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09/29/1987 - City Council Special (2)SPECIAL CITY COUNCIL MEETING TUESDAY, September 29, 1987 6:30 p.m. I. ROLL CALL II. BID REVIEW & APPROVAL FOR FIRE PUMPER TRUCK III. REVIEW STORM SEWER REPORT * River Hills Ninth Addition * Lexington Square Addition IV. RESOLUTION FOR GOVERNMENT INFORMATION SYSTEMS V. REVIEW DEVELOPMENT ITEMS VI. PERSONNEL ITEM VII. MBO UPDATE VIII. OTHER IX. ADJOURNMENT MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 25, 1987 SUBJECT: SPECIAL CITY COUNCIL MEETING/WORKSHOP FOR TUESDAY, SEPTEMBER 29, 1987 FIRE PUMPER TRUCK The Public Works Committee met on Thursday, September 24, 1987, with a special committee of the volunteer fire department who has investigated, coordinated and prepared the specifications and bidding for four (4) new fire pumper trucks. City Councilmember Wachter and City Administrator Hedges were in attendance at the meeting and reviewed the bids that have been submitted by Custom and Luverne who are the only two (2) bidders. Specifications were sent to six companies. The bid submitted by Luverne is $141,133 and for Custom, $154,795. The estimate for each pumper truck was $160,000. The Public Works Committee, City Councilmember Wachter, with concurrence by the Fire Department Truck Committee, is recommending the bid submitted by Custom in the amount of $154,795 for each of the four pumpers. The Fire Department Truck Committee has performed a thorough evaluation of the bids and has summarized their findings in a notebook which is enclosed for your review. The notebook contains a series of pictures that compare the Luverne and Custom trucks and also analyze each of the specifications. City Councilmember Wachter and the City Administrator met for approximately an hour and one- half with the Truck Committee and reviewed each picture and specification in detail. The Truck Committee will be present at the special meeting and have been advised to summarize the bids and their reasons for recommending the custom bid to the City Council. This information will be turned over to the. City Attorney and he will be asked to analyze the bids and determine whether the City Council can legally accept the Custom bid for reasons stated in the notebook. At the meeting on October 6, this item will be on the agenda under Department Head Business for formal action. STORM SEWER REPORTS The Public Works Director will be present to present comments and findings regarding a special storm sewer analysis that is being prepared for the River Hills 9th Additon and Lexington Square Addition by the consulting engineeering firm. At the present time, Bob Rosene's firm has not completed the entire anlaysis which includes several alternatives and, therefore, copies were not available for distribution. The Director of Public Works has been assured that copies will be available for distribution at the meeting on Tuesday and he will go through an analysis and review of the two reports. As stated at the last City Council meeting, the neighborhoods will be informed of the workshop and council review, however, it was the intention of the Council that this meeting be held in a workshop environment for discussion by the engineers and Council. The residents will have an opportunity to address this issue at a future public hearing/agenda item at a regular meeting. GEOGRAPHIC INFORMATION SYSTEM Enclosed on page _!t7Lis a resolution authorizing the City to commit time, participate in funding and explore funding alternatives for the cost sharing of a computerized parcel base map. Dakota County is investigating the potential of a pilot project with the cities of Apple Valley, Burnsville and Eagan that will prepare a computerized parcel base map for several sections or areas where the three corporate boundaries meet in the southwest portion of the City. This item was explained by the City Administrator at a recent budget workshop meeting with the concurrence that cable franchise fees will be considered for the project in 1988. ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny a resolution hearing concerning geographic information system development. REVIEW DEVELOPMENT ITEMS The Director of Public Works and City Administrator would like an opportunity to discuss various development issues that are confronting the Planning and Engineering Departments on a day-to-day basis. The following is an outline of those items we plan to discuss at the meeting on Tuesday: 1) Development Standards --Discuss the difference between "community" standards and "engineering" standards in an effort to determine whether there is an absolute minimum with no variances or if standards should be considered desireable and be granted variances at the discretion of the City Council. 2) Policy Enforcement --With the volume of development, there is a need for specific policies and uniformity in the enforcement of policies. Unfortunately, whenever policies are deviated from by either Administration or the City Council, the deviation becomes the rule rather than the exception. This leads to conflicts between departments and developers and our effort to enforce development policies. 3) Application processing --The City is receiving pressure from residential, commercial and other developers to process applications for planning, zoning and other related regulations that are incomplete, inaccurate or inadequate for proper staff review. Applications are also being considered and processed by the APC and City Council when certain conditions are considered as complete instead of being sent back to the City staff. Often times the developer will apply pressure that his or her development will be held up, time is money and many other concerns are expressed. Direction is needed requiring how the City Council and staff should review revisions and revise reports as they pertain to development projects. Another application that requires some consideration is the extension for preliminary and final plats that have expired according to the City Code. One suggestions is to require and updated, revised report if a preliminary or final plat is to be given consideration for an extension. _2� 4) The City staff is feeling extremely taxed with the volume of development application that are being received and processed in our community. Anytime standards are minimized, variances are granted and the process is expedited, it creates additional burden on staff to process and handle all requirements necessary for completing a development project. The Director of Public Works and Citv Administrator would like to share concerns and thoughts about the current rate of growth and the potential impact it has on our employees and community. PERSONNEL ITEM The City Administrator met with the volunteer Fire Department retirement pension committee on September 17 to further discuss the retirement benefits that are under consideration between the volunteer Fire Department and City Council. The City Administrator did present a proposal at that meeting from the City Council that would raise the monthly benefit to $250 with the understanding that that amount would be increased to $275 if the firefighters would agree to a five-year program. Also, disability benefit for non - service related injuries was eliminated in the City Council's proposal. Also, the monthly benefit increase beginning in 1988 is not retroactive for those