the local arts community. Their goals, including studio space for working artists, a makerspace and gallery, are all significantly lacking in the local area. An art center will provide vital opportunities to local artists and residents, filling a gap for work and retail art space that exists within the southern metro. There are some great art resources in Eagan already, making it the perfect location to take this next step and continue growing a strong and thriving arts community. I ask that you support Art Works Eagan in their mission to provide these much needed services and spaces. Sincerely, Jessica Konicek Cheryl Stevenson From: Joyce Mitchell <jmit49@gmail.com> Sent: Tuesday, September 06, 2016 10:10 PM To: City Council Subject: Art Works Eagan (AWE) Dear Eagan City Council Members: I am writing to ask you to support Art Works Eagan. I have been a resident of Eagan for more than 28 years, during which time Eagan has grown and prospered immensely. Among other things, the amount of retail has increased enormously, a healthy business climate has been fostered, and the city benefits from a wonderful community center and park system. However, a first-class community needs to be well rounded. Although I am not an artist, I have been taking classes at the Eagan Art House for the past year and a half. During this time I have come to realize that the arts are an underserved aspect of the Eagan community. Art Works Eagan has numerous ideas that would enhance the Eagan arts scene, including studios for working artists, a public gallery, permanent retail space for local artists, and a small performance venue. Art Works Eagan also has passionate, creative, and dedicated individuals who would work hard to bring these ideas to fruition. Please give your full support to Art Works Eagan in their efforts to make our city even greater. Thank you, Joyce Mitchell 1334 St. Andrew Blvd. Eagan, MN 55123 Cheryl Stevenson From: Marie Biallas <gypsyheartjewelry@hotmail.com> Sent: Wednesday, September 07, 2016 7:37 AM To: City Council Subject: Art Works Eagan Dear Eagan City Council, As an artist myself, I understand the vital importance of the mission of Art Works Eagan. I believe the organization has the best interests of the Eagan community at heart to provide more arts services to city residents. The Fire Administration Bldg. is perfectly configured for the purposes they propose, such as a public gallery, a permanent retail space for local artists, studios for working artists, a makerspace, and a small performance venue. Eagan already has a rich base of talented artists, we need the city to support the local artists which will encourage more artists to emerge so I respectfully ask that you support Art Works Eagan in their mission. Sincerely, Marie Biallas Cheryl Stevenson From: City of Eagan <webmaster@cityofeagan.com> Sent: Wednesday, September 07, 2016 9:50 AM To: City Council This is an enquiry email via http://www.cityofeagan.com/ from: Shelly Medernach <s99mm8@hotmail.com> I support EAW's mission to provide more services for artists esp: studio space and a performance venue. I would be WILLING to PAY a FEE to use a studio or community studio. Art brings vitality to a community! Thank you and have a nice day:) Cheryl Stevenson From: Mitzi Gramling <chatterton4@gmail.com> Sent: Wednesday, September 07, 2016 4:06 PM To: City Council Subject: Art Works Eagan and the Fire Administration Building. Dear Eagan City Council: We have lived in and paid taxes to Eagan for 32 years. Our children attended school in Eagan and we've valued our community. Over the years we've seen many changes and much growth in our community, to the point that Eagan is now a maturing community, rather than the fast growing, newish community that it was 32 years ago. For the most part during our residency here, we've had to go out of Eagan for culture and art. That's fine, but it's time now for Eagan to take the next step in its cultural growth, to make it an even better community. The City of Eagan now has a great opportunity to make good use of an underutilized, surplus building, the Fire Administration building, to create a important asset for our community. Art Works Eagan is a fabulous group of talented Eagan artists, with great ideas to take our community to the next step in our development. In general we do not want the City to get into the business of being a landlord, but the Fire Administration Building is underutilized, in a prominent location in Eagan, and we support the mission of Art Works Eagan to convert the building into a vibrant arts center. In its current condition, the building is an eyesore due to its deteriorating condition. Converting it to an arts center is good for business in Eagan as it will make us an even more attractive, well-rounded community, and is good for its residents for the same reason. We think a less than full market rate rental of the Fire Administration Building to Art Works Eagan will provide a much needed cultural asset to the community. We support our tax dollars to be used to support this project. Thus, please support the arts in Eagan by working with Art Works Eagan to find a home in the Eagan Fire Administration Building, and support their mission. Feel free to contact us if you have any questions about this letter or our support for this project. -Mitzi and Rich Gramling 1375 Chatterton Road Eagan, MN 55123 651-454-6046 VE "Is�, Cela C`��e�, NEIL uf�jk (NI) Vv cS��e01L\ LASv.