07/01/1997 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY, JULY 1, 1997
MUNICIPAL CENTER BUILDING
I. ROLL CALL AND ADOPTION OF AGENDA
II. VISITORS TO BE HEARD
III. MASTER PLAN/SCOPE OF SERVICES FOR MUNICIPAL
CENTER SITE
IV. PROJECT 709R, TH 13/BLACKHAWK ROAD SIGNAL
V. OTHER BUSINESS
VI. ADJOURNMENT
_ city of eagan
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JUNE 26, 1997
SUBJECT: SPECIAL CITY COUNCIL MEETING/JULY 1, 1997
MEMO
A special City Council meeting is scheduled for Tuesday, July 1, 1997 at 5:00 p.m., in the
Eagan Municipal Center Building. The purpose of the meeting is to 1) consider a scope
of services for the Municipal Center Site master plan and 2) to review Project 709R, Trunk
Highway 13/Blackhawk Road signal financing.
MASTER PLAN/SCOPE OF SERVICES FOR MUNICIPAL CENTER SITE
At the direction of the City Council, staff has begun coordination of a scope of services to
develop a master plan for the Municipal Center site. There have been several proposals
discussed ranging from the amphitheater project proposed by the Rotary Club, a
swimming pool, a second sheet of ice and space for additional parking. In response to
the City Council's direction, Mr. George Watson, of Brauer and Associates has been
contacted and is reviewing with the Director of Parks and Recreation a draft of a scope of
services for development of a site master plan. Mr. Watson is a principle planner with
Brauer and Associates who has familiarity with the City of Eagan having performed some
consulting work with the Central Area Task Force that City Councilmember Awada was a
part of and also was retained by the City to review the'Unisys site.
Enclosed on pages through _
Parks and Recreation regarding this ite
ACTION TO BE CONSIDERED:
is a copy of a memo from the Director of
To provide staff direction regarding the scope of services allowing completion of a master
site plan for the Municipal Center Site.
PROJECT 709 R/TH 13/BLACKHAWK ROAD SIGNAL
On May 6, the City Council approved the signalization of Blackhawk Road at Trunk
Highway 13 based on MnDOT's proposed contribution of $350,000. On June 17, the City
Council reviewed and subsequently approved the preliminary design layout for the "super
2 —lane" improvements to TH 13 from Seneca Road to Yankee Doodle Road. The design
of this State highway improvement met the criteria required by MnDOT to secure their
funding participation. However, a construction cost was estimated at $1.2 million
resulting in an unfunded balance of $850,000. The Public Works Director is requesting
Council direction and determination of financial commitment so that he can continue
negotiating with MnDOT a final cost participation agreement. Enclosed on pages ( O
and —tt is a memo from the Public Works Director summarizing these issues.
ACTION TO BE CONSIDERED:
To provide response to the policy issues raised in the memo from the Director of Public
Works.
City Administto
TLHreh
Memo to: Tom Hedges, City Administrator
From: Ken Vraa, Director Park and Recreation.
Re: Review of Issues: Scope of Services, Site Master Plan.
Staff had prepared a first draft of a "scope of services" for the completion of a
Comprehensive Site Master Plan for the Municipal Center campus at the direction of the
City Council. This preliminary outline was reviewed with George Watson of Brauer and
Associates who has refined it further. That letter and proposal is attached and provides a
biases for additional discussion. Staff would like additional direction regarding the
following issues in the final scope of services.
Program Refinement
In summary form, the work includes the refinement of a "program" which are the key
elements that need to be considered for the site. While the directive was to consider the
site for the location of a swimming pool, there needs to be some further definition as to
what type of pool; indoor or outdoor? Competitive pool or leisure play pool? The scope
of services asks the consultant to help the Council refine the design program.
The Proeram Elements identified at this time include:
Second Ice Sheet
S,�vimminQ Pool
Amphitheater
Parkinc and Access
Extension of Parkway to East.
Police Expansion
What other elements need to be considered on the site?
Public Process
Because the number of meetings required to complete this task can greatly influence the
cost of completing this work, the Council needs to determine if there are to be any public
meeting involved during the process. If there is an expectation that this is to be reviewed
at various commission level meetings or public hearings held, this should be defined in
the process to avoid the problem of additional charges for these added meetings.