years of service prior to that date. The present monthly rate would be applied to those years of service through December 31, 1987 and the new rate applies for those years of service after January 1, 1988. Since that meeting, the pension committee researched the issue of retroactivity and according to a specific statute, the City Council cannot deviate monthly pension amounts for those firefighters who are considered as active service. The City Administrator has sent a memo to the City Attorney requesting a legal opinion. Since the September 17 meeting, a new proposal has been presented by the pension committee and a copy is enclosed along with the memo to Paul Hauge for Council review. This item will be discussed at the special workshop meeting on Tuesday. MBO (T. 5 3) The City Administrator is nearing completion of the MBO update, and if time permits, a review of the MBO update will be given by the City Administrator. Time did not allow for the MBO update to be completed for packet distribution; however, copies will be available for Council review at the meeting on Tuesday. OTHER Enclosed on pages through is a copy of a memo that was prepared by our Superintendent of S reets Arnie Erhart and addresses our proposed snow plowing program for 1988. At the last budget work session there was some question regarding the need to add an additional contractual snow plowing route, this has been reviewed by our Public Works Department. It is their conclusion that an additional contractual route is not necessary. The Director of Public Works will answer any questions that the City Council might have regarding this report at the meeting on Tuesday if time permits. S CITY OF EAGAN RESOLUTION HEARING CONCERNING GEOGRAPHIC INFORMATION SYSTEM DEVELOPMENT WHEREAS, the problems of records duplication, data currency, and interrelationships of geographic data usage among County departments, cities and other agencies creates inefficiencies in the delivery of services to the public; and WHEREAS, development of a Geographic Information System has the potential for improving coordination and increasing productivity of government services; and WHEREAS, Dakota County is investigating the potential for joint system development of a Geographic Information System among cities and utilities. NOW, THEREFORE, BE IT RESOLVED, that the City of Eagan will 1. Commit staff time to integrating the potential development of a Geographic Information System, 2. Participate in the funding of a.pilot project, and 3• Explore funding alternatives for cost sharing of the development of a computerized base parcel base map. Motion made by: Seconded by: Those in favor: Those against: Dated: CITY OF EAGAN CITY COUNCIL By: Attest: CERTIFICATION Its Mayor Its Clerk I, E. J. VanOverbeke, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this day of , 1987. E. J. VanOverbeke, City Clerk / City of Eagan « ^0, �cm He�ges Eagan City Admin�strator As a resu1� o+ our m�eting �ith you on �e�t. �5, we have revised oxr proposal concerning our r�tirement fund. We understand tha� you will present nur propos*l tn ��e City ic a wor|'�nop session. At t�is sossion we are hopeful tha� you �vzli be ablo to determi�e t�� Citys specifjc reasons �or thcir rejectinn of our proposed monthly benef�t change Respectf��lly: `�e Retiremen� commi�'�eo. One factcr �hat really hitsclose to home is the many hours of worry �hat our family has had tu bear. . ./ . Am agroe �nzt there nust be ztringient controls on tho disabiiavy be:ifit. KIM proposz W limit ths non-servics -elated dicability beni{it to zhose with a minimum of 5 years of ,prvice. 2 �is r�alize the City profers to start thp new nenifit rroqram on 1-1-88. We will comply with Lhat. �. We believe we can gain spproval from the firefighters for a M50.00 monthly benifit propram. ( Jatails follow in this memo ) We feel ' as we had initially proposed, zhat we aro oot asking for t�e City to be over�y burdened financialy for our sacrifice. |fere is our reasoning; 'All are not �sking for a lar�er contribution. Our benifit can �e increased �o � 350,0� monthly with nn increase to the City. lnfact, this monthly amt. can �e realized with a 50 % decrease in CiLy fundino over last years figure! The +ollowing are the f gures that will accompli*h the $ 350.00 monthly beni�it; Gtate 2%------------------------79 000.00 (Crnservativ'� est.) City contribution -------------~--43,o00.00 Total --------122,000.00 This amount will a1low for a � 350.00 monthly benifit. Our sstimate of 79,00O.00 State 2% is based on the last 4 years which hss averaged approximately 10% each year. In addition the new .1.1 LA is forthcoming and is sure to enhance this figure even more. We {eel this is a crodible program that will not burden zhe City. We are anxiously Iooking forward to your support! Thank you Respectfully, Eagan Volunteer Fire Department. MEMO TO: TOM COLBERT, DIRECTOR OF PUBLIC WORKS FROM: ARNIE ERHART, SUPERINTENDENT OF STREETS/EQUIPMENT DATE: SEPTEMBER 25, 1987 SUBJECT: STREET DEPARTMENT PRODUCTION Our production has increased in many areas. Since 1985 we have more than doubled our placement of patching material and significantly increased our crack sealing operation. By eliminating wing operators we have reduced the amount of personnel needed for snow plowing and overtime. Even with increased production, we are falling behind in our normal maintenance activities. If we want to protect the investment in our streets, we will have to spend considerable time on preparing them for seal coating. The new loader and one new maintenance person that I requested in the 1988 budget will be needed for more than snow plowing. Snow plowing is only 15% of our activities. It has been difficult to operate with only one loader and one backhoe for three departments. Seasonal personnel are helpful in the summer but most do not have the experience or skill to operate our expensive equipment. Our contract plow route is for snow plowing and not clean up operations or salt/sanding operations. In these cases the loader would be a necessity. Arnie Erhart Superintendent of Streets/Equipment AE/nab 1� STREET DEPARTMENT OPERATION 1986 Operation Man Days Plowing/sanding * 332 15.0 Tree trimming 53 2.5 Sweeping 165 7.5 Signing 189 8.5 Gravel Road Maintenance 93 4.3 Boulevard & Ditch Maintenance -150 6.8 Bituminous Surface Maintenance 618 28.0 Crack Sealing 120 5.4 Equipment Maintenance 415 18.8 Storm Sewer Cleaning & Repair 69 3.2 TOTAL 2204 100.0% * Includes hauling and stockpiling of salt/sand 1985 1986 As of 9-1-87 Asphalt Mix 523 tons 1,236 tons 800 tons MATERIALS USED Crack filler 1,870 pounds 13,715 pounds 30,000 pounds PLOWING OPERATIONS Snow Season 1985-1986 1986-1987 1987-1988 Street Miles 140 150 165-170 Mainline Routes & 7 8 9 Miles per route (20) (18.75) (18.3-18.9) Cul-de-sacs 290 312 350-375 Cul-de-sac Routes 6 7 8 & number per route (48) (44.5) (38.9-46.8) City Personnel 8 - Street 8 - Street 8 - Street & Department 6 - Utilities 4 - Utilities 5 - Utilities 3 - Park 1 - Park 2 - Park 17 - Total 13 - Total 15 - Total Contract 0 1 Mainline 1 Mainline 1 Cul-de-sac 1 Cul-de-sac *Eliminate Wing Operators SNOW REMOVAL INFORMATION Winter has arrived and brings with it the Public Works Department's responsibility to perform its snow removal and ice control program in the fastest, most efficient and economical manner possible. This can only be achieved through a concerted effort