03/17/1997 - City Council SpecialAGENDA
SPECIAL CITY COUNCIL MEETING
Monday
March 17,1997
5:00 p.m.
Community Room - Municipal Center Building
I. ROLL CALL & ADOPTION OF AGENDA
II. VISITORS TO BE HEARD
5:00-7:00 III.. JT MTG WITH ADVISORY PARKS, RECREATION
& NATURAL RESOURCES COMMISSION
• Consideration of lawn chemical ordinance
• Direction Re: Central Park & Other Capital Items
Recognized in Lee Markeil Letter/January 31, 1997
• Direction Re: Acquisition of North Park
(Borchert Ingersoll)
• Prioritization of CIP Items
• Direction Re: Patrick Egan Park Master Plan
(includes direction re: acquisition of Lee Anderson Parcel)
• Citizenship Wetland Assessment Project
•
Public/Private Recreation Programming
• Other Business
7:00 IV. DIRECTION, AIRPORT RELATIONS COMMISSION,
PROFESSIONAL CONSULTATION
7:10 V. 1997 COMMUNICATIONS WORK PROGRAM/
WALLACE GROUP
VI. OTHER BUSINESS
VII. ADJOURNMENT
Y_
city of eagan
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 12,1997
SUBJECT: SPECIAL CITY COUNCIL ME:ETINGIMARCH 17,1997
A special City Council meeting is scheduled for Monday, March 17, 1997 at 5:00 p.m. in
the Community Room in the Eagan Municipal Center. The meeting is structured as a
joint session with the Advisory Parks, Recreation and Natural Resources Commission
from 5:00 to 7:00 p.m., and then two other agenda items will be discussed which include
direction to the Airport Relations Commission regarding professional consultation and the
1997 Communications Work Program revision for the Wallace Group.
The Advisory Parks Recreation and Natural Resources Commission will leave the special
City Council meeting at approximately 7:00 to begin their monthly APRNRC meeting in
the Council Chambers.
JOINT APRNRC MEETING
There are seven items listed on the agenda that require policy direction by the City
Council to the APRNRC. The following provides a brief discussion about each item
followed by the direction the APRNRC and City staff needs relevant to the agenda item.
Also included for City Council review are a number of items that are considered
informational and, if time permits, it may be appropriate to discuss one of those items.
CONSIDERATION OF LAWN CHEMICAL ORDINANCE
This item has been considered by both the City Council and APRNRC. Since the
Council's last discussion, a draft ordinance has been finalized and forwarded to
commercial applicators for comment. Enclosed on pages _7_ through c is a copy of
memo from Water Resources Coordinator Rich Brasch regarding this matter.
Special City Council Meeting
March 17, 1997
ACTION TO BE CONSIDERED:
To provide direction as to whether a lawn chemical ordinance or continuation of
community wide education is appropriate for coordination by the APRNRC and City staff.
DIRECTION REGARDING CENTRAL PARK AND OTHER CAPITAL ITEMS
LEE MARKELL LETTER
Lee Markell, Chair person of the APRNRC sent a letter to the City Council dated January
31, 1997, asking for direction on several capital items including steps for a study and of
possible locations and functions of community facilities including a central park. For a
copy of that letter, refer to page(s) It -
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and staff regarding each of the following items:
ACQUISITION OF NORTH PARK
During the past three years, the City has been considering the acquisition of a tax
forfeited parcel of property that was formerly owned by Borchert Ingersoll, located in
northeast Eagan, more specifically, north and adjacent to Gopher Smelting. The property
has been referred to as "North Park." To date, the City has not officially acquired the
property and at a recent joint meeting of the City Council and Advisory Planning
Commission held on February 25, there were questions and concerns raised by City
Council members as to whether the property should be acquired and designated as
parkland. Whether the City should or should not acquire the tax forfeited property from
the County and proceed with its designation as a park needs to be determined before any
additional cost is incurred in finalizing the acquisition.
For copy of background information, refer to a memo prepared by the Director of Parks
and Recreation found on pages -tom through �. For information relative to the state
legislation which granted the City the right to acquire the parksproperty and the
exchange of property, a memo is enclosed on pages through prepared by the
City Attorney's office. For a technical review and information relative to the environmental
review the City has conducted, refer to correspondence prepared by the Superintendent
of Parks to the MPCA on pages A through �.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and staff regarding the future acquisition of North
Park.
Special City Council Meeting
March 17, 1997
PRIORITIZATION OF CIP ITEMS
Direction was given by the City Council to the APRNRC to evaluate all capital projects
identified in the park systems plan and reprioritize those projects with the assumption that
the only revenue source available for financing the CIP is the Park Site Development
Fund.
Enclosed on pages ;2!� Through is a copy of a work plan prepared by the
Acquisition and Development Subcommittee of the APRNRC in regard to the CIP items.
If the Council concurs, the subcommittee and commission will use this format as an
approach to its prioritization.
ACTION TO BE CONSIDERED:
To provide direction as to how the APRNRC evaluates the CIP.
PATRICK EAGAN PARK MASTER PLAN
The APRNRC is asking for direction regarding the preparation of a master plan for Patrick
Eagan Park. Also addressed is the status on the acquisition of the Lee Anderson parcel.
Enclosed on page(s)_ is a copy of a memo from the Director of Parks and
Recreation.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC regarding the preparation of a master plan for
Patrick Eagan Park.
CITIZENSHIP WETLAND ASSESSMENT PROJECT
The City has used volunteers from throughout the community for lake monitoring for a
number of years. The City has an opportunity to work with Dakota County, the Minnesota
Pollution Control Agency and the Audubon Society to expand citizen wetland monitoring
to cost effectively provide additional useful information for local government wetland
management. The program would require a modest commitment of staff time but it has
the potential of leveraging substantial additional monitoring information without additional
out-of-pocket costs for the City. Additional information concerning the program is
enclosed in the memo on pages ,PRthroug�.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC regarding participation in the Dakota County
Wetland Assessment Monitoring and Awareness Program in cooperation with the MPCA
and Audubon Society.
3
Special City Council Meeting
March 17, 1997
PUBLIC/PRIVATE RECREATION PROGRAMMING
The City of Eagan has been contacted by the Lost Spur Country Club, the Osman Shrine
Temple, asking if the City would be interested in using the golf course on a cooperative
basis and providing lessons, leagues, etc. The City has also been contacted by the
Eagan Athletic Club about some joint public/private recreation programming at that
facility. Following a meeting with Fred Morgan, owner of the Eagan Athletic Club, it
appears that his interests extend further and may include the potential for City
participation in the club itself. Staff has requested a letter from Mr. Morgan in this regard.
It is hoped that the letter will be available for review on Monday's meeting.
Enclosed on page�A�q for City Council review is a copy of a letter from the Shrine.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and City staff regarding future discussions with the
Osman Shrine Temple regarding the Lost Spur Country Club and Eagan Athletic Club for
joint recreational programming opportunities.
AIRPORT RELATIONS COMMISSION PROFESSIONAL CONSULTATION
At a special City Council meeting held jointly with the Airport Relations Commission on
October 15, 1997, commission members presented a number of items for discussion with
the City Council including the possibility of the City retaining a national consultant from a
legal and operations standpoint to support the City in various noise abatement activities.
The packet information from that meeting is enclosed on pages - / through :3.5 The
minutes of the meeting reflecting the discussions are enclosed on page a 0e. Based on
the Council's indications at that time, the commission requested responses from a
number of nationally recognized firms. A copy of one of the letters outlining the City's
potential needs is enclosed on pages through J�-. The City has received one
response to date due to conflicts within the industry due to firms representing other cities
in our metropolitan region.
Earlier this year, the commission determined that it would be worthwhile to move forward
with further analysis of the one proposal received and solidify a cost proposal for
consideration by the City Council. At that time, the commission asked that the Council be
informed of its intentions to be certain that it was operating within the direction given. A
question was raised about the informative item, but no direction was provided at that time.
The commission has asked that its Chair, Jon White, approach the City Council to get
clarification as to whether to investigate the costs of a proposal in this regard or to
discontinue work on this matter. While this is not a joint meeting, other members of the
commission may be present as well.
4
Special City Council Meeting
March 17, 1997
ACTION TO BE CONSIDERED:
To approve or deny the continued exploration of outside professional consultation by the
Airport Relations Commission along the lines defined in 1996.
1997 COMMUNICATIONS WORK PROGRAARIWALLACE GROUP
The 1997 Communications Work Program was presented at a Special City Council work
session on February 4. At that meeting the City Council discussed each of the goals
outlined by the Communications Coordinator and the Wallace Group. Staff was directed
to revise the goals and budget to represent to the City Council. The Communications
Coordinator, Assistant to the City Administrator Duffy and City Administrator have met
with Roy and Sheri Wallace and reviewed all of the objectives that were originally outlined
in the proposed1997 Work Program. The list has been revised and reprioritized for
consideration by the City Council. For a copy of that information, referto the memo from
the Communications Coordinator enclosed on pages Z through.
Please note that the attached information attempts to separate the tasks that are
performed by our in-house Communications Coordinator from those goals that would be
outsourced to the Wallace Group. Adopting a communications plan and providing more
written/formal communications with the business and residential community was identified
as a top goal for several years by both the City Council and management team at annual
retreats. Due to funding restrictions, it took a couple of years to hire a Communications/
Recycling Coordinator (one-third recycling and two-thirds communications). It has been a
conscious decision of the City Council to not add any additional staff but to outsource
additional communications objectives to a consultant. The Wallace Group was hired in
November of 1995 and some of their accomplishments, as directed by the City Council, in
1996 are outlined in the attached memo.
ACTION TO BE CONSIDERED:
The Wallace Group and staff are looking for direction regarding the Communications
Work Program for 1997, as presented.
iImillizAWI(e] Ai.��
TLHreh
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TO: CITY COUNCIL C/O THOMAS HEDGES
ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: ADOPTION OF LAWN CHEMICAL CONTROL ORDINANCE
DATE: MARCH 12, 1997
Background
At a joint meeting of the City Council and the Advisory Parks, Recreation. and Natural
Resources Commission on December 4, 1996, one of the agenda items was the passage of a lawn
chemical control ordinance as an aid in reducing phosphorus loads to the community's lakes.