For Council Direction:
Mr. Watson has outlines two levels of for this study. Level two takes the first level to a
higher, more refined level This is explained in his letter of transmittal. The Council
should determine which level of service they wish to take this study. Level one is
estimated at a cost of $6,500 to $7,200, level two adds an additional $5,000 to $5,800.
With additional comment and direction from the Council, staff will complete a formal
Scope of Services to be used as a basis for negotiations of final fee.
.3
LAND U%f PI -%NNIN6 AND
B' RAUER
& Assuc.IATEs' Li -i.) PAGE I OF 4
JUNE 26. 1997
KEN VRAA, DIRECTOR OF PARKS AND RECREATION
CITY OF EAGAN
3830 PILOT KNOB ROAD
EAGAN. MINNESOTA 55 1 22
RE: EAGAN CITY HALL / CIVIC CENTER AREA RECREATIONAL PLANNING AND DESIGN
SCOPE OF SERVICES AND FEE RANGE
B&A #97-1-1 26
KEN,
SPEAKING FOR BRAUER AND ASSOCIATES, LTD., I WOULD LIKE TO THANK THE CITY FOR GIVING ME THE OPPORTUNITY TO
MEET WITH YOU AND DISCUSS THE CITY'S PRELIMINARY PROGRAM IDEAS FOR RECREATIONAL DEVELOPMENT OF THE EAGAN
CITY HALL / CIVIC CENTER AREA.
THE SCOPE OF SERVICES FOR A RECREATIONAL PLANNING STUDY OUTLINED BELOW HAS BEEN SPLIT INTO TWO, (2),
SECTIONS. THIS SPLIT PROVIDES THE CITY WITH TWO LEVELS OF DEPTH FOR THE STUDY. THEY ARE SEQUENTIAL AND
DEPENDENT. SECTION TWO CANNOT BE PREFORMED WITHOUT COMPLETING THE FIRST SECTION. THE FEE RANGES FOR
THESE SECTIONS ARE CUMULATIVE.
SCOPE OF SERVICES - SECTION ONE
A. PROJECT FOCUS MEETING
THIS FOCUS MEETING WILL CONCENTRATE ON THE ISSUES AND NEEDS SURROUNDING THE
PENDING ADDITION OF A SECOND SHEET OF ICE AT THE CIVIC CENTER, ANTICIPATED FUTURE
ADDITIONS TO CITY HALL AND POSSIBLE RECREATION USES FOR THE BALANCE OF THE SITE. THIS
MEE 1NG WILL NEED TO INVOLVE STAFF AND POSSIBLY COUNCIL AND PARK BOARD MEMBERS.
EARLY DEVELOPMENT OF AND AGREEMENT ON THE SCOPE OF THE PROGRAM FOR RECREATIONAL
ADDITIONS TO THE SITE WILL DIRECT THE EFFORTS OF BOTH THE CONSULTANT AND OWNER
THROUGHOUT THE PLANNING PROCESS,
ANTICIPATED WORK TASKS:
B MEETING STAFF AND OTHERS TO FINALIZE THE SCOPE OF THE PROJECT, DISCUSS THE
PLANNING PROCESS, AND ESTABLISH A FINAL PROJECT SCHEDULE.
B DETERMINE THE EXTENT OF THE INFORMATION AVAILABLE ABOUT THE SITE.
f PRELIMINARY ASSESSMENT OF ISSUES SURROUNDING THE PROJECT.
FINALIZE THE PROGRAM FOR RECREATIONAL ADDITIONS.
ANTICIPATED TASK PRODUCT: A BRIEF LETTER REPORT CONFIRMING THE SCOPE OF THE
PROJECT. THE PLANNING PROCESS, PROJECT SCHEDULE. PRELIMINARY OUTLINE OF PERTINENT
ISSUES AND A PROGRAM OF RECREATIONAL ADDITIONS FOR THE PROJECT.
B. PREPARATION OF EXISTING CONDITIONS BASE PLAN
PREPARE AN EXISTING CONDITIONS BASE PLAN. FROM INFORMATION SUPPLIED BY THE OWNER,
FOR USE AS A BASE FOR THE DESIGN PROCESS. THIS BASE PLAN SHALL BE PREPARED IN
AUTOCAD FORMAT.