of the residents and the businesses of our community, in cooperation with our maintenance personnel. Snow Plowing Routes With the addition of many new streets in Eagan, the Public Works Department will be contracting one new mainline route and one new cul-de-sac route for snow plowing in the southwest area of the City. For the 187-188 snow season, this will bring our total to 9 mainline and 8 cul-de-sac routes, which will have the responsibility to maintain more than 165 miles of streets and over 350 cul-de-sacs. Eagan Parking Ban To help make for easier and more efficient snow removal, the City Council has established parking regulations which are in effect from November 15 to April 15 of each year. Based on an odd/even day system, the restriction is in effect from 6 a.m. to 6 p.m. each day. Parking is allowed only on the odd numbered side of the street on odd numbered calendar days and only on the even numbered side of the street on even numbered calendar days. Parking is allowed on both sides of the street from 6 p.m. to 6 a:. -me Automobiles not in compliance with the new parking regulation may be ticketed and/or towed. Please Remove Curbside Ob1ects Snowplows plow the snow onto the boulevard area adjacent to the street (7 to 13 feet from the curb). Any object that could hamper or be damaged by the snow removal operations should be removed from this area (fences, landscaping, etc.). Garbage awaiting pickup should be set in at least eight feet from the curbline. Also, mailboxes should be checked to insure they are strong enough to withstand the weight of a growing snow bank as the winter progresses. Questions If you have any questions regarding snow removal procedures, please contact the Superintendent of Streets at 454-5220. Any questions pertaining to a vehicle that has been towed should be directed to the Police Department at 454-3700. Countv Road Plowing Snow removal on the following roads is the responsibility of the Dakota County Highway Department: Lone Oak Road (#26) Cliff Road (#32) Yankee Doodle Road (#28) Lexington Avenue (#43) Diffley Road (#30) Dodd Road north of Diffley (#63) Pilot Knob Road 031) Nicols Road (#23) Becker Road (#63A) Any calls pertaining to snow and ice control on these county roads should be directed to the Dakota County Highway Department at 437-0398. Thank You! Your patience, understanding and cooperation are greatly appreciated by your neighbors and the personnel who will be putting in long hours to clear our streets as quickly as possible. Please be assured that we will make every effort to perform this operation in the most efficient manner possible. /3 MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 25, 1987 SUBJECT: INFORMATIVE Since there are five (5) Tuesdays in the month of September, I thought it would be helpful and informative to distribute copies of documents, correspondence and the related for your review and awareness. 1990 DECENNIAL CENSUS All municipalities are beginning to receive information for the upcoming 1990 Decennial Census. The formal workshop is scheduled for Thursday, October 8, 1987, at the Metropolitan Council Chambers to learn how the City of Eagan should prepare for the local review of the 1990 Census. This office will coordinate the 1990 Decennial Census by participating in all the workshop sessions, coordinating publicity, organizing the temporary workers and organizing all other necessary requirements. The results of the 1990 Census should provide additional aid to the City of Eagan, i.e., municipal/state aid. ST PAUL PIONEER PRESS & DISPATCH Enclosed on page is a copy of a letter from Nancy Conner, St. Paul Pioneer Press and Dispatch, announcing her new assignment to cover higher education for that newspaper. MY1.L61« Enclosed on page /_7 is official notification of an open house that will be sponso ed by Metropolitan Waste Control Commission at the Seneca Wastewater Treatment Plant on September 27. FIRE DEPARTMENT MONTHLY REPORTS/JUNE -AUGUST Enclosed on pagesl—e—through2C are copies of Eagan Volunteer Fire Department monthly reports for the months of June through August. LEXINGTON SQUAREZCORRESPONDENCE As a part of the informative memo distributed with the September 15, 1987, City Council packet, were copies of correspondence from Roger Hughes to the Meritor Corporation. Enclosed for your review are copies of letters to Mr. Hughes and the Rottlund Company from the Meritor Corporation in response to Mr. Hughes cor espondence. These copies are enclosed on pages through MINNESOTA REAL ESTATE JOURNAL The City of Eagan has been selected as the special "Market Focus" section of their October issue of the Minnesota Real Estate Journal. Each month a different municipality throughout the state is chosen for the market focus. The Minnesota Real Estate Journal receives state-wide distribution and the market focus is intended as an economic development tool. COMMUNITY CENTER STUDY COMMITTEE REPORT At a joint Advisory Parks & Recreation Commission/City Council meeting that was held early in 1987, it was agreed that the APRC togan. uld investigate the need for a community center for the City of A report was compiled at the end of July; however, due to the budget and other business at hand in August/September, this document was not given review by Administration for distribution to the City Council. The report has been reviewed in detail with the Director of Parks &$ Recreation and is being distributed to the City Council for your readership. It is anticipated that a second and final report will be prepared by the APRC and distributed in October/November. C P UPDATE DAKOTA COUNTY SOLID WASTE MANAGEMENT At the last public network issues meeting, held on September 17, Mr. Warren Wilson, Solid Waste Planner for Dakota County gave a speech on the status of the Dakota County Solid Waste Management Program. Mr. Wilson prepared an outline that was distributed to those people who were in attendance and I thought a copy might be of Anterest t the City Council. This outline, enclosed on pages ,03 and, provides the reader with a brief analysis of the County's plans for coordinating solid waste. SEPTEMBER 1, 1987, INFORMATIVE MEMO Enclosed on pages.35 through,'�.3 are the attachments that were missing from the September 1, City Council Informative Memo. After a search, they were found "mis-piled" on the book shelf in my office. F�konv.�js � 4% fl� /6 t 1 k 1 ra '4:A s; ;.� X �:• 1 f S -t t F kfi `rC t i � •t 1� .