The City Council directed staff to meet writh potentially affected commercial applicators
regarding this issue. Staff held that meeting on January 30, 1997. The attached memo to the
Advisory Parks, Recreation, and Natural Resources Commission summarizes the results of the
meeting and describes two options for action on the lawn chemical control issue.
At its February- 24. 1997 meeting, the APRNRC voted unanimously to recommend to the City
Council that a lawn chemical control ordinance be developed in accordance with the components
agreed on by a working committee of APRNRC and City Council members (see attached
Fertilizer Control Ordinance - Draft Components) and that the ordinance be adopted for
implementation this spring. The APRNRC also directed staff to send a draft of the fertilizer
ordinance to all commercial applicators invited to the January 30 meeting and solicit their input
on the content of the ordinance. On February 26, staff sent a draft ordinance out for review and
requested that comments be forwarded to the City by Friday. March 14. Thus far. comments
have been received from four of the 15 parties to whom the draft ordinance was sent. A
summary of those comments is attached. Staff will be prepared to report on the nature of all
comments received at the March 17 City Council/APRNI RC workshop.
Council Direction Requested
Staff request direction regarding preparation and adoption of a lawn chemical control ordinance.
As mentioned previously, the APRNRC has recommended that the City Council proceed with
adoption of an ordinance so it can be implemented as early as possible this year.
A, - J, , /-; '- � �
Rich Brasch
Water Resources Coordinator
9
TO: ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: OUTCOME OF MEETING WITH COMMERCIAL LAWN APPLICATORS;
OPTIONS FOR FUTURE ACTION
DATE: FEBRUARY 17, 1997
At a joint meeting of the City Council and the Advisory parks, Recreation, and Natural Resources
Commission on December 4, 1996, there -vas a discussion concerning the possible adoption of a
lawn chemical control ordinance as an aid in reducing phosphorus loading to lakes. The draft
ordinance was aimed primarily at licensing of commercial applicators. Commercial applicators
service about one-third of the residential ;awns in Eagan and most commercial and industrial
property. After some discussion, it was agreed that it would be helpful for staff to meet with
potentially affected commercial applicators regarding the issue.
letter to 15 commercial applicators who service this On January 17, City staff sent a
area inviting them to a January 30 meeting
with staff to discuss a variety of issues. All Commission members received a copy of the letter
and the mailing list. Following is a brief summary of the meeting as well as an outline of future
Options for action on this issue.
Of the 15 commercial applicators invited to attend, 3 notified staff that they would not be able to
attend because of scheduling conflicts. All expressed an interest in keeping abreast of any
ordinance the City is considering adopting but also mentioned that compliance with the fertilizer
control ordinances adopted by other communities in the Twin Cities did not present any
insurmountable problems for their firm. One representative mentioned that an ordinance aimed
Only at regulation of commercial applicators could be construed as "picking on" one group.
Only one commercial applicator, Dave Hope representing Barefoot Grass, attended the January
30 meeting. In addition to Dave, Charlotte Shover of the Dakota County Extension office and
Mark Zabel from the Mn Department of Agriculture attended. After a discussion of the
components of a possible ordinance, Dave indicated that his company would have no problem
complying with an ordinance built around that framework. Dave indicated that his firm has also
developed the capability to do soil testing to tailor the fertilizer applications to the nutrient needs
Of the soil, although that testing is now done only on an as -requested basis. Some minor changes
to the ordinance were suggested which would affect the phosphorus content and application date
components. We also discussed the most effective way to resolve problems with fertilizer and
Pesticide/herbicide applications in the field if we see them. Dave and Mark both suggested
contacting both the local manager of the company as well as the licensing and enforcement
Personnel at the Department of Agriculture to report a problem. In addition, we agreed it would
be a good idea to communicate directly with commercial lawn care company representatives in
March to brief them on the community's goals for proper lawn practices to protect the
7
environment, identify what messages the community is sending to residents in this regard, an,
solicit the cooperation of the company.
There are two options the Commission may wish to consider in forwarding to the City Couni
recommendation for future action on the lawn chemical control ordinance issue. They are as
follows:
I.
2.
Pursue adoption of lawn the irew Qnntrnl nrriin nre The commercial applicators witn
whom we communicated had no significant opposition to adoption of an ordinance
following the conceptual framework discussed during the last several months. However,
the City will need to act quickly if an ordinance is to be ready for this spring. While non -
zoning ordinances such as this one can become effective upon adoption and publishing by
the City Council, it is possible that the Council may want outside review and comment
before it votes on the issue.
postpone consideration of ordinance adoption for Al least one year. City staff would seek
to improve communication with commercial lawn care companies regarding City
objectives for phosphorus control and the role of t.ts commercial applicators in reaching
those objectives. In addition, staff would make a more concerted efforts to identify and
resolve problems in the field through systematic, periodic reviews of field operations this
summer. Adoption of an ordinance could be re -considered after evaluation of this effort.
Staff anticipates that a recommendation from the Commission would be forwarded to the City
Council for consideration at their March 4 meeting or at a future Council/Commission workshop.
/";�' /7' - �
Rich Brasch
Water Resources Coordinator
CC. Ken Vraa
M*
FERTILIZER CONTROL ORDINANCE
CITY OF EAGAN
DRAFT COMPONENTS
(January, 1997)
I. Commercial applicators operating within the City would need a license
from the City each year.
II. Conditions of the license would be as follows:
A. Phosphorus content of any fertilizer applied within the City
would be limited to a maximum of 3% phosphorus by weight.
B. City would be allowed to randomly sample fertilizers used by
commercial applicators within the city to determine compliance
with phosphorus content standards.
C. The total amount of phosphorus that can be applied to a unit
area of turf would be limited to .5 lbs per 1000 square feet per
growing season.
D. An exemption would be allowed if higher rates of application or
phosphorus content is documented by a reliable soils test.
E. Prohibit fertilizer applications when the ground is frozen or
between November 1 and April 15.
F. Prohibit spillage of fertilizer on impervious surfaces/ require
clean-up.
G. Require licensees to have sticker issued by City affixed to their
vehicle denoting possession of a valid license for that year.
III. Newly established turf grass should be exempt from the provisions of
this ordinance regarding fertilizer content and application rate for the
first growing season.
IV. License forfeiture would likely be the primary enforcement mechanism
for compliance with conditions of the license.
CT
SUMMARY OF COMMENTS RECEIVED ON DRAFT LAIMN CHEMICAL ORDINANCE
(Prepared March 13, 1997)
1. Morgan Lloyd - Lawns -R -Us
Has no problem with an ordinance if it is not much different than other
communities in the Metro area and everyone will be required to play by the same
rules.
His company only uses phosphorus when they put down new sod.
2. Steve Churnham - Tru -Green Chemlawn
He has two problems with the proposed ordinance. First, it does not regulate the
homeowner. Even if it did. enforcement of an ordinance regulating homeowner
use of fertilizer is impossible. Second, the dates of allowable application will
vary depending on weather conditions.
Also indicated that he didn't think the ordinance addressed the most significant
phosphorus contributor to lakes which is vegetative material on paved surfaces.
3. Scott Severson - Greenstuff Lawn
Compliance with the ordinance presented will not be a problem for his firm. The
approach makes sense.
His only concern is that he does not want to be required to post yet another sticker
on his vehicle.
4. Chuck Sterzinger - Apple Property Services
All commercial lawn care companies are already licensed by the Department of
Agriculture, and are already very aware of their responsibilities to apply fertilizer
in an environmentally sound manner.
He does not believe licensing of commercial applicators by the City will decrease
fertilizer pollution because the problem rests with individual homeowners in his
opinion.
They are a relatively small company with 40-50 total accounts - three of which are
in Eagan- and he does not think that requirements for a license by each city will
do anything but make it more difficult for responsible lawn care companies to stay
in business.
�o
January 31, 1997
Dear Mayor Egan and City Council Members,
At the most recent joint meeting with the City Council held on November 19, 1996, the
Council directed the Commission and staff to pursue a study to determine the general
suitability of various sites within the community for aquatic, muld•use facilities and/or a
central park.
In discussing the scope of this task, and In order to come back with a product that Is
meaningful to the Council and community, we recognize that there needs to be greater
definition given to the task by the Council. The Commission also believes that the
complexity and multiplicity of Issues Involved, having to do with possible design solutions,
will require the assistance of an outside consultant. Therefore, the Commission authorized
me to prepare this request to the Council seeking authorization to secure the services of a
park planning consultant.
The scope of services for the consultant would include:
1. Assist the Commission and Council In defining a "program" to be used In the
analysis of various sites.
2. Provide a space needs analysis for each of the various components.
3. Assist the Council/Commission in determining a weighted priority system for
site selection. This selection process should Include, but not be limited to, the
following:
a. ease of access for vehicles and pedestrians,
b. location within the community,
c. adjacent amenities,
d. physical features,
e. relationship to complementary facilities which can be supportive,
f. availability of Infrastructure and
g. ability to meet multiple needs.
4. Do an initial survey of both public and private property to Identify the existence
of sites that warrant further, more detailed review.
S. Prior to the completion of a report, conduct a public Informational meetings)
to solicit Input from the community for a draft document.
Eagan City Council
Page 2
6. Provide general direction with cost comparisons of sites. This task may lead Into
a cost benefit analysis, depending on the degree of specificity In the program
design of any particular facility.
This Is just a general outline of the work to be completed. If the Council authorizes the use
of a consultant, the Commission and staff would complete the scope of services portion
which would provide greater detall. Input on the services needed Is requested from the
Council to Insure the final product meets the Council's expectations. After completion of
the scope of services, a request for proposal would be sent to specifically identified firms
that have a background in this type of study. We believe that a firm could be selected
within four to five weeks after the request for proposals are issued and could begin work
immediately thereafter. This study should take four to six months to complete.
In considering this, the Council may also wish to consider having a member, or members,
of the Council participate in the process of work definition and consultant selection along
with other consultant/Commission work sessions.
Thank you for your attention to this matter. Any additional Council direction relative to
this study would be greatly appreciated.