ANTICIPATED WORK TASKS:
7301 Ohms Lane, Suite 500 Minneapolis, MN 554 Tel (612) 832-9475 Fax (612) 832.9542
PAGE 2 OF 4
COLLECTION OF DATA AND MAPPING AVAILABLE FROM THE OWNER AND OTHER
AGENCIES.
TRANSFER OF INFORMATION TO DIGITAL FORMAT, IF NOT ALREADY AVAILABLE.
r FIELD INSPECTION OF SITE TO VISUALLY CONFIRM THE INFORMATION SUPPLIED AND
MAPPING PRODUCED.
f PREPARATION OF BASE DRAWING TO BE USED THOUGH THE PLANNING PORTON OF THE
PROJECT.
(DEPEND/NG UPON THE SOURCE AND QUALITY OF THE INFORMA77ON SUPPLIED, A F/ELD
SURVEY OF THE PLANNING AREA MAY NEED TO BE COMPLETED PRIOR 717 FINAL DESIGN
OF THE IMPROVEMENTS).
ANTICIPATED TASK PRODUCT:
A BASE PLAN ILLUSTRATING CONDITIONS EXISTING WITHIN THE PLANNING AREA SHALL
BE COMPLETED.
(THIS BASE PLAN SHALL BE AVAILABLE TO THE OWNER IN DIGITAL FORMAT).
C. PREPARATION OF ALTERNATE SCHEMATIC CONCEPTS
USING THE ADOPTED PROGRAM AND SITE INFORMATION, THE BRAUER TEAM WILL PREPARE
ALTERNATIVE SCHEMATIC CONCEPTS FOR DEVELOPMENT OF THE RECREATIONAL IMPROVEMENTS.
THE SCHEMATICS WILL ESSENTIALLY TURN THE DEVELOPMENT PROGRAM INTO A VARIETY OF
PHYSICAL RELATIONSHIPS AND COMBINATIONS. THESE PLANS WILL BE DEVELOPED IN SUFFICIENT
DETAIL TO ILLUSTRATE GENERAL SHAPES, LOCATIONS, AND SIZES OF THE VARIOUS PROGRAM
ELEMENTS CONTAINED IN EACH PLAN.
ANTICIPATED WORK TASKS:
PREPARATION BY THE BRAUER TEAM OF THREE ALTERNATIVE SCHEMATIC CONCEPTS
THAT EXPLORE VARIOUS DESIGN SOLUTIONS.
PREPARATION OF ROUGH COSTS ESTIMATES FOR EACH SCHEMATIC CONCEPT TO
ILLUSTRATE RANGE OF COSTS ASSOCIATED WITH THEIR DEVELOPMENT.
REVIEW MEETING WITH STAFF, PARK BOARD AND/OR CITY COUNCIL TO DETERMINE
WHICH ALTERNATIVE (OR COMBINATION THEREOF) BEST REPRESENTS THE OWNERS
DESIRES FOR THE PROPOSED SITE.
ANTICIPATED TASK PRODUCT: GRAPHICS THAT DESCRIBE THE ALTERNATIVE CONCEPTS AND
CONSTRUCTION COST ESTIMATES.
D. PREPARATION OF FINAL CONCEPT PLAN
FROM THE FEEDBACK RECEIVED ON THE ALTERNATIVE SCHEMATIC CONCEPTS, THE BRAUER
TEAM WILL DEVELOP A FINAL CONCEPT PLAN INCORPORATING COMMENTS AND IDEAS GENERATED
IN RESPONSE TO THE ALTERNATIVES. A FINAL CONCEPTUAL CONSTRUCTION COST ESTIMATE WILL
BE PREPARED.
ANTICIPATED WORK TASKS:
• PREPARE A FINAL CONCEPT PLAN SUITABLE FOR DISPLAY.
PREPARE A CONCEPTUAL CONSTRUCTION COST ESTIMATE FOR THE DEVELOPMENT OF
IMPROVEMENTS IL'-USTRATED IN THE PLAN.