• '� h y t» -$ ?c -T 4? - yY•�•'•t;.:.. �'':1 9ytiw.y++'-fir , ii a4+, �1 +a4; ru s i $ "i } 7 •� 'k it l -i n ,:n } t St. Paul Pioneer Press and Dispatch 345 Cedar Street Tom Hedges City Hall Eagan, MN 55122 Dear Tom: St. Paul, Minnesota 55101-1057 612-222-5011 Sept. 17, 1987 I'm perhaps belatedly writing to tell you I have a new assignment, covering higher education for the newspaper. I was hoping to be able to tell you who the new Eagan reporter would be, but that still hasn't been decided. Please tell the City Council members, other city staff and especially Karen, who has been so helpful, that I have enjoyed covering Eagan city government and will miss coming regularly to your city (which changes almost day by day!) And a special thanks to you for your help on so many stories. I hope a new reporter will be on board soon to pick up on all the new developments. Yours truly, Nancy Conner Publishers of the Pioneer Press and Dispatch ... Since 1849, Minnesota's First Newspaper ' METROP®LITAn WAITE ' C®nTROL C®filmiffl0n TVMc�Prea Dear Neighbor: You are invited to attend an Open House being held by the Metropolitan Waste Control Commission (MWCC) at its Seneca Wastewater Treatment Plant on September 27, from 2:00 to 5:00 PM. The Seneca Plant is located at 3750 Plant Road, Eagan. (Please see the enclosed map.) Do plan to attend -- rain or shine! There will be tents set up. Under the big top, you'll find refreshments and meet some of the people responsible for treating your wastewater. We plan to have something for everyone at the Open House. There will be tours, informative displays about our interceptor sewer crews, and about our industrial wastes, water quality and air quality divisions. There will be a big screen television to keep fans updated on the ball games that day. Also, you will have a chance to win a VCR! How do you win the VCR? By entering and winning the Ed Norton look -a -like contest. (That's right, Ed Norton, the sewer worker immortalized by Art Carney in Jackie Gleason's memorable TV series, "The Honeymooners.") All attendees are eligible to enter. Judging will begin at 3:30 PM. We are proud of the work that we do at the Seneca Plant. Because you are a valued user of our wastewater disposal system, I would appreciate the opportunity to meet you and -show you the Seneca Plant. I hope I can look forward to seeing you on September 27. Sincerely, . ! '' avt,� im Wawra Manager Seneca Plant P.S. If for any reason you can't join us on September 27, MWCC does offer plant tours and a Speakers' Bureau year-round. Just call 222-8423. 17 350 Metro Square Building, Saint Paul, Minnesota 55101 612-222-8423 EAGAN VOLUNTEER FIRE DEPARTMENT MONTHLY REPORT FOR MONTH OF June 1987 WORK PERFORMED TYPE MAN HOURS Fire/Rescue 1863 Training 544 Truck & Equipment Maintenance 234 Station Maintenance _ 132 Fire Prevention Administrative arq TOTAL MANPOWER .Available Nights Available Days Available Days and Nights Available Rotating On Leave 3 Rookies 0 TOTAL FIRE/RESCUE TYPE Structure Grass Vehicle False Medical Other TOTAL LARGE DOLLAR LOSSES DATE NAME 6/14/87 Woodridge _--40252 STATION #] 14 6 3 3 0 0 26 STATION #2 STATION #: 14 9 4 3 5 3 1 3 1 0 0 0 25 18 NUMBER $ LOSS 4 LOCATION 3255 Coachman CY&II118 OCCUPANCY $ LOSS Apartments $3,500,500 EAGAN VOLUNTEER FIRE DEPARTMENT MONTHLY REPORT FOR MONTH OF July 1987 TYPE MAN HOURS Fire/Rescue 620 Training 525 Truck .& Equipment Maintenance 238 Station Maintenance 122 Fire Prevention 0 Administrative 392 TOTAL MANPOWER Available Nights Available Days . Available Days and Nights Available Rotating On Leave Rookies FIRE/RESCUE TYPE Structure Grass Vehicle False Medical Other LARGE DOLLAR LOSSES DATE NAME None TOTAL TOTAL 1,897 STATION #] STATION #2 STATION #3 14 14 9 6 4 3 3 5 3 3 1 3 0 0 26 NUMBER 4 9 11 18 3 9 54 LOCATION /17 1 0 25 $ LOSS 600 100 700 I I 18 OCCUPANCY $ LOSS EAGAN VOLUNTEER FIRE DEPARTMENT MONTHLY REPORT FOR MONTH OF August 1987 T.T II TT) T1T T1 Ti1T11IT T\ TYPE MAN HUUR6 Fire/Rescue 315 Training 506 Truck & Equipment Maintenance 176 Station Maintenance 116 Fire Prevention 27 Administrative 616 TOTAL 1,756 MANPOWER STATION #] STATION #2 STATION #3 Available Nights 15 15 9 Available Days 6 5 2 Available Days and Nights 2 4 3 Available Rotating 3 1 3 On Leave 0 1 0 Rookies 0 0 0 TOTAL 26 26 17 FIRE/RESCUE TYPE NUMBER $ LOSS Structure 7 1,100 Grass 1 Vehicle 1 False 3 Medical 9 Other 1 TOTAL 22 1,100 ; LARGE DOLLAR LOSSES DATE NAME LOCATION OCCUPANCY $ LOSS None September 16, 1987 Mr. Roger Hughes 1026 Savannah Road Eagan, MN 55122 Dear Roger, Meritor Development 11�nrnoration I am sorry for the amount of time that has lapsed since you have last heard from me following the meeting of Lexington Square residents, however I have tried to respond to several of the items which were discussed at the August 26th meeting. I have contacted a sign company and they are in the process of painting approximately six construction traffic signs which I will install along Lexington Avenue directing traffic into Lexington Square either on Wescott Road or Northview Park Road. Because of the demand for signs for the Parade of Homes, I will not be able to pick up these signs until the first of next week. I will personally install these signs at that time. I also sent a letter out to all the builders in Lexington Square along with copies to their sales staff informing them of the meeting which we had. A copy of this letter is attached. As to making myself available to hear specific complaints from homeowners about their builders, only as a last resort should the developer get between a buyer and his builder to resolve any issues. Homeowners should follow specific procedures in filing complaints with their builder, no matter who the builder is. If we were to mediate every disagreement between a homeowner and a builder, we would not have time to develop land. Homeowners should always submit complaints in writing to their builders allowing their builder time to respond, and as a last result, go to a higher being whether that be the city, the developer or whoever. We do not want to get into the middle of a disagreement over whether a sheetrock job is adequate or not adequate or whether the builder delivered what the buyer was expecting. The problem that we really run into in this situation is what is acceptable to one party may not be acceptable to the other party. When the issue is something like drainage around the person's house, we have a definite plan that is to be followed and in that instance, the city or Meritor Development can go to the builder and try and force him to correct this situation. Continued zl 1 Mr. Roger Hughes September 16, 1987 Page 2 of 2 AV", L@712rgr Meritor Development Corporation As mentioned in my letter to the builders, once the Parade of Homes is over, I will get together with them and we will discuss the mix issue of home types in Lexington Square. I don't know exactly what direction this mix issue will go, meaning house type or square footage or a combination of both. At that time I will also be discussing with them the architectural control committee. Sincergly, Lar y D. Frank Assistant Vice President 921-5951 Enclosure LDF:fbe Ce� Mr. Thomas Hedges - City of Eagan Administrator v7— 41 s syro �P P Ci o September 8, 1987 Bud Rotter THE ROTTLUND COMPANY, INC. P.O. Box 383 Osseo, MN 55369 Dear Bud, Meritor Development Corporation 3800 West 80th Street, Suite 1200 Bloomington, MN 55431 612-921-5950 As you may have heard, there was a meeting last Wednesday nite at the Methodist Church on Lexington Avenue for the residents of Lexington Square. Approximately 80 people from Lexington Square were there along with Jerry Bordon, an engineer with the City of Eagan, Brad Swenson of Triland Properties, and myself. The meeting was organized by Mr. Roger Hughes, a resident of Lexington Square, to discuss residents' concerns on several items at Lexington Square. I feel the meeting went very well and want you to be aware of what was discussed that night and commitments that I made for the completion of the Lexington Square development. One of the first concerns that was brought up by the residents was the traffic situation which is present at Lexington Square. They indicated that they would like to see less construction traffic going through the existing neighborhoods and also that at times delivery trucks such as cement trucks, lumber trucks, whatever, drive in either at over the 30 m.p.h. speed limit or at a speed which is unsafe with children around the neighborhood. They requested that we route some of the construction traffic where reasonable to either Wescott Road or Northview Park Road when that gets completed. I have ordered construction traffic arrow signs and should have those completed in about one week. These will direct construction traffic off of Lexington Avenue onto Wescott Road and onto Danbury Trail and into Lexington Square. I will also have enough extra signs so that when Northview Park Road gets completed, that we can direct construction traffic also to the south and into Lexington Square off of Northview Park Road. I am therefore requesting you to send a letter out to all of your subcontractors and suppliers and request their deliveries to use these construction routes as Continued The Rottlund Company, Inc. September 8, 1987 Page 2 of 3 Meritor Development Corporation much as possible. I would also ask you to mention in your letter that these delivery people go at a slower speed through the development for safety reasons. Along with this traffic concern, the residents asked if it would be possible to add some stop signs on Savannah Road. I will be writing a letter to the City of Eagan requesting them to look into this matter to see if stop signs would be appropriate. A second item of concern was the covenants and restrictions that are on file for Lexington Square. Many of the residents were not aware that there were covenants and restrictions in place and the ones that were aware of them, did not have a copy of them. I am therefore requesting that all sales centers have posted a set of the covenants and restrictions for any prospective home buyers to review. I also think it is very important that if you have a buyer that is strongly considering purchasing a house, that he be given a copy of these covenants and restrictions to review before he signs a purchase agreement. A third item of concern was the mix or lack of different types of homes in the Lexington Square development. All residents at the meeting generally felt that homes in the price of $90,000 - $125,000 or $130,000 or $140,000 was a fairly good price range, however they requested that we try and get a better mix of house types spread throughout the subdivision. I indicated to them that we would try and do this, and I would like to set up a meeting in the near future of all the builders at Lexington Square to discuss this situation. This housing mix also brought up the question of the Architectural Review Board. I indicated to them how the Architectural Review Board, functions at this time, and want to reiterate to you, the builder, that when a new house plan is to built at Lexington Square, that this has to be submitted to our office for approval. There were also several concerns about drainage problems at Lexington Square, especially after the heavy rains of the week of July 16th. Jerry Bordon from the City indicated they were doing a drainage study to review any potential problems at Lexington Square. upon the completion of this study, the residents would be notified of the results. The residents also had quite a few concerns for the Danbury Place subdivision which occurs in the middle of Lexington Square. Brad Swenson of Triland Properties -was at the meeting and he answered most of the questions that were concerning this subdivision. Continued 7[/— r� r The Rottlund Company, Inc. FE, eviler September 8, 1987 Page 3 of 3 Meritor Development Corporation As I mentioned previously, I felt the meeting was very constructive and the results which were achieved, should make Lexington Square a better place to live. Please respond to these requests and if you have any further comments, questions or suggestions, please give me a call. As mentioned, we will try to set up a meeting in the near future to discuss the housing mix. Sincerely, Larry D. Frank Assistant Vice President 921-5951 LDF:fbe zs July 26, 1987 INTERIM REPORT - COMMUNITY CENTER STUDY COMMITTEE The purpose of this report is to summarize the Commission's findings and to recommend future action steps before making a final draft report later this year. RArVnRnTTNn In the fall of 1986, the City received a petition with over 400 resident signatures requesting a community center. The issue was referred to the Advisory Commission for review. A "study process" was developed to do a preliminary investigation on the needs for such a facility which was reviewed and approved by the City. The Commission has initiated that study process, visiting community centers in Eden Prairie, St. Louis Park and Brooklyn Park. Additional information on the operation of other facilities has also been obtained. The Commission has conducted a "listening" session, involving speakers the School District Community Education, swim coaches, swim club, ice arena managers, figure skating, hockey, etc. Input on "city needs" has also been solicited. SUMMARY OF OPERATIONAL EXPENSES & INCOME The Commission found that contrary to prevailing thought, community centers are not necessarily money losers. A center can be managed and operated to at least pay for its operational costs. For example, New Hope, with just an ice arena and a population of less than 40,000 had expenses exceeding income for only three of its last ten operational years, (1975-1986). The largest annual deficit incurred was $19,315 in 1986, which was preceeded by six years of positive cash flow, averaging over $13,300 per year. Over the life of the facility, this facility has produced a net income. A second example is Eden Prairie. This community is similar to Eagan in size and population. A community center facility of approximately 70,000 square feet was built at a cost of 2.9 million dollars in 1981. The facility consists of an ice arena, swimming pool, community rooms and racquet ball courts. This facility has "broken -even" between expenses and income for the past six years, while maintaining the philosophy of low fees and "a break even" approach to program fees and charges. Mr. Bob Lambert, Director of Parks & Recreation for Eden Prairie, states that the facility has made money three years and lost money three years, not exceeding $5,000 in profits or losses. The budgeting process is aimed at an objective of break-even. St. Louis Park Recreation Center, constructed in 1970, has been a substantial "loser" over the years. However, the City Council has rejected proposed increases for ice rental rates and other fees and charges, despite the fact that current ice rental rates are lower than metro averages by as much as $7.50 per hour. Simply put, St. Louis Park has taken a position that losses sustained at the center are reasonably small compared with the number of users and use the facility provides to the residents. Other park facilities which require large capital expenditures are not expected to "break-even" or make money, i.e tennis courts, ball fields, etc. Mr. Craig Panning, Director of the Community Center stated that a $5.00 increase in its ice rental rate, which would still place the center rental rates below the average ice rental rate in the metro area and would cut its annual losses by nearly 40%. RAP -010.4 At the other end of the spectrum, Brooklyn Park has established an aggressive rental rate/fee structure and has