Sincerely,
Lee Markeli, Chairman
Advisory Parks and Recreation and Natural Resources Commission
(a
44, kb�,
...r, city of eagan
TO: TOM HEDGES, CITY ADMINISTRATOR
MEMO
CITY COUNCIL
ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATOIN
PAUL OLSON, SUPERIN"IENDENT OF PARKS
DATE: MARCH 13, 1997
RE: BORCHERT-INGERSOLL (NORTH PARK) SITE
BACKGROUND
To meet the projected community demand for athletic facilities in the next three to five years,
the City has proposed the development of a complex to be known as North Park to be located
In the northeast quadrant of the City. A significant portion of the site proposed for the park Is
a tax forfeited parcel known as the Borchert -Ingersoll site. By statute, tax forfeited parcels
become the property of the State of Minnesota and the administrative responsibility of the
County in which the parcel is locate. The tax forfeited parcel does not include the 18 acres
upon which the original buildings and entrance drive are located.
In 1994, the City and Mr. John Tapper, CEO of Gopher Resources, a privately operated lead
recycling company located adjacent to the tax forfeited parcel (Parcels A and D) began
negotiations for a land exchange involving a portion of the parcel. In exchange for a portion of
the tax forfeited parcel (Parcel A), Gopher Resources would deed to the city other property
contiguous with the adjoining tax forfeited land with access to Yankee Doodle Road (Parcel B).
The new configuration would provide the City with an accessible site large enough to
accommodate an athletic facility, preserve a major wetland and provide ownership of additional
Lakeshore property. The property exchanged with Gopher would be used as part of a facility
expansion project.
City staff performed a preliminary review of the property with County staff assisting.
Assurances that the site could successfully be "closed" as an unauthorized dump site were
received. An exhibit was prepared showing the land swap which was later to be part of the
materials presented to the state.
In 1995, upon completion of the negotiations with Gopher and subsequent final approval of
the City Council, legislation authorizing the acquisition of the tax forfeit parcel and exchange of
Parcel A for Parcel C was prepared and an agreement with Gopher was approved. Because the
tax forfeited property is adjacent to a state protected water body, the prior approval of the
Department of Natural Resources was also required. Legislation authorizing the acquisition
specified that the property be used for public purpose. The City's acquisition of the tax
forfeited property for public purpose received final approval by the Legislature In 1995.
In the fall of 1995, the Dakota County Department of Environmental Management requested
that the City conduct a detailed environmental review and possible site "cleanup" prior to
commencing park construction. Their request was based upon historical suspicions that
potential environmental contaminates, produced both on and off the site, had been buried
there. Field reviews by County staff had also identified a small amount of specific foreign
materials often considered to be "indicators" of industrial or hazardous waste. The indicators
Included pallet banding materials, mechanical components and several fluid filters. The
potential contamination of ground water being the primary concern.
DISCUSSION
In the summer of 1996, the City contracted with an environmental consulting firm, Northern
Environmental, to conduct a limited round of shallow ground water testing. The purpose of
the testing was to make a preliminary assessment of contaminant leaching and flow through and
under the fill pile, prior to the City assuming ownership. The initial results detected trace
amounts of several foreign compounds including bis (2-Ethylhexyl) phthalate, acetone and
lead. The bis/phthalate and acetone were also detected in the associated laboratory blank and
were likely attributable to laboratory contamination. The lead concentration of .056 mg/I was
considered minimal however additional exploration was considered to be warranted.
A single shallow monitoring well capable of yielding a reproducible sample was Installed in the
late summer at the point where the elevated lead level had been detected. To the surprise of
all, the well was now dry. Upon further investigation it was determined that a clay "tense" had
created a "perched" cell of water that was dry due to a lack of rain fall.
Following consultations with Northern Environmental the City determined that it would be
prudent to conduct deep well testing that would not only determine the flow of ground water
under the fill pile but also develop a profile of the fill pile. At approximately the same time the
City of Eagan applied for Inclusion in the Minnesota Pollution control Agency (MPCA),
Voluntary Investigation and Cleanup Program (VIC). VIC staff conducted a site visitation and
provided additional information regarding the program. The VIC Program appears to offer the
type of assurances the City of Eagan, being the potential owner of a parcel having a
questionable environmental history, would covet before consummating the acquisition. A fear
of the unknown and the subsequent cost of a potential cleanup would be significant deterrents
to proceeding. Following review of the City's application dated August 28, 1996 the Borchert
Ingersoll Site was approved for further review and analysis by VIC staff.
In November of 1996, Northern Environmental completed a second round of subsurface
testing. Four wells were installed in the area of the fill pile. Two of the wells penetrated the fill
pile down to ground water while the others were placed at the toe of the slope. The data
revealed that the ground water did not flow directly to the adjacent pond but instead flowed in
a radial pattern from North to South. Trace levels of 1,1 Dichlorethane, Methylene Chloride
and DRO were detected. The Methylene Chloride was determined to be a lab contaminate
while the DRO required resampling due to tab error. DRO was detected during the
resampling, however the concentration was less.
Soil chemistry testing and composition analysis were also completed on samples taken from
those well points that had penetrated the fill pile. The fill was found to be from 16 to 25 feet
thick and composed primarily of sand, gravel, concrete and black dirt with minor amounts of
woody vegetation. The absence of any detectable levels of organic contaminates would seem
l `�
to suggest that any on-site sources were most likely small and localized. No evidence of
municipal waste or other types of debris were encountered. The City had previously
undertaken a cleanup and removal of surface debris from recent unauthorized dumping.
In March of this year the City submitted all analytical test results and a pictorial and
topographic history of the site to the MPCANIC program for their review. The City has
specifically requested that the MPCA issue two types of letters providing a degree of assurance
regarding any potential enforcement actions:
■ No Action Letter - States that a release of hazardous substances, according to the
technical definition, had been detected however the levels detected are below the
Minnesota Department of Health recommended allowable limits. As a result, no
additional cleanup would be required other than perhaps the removal of unauthorized
surface debris.
• No Association Letter - Issued to a voluntary party who, through a good faith effort,
has detected contaminants at a site which are currently the source of a detectable
release or have the potential to be released. If a No Association Letter is issued, any
future actions taken by the City in accordance with specified provision, will not
associate the City with the release and protect the City from future cleanup liability.
Upon Issuance of the No Association Letter and No Action Letter the City will submit the
Information to Dakota County for their review as per the applicable County ordinances. We
remain unsure of the County intentions pertaining to site cleanup, additional testing and closure
plan preparation as their position has changed more than once regarding this property. In our
opinion the data would seem to indicate that contaminants are present only in trace amounts
posing no threat to public health or safety. Additional testing and removal of the fill would
seem unreasonable and unnecessary. Our hope is that the County will draw the same
conclusions and the acquisition process can be completed along with the completion of a
closure plan.
LAND EXCHANGE
Although the City has not taken official title to the property to be exchanged with Gopher
Resources, the County has permitted, and the Council has authorized the preliminary plat for
the expansion of Gopher Resources. A closing on the exchange parcel can be held shortly to
accommodate Gopher's expansion.
Ken Vraa, Director ofParksand Recreation
SU OL.O.,
Paul Olson, Superintendent of Parks
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1
MEMORANDUM
TO: Tom Hedges, City Administrator
FROM: Mike Dougherty, City Attorney
DATE: February 27, 1997
RE: Acquisition of North Park
Our File No. 206-13051
At the joint City Council/Advisory Planning Commission meeting held on February 25,
1997, there was considerable discussion regarding the acquisition of the tax -forfeited
property from the County and its designation as a park (North Park). Several
Councilmembers spoke of the fact that the City has not acquired the property nor has it
made a determination that the property would be designated as parkland.
As you no doubt recall, due to the property being tax forfeited, the County is charged
with the responsibility to oversee the disposition of the property. At the behest of Gopher
Smelting, legislation was introduced and approved by the State legislature which granted
the City the right to acquire the park property from the County, without any
consideration. Furthermore, the legislation allowed the City to exchange a portion of the
park property for a parcel of land contiguous to the park property (a parcel owned by
Gopher). However, one important element of the legislation is that the conveyance to the
City must explicitly provide that the land shall revert to the State of Minnesota if it is not
used by the City for public park or open space. Additionally, any property that the City
should receive through an exchange of the parkland property shall be similarly restricted
for use as a public park or open space, any other use of the property will cause the State
of Minnesota to reacquire ownership of the property.
Presently, the City of Eagan is under contract with Gopher Smelting to exchange a
portion of the parkland property to be acquired for a parcel contiguous to the parkland,
which is owned by Gopher. On behalf of the City and Dakota County, our office has
completed a quiet title action to ensure that the City has good title to the parcel to be
conveyed to Gopher Smelting. Also, we have reached a tentative settlement with Gopher
regarding its appeal of assessments for Yankee Doodle Road, which were levied against
the parcel to be received by the City in the exchange. Assuming that the settlement of the
assessment issue is approved by the City Council, the land exchange should be completed
shortly.
11
We have informed the County, and I believe there have been ongoing discussions
between the City and County staffs regarding the cleanup of the debris still located upon
the remaining parkland property. We do not expect that the City will acquire title to the
remaining parkland property until such time that the City is satisfied that all
environmental issues have been satisfied. It may be that the present Council decides not
to pursue acquisition of the remaining land. However, to the extent that the City does
eventually acquire the remaining portion of the parkland property, that land together with
the parcel acquired from Gopher Smelting is required to be held for parkland and/or open
space. Any use of either parcel other than for park or open space shall cause the State of
Minnesota to automatically reacquire the property.
If you have any questions, please give me a call.
MGD/wkt
cc: Ken Vraa, Director of Parks and Recreation
Robert B. Bauer, Assistant City Attorney
I&
(city vF Cagan
February 28, 1997
Mr. Joel Otto
Project Manager
MPCA/Site Response Section
V.I.C. Unit
520 LaFayette Road
St. Paul, MN 55155-4194
Dear Joel:
THOMAS EGAN
Mayor
PATRICIA AWADA
BEA BLOMQUIST
SANDRA A. MASIN
THEODORE WACHTER
Council Members
THOMAS HEDGES
City Administrator
E. J. VAN OVERBEKE
City Clerk
The City of Eagan has been considering the acquisition of a tax forfeited parcel of property in
Eagan for nearly three years. The site, known locally as the Borchert-Ingersol parcel, is intended
to be part of a proposed athletic field complex scheduled for construction in approximately 3 - 5
years.