PRESENTATION OF FINAL CONCEPT PLAN TO THE CITY STAFF, PARK BOARD AND CITY
COUNCIL.
PAGE 3 OF 4
SCOPE OF SERVICES - SECTION TWO
A. PREPARATION OF A PRELIMINARY MASTER PLAN
TASK OVERVIEW: USING THE ADOPTED CONCEPT PLAN, THE BRAUER TEAM WILL PREPARE A
MASTER PLAN (PREFERRED PLAN) FOR THE DEVELOPMENT AREA. THE PRELIMINARY MASTER
PLAN WILL REPRESENT THE DESIGN SOLUTION THAT BEST RESPONDS TO THE NEEDS AND
DESIRES OF THE CITY WHILE REMAINING WITHIN THE THEIR ABILITY TO FUND THE PROJECT.
ANTICIPATED WORK TASKS:
a REVIEW AND ANALYSIS OF PREVIOUS FINDINGS.
0 PREPARATION OF A DRAFT MASTER PLAN. THIS REFINES THE ACCEPTED CONCEPT PLAN
BY CLEARLY ILLUSTRATING THE RELATIONSHIP OF EACH USE. ACTIVITY AREA, AND
FACILITIES/SITE AMENITIES.
0 REVIEW MEETING(S) WITH CITY STAFF, PARK BOARD AND/OR CITY COUNCIL TO
DETERMINE CHANGES/REFINEMENTS REQUIRED PRIOR TO DEVELOPMENT OF THE FINAL
MASTER PLAN..
• PREPARATION OF A PRELIMINARY MASTER PLAN CONSTRUCTION COST ESTIMATE.
ANTICIPATED TASK PRODUCT: MASTER PLAN GRAPHICS AND SUPPORTIVE TEXT.
PRODUCT:
THE PRODUCT OF THIS PRELIMINARY MASTER PLANNING STUDY SHALL BE ONE RENDERED AND
MOUNTED DISPLAY SIZED COPY OF THE PRELIMINARY MASTER PLAN AND RELATED GRAPHICS
SUITABLE FOR DISPLAY AND A CONSTRUCTION COST ESTIMATE.
B. PREPARATION OF A FINAL MASTER PLAN
PRODUCT:
FROM THE FEEDBACK RECEIVED ON THE PRELIMINARY MASTER PLAN, THE BRAUER TEAM WILL
DEVELOP A FINAL MASTER PLAN INCORPORATING COMMENTS AND IDEAS GENERATED IN
RESPONSE TO THE PRELIMINARY MASTER PLAN. A FINAL MASTER PLAN CONSTRUCTION COST
ESTIMATE WILL BE PREPARED.
ANTICIPATED WORK TASKS:
0 PREPARE A FINAL CONCEPT PLAN SUITABLE FOR DISPLAY.
9 PREPARE A CONCEPTUAL CONSTRUCTION COST ESTIMATE FOR THE DEVELOPMENT OF
IMPROVEMENTS ILLUSTRATED IN THE PLAN.
• PRESENTATION OF FINAL CONCEPT PLAN TO THE CITY STAFF, PARK BOARD AND CITY
COUNCIL.
THE FINAL PRODUCT OF THIS MASTER PLANNING STUDY SHALL BE ONE RENDERED AND MOUNTED
DISPLAY SIZED COPY OF THE FINAL MASTER PLAN AND RELATED GRAPHICS SUITABLE FOR
DISPLAY.
PLANNING FEE RANGE
SCOPE OF SERVICES - SECTION ONE $5.500 TO $7,200
SCOPE OF SERVICES - SECTION TWO $5.000 TO $5,800
me
PAGE 4 OF 4
TO MAKE IT EASIER FOR YOU TO UNDERSTAND THE DIFFERENCE BETWEEN THE LEVELS OF PLANNING DETAIL, 1 HAVE
ATTACHED TWO GRAPHICS TO THIS LETTER. THE DIAGRAM LABELED JOHN E. ARR VENUE - ALTERNATE #2, IS AN
EXAMPLE OF A PROJECT TAKEN TO THE LEVEL OF PLANNING DEFINED IN SCOPE OF SERVICES SECTION ONE. THE DIAGRAM
LABELED MASTER PLAN - LAKE FRONT PARK ILLUSTRATES THE LEVEL OF PLANNING DEFINED IN SCOPE OF SERVICES
SECTION Two.