taken an approach to marketing and advertising that maximizes revenues. Earning estimates for revenue in 1986 were placed in excess of $45,000 of income over expenses under this philosophy. These funds are redirected toward other recreational programs. A survey completed by the Minnesota State Ice Arena Managers Association of some thirty (30) facilities indicates an apparent equal split between facilities that are generating sufficient revenues to offset operating expenses as opposed to those that are operating at a deficit. rnNCT.TTSTnN Community facilities can at least "break-even" on operating expenses assuming a managerial, operational, and a construction philosphy is established early in the planning process to make a profit or break-even. Consideration for a capital investment and/or replacement fund shall be considered. TRENDS Americans are becoming increasingly concerned about their health and fitness and have taken appropriate responses by increasing their recreational programs of exercise and activities. Many communities have constructed facilities that have met these leisure needs. Apple Valley has recently passed a 3.9 million dollar bond referendum, which included a community center that focuses on a gymnasium; Brooklyn Park constructed a gymnasium as part of its addition and Eden Prairie, Golden Valley, Plymouth and Inver Grove Heights are in the planning process for facilities that provide gymnasiums or equivalent space. These communities are similar to Eagan in that school gymnasiums are already "filled up" with school athletics, band concerts, and the like. These school sponsored activities often preclude the use by the public of these school gymnasiums. Mr. Russ Frankel, District 196 School Coordinator, stated that "in-house programs and booster club programs are currently being restricted by lack of available space in school gyms." The construction of new schools in Eagan may have little, if any, significant impact to improve the availability of gym space. Currently, the public has little or no access to school gymnasiums at Rosemount and Apple Valley High School, and very limited access to the middle school gyms within the district. Further, elementary school gyms currently being constructed are not necessarily a gym, but a "multi -use" room being utilized for lunchrooms and auditoriums. Consequently, they are smaller and are less suited for adult usage. rnNCT.TTRTnN The City should consider a community center which provides facilities that can accomodate physical fitness and active space for programs and activities such as running, jogging, volleyball, basketball, aerobics, gymnastics, tennis and fitness rooms. This would be in keeping with the national trend of leisure exercise and good health. z7 2 DEMOGRAPHIC PROFILE Nearly everyone is familiar with the growing, youthful population in Eagan without the need to duplicate statistics. Implications are that as a young community, we can expect residents to want and support the interest of their dominant age segments. Eagan and Eden Prairie are similar in this youthful orientation, and their interest in community sports and recreation programs appear to be similar. Although it may be dangerous to closely parallel Eagan to the responses Eden Prairie residents gave to a recent survey, it still may be revealing. In late 1984, Eden Prairie conducted a citywide needs assessment survey with the local school district. This random survey was under the direction of an independent - IMI Research Corporation Inc. - agency who conducts scientific surveys. The sample survey concluded and reported that residents of Eden Prairie "clearly appreciated the community facilities available to them and appear to want more of the same." "Based on response, use of the current Eden Prairie community facility is high; 85% recorded they had used the community center, and 74% of those without children had used the center within the last year." Again, we must use caution with the use of another community's statistics. It is worthwhile to note that Eden Prairie has a successful community center which has been well received and is being used by its residents as identified by its use. RECOMMENDATION That the City consider the use of an independent survey/research organization to conduct a sample survey of Eagan residents to determine interest and support levels for the components of a community center. ADJACENT FACILITIES Staff has made a brief review of adjacent communities to determine what impact, if any, planned or existing facilities would have on Eagan's designs for a community center. A. Rosemount - recently defeated a referendum for an ice arena; no further plans at this time. B. Apple Valley - recently passed a referendum which included a community center to be located near Apple Valley high school. Little or no impact on an Eagan facility, Apple Valley still receives pressures by hockey interests to build a second ice sheet. C. Lakeville - recently defeated a referendum for an ice arena; no future plans. D. Burnsville - completed expansion of its existing ice arena to a second sheet in 1985. Both facilities currently programmed to near or at capacity. Review of plans for a swimming pool uncertain time frame. 2g 3 E. Mendota Heights - no plan. F. Inver Grove Heights - planning a community/civic center. Ice arena anticipated, but would eliminate existing "bubble facility" which now provides for indoor ice. Largest impact might be on summer ice demands now considered to be in a soft market. "Y FACILITY" - The Minneapolis "Y" has plans for a future facility in Burnsville; site chosen is on County Road 11. St. Paul "Y" is considering Eagan for a "Y" in its five-year CIP of 1993. "Y" officials see little or no conflict within existing Y's, or planned Y's, if proper spacing is provided between three to five miles. Also, no conflict with any City facilities if there is a one to two mile spacing. CONCLUSION Existing or planned public facilities in adjacent communities would have little or no impact on Eagan facility. INTEREST GROUP NEEDS/AREA MARKET At a March 25 Commision community center study committee meeting, a "listening session" to hear from representatives of the swim club and school district - community education, hockey, figure skating was conducted. (See minutes of March 25, 1987). A brief summary of the major aspects of this public listening session concluded: 1) little or no space available in school gyms for growth of existing programs. 2) new program needs will go unmet or have restricted access to very limited space. 3) swimming pool instructional programs are filled. Program hours are limited and programs themselves are limited to very basic as a result of insufficient pool time. 4) size of pool is too small for swim club needs and most public uses. 5) limits placed on the number of participants for swim teams (school and club) because of space availability. 6) RAVE Swim Club has from 5:00 to 7:00 A.M. for swim club, must rent time in Richfield. 7) Eagan Hockey Association only able to secure 250 hours of winter ice, required 350 to meet projected program needs. Five ice arenas used to obtain these hours. 8) Association has shown a 20% growth in membership in past two years; growth may be injured as a result of limited indoor ice time. zy 4 9) Association officer recognizes need for community rooms of sufficient size and capacity for 100 to 500; annual meeting; parents meeting; banquest, etc. 10) Rosemount Hockey Association has 27 teams with over 400 participants of which 35-40% are Eagan residents. R.H.A. spent $50,000 on ice time in 1986-1987 for 650 hours, still short 300 hours of original ice time requests. 11) Girls ringette hockey a 1988 Olympic sport, growth is just beginning. Potential for impact on ice time may be significant. 12) School will require ice time for games and practices at the new Eagan high school. 13) Apple Valley uses their building during non -ice times for AAU wrestling and other events such as tennis. A dog show attracted over 1,500 people. The arena had over 100,000 attendees in a year's time.14) Apple Valley uses their building during non -ice times for AAU wrestling and other events such as tennis. A dog show attracted over 1,500 people. The arena had over 100,000 attendees in a year's time. 14) Economic benefit to communities often overlooked with ice arenas in that restaurants, hotels, benefit from frequent hockey tournaments and games. 15) The second most recognized facility in the City of Apple Valley is the ice arena, immediately after the Minnesota Zoo. 16) Burnsville - two ice arenas produced $50,000 income over operational expenses in 1986. 17) Ice arena facilities mean more than just a hockey rink providing a broad range of programs, i.e. figure skating, open -skating, instructional skating, adult leagues. Other space is still hard to find. 18) Burnsville, "Learn -To -Skate" program, has 505 enrollees in its spring session, over 1,500 for the year. 58% of these are Burnsville residents and 15% registered in the spring session were from Eagan. No advertisement directed toward Eagan residents at all, mostly word of mouth. Normal percentage of registrations from Eagan account between 15- 23%. 19) Skating club is separate from the Learn -To -Skate program and purchases 25% of ice time at Burnsville; high school approximately 5%. 20) Figure skating is not just for a few competitive skaters looking to excel. There are significant benefits in developing social skills, physical ability and agility and enjoyable learning experience. 9 SUMMATION Need for swimming, including lessons, competitive opportunities, recreational time and other swimming interests including scuba diving, etc. Hockey needs are unmet. Approximately 1,000 hours of ice time are needed for two of the three associations within Eagan. Approximately 450 hours now unmet. The third association has not made known their ice -time needs. Community rooms needed. Ice skating - no room to grow. Significant numbers of Eagan residents now participate in the Burnsville program. Little or no attempt to advertise to Eagan residents at this time. OTHER MUNICIPAL NEEDS/SCHOOL DISTRICT NEEDS The following information has been internally generated by the department staff, some of which has come from conversations with various individuals staff has come in contact with. These needs are as follows: 1) Insufficient space for department administration and recreational staff. Current space in Eagan municipal center is quickly becoming pinched because of growth of other departments. 2) Police pistol range is a possible addition to a facility in order to keep the police certification in firearms up-to-date. Space could be used for gun safety program. 3) Inadequate storage space for recreation program materials and supplies. Most are now kept at four different locations. E.A.A. also looking for storage space. 4) Room/space for activities such as indoor golf lessons, indoor baseball, i.e. batting practice, archery, all of which could be accomodated into one room with flexible use times. 5) Hockey games and practice facility for new Eagan high school. 6) Daytime accessibility to gymnasium or active space which could provide for aerobics, dance, athletic activities. These could be, or should be, supported by appropriate babysitting/daycare facilities. 7) Dayroom for teen activities such as ping pong, foosball. 8) Meeting room - banquet room for both recreation/educational opportunities such as theatre, cultural events, meetings, wedding receptions, etc. CONCLUSIONS & RECOMMENDATIONS The Commission and staff have compiled a significant amount of data pertaining to other community centers and ice arenas. It is our belief that, properly guided from its inception, a community center can cover its operational expenses through fees and charges. Eagan is a young, dynamic community, whose profile of resident's leads one to believe that a community center can be a positive image within the community, and one which will gain significant support and use. 31 6 There appears to be significant and deep support amongst the residents for an ice sheet. The current use pattern, not accounting for any growth in programs or participants in current programs, would utilize approximately i40% of any available ice time in a new building. This would discount uses by School District #196, and open skating, Learn -To -Skate programs, etc. There also appears to be significant interest in swimming facilities, and a definite lack of competitive pools in the south/metro area, especially those south of the Minnesota River. In review of other operations, it would be important for the City to consider revenue production criteria for determination of inclusion of specific elements. That is: concessions, vending machine operations, racket ball courts, other major and significant revenue producers, must be considered as inclusions. At this time, it would seem appropriate that a sample survey area wide testing to determine interest in a community center would be appropriate. While it would not be essential for the Commission, it is believed to be extremely helpful and beneficial at providing information and a gauge to the amount of interest, components that might be included, and level of support. All of this information would be valuable as the Commission develops a preliminary outline of community center components, written needs statement, and a draft priority of components along with a preliminary architural plan. Once this is completed, the Commission will be prepared to make a recommendation to either halt the study until some future date, or to request the hiring of a consulting architectural firm to prepare a preliminary space/analysis report, concept plan, and cost estimate. 