In the fall of 1995, the Dakota County Department of Environmental Management requested that
the City conduct a detailed environmental review and possible site "cleanup" prior to
commencing park constructionlTheir request was based upon historical suspicions that potential
environmental contaminants, produced both on and off the site, had been buried there. Field
reviews by County staff had also identified a small amount of specific foreign materials often
considered to be "indicators" of industrial or hazardous waste. The indicators included pallet
banding materials, mechanical components and several fluid filters. The potential contamination
of ground water being the primary concern.
In the summer of 1996 the City contracted with an environmental consulting firm, Northern
Environmental, to conduct a limited round of shallow ground water testing. The purpose of the
testing was to make a preliminary assessment of contaminant leaching and flow through and
under the fill pile, prior to the City assuming ownership. The initial results detected trace
amounts of several foreign compounds including bis (2-Ethylhexyl) phthalate, acetone and lead.
The bis/phthalate and acetone were also detected in the associated laboratory blank and were
likely attributable to laboratory contamination. The lead concentration of .056 mg/1 was
considered minimal however additional exploration was considered to be warranted.
MUNICIPAL CENTER
3830 PILOT KNOB ROAD
EAGAN, MINNESOTA 55122-1897
PHONE: (612) 681.4600
FAX (612)681-4612
TDD: (612) 454-8535
THE LONE OAK TREE
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportunity[ 19 Employer
Cont'd.....
MAINTENANCE FACILITY
3501 COACHMAN POINT
EAGAN. MINNESOTA 55122
PHONE (612) 681-4300
FAX (612) 681-4360
TDD (612) 454-8535
Mr. Joel Otto
February 28, 1997
Page 2
A single shallow monitoring well be capable of yielding a reproducible sample was installed in
the late summer at the point where the elevated lead level had been detected. To the surprise of
all, the well was now dry. Upon further investigation it was determined that a clay "lense" had
created a "perched" cell of water that was dry due to a lack of rain fall.
Following consultations with Northern Environmental the City determined that it would be
prudent to conduct deep well testing that would not only determine the flow of ground water
under the fill pile but also develop a profile of the fill pile. At approximately the same time the
City of Eagan applied for inclusion in the Minnesota Pollution Control Agency (MPCA),
Voluntary Investigation and Cleanup Program (VIC). VIC staff conducted a site visitation and
provided additional information regarding the program. The VIC Program appears to offer the
type of assurances the City of Eagan, being the potential owner of a parcel having a questionable
environmental history, would covet before consummating the acquisition. A fear of the unknown
and the subsequent cost of a potential cleanup would be significant deterrents to proceeding.
Following review of the City's application dated August 28, 1996 the Borchert Ingersol Site was
approved for further review and analysis by VIC staff.
In November of 1996 Northern Environmental completed a second round of subsurface testing.
Four wells were installed in the area of the fill pile. Two of the wells penetrated the fill pile
down to ground water while the others were placed at the toe of the slope. The data revealed that
the ground water did not flow directly to the adjacent pond but instead flowed in a radial pattern
from North to South. Trace levels of 1,1 Dichloroethane, Methylene Chloride and DRO were
detected. The Methylene Chloride was determined to be a lab contaminant while the DRO
required resampling due to lab error. DRO was detected during the resampling, however the
concentration was less.
Soil chemistry testing and composition analysis were also completed on samples taken from
those well points that had penetrated the fill pile. The fill was found to be from 16 to 25 feet
thick and composed primarily of sand, gravel, concrete and black dirt with minor amounts of
woody vegetation. The absence of any detectable levels of organic contaminants would seem to
suggest that any on-site sources were most likely small and localized. No evidence of municipal
waste or other types of debris were encountered.
Given the level of testing completed to date by the City and predicated upon PCA/VIC review
and approval of the materials included in this submission the City of Eagan is requesting the
issuance of a No Association Letter and a No Action Letter prior to its acquisition of the parcel.
The City only became aware of the potential for contamination during the preacquisition process.
The City has made a good faith effort, at its expense, to determine the level of contamination, if
Cont'd.....
Mr. Joel Otto
February 28. 1997
Page 3
any. The City had previously undertaken a cleanup and removal of surface debris from recent
unauthorized dumping. Upon assuming ownership of the parcel the City would again remove
loose surface debris in anticipation of the park construction process. The primary fill area is the
proposed location of a parking lot. Slope stabilization work may also be completed if necessary.
Upon issuance of the No Association Letter and No Action Letter the City will submit the
information to Dakota County for their review as per the applicable County ordinances. We
remain unsure of the County intentions pertaining to site cleanup, additional testing and closure
plan preparation. In our opinion the data would seem to indicate that contaminants are present
only in trace amounts posing no threat to public health or safety. Additional testing and removal
of the fill would seem unreasonable and unnecessary. Our hope is that the County will draw the
same conclusions.
To aide you and the VIC staff in a review of the site and circumstances I have enclosed a variety
* of attachments per your request. Each individual item is numbered to correspond with the
following summary description.
#1 Results of step 1 Environmental Investigation
#2 Results of ground water monitoring, well installation and sampling (step 2).
#3 Areal Photographic
a)
1937
1:20,000
b)
1940
1:20,000
C)
1951
1:20,000
d)
1957
1:20,000
e)
1964
1:20,000
f)
1966
1:20,000
g)
1973
1:24,000
h)
1978
1:9,600
I)
1990
1:9,600
j)
1991
1:40,000
#4 Topographic History
a)
1896
1:62.500
b)
1951
1:24,000
C)
1967
1:24,000
d)
1993
1:24,000
(Contour Interval)
C.I. = 20'
C.I. = 10'
C.I. = 10'
C.I. = 10'
a�
Cont'd.....
Mr. Joel Otto
February 28, 1997 Page 4
#5 Anecdotal Interviews
a) John Tapper Gopher Resources
b) Other Sources
- Carl Robinette 425-1649 Gopher Resources (40 years)
no recollection of seeing hazardous material dumping, primarily construction
debris.
- Mike Doyle 854-8544 Excavator (1980's)
Saw no dumping of materials other than construction debris.
The City of Eagan looks forward to working with you and the VIC program. Should you require
any additional information or desire to discuss an issue please contact me at 6814313. Your
assistance is greatly appreciated.
Respectfully
r
Paul Olson
Superintendent of Parks
PO/PJP
CC Tom Hedges, City Administrator
Ken Vraa, Director of Parks and Recreation
I:144wpyoelotto.059
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
FOR COUNCIL/COMMISSION ACTION
Review the draft methodology and criteria for development of the Parks Capital Improvement
Program and provide direction/approval of process.
BACKGROUND
The City Council has requested that the Advisory Commission prepare a Capital Improvement
Program for the Park Site Acquisition and Development Fund which responds to the question,
"If this was all the money you were to have, how would you spend It?". The amount of
money being identified is $2,000,000.
The sub -committee, Lee Markell, Terry Davis and Michael Vincent, have met to begin that
task. (See attachment for additional background.)
DRAFT OUTLINE
The sub -committee's work has focused on developing the internal process and criteria for
prioritization.
The basis of this prioritization begins with the Vision and Mission Statement of the Department:
To preserve and enhance ecologically diverse open space throughout the City of Eagan,
continue parks development and provide high quality active, educational opportunities to
meet current and future needs and interests of a diverse and changing population.
The sub -committee has developed 7 criteria to be used in evaluating park needs. Clearly the
objective criteria needs to be framed within subjective realities. The sub -committee recognizes
the importance of balance between athletic, neighborhood, revitalization, preservation and
acquisition. The ongoing intent should be to invest in a diversity of needs and projects for
those the City serves. A measure of flexibility must be maintained beyond the first years to be
able to rapidly respond to needs that are emerging or may become clearly defined.
The proposed C.I.P. prioritization criteria are.
Those projects that:
• The City has expressed a commitment to perform. For example, Walden
Heights Park.
• Focus on needed neighborhood parks development or enhancement.
• Meet Consumer Products Safety Commission guidelines or other safety
regulations or guidelines.
• Require compliance with Americans with Disabilities Act guidelines.
• Generate revenue.
• Reduce long term operational costs.
• Realize partnership opportunities.
Each of the above criteria will be individually weighted. A previous commitment may be
weighted at 30%. A realized partnership opportunity at 5%.
93
The sub -committee also felt that the C.I.P. prioritization process should focus on projects that
are estimated to be in excess of $10,000. Smaller projects, while perhaps vital to
neighborhoods, would be cumbersome and time consuming within the process, given the size of
the task. Therefore, projects less than this amount would be combined together and processed
through a designated portion of the Park Site Fund set aside specifically to deal with these
needs. These funds could be identified as "contingency".
In addition, the sub -committee would like to designate a portion of the funds for the
unforeseen and the unexpected opportunities that are certain to arise.
FORMAT FOR PRESENTATION
The Commission would develop a matrix formula to evaluate each park/park project utilizing
the aforementioned criteria. This matrix Is a "working document" and might appear as in the
following example:
The sub -committee speculated on how the Council would like the C.I.P. presented and
reasoned that a matrix would be simple, readable and understandable. An example Is
provided:
Park Name
$$
Criteria
$$$
Replace Trail
Blackhawk
E
$$
++
J
a
v
3 Season Shelter
Park Name
Project
1#11#21#31#441#5
$$
$$$
#6
#7
T7
Overall Conclusion
Berry Patch
Replace old trail and
�
�
O>
E
v
broken stairway.
Blackhawk
Constuct 3 season
building on north side.
The sub -committee speculated on how the Council would like the C.I.P. presented and
reasoned that a matrix would be simple, readable and understandable. An example Is
provided:
Park Name
Notation
Berry Patch
$$
to
$$$
Replace Trail
Blackhawk
E
$$
++
v
3 Season Shelter
Bridle Ridge
$$
$$$
�
Bur Oak
T7
issi-
O
�
�
O>
E
v
o
a
j
m
Notation
Berry Patch
$$
$$$
Replace Trail
Blackhawk
$$
$$$
3 Season Shelter
Bridle Ridge
$$
$$$
Light Parking Lot
Bur Oak
T7
issi-
- I
$$$ I
Install Security Light
The matrix would also identify for the reader which projects would not be funded from the
$2,000,000.