I THINK 1 HAVE COVERED THE RANGE OF SERVICES THAT MAYBE OF INTEREST TO YOU, IF NOT PLEASE LET ME KNOW
iF YOU HAVE ANY QUESTIONS PLEASE FEEL FREE TO CALL ME.
SINCERELY,
, LTD.
C.\DOCS\BUSINESS\PROMO\97-1-126\KV,001
MEMO
PUBLIC WORKS DEPARTMENT
city of eagan
TO: THOMAS L HEDGES, CITY ADMINISTRATOR
FROM: THOMAS A COLBERT, DIRECTOR OF PUBLIC WORKS
DATE: JUNE 25, 1997
SUBJECT: PROJECT 709R, TH 13/BLACKHAWK ROAD — SIGNAL IMPROVEMENTS
In order to signalize the intersection of Blackhawk Road with TH 13, MnDOT design criteria
requires the construction of a super 2 -lane improvement from Seneca Road to Yankee Doodle
Road at an estimated cost of $1.2 million. The maximum MnDOT participation is approximately
$350,000. The City Council should provide direction as to how the remaining balance of
$850,000 should be financed.
Project 709 was originally proposed for the signalization of Blackhawk Road at TH 13, the
extension of Kennebec Drive from Blackhawk Road to the Blue Cross/Blue Shield properties
and the re -opening of Yankee Doodle Road northwest of Terminal Drive. As a result of
objections received at a public hearing held on August 6, 1996, the City Council approved only
the modifications to Yankee Doodle Road deleting the proposed Kennebec Drive extension and
the Blackhawk Road signalization due to lack of supplemental funding through special
assessments. Under this project, the City was planning on financing $350,000 from the Major
Street Fund.
In the Fall of 1996, the City submitted an application for MnDOT funding for the signalization of
Blackhawk Road at TH 13 through MnDOT's local initiative Municipal Agreements Programs.
In February of 1997, the City was informed that our project was eligible for approximately
$250,000 of MnDOT funding subject to a corridor study addressing access management and
signal spacing needs. It was also subject to review of a preliminary design concept layout
approval by MnDOT staff.
In March of 1997, City staff was informed that MnDOT proposed to install a structural
preservation overlay on TH 13 through the limits of the proposed signalization project. Through
the concerted effort of the business community and local/state elected officials, MnDOT agreed
to defer the overlay and contribute the equivalent value ($100,000) towards the super 2 -lane
design. During the preparation of the preliminary design layout, MnDOT required that the
access to Shawnee Road and Yankee Drive be restricted to a right-in/right-out movement to
further justify their participation.
On May 6, 1997, based on MnDOT funding participation, the City Council approved a revision
to Project 709(8) for the signalization of Blackhawk Road @ Th 13 and authorize the
preparation of the detailed plans and specifications. On June 17, the City Council approved the
preliminary design concept layout required by MnDOT.
MnDOT has informed the City that there are no residual funds from their fiscal year '97 program
that can be rolled over or allocated towards this project. As of this date, no other viable funding
sources have been identified.
MnDOT has requested the City of Eagan to identify their level of financial commitment towards
this project's cost. If this project becomes economically unfeasible due to a shortfall of funding,
MnDOT does not want to delay the scheduled overlay of TH 13 presently programmed to begin
mid-July, 1997. This would further reduce their available funds for a project at a later date.
MnDOT has requested that I attend a meeting on July 17 with MnDOT's senior staff officials to
discuss the feasibility of this project. Based on conversations with various MnDOt staff, I
believe that MnDOT may withdraw their participation without a firm commitment from the City
of Eagan providing assurances that the TH 13Blackhawk Road signal project upgrade to a super
2 -lane design will be fully funded recognizing MnDOT's maximum funding of approximately
$350,000. I would appreciate an opportunity to discuss this issue with you and the City Council
so that I can properly represent the City of Eagan in these future meetings and guide the project
to a successful conclusion, if at all possible.
Respectfully submitted,
Z
is Works