°[���5 (�l\SS�CN to �ni j JuP�tE �l�i^,�CES `r�� I0CQJ To, 4,1, bn,5 L-+vFtzS� to � Ce��nMuh �� �A I �A-��AVQA 2�0 t5�503 Agenda Information Memo September 13, 2016 Special City Council Workshop IV. Park Trails Winter Maintenance Direction For Consideration: Receive information for further consideration of winter maintenance of park trails and direct any modifications of the Winter Trail Maintenance program to the October 4, 2016, regular Council meeting for formal action. Facts: ➢ In 1998, the City Council adopted a Winter Trail Maintenance Plan that allows the Council to annually review and reconsider the extent of the trail system that is designated for maintenance during the winter months. ➢ The City's trail system has continued to grow along with the public's acceptance of the winter trail maintenance program. The current program consists of 77.1 maintained miles out of a total 123.4 mile system (62.5%) and is maintained completely with City staff and equipment. ➢ In accordance with the City's Winter Trail Maintenance Program, written public requests for additions to the Winter Trail Maintenance Policy will be considered when accompanied by a petition of 50 properties lying within %Z mile of the segment to be considered. ➢ On May 10, 2016, the City Council received a petition containing 79 signatures representing 74 Eagan properties requesting that a portion of the Highline Trail, from Blackhawk Road to Pilot Knob Road, as well as a trail loop in Thomas Lake Park, be plowed. This segment of trail is approximately 13,305 feet in length. ➢ While the Council denied the request, they agreed more information was needed regarding possible winter maintenance of park trails. They directed Parks and Recreation and Public Works staff to look at all City parks to consider winter maintenance of trails, as well as consider other winter activity options, such as cross country skiing, snow shoeing, etc. ➢ To date, the only recreational trail segments approved for winter maintenance are 0.40 miles of trail at Central Park, a community park. ➢ In accordance with the City's Winter Trail Maintenance Program, if added, any park trail segments would be included as Priority Level 4 routes. ➢ Parks and Recreation and Public Works staff have proposed three park trail segments for the Council's consideration. The trail segments could be considered individually or collectively. Based upon the 5 -year average, the annual cost per mile for winter trail maintenance is $1,257 per mile. o Central Park: 4,756 linear feet = 0.90 miles ($1,130) o Highline Trail (Rahn Athletic to Johnny Cake Ridge Rd & Johnny Cake W Side to Diff ley): 10,400 linear feet = 1.97 miles ($2,480) o Thomas Lake Park: 8,210 linear feet= 1.55 miles ($1,960) The collective proposed additional trail plowing totals 4.43 miles in length. The total estimated annual cost for adding 4.43 miles is $5,570. ➢ The addition of any of these park trail segments would likely impact the ability to maintain the current level of winter trail maintenance service approved by the Council in November 2013. Depending upon the amount of snowfall or the number of snow events each winter, the current equipment and staffing levels are nearing maximum productivity. Taking into additional consideration the planned addition of trail(s) adjacent to Vikings Parkway by Winter 2018/19, it is probable that equipment, staffing or priorities may need to be adjusted. ➢ If one or more park trail segments are added to winter maintenance responsibilities, staff would suggest adding each segment as an advertised trial run. Understanding these segments would be addressed at the lowest priority levels, more significant storm events would enact strict priority plowing endeavors, limiting the ability to complete these segments. That said, some park trail segments may be plowed before higher priority trails due to efficiency, in some instances. Drifting on park or recreational trails may not be equal to a snow event and would likely not justify replowing. ➢ Staff have completed a comprehensive analysis of all current parks and associated trails in response to the Council's direction and will be happy to address any questions the Council may have. Accordingly, staff do not expect to provide an annual review of park trails, with or without petitions, except for the possible addition of new community parks. ➢ While the Council is able to revise the City's Winter Trail Maintenance Program, they may want to consider the appropriateness of modifying the Winter Trail Maintenance policy to more fully address the accommodation of park trails, if park trail segment maintenance is desired to be added. Attachments: (4) IV -1 Central Park Exhibit IV -2 Highline Trail Exhibit IV -3 Thomas Lake Park Exhibit IV -4 Presentation Slides tAR PA tAR as a a '.. 4�s i. y t T \ t °'1 XY 1 .:- i ���� +rr = �� � a'=.•, r - ■s •=�s'`e :r ��. f �� Y ■r_, rpt a rs ,? i� s# pp .1 s .4 s Z �` ■y3 ' �i } -c �i��j � � � � � i. '�' ". f t i. K? �"s- to s3 � i"5, __ W 4.. 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