FOR COUNCIL/COMMISSION DISCUSSION
The sub -committee would like consensus and additional direction. If this process format is
acceptable, the subcommittee and Commission would like to move forward with this process.
Memo to: Acquisition and Development Committee
From: Ken Vraa, Director of Parks and Recreation
Re: Capitol Improvements Program, Park Site Fund
Date: December 26, 1996
Issue:
The City Council has asked the Commission to recommend a Capitol
Expenditure budget for parks development, based on the funding
available in the Park Site Fund. The Council has identified this
approach as "Pay as You Go"
History:
Staff and Commission have previously presented five year CIP
documents that projected the financial needs and costs for park
development for the five year period. The costs for these projects
usually exceeded the funds in the park site fund, inferring that
either the items identified in the CIP would not all be completed
or additional sources of revenues would have to be found to finance
the project list.
Typically the first year of the CIP project list was approved. In
1996 that list included several projects that were not completed,
such as the Walden Heights neighborhood park or the trail in
Wondering Walk Park. These two projects were included for work in
anticipation of the needed parkland dedication and, particularly as
in the case with Walden Heights, the very high priority given for
the completion of this park. Obviously, the park dedications have
not occurred, and the projects remain undone.
Status of the Park Site Fund.
As projected in November of 1995 for fiscal 1996, the Park site
fund would finish the year with about $360,000 in reserves.
However, revenues from park dedication in 1996 have been more then
triple that which was forecasted and, because projects were not
initiated and Blackhawk was under expenditure projections, the Park
Site Fund will finish 1996 with a carry forward balance of just
over 1.7 million. 1997 revenues will bring that total to about 2
million.
Priority for funding.
Given the Council direction, "if this were all the money you were
to have, how would you spend it?" the Commission needs to develop
a priority list of projects to be done over the next several years.
Implied, if not stated, is that there would be no park bond
2s
referendum to fund needs that go beyond the funds that are now or
will be in the fund in the future.
Given the potentially long list of possible park projects, the
commission should first consider what are the guidelines to be used
to help decide what are the priorities? Should neighborhood park
development come before community parks or is it just the opposite?
Where does acquisition come in? Do current needs take priority
over projected needs of five to seven years? What about projects
that were identified for 1996 and not done or those projected for
1997.
Where to start, where to go.
Clearly, there is no one singular place to start. There are
probably a dozen approaches that could be taken to come up with
both the criteria to develop the list and the list itself. The
Commission has a great deal of information already in place and
that is the park systems plan. This document helped identify the
vast number of potential projects / needs of the park system from
lighting of ball fields to replacement of play equipment. Reviewing
this document should help the committee and commission as it
tackles this task.
Time Frame for Completion.
Although there is no stated deadline for completion., its reasonable
that at least a major portion be done soon or at least this corr.ing
years projects identified and agreeded to. There are several
projects that were previously identified to be funded for this
coming year (1997) and work initiated on them in anticipation that
they would be underway. These projects should either be identified
as priority projects to be continued or they are not as important-
as
mportantas projects several years hence. Although it would be ideal to have
a final list completed at one time, this may not be possible.
Having a partial list in order to have projects underway for this
coming year should be considered.
Lets get Started!
I would like the sub -committee to meet the week of Jan 6. Would you
be able to meet at 5:00 on Wednesday the 8th? Please advise if this
not acceptable and other dates that are preferred.
Respectfuxly,
�� O/A
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
PATRICK EAGAN PARD
FOR COUNCIL/COMMISSION ACTION
Staff Is seeking direction in regards to Patrick Eagan Park in general and specifically two
Issues relative to the park.
BACKGROUND
At a previous joint Commission/Council meeting, direction was given to continue to
work with the land owners (Lee Andersons) to the south of the entrance road off
Lexington Avenue to determine if there was still an interest in selling a portion of their
property for incorporation into the park. Staff was to report back on the outcome of
those discussions.
The Council will recall that the City has a Scenic and Open Space matching grant from
the Department of Natural Resources for $26,000 with which to acquire a portion of
the 10+ acre parcel. Staff has received a grant extension from the DNR giving the City
until May 1, 1997 to come to some conclusion on the grant.
Staff met with Mr. Anderson a few weeks ago to discuss options. Mr. Anderson had
several questions regarding sanitary sewer availability and how much of his property
might be serviced. Gravity sewer would not be serviceable to a significant portion of his
property thus requiring a lift station or individual septic systems if developed. Staff met
with Mr. Howard Kyllo on Friday, March 14 to review possible development ideas for
the Anderson parcel. Mr. Kyllo stated that the Andersons had contacted him for
advice on the options open to them which include full development or sale of a portion
of the land and dedication of a portion.
The second issue associated with the park has to do with the recent passing of Lillian
McCarthy. Lillian had a life estate in her home and with her recent passing, the City
will take possession of the home on May 31. Her daughter and son in law, who had
been staying with Lillian to take care of her, are organizing her possessions and intend to
have an estate sale In May before vacating the home.
Discussion and direction is requested regarding what might be done with the home in
the short and long term. Should the home be rented? What feasible options should
be explored that require more Information? Is there a park purpose for the structure?
Is this finally the time to develop a "master plan" for the entire park or is the
incremental approach still acceptable?
TO: CITY COUNCIL C/O THOMAS HEDGES
ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: PARTICIPATION IN DAKOTA COUNTY )XTTLAND ASSESSMENT,
MONITORING, AND AWARENESS PROGRAM
DATE: MARCH 12, 1997
Issue
The issue before the Council and Commission is whether the City should participate in a
cooperative program with Dakota County-, the MN Pollution Control Agency (MnPCA), and the
Audubon Council for development and evaluation of a citizen -based wetland monitoring.
assessment, and education program.
Background
Dakota County. the Minnesota Pollution Control Agency, and the Audubon Society are
proposing a cooperative project to test and evaluate a wetland monitoring methodology that can
be implemented by citizens and will generate information of use to local governments in wetland
management. The principle thrust of the program is to train citizens to carry out a technically
valid monitoring technique which relies on a systematic evaluation of vegetation and
invertebrates to assess the quality of the wetland. Equally important is whether the information
generated from the program will be useful to local governments in their water resource and
wetland management efforts. The effort is similar to one started by MnPCA more than 20 years
ago to involve citizens in monitoring and tracking lake water clarity on a systematic basis. City
water resources staff currently coordinate the involvement of 15-25 citizen lake monitoring
volunteers who monitor lakes within Eagan.
A similar citizen -based wetlands monitoring project was tested last year on a small sub -set of
volunteers composed mainly of teachers from Apple Valley, Burnsville, and Lakeville. The
participants were universally enthusiastic about their participation in the program. This years
effort would be expanded to include lay citizens as well and would cover a larger geographic area
of Dakota County.
The development and application of the technique is drawing national interest for two principle
reasons. First, it may be a very cost-effective way of generating information on the quality of
wetland resources that local governments could find useful in establishing priorities for wetland
protection. Second, it may be a way for citizens to generate useful, technically valid information
f
on a very important aspect of the natural resources base and thus become actively involved in
wetland resource management at the grass roots level.
Project Proposal Description
The project would involve three tasks. The first is citizen monitoring of selected depressional
wetlands. It is expected that a total of six teams of five volunteers/team will be operating within
Dakota County, with each team monitoring 5-10 wetlands. If the City elects to participate in the
project, 1-2 teams would cover Eagan. The second task involves performing a detailed technical
investigation of a sub -set of wetlands monitored by citizens in order to evaluate the accuracy of
the citizen assessments. This task would be performed either by outside technical experts of
MnPCA staff. The third task would be the development of public education materials on the
wetland resources of Dakota County.
Duties of City water resources staff in the project would include recruitment of volunteers,
participation in wetland assessment training sessions put on by MnPCA staff, selection of sites,
providing technical guidance and coordination assistance for citizen teams, and review and
distribution of education materials. The term of the project is expected to extend through
September 1998, and a City water resources staff time commitment of 100-145 hours is
estimated. No significant cash outlay on the part of the City will be required. The majority of
the coordination responsibilities for the project will lie with the Dakota County Environmental
Education Program, with the cities of Burnsville, Lakeville, and Eagan the main municipal
cooperators. It is expected that a presentation of the results of the project would be made to the
City upon completion of the effort.
For Council/Commission Action
Staff seeks direction from the Council and Commission regarding whether the City should
participate in the project.
-s Coordinator
Robert E. Ferguson
1997 Potentate
1720 Taconite Trail
Eagan, MN 55122
Phones
Res. (612) 454-3909
Bus. (612) 683-6980
Fax. 4612) 683.6870
DIVAN
Ronald L. Nelson
Chief Rabban
Jerry Plachecki
Assistant Rabbon
Stanley R. Tyler
High Priest & Prophet
Thomas L. Huppert
Onental Guide
L.R. "Larry" Stahl
Recorder
George Toby
Treasurer
Ricks rd E. Thompson
First Ceremonial Master
Henry M. Paulson
Second Ceremonial Master
Sally Robins
arector/Counselor
Michael L Hildebrand
Marshafl
Rahn S. Lund
Captain of the Guard
Charles V. Ferguson
Outer Guard
A.A.O.N.M.S.
r3 �
OsmMShrl"
2750 Sibley Memorial Highway . St. Paul, MN 55121
(612) 452-5660 . Fax (612) 683-0231"a11�
Marvin L. Ellison, Business Manager
'n
J
February 19, 1997
Mr Thomas Hedges,
City of Eagan
3830 Pilot Knob Rd
Eagan, Mn 55122
City Administrator
Subject: Lost Spur Golf and Country Club
Dear Mr Hedges:
Mr. Ferguson and I met with you and the Mayor on December 19, 1996
to discuss the potential interest by the city of Eagan for the use of the
golf course. We appreciate ven- much your spending time with us to
discuss this matter. We came away from our meeting with a feeling
that we perhaps maybe able to develop a relationship with the city of
Eagan for use of the Lost Spur Golf Course.
The Lost Spur Management Committee at its Januar- 14, 1997 meeting,
reviewed and speculated on the matter of the City of Eagan's potential
interest in using the Lost Spur Golf Course in some way for the 1997
golf season. We would like to propose we meet with the appropriate
City of Eagan stats members in the near future to discuss the city's
potential interest and to provide for scheduling of the City's programs at
the Lost Spur Golf Course it the City is interested in programming here
in 1997.
Please achise if you have any questions regarding this proposal.
Sincerely Yours,
`Jere T Sigvertsen, AIA
G `'r
cc: Robert Ferguson
Lost Spur Mgnt Committee
3c)
Host of the 1997 Midwest
MEMO?
_city or •agan
TO: CITY ADMINISTRATOR HEDGES
FROM: ASSISTANT TO THE CITY ADMINISTRATOR HOHENSTEIN
DATE: OCTOBER 11, 1996
SUBJECT: ISSUE OVERVIEW - CITY COUNCIL AND AIRPORT RELATIONS
COMMISSION JOINT MEETING
The City's Airport Relations Commission last met jointly with the City Council at the end
of 1995 as the Council took up the issue of the Dual Track Airport Planning Process. As
you know the State concluded that the process be ended in the last Legislative session
and that facilities at the current site be expanded to accommodate projected growth.
While the airport issue has become less important to some communities in the aftermath
of this decision, its immediacy for the City of Eagan has increased due to the continued
high growth of operations and the expected construction of the North-South runway as
the means of expansion of the current site.
The Commission has identified a number of issues to be shared with the City Council.
Because of the limited time available at the workshop meeting, they have prioritized the
Hems they wish to discuss to conform with the time available.
BACKGROUND
The City of Eagan has experienced a growing incidence of aircraft noise impacts in the
years following the introduction of jets in the commercial airline fleet and especially since
deregulation resulted in the increased use of Minneapolis -St. Paul International Airport
as a hub. At the same time, the City has been developing, while designating a
substantial portion of the northern part of the City for noise compatible land uses such as
commercial and industrial. Despite this planning effort, noise effects are still felt in many
parts of the community. This is partially because some residents will be bothered by
aircraft at different levels of impact and partially because the sheer number of operations
Is far above what many people experienced when they first moved into their homes. In
addition, the north -south runway will introduce overflights in areas of south, west and
central Eagan which have received substantially Hess noise in the past.
31
C L ION ITEM
Land Use Policies and Metro olitan Council Policy Qontours - The City of Eagan has a
long standing history of concentrating commercial and industrial uses in areas expected
to be impacted by aircraft noise. The City's planning has been reinforced by land use
compatibility guidelines prepared by the Metropolitan Council. These policies generally
defined the Eagan -Mendota Heights Corridor where aircraft are to be concentrated.
Earlier this year, the Metropolitan Council began the process of amending the Aviation
System Statement and Guide Plan to conform with the approved expansion plan. One
of the primary aspects of the amendment was to develop new noise policy zone
boundaries consistent with expanded operations. Staff shared the initial proposed
boundaries with the City Council and received direction to urge the Metropolitan Council
to retain noise zones of a sufficient size to maintain noise compatible uses where they
currently exist.
At the same time, the Airport Relations Commission was reviewing the City's noise
policies for land use and concluded that the tools themselves - conditions for noise
attenuation and notice to buyers as conditions of subdivision - were still valid but that the
area in which they are applied should be expanded. Their reasons are that noise impacts
are felt over a broader area than is depicted in typical DNL 65 or 60 contours, any
reduction in the area controlled by the policies might tend to encourage residential
development too close to the airport and the introduction of new noise in west and south
Eagan requires some guidance for infill development and redevelopment of the area.
These issues were discussed with the Metropolitan Council and their advisory bodies are
recommending that the current policies be retained and that they be applied to an area
around the airport up to one mile from the current 60 DNL contour. This is at least as
large and somewhat larger than the current policy contours. The Council is expected to
put this draft amendment out for comment in the next several weeks and the Commission
will provide a formal recommendation to the City Council at that time. Rather than the
City developing policy boundaries of its own, it appears more logical to respond instead
to the Metropolitan Council's proposal, especially since it so closely conforms to the
findings of our own Commission.
M P Mitigation Program - Mayor Egan has been an active participant in the MSP
Mitigation Committee, using input from the Commission as a basis for negotiations with
the other cities, the MAC and Metropolitan Council. The City's stated position as
recommended by the Commission had four main points:
1. State Funding for Abatement and Mitigation
- As Much a Part of the Airport Decision as its Location
2. Larger Mitigation Area - More Mitigation Tools than Part 150
- 60 DNL plus 3-2-1 Phase -In of Noise Abatement Programs
- MSP Airport Area Concept Package
3. Equitable Sharing of Impacts by All Benefitting Communities
- Narrower Corridor Operations
- River Bottom Departure for Runway 17-35 Traffic
- Expansion of Nighttime Hours
- Nighttime Operations on Runway 4-22
4. independent Operations Monitoring System
The draft Mitigation Report attached outlines the results of the process. The report
Includes a number of Eagan's positions or modifications of them. In particular:
1. MAC funding should exceed the currently projected $25.5 million per year
and, if that Is not sufficient to complete the program in a reasonable time
frame, state funding should be requested.
2. The Sound Insulation program will be completed to the year 2005 60 DNL
with consideration of a reduced insulation package (3-5 dB) to the 54 DNL
if it is warranted after homes within the 60 DNL contour are completed.
The Community Protection Package plus additional community stabilization
tools are included in the proposal.
3. Corridor operations will be reviewed although there are interests in Inver
Grove Heights and Minneapolis lobbying to rescind corridor operating
standards as a part of that review. A river bottom standard instrument
departure will be one of the tracks used for operations to the south and
west. The MAC will negotiate with the airlines to expand the voluntary
nighttime restriction hours by one-half hour to 10:30 p.m. to 6:00 a.m.
Runway 4-22 will be used more hours of the day and night as anticipated
in the runway extension EIS. On the downside, the committee is
recommending, over the Mayors opposition, that construction of the north -
south runway be moved up and benchmarks of groundbreaking in 1998 and
operations in 2003 were established. The Commission believes that the
City of Eagan's interests are best served by that runway being built as late
as possible so that the quietest possible stage III fleet is in place before
operations begin over that part of the City.
4. The report calls on MAC to expand its ANOMS monitoring system although
it is non-specific as to the extent of the expansion and did not endorse the
concept of a separate system that wouldn't require FAA participation.
5. Other aspects of the report evolved through the discussions and
negotiations between the Mayors and MAC.
The Commission wishes to discuss the implications of the report with the Council and
what additional positions, if any, the City should take in this regard. Since the report will
ultimately be forwarded to the legislature, it may make sense to include the report or
desired modifications of it In the City's airport legislative program.
33
PRATES AND FEEDBACK
Legislative Program and initiatives - The Council previously approved a Commission
recommendation to support federal legislation requiring the Department of Transportation
to further limit noise impacts in areas around airports. Last year, the City also adopted
a legislative program for state airport issues and pursued it with the City's Legislative
delegation. It is anticipated that a number of airport related issues will still be before the
Legislature this year especially in light of the fact that operations growth continues to
exceed projections. At the last Commission meeting, Chair Schlax submitted the
attached draft of legislative issues for consideration by the Council and Commission
together with any issues raised by Tuesday's discussion.
Leg at Consultation -The Commission has been exploring the possibility of discussing the
City's aircraft noise situation with a national consultant from a legal and operations
standpoint. Mayor Egan contacted the firm of Cutler and Stanfield at the most recent
NOISE Conference to determine whether they might submit a proposal for this service.
The firm declined citing a possible conflict of interest because of previous work done for
the City of Minneapolis. Staff continues to research the possibility with other firms and
has received a response from one firm to date. The Commission will review any
proposals and provide a recommendation to the City Council.
INFORMATION ITEMS
urrent Operations and Noise Abatement Departure Profiles - The level of operations
outside of the corridor continues to be excessive, averaging between twenty and twenty-
five percent of all flights from the south parallel runway. Over the past year, the City is
also experiencing a dramatic increase in the number of short final arrivals which overfly
the City and make sharp turns to get into the arrival pattern. The City has been in
contact with the FAA concerning both of these issues with limited success.
With respect altitude, rather than location, the MAC has withdrawn its earlier analysis of
the Noise Abatement Departure Profiles and will be developing a new analysis for City
review later this year. The Commission will review this information when it is available
and provide a recommendation to the Council for a City position at that time.
Community _ Survey Resc)onses - The Commission recently reviewed the Community
survey results as they pertain to aircraft noise. The consultants also provided a
breakdown of the locations of those responses within the City. The Commission noted
that aircraft noise Is significant in that It was the second most mentioned negative aspect
of the community, following taxes, and more than sixty percent of those who find their
neighborhood's noise environment to be poor cited, aircraft noise as the reason. The
responses were spread throughout the City with some concentrations near the edges and
ends of the corridor. The Commission is cautious about drawing too many conclusions
about the location data because the raw number of the responses was fairly limited. It
was concluded however that aircraft noise impacts are felt throughout the City and not
concentrated in one area.
C-3
.§ound Insulation Prooram - Recent articles have raised concerns about the effects of the
sound insulation program on indoor air quality. Articles in this regard are attached. The
MAC is moving quickly to respond to these concerns by communicating with the affected
homeowners, distributing carbon monoxide detectors and preparing designs to remediate
the problem and better ventilate the homes. Detectors and remediation will also become
standard features of the program for future homes. K would appear that the problems
encountered are scattered, are the natural consequence of tightening a home's exterior
and can be corrected relatively easily once detected.
The Commission looks forward to this opportunity to meet with the City Council and staff
would be happy to provide any additional information the Council may require.
Assistant to the City Administrator
EAGAN SPECIAL CITY COUNCIL MEETING MINUTES; OCTOBER 15, 1596
PAGE 2
adopt an ordinance requiring residents to provide the responsibility of snow removal adjacer>D�. Vxn-r-
` - property in certain areas.
JOINT MEETING WITH AIRPORT RELATIONS COMMITTEE
Mayor Egan welcomed members of the Airport Relations Committee who were present for the joint
meeting.
Commission Chair Mike Schlax overvieewed the issues currently before the Commission which
warrant discussion with the City Council. in addition to several updates, the discussion items were noise
related land use policies, noise mitigation for an expanded airport and how these issues should be pursued
through the legislature and legal channels.
With respect to Airport Noise Land Use Policies, the Commission asked the Council what its
expectations are in terms of land use controls around operations areas including the corridor and the
north/south runway. Mayor Egan noted that the Comprehensive Plan and conditions placed on subdivisions
are useful tools to prevent noise sensitive land uses in noise impact areas. City Councilmember Hunter
stated that the corridor generally works, despite flaws in the operations and that few people purchasing
homes in the City are surprised by planes being overhead. Mayor Egan stated that the Commission and
the Council should consider the appropriate contours for land use, mitigation and stabilization tools
Including contours for the north/south runway.
With respect to mitigation, Mayor Egan noted that the MSP Mitigation Committee did not accept
all of the positions of the City, but that mitigation will be provided beyond the 65 DNL and that the City was
successful in forming alliances with other communities, especially Minneapolis. The Commission noted that
the mitigation plan does not provide for an independent noise and operations monitoring system with
enforcement. The Mayor responded that the City was not successful in getting support for this
recommendation. City Councilmember Awada stated that it is important to keep operations in the corridor
and the Commission agreed that it wants to see the corridor enforced and that the current levels of 20 to
25 percent of operations outside the corridor is unacceptable. Commissioner Harrison stated that actual
excursions are higher. Mayor Egan also noted that the growth projections used in airport planning are
dramatically understated.
The City Council asked the Commission to monitor the ongoing progress of the mitigation program.
There was discussion of the use of a legal and operations consultant to assist the City with its positions.
Councilmember Awada stated that if there is something that the City can do legally to enforce operations
standards, it should be explored.- Councilmember Wachter asked the Commission to recommend a
legislative program based on City priorities and initiatives which were omitted from the Mitigation Committee
report. In particular, the Council noted that a triggering mechanism in the law for reconsideration of land
banking or other growth options would be worthwhile.
OTHER BUSINESS
There were no items for other business.
The meeting adjourned at 6:30 p.m. to the regular City Council meeting.
October 15, 1996
Date
` City► of czag n
Thank you very much for the opportunity to briefly discuss Eagan's aircraft noise situation and
the interest we have in retaining a firm or firms for consultation concerning operations
alternatives for Minneapolis -St. Paul International Airport. The City's initial interest would be
to consult with an attorney or operations specialist knowledgeable in federal noise regulations to
brief on the growth of operations at MSP, the proposed expansion of the airport, the history of
noise compatible land use planning in Eagan, the airport's noise abatement activities and legal
and operational parameters for alternatives.
This briefing would be followed by one or more in-person consultations with the City Council,
City staff and Airport Relations Commission concerning possible alternatives and strategies for
bringing about the changes necessary to limit operations impacts in Eagan to the greatest extent
possible. Depending upon the strategies selected, the City may retain the firm or firms for
additional consultation, negotiation, professional support or legal action as appropriate.
By way of background, the City of Eagan is a developing community south and southeast of
MSP. The airport's two principle runways direct between fifty-five and sixty percent of all
operations to the southeast. Due to the timing of construction of major river crossings and
interstate highways, Eagan developed recently enough to anticipate the impacts of commercial
jet airport operations on these runways. Based upon the operational representations of the
airport, FAA and the Metropolitan Council, a regional planning agency, a large area of the
northern part of Eagan was planned for noise -compatible, commercial and industrial development.
A substantial portion of that area has developed consistent with that plan while much of the
southern portion of the community, where noise impacts were to be less, consists of various
densities of residential and retail development.
In the early 1970's, MSP developed its first preferential runway system and, recognizing the noise
compatible planning to the southeast, designated that direction to have first priority for operations.
In response to this designation, Eagan negotiated a set of departure and arrival procedures to
maintain operations over the noise -compatible area and to minimize operations over noise
sensitive areas. The airport, FAA and airlines participated in these negotiations which culminated
in the definition of the Eagan/Mendota Heights Corridor in the local tower order.
MUNICIPAL CENTER
3830 PILOT KNOE ROAD
EAGAN N1"NNES07A 55':22.1897
PHONE (0',2)681-4000
FAX (o'2) 68�-4612
TDC (c121454.8535
THE LONE OAK TREE
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportuniiy/Affirmotive Action Employer
3 -
MAINTENANCE FACILITY
350' COAL 114% PC:N.
EAGAN. M;NN=SC'A 5=:22
PHONE
FAX (612) 08 i-43
TDD (6i2)454 -E535
THOMAS EGAN
Mov.
September 20, 1996
PATRICIA AWADA
BEA BLOMQUIST
Richard W. Danforth
SANDRA A. MASIN..
THEODORE WACHTER
R.W. Danforth and Associates Ltd.
Ccuncd [�Iembe•s
303 Harbor Drive
THOMAS HEDGES
Seneca, SC 29627
City Ad r *!to.`.
E. J. VAN OVERBEKE
Dear Mr. Danforth:
Cjry Cie,k
Thank you very much for the opportunity to briefly discuss Eagan's aircraft noise situation and
the interest we have in retaining a firm or firms for consultation concerning operations
alternatives for Minneapolis -St. Paul International Airport. The City's initial interest would be
to consult with an attorney or operations specialist knowledgeable in federal noise regulations to
brief on the growth of operations at MSP, the proposed expansion of the airport, the history of
noise compatible land use planning in Eagan, the airport's noise abatement activities and legal
and operational parameters for alternatives.
This briefing would be followed by one or more in-person consultations with the City Council,
City staff and Airport Relations Commission concerning possible alternatives and strategies for
bringing about the changes necessary to limit operations impacts in Eagan to the greatest extent
possible. Depending upon the strategies selected, the City may retain the firm or firms for
additional consultation, negotiation, professional support or legal action as appropriate.
By way of background, the City of Eagan is a developing community south and southeast of
MSP. The airport's two principle runways direct between fifty-five and sixty percent of all
operations to the southeast. Due to the timing of construction of major river crossings and
interstate highways, Eagan developed recently enough to anticipate the impacts of commercial
jet airport operations on these runways. Based upon the operational representations of the
airport, FAA and the Metropolitan Council, a regional planning agency, a large area of the
northern part of Eagan was planned for noise -compatible, commercial and industrial development.
A substantial portion of that area has developed consistent with that plan while much of the
southern portion of the community, where noise impacts were to be less, consists of various
densities of residential and retail development.
In the early 1970's, MSP developed its first preferential runway system and, recognizing the noise
compatible planning to the southeast, designated that direction to have first priority for operations.
In response to this designation, Eagan negotiated a set of departure and arrival procedures to
maintain operations over the noise -compatible area and to minimize operations over noise
sensitive areas. The airport, FAA and airlines participated in these negotiations which culminated
in the definition of the Eagan/Mendota Heights Corridor in the local tower order.
MUNICIPAL CENTER
3830 PILOT KNOE ROAD
EAGAN N1"NNES07A 55':22.1897
PHONE (0',2)681-4000
FAX (o'2) 68�-4612
TDC (c121454.8535
THE LONE OAK TREE
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportuniiy/Affirmotive Action Employer
3 -
MAINTENANCE FACILITY
350' COAL 114% PC:N.
EAGAN. M;NN=SC'A 5=:22
PHONE
FAX (612) 08 i-43
TDD (6i2)454 -E535
In particular, departures were to be issued a heading approximately ten degrees north of centerline
for at least three miles from the runway end and arrivals were to be vectored to a four mile final
approach. The Metropolitan Council, in consultation with the airport and FAA, incorporated
modeled assumptions for the procedures into the regional planning policies for cities surrounding
MSP.
Following deregulation and the operations growth associated with Northwest and Republic
hubbing activity, the corridor procedures began to erode and, by extension, the land use controls
became less effective means of noise abatement. Operations increasingly impacted adjacent
neighborhoods despite ATCT's insistence that no procedures had been changed. In 1986, the
Tower Order was changed internally to broaden the operations area by adjusting departures south
to the localizer. Despite resident protests, no environmental review was done and the changes
were left in place. Over the past ten years compliance with even the expanded operations area
has further deteriorated to the point that approximately twenty-five percent of all operations on
the south parallel runway track south of the localizer within the first three miles. The level of
non-compliance is reported monthly through the airport's ANOMS system. Despite Eagan's
repeated insistence that compliance be improved and excursions reduced, no substantial
improvement has occurred.
The City is also facing the consequences of the state's recent decision to expand the airport at
its current location rather than relocate it to a new site. The two alternatives were extensively
studied over the past seven years as means of anticipating and managing operations growth in
the region. Eagan was very active throughout the airport decision. The City's position was that
the airport should only expand if the new airport site were land banked and an aggressive
package of noise mitigation tools were included in the cost of the expansion.
The Legislature's decision was to not bank the new site and they directed the preparation of a
mitigation program as a separate process after the siting decision had been made. As a
consequence, there are parties actively opposing any mitigation greater than Part 150 tools
applied within a projected future 60 DNL contour. Eagan and a number of other cities engaged
in the mitigation planning process support an expanded package of tools applied to a much larger
area of eligibility and phased out at graduated distances from the airport to better reflect the
diminishing impact of operations over distance. We realize that this will be expensive and that
only a portion of the area will be eligible for Part 150 or PFC funding, but the principal
shortcoming of the airport's noise mitigation efforts in the past is that they do not go far enough
to offset the real impacts of the industry.
In addition to absorbing over half of all operations in the northern part of Eagan, the western and
southern portions of the City will be impacted by the 17/35 runway proposed to be built under
the airport's expansion. This runway is scheduled to carry thirty-seven percent of all departures
and permit the airport's capacity to expand by nearly twenty percent. The area of Eagan to be
affected by this runway includes some of the oldest, most established neighborhoods in the City.
Specifically, it is an area where aircraft overflights were not anticipated and the land uses are not
compatible with aircraft operations.
33
Overriding all of these concerns is the City's awareness that operations growth at MSP continues
to exceed the projections used in the expansion/relocation study. For the expansion plans to be
adequate over the twenty-five year planning horizon, the airport may not grow faster than one-
half of one percent per year. Over the past five years, growth has averaged between four and
five percent. As such, the capital improvements and operational assumptions planned for the
airport are likely to be overutilized much sooner than has been anticipated by the airport and the
State. As such, strategies need to be identified to anticipate the means the airport will use to
manage future growth.
The City of Eagan is seeking assistance to:
1. Influence regional, state and federal policy to minimize noise at its source
2. Place noise impacts from operations at MSP where there are few if any people and
equitably distribute the rest among the communities surrounding the airport and
3. Develop and implement a noise mitigation program which will extend sufficiently into the
noise impacted communities and provide adequate tools to limit impacts on residents
4. Analyze local and industry trends and develop realistic projections for the growth in
operations demand within the region.
Please forward a response addressing your possible interest in working for the City of Eagan and
outlining your firm's qualifications to assist in this effort, your proposed costs for telephone and
in person consultations and any potential conflicts of interest which would prevent you from
serving in this capacity.
I look forward to your response. Please call me if you have any questions in this regard.
Sincerely,
Jon Hohenstein
Assistant to the City Administrator
2)1
city of eagan
TO: TOM HEDGES, CITY ADMINISTRATOR
HOLLY DUFFY, ASSISTANT TO THE CITY ADMINISTRATOR
FROM: JOANNA FOOTE, COMMUNICATION/RECYCLING COORDINATOR
DATE: March 14,1997
SUBJECT: 1997 PROPOSED COMMUNICATIONS ACTIVITIES
MEMO
At the Special City Council meeting of February 4, 1997 we discussed numerous ideas for the City Council to
recommend for incorporation into the 1997 Communications program. The list of proposals had been compiled as a
way of building upon the accomplishments of 1996 in order to enhance the overall communications program. To
date. City staff and Council members have worked in conjunction with the Wallace Group and have gone through
positioning exercises and have developed a consensus on the themes that best convey a sense of the City. Further. a
significant survey of resident opinions and attitudes was conducted and the results were disseminated wider-.
Finally, the media training program began with a large meeting with various City staff, on some of the key
elements. with "hands-on" exercises planned for 1997.
Other activities and subjects have included preparation of the Koch Refinery grant proposal for alum treatment of
Fish Lake. work on media information regarding the water quality award. the "adopted tree" story. personnel issues.
Carriage Hills. the May. 1996 wind storm, Country Joe lawsuit, the Mayor's op-ed article. discussion on the park
bond referendum, working with the business community and several other topic areas.
Also in 1996 the communication program included the following ongoing in-house duties of the Communications
Coordinator. Most of these programs are scheduled to continue in 1997
In House Communications Coordinator Tasks:
(2/3 time allocation to Communication Program. 1/3 time to Recycling)
• Experience Eagan Newsletter --prepare. print and deliver quarterly to all residents
• Chamber Newsletter—monthly Eagan Update
• Press ReleasesEMedia Relations
• Miscellaneous informational brochures inserts:publications
• New Resident Guide
• Community Pages—Eagan Fire Department Phone Directory
• Lion's Club/City Map
• Business Outreach Meeting coordination'promotion
• Quarterly Employee Newsletter
• Miscellaneous Advertisement production/placement
• Special Event coordinatioNpromotion
• Open House?ours
• Arbor Day
• Earth Day
• July 4' -
• Lone Oak Days
• Cablecast Public Meetings
• Community Information Cable Bulletin Board
• Miscellaneous Cable Production
• Voter information programming ( ,
V
• Miscellaneous public /neighborhood meetings
• Video Reproduction—City Council/Public Meetings
Municipal Center Sign Board
Other Miscellaneous Communications Projects
Che Communications program has grown substantially since the incorporation of the Communication/Recycling
-oordinator position in late 1993 and again with the additional services provided by the Wallace Group, beginning
m late 1995. Staff is now seeking final direction from the Council regarding the additional objectives which have
been proposed for incorporation in 1997 to continue the expansion of the City's Communications efforts.
Understanding that all of the additional objectives cannot be incorporated in 1997without either eliminating some of
the current communication program functions, bringing in The Wallace Group and other appropriate consultants, or
expanding the current 2/3 time communication staff allocation.
Staff including yourself, Holly Duffy and I have worked, along with the Wallace Group to compile the following
table showing the possible additional objectives as presented at the February 4, 1997 workshop, staff s
understanding of the City Council's modification of the possible additional objectives for 1997 and a work plan
which staff and the Wallace group agree could be the best utilization of the $26,000 communication budget
allocation, based on the City Council's stated priorities.
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Based upon the discussion by the City Council at the 2/4/97 workshop and our meetings with the Wallace Group
since that time, the two columns at the right of the table reflect the items and associated costs which can best be
accomplished within the $26,000 communications allocation. In this proposal, the Annual Report upgrades, the
Crisis Communications Plan upgrades and the additional Cable Production would be eliminated from the
Communications budget in 1997.
These upgrades would not be included in 1997 for a number of reasons including:
Annual Report
Although this was identified as a medium to high priority at the 2/4/97 workshop, with the idea of the
Annual Report replacing one issue of the City Newsletter, it cannot be accomplished for two reasons. First,
the newsletter is distributed near the first of March, May, September and December. The March, 1997
newsletter is already out and the May newsletter content needs to be prepared by April 10, 1997. This does
not allow enough time for Departments to prepare the Annual Report information effectively this ,year.
Secondly, the newsletter is used to promote a number of educational programs which are funded through
grants from various agencies. Several of the grants require the City to publish program information to all
of its residents in order to receive funding. If the Annual Report replaces a newsletter, the City would have
to satisfy these requirement through another mechanism which would likely add greater expense.
If the Council so directs, Annual Report "highlights" from each department could however be included as
an article in the May 1997 newsletter. A separate Annual Report of some sort could then be considered for
the 1998 budget.
Crisis Communications Plan
This item was a low priority from the City Council and was therefore eliminated as a budgeted item.
Modifications will be made by staff as necessary and as staff time allows.
Additional Cable Production
Council indicated a wish to have any increased cable production accomplished by the Cable Access
volunteers, and therefore not budget any communications funds for this purpose. As access volunteers are
under no obligation to the City, any requested projects will be produced based on volunteer interest and
availability, which will not necessarily ensure that the projects will be produced.
Modifications to the consultation costs have been made, based on Council input, for the Business Newsletter, EDC
and Volunteer Bus Tours, Business Outreach Meetings, Cable Bulletin Board, Media Training, Neighborhood
Outreach and Photography Projects. These modifications help to decrease the cost of each project while preserving
a high quality finished product which the City will be proud to produce. These modifications would be as follows:
Business Newsletter
This project was determined to be of a high priority to the City Council members as well as to the
Economic Development Commission, Chamber of Commerce and City staff. The Economic Development
Commission and Chamber of Commerce each budgeted $4,000 toward the printing and delivery of this
publication. Their budgeting was based upon the idea that Chamber staff, City staff and Economic
Development Commission members would work collaboratively to produce this quarterly publication. As
we have discussed, staff is concerned about the quality and timeliness of this publication if it is produced in
this fashion. The Wallace Group is able to coordinate the layout, design and content of this publication, in
conjunction with the aforementioned groups, to ensure timely production. They can do this at a cost that
fits within this Communication budget.
If a project of this scope were to be added instead as a staff responsibility, communication staff time would
need to be increased from the current 2/3 time or some of the current projects would need to be eliminated.
Community Development staff would also be required to add this responsibility to its present workload.
43
EDC and Volunteer Bus Tours
These bus tours can be accomplished at minimal expense. A $500 budget has been established by the EDC
for its tour for the rental of buses. The Communications budget can allow for matching funding for the
Volunteer Bus tour. Informational materials for participants can be produced in house at no direct cost to
the communications budget.
Business and Neighborhood Outreach Meetings
As discussed with the City Council, these meetings can be done effectively with no direct budget
allocation. The Business Outreach meetings are being accomplished jointly with the Chamber of
Commerce and can continue effectively in this fashion. The neighborhood Outreach meetings can be
accomplished in a similar manner with notification through the local newspapers and Cable television at no
direct cost to the Communication budget.
Cable Bulletin Board
The cable bulletin board has previously been maintained primarily by Paragon Cable staff. The new in-
house system will require maintenance and upkeep by City staff andlor a cable consultant. As this s, stem
is a few weeks away from operational, it is difficult to determine how much time will be necessary for
coordination and updating maintenance. As indicated previously, this project will be in addition to current
Communications tasks and will need to be coordinated accordingly. This is a very visible project which
will need to be upgraded frequently. In order to ensure this. funding has been indicated within this
communication budget for the purpose of utilizing a cable consultant as necessary, up to $ 1,500.
Media Training
As mentioned previously. the Wallace Group conducted media training in a large group format for a
number of City staff with the intent of conducting a second half: "hands-on" session. Based on Council
direction, Staff and the Vdallace's have decreased the number of participants for this session at a
subsequent reduction in cost for which this project can be accomplished.
Photography
It is suggested that the City maintain good quality photos of each City Councilmember as well as key staff
to be used in the City newsletter and media publications, awards and recognition events and Community
presentations. The costs of photos taken at City recognition ceremonies as requested by Councilmembers
and the Councilistaff photos can be accomplished within this proposed budget.
The other items included in the modified budget proposal include, ongoing communication counseling and
assistance with press releases and media stories, a service which the Wallace Group has provided throughout 1996
as indicated previously. City staff and a majority of the Council seemed to maintain that these additions have
provided a strong benefit to the communications program.
Press Releases/Media Stories and Ongoing Counseling
These stories, releases and counseling are geared toward "sharing our good news," maintaining and
strengthening Eagan's positive image and helping to educate the public about matters of interest and
importance to the community. As indicated, these efforts have encompassed a wide variety of topics in
1996 from the preparation of materials for Council and staff response, as well as media releases regarding
the Country Joe Lawsuit (throughout the various stages), the public awareness of the National Water
Quality Award and many other topic areas. These services help staff to more effectively provide education
and communication vehicles for interaction with the public directly as well as through the media. The
ongoing counseling also helps to focus and fine tune the other projects being produced through the Cit -,'s
ongoing communications program.
4
As previously stated, staff is seeking direction from the Council regarding the additional objectives for the 1997
communications work program. The modified budget accomplishes most of the projects which were identified as
communication priorities by the City Council at the February 4 City Council meeting and provides a sufficient level
of funding to produce high quality products. Please contact me if you have questions regarding this information or
to direct me further on how to proceed.
s/Joanna Foote
Communication/Recycling Coordinator