37-- DAKOTA COUNTY ISSUES NETWORK September 17, 1987 TOPIC: Dakota County Solid Waste Management SOLID WASTE PLANNING * The Dakota County Solid Waste Master Plan has been submitted to the Metropolitan Council, with revisions, for approval. It is expected to be approved in October. * The Designation Plan is begun; it is expected to be completed in March, 1988. * A Recycling Implementation Strategy Plan must be completed by December, 1, 1988. This is an addendum to the Master Plan. A position of Planner I, which will concentrate on low technology waste management, has been approved by the County Board and will be filled by November 1. HIGH TECH (WASTE -TO -ENERGY) PROGRAM * The 10 responses to the RFP have been short listd to 3 vendors: Waste Management American Ref-Fuel/BFI Cumbustion Engineering All three proposed a mass burn technology * The site selection process is under way. An initial search area has been identified in the Pine Bend Area and the potential sites have been ranked; detailed, site specific testing will be underway soon in the highest ranked sites. * A second search area must be identified and sites in this area must be subjected to the same process as sites in the initial area. This is necessary for the Environmental Impact Statement. MEDIUM TECHNOLOGY PROGRAM * The City of Farmington is proceding with their plans to build a co -compost facility, combined with a source separation program. The City anticipates a 1988 start-up date for the facility. An application for funding from the Waste Management Board is being prepared. * An Intermediate Processing Facility for recyclables will be co - located with the Waste -to -Energy Facility. It will be capable of processing 50 - 100 tons of recyclables per day, and will market them. This will be an outlet for local/community programs and will process recyclables separated by the Waste -to -Energy Facility. * A site for a yard waste compost facility, which will serve the entire County, will be available April 1, 1988. The facility will: 1. accept yard waste from residents whose community has no yard waste program at all, and 2. accept yard waste from communities that have a program of trans- ferring material from a community drop-off site. .�;3 -2 - LOW TECHNOLOGY PROGRAM * The County will continue the Community Landfill Abatement Funding Assistance Program as the program to financially support community landfill abatement programs. * The 1987/88 program applications will be due by the end of October. * The Funding Assistance Program should have more revenues in the next two years. A grant will be available from the Metropolitan Council; this will be approximately $159,00.00. Seventy five per- cent of the grant must go to support low technology programs. * The Recycling Implementation Strategy Plan, which must be finished by December 1, 1988,will detail how the County intends to reach its source separation objectives. The County will have to work very closely with all communities to have the Plan reflect their programs. * The County's Master Plan reflects the opinions that: 1) source sep- aration by residents and business should remain voluntary, and 2) the County should not mandate source separation by ordinance. If these conditions are to remain, everyone will have to do their share and there will have to be a real cooperative effort by the communities and the County. Critical dates for the communities (and the County) are January 1, 1990 and January 1, 1992. By January 1, 1990, all communities need to have, or be a part of a source separation program This is also the time when a decision has to be made about yard waste: Can yard waste remain in the waste stream? - By rnid-1991, community programs will have to be responsible for sorce separating yard waste and recyclables equal to 15% of the waste stream. If they are not, the County will have to reevaluate its position of not mandating source separation. The alternative is to have the Metropolitan Council step in and do the program for US. " There are three areas that -will have a large impact on source separation volumes, if participation is high: 1. Yard waste 2. Waste office paper - this is 16% of the waste strum :i. Corrugated cardboard from businesses -- this 18 /) of the C/I waste stream. 3� i 5. COSTS OF STORM DAMAGE SITE LABOR EQUIPMENT MATERIALS General -City Wide 15805.59 1952.00 1. Westcott Hills Dr. 130.52 150.00 110.20 2. Trails End Road 113.38 246.00 124.45 3. Blue Gentian Road 446.87 284.00 327.39 4. Fairlawn Avenue 187.00 272.00 341.81 5. Inland Avenue and Egan Avenue 423.50 455.00 6. Eagan Woods behind Trammel Crow 7. Four Oaks Road & Highway 13 155.20 96.00 8. Meadowview Road 107.80 94.00 9. Comsery Drive 291.70 346.00 10. Kennebec & Comanche 1283.73 1657.00 11. Gold Trail & Ballantrae Road 12. Clark Street - Metcalf Drive 1438.44 13. Scott Trail & Cliff Road 420.20 14. N.E. corner of Cliff Rd. & Pilot Knob 967.77 1141.50 15. Well Site Park - 16. Carlson Lake Road & Cosmos Lane 17. Trenton Road & Diffley 18. Cornwallis Court 600.00 632.00 36 1 262.50 205.02 195.99 774.84 RENTALS 877.27 1050.00 TOTAL COST 18634.86 390.72 483.83 1058.26 800.81 1141.00 251.20 406.82 833.69 4765.57 1037.52 2040.26 4516.22 196.75 1068.17 1488.37 2306.02 1232.00 '4• 19. Dodd & Farm Road 20. Butwin Road 21. Walnut Hill Park 22. Wedgewood Drive 23.. 3705 Denmark Avenue GRAND TOTALS 172.12 326.00 336.43 157.50 167.00 834.55 324.50 22701.32 7818.50 3912.90 5035.70 39468.42 2 MEMO TO: HONORABLE MAYOR, CITY COUNCILMEMBERS, CITY OF EAGAN STAFF MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 6, 1987 SUBJECT: SUMMARY OF THE STORM/FLOODING OF JULY 23, 1987 THE STORM As you are all aware, "on July 23, 1987, extremely heavy rains fell in the City of Eagan (as well as the rest of the Twin Cities Metropolitan Area) bringing disaster conditions when the amount of water caused severe flooding in some areas. The flood conditions were aggravated by the fact that an earlier storm which occurred three days before had caused smaller amounts of flooding. This disaster was somewhat unusual in that it was a gradual disaster which increased in effect as the heavy rains continued to fall. Obviously, in the case of a tornado or a large explosion, it can be immediately determined that a disaster is or has occurred. In this case, however, it was difficult to 37 determine that a very real disaster was occurring until several hours had passed. If the rain has ceased to fall at any time during those first few hours, the "disaster" would not have occurred or at least would have been far less serious. The major kinds of damage caused by the storm were either directly or indirectly attributable to the flood conditions. The yards and basements, and in some cases first floors and garages, of homes and businesses in low areas especially were flooded causing both structural damage and damage to furniture and other possessions. Electrical systems in buildings were shorted out causing dangerous conditions. Cars were stalled in flooded streets. (In fact, the police department estimates that approximately one hundred autos were substantially or totally submerged on the streets or in garages.) In a misguided effort to try to reduce flood waters, residents flipped open the covers for sanitary manholes which caused sewage backup into residences which may or may not have been affected by the flood waters. The electrical systems in the City's water and sanitary sewer systems were shorted out by the flood waters. Etc., etc. All areas of the City of Eagan were affected by the flood waters. Some of the major damage occurred in the Cedar Grove, Clark Street, Lexington Square, Wilderness Run and Country Road 30 and Malmo areas, but no individual area was totally spared from the flooding and its results. (Attached please find a list prepared by the Protective Inspections Department of major damages at 3� specific addresses within the City which members of that department personally inspected.) SUMMARY OF CITY ACTIVITY DURING THE STORM The Police Department began the evening with the usual contingent of two dispatchers and the normal shift of officers. As the rain continued to fall, both Captains reported in and an extra dispatcher was called in to help with phone calls. Officers were held over from the shift going off duty and extra officers were called in. The phone lines were so busy that the non -emergency lines were in constant use. Captain Geagan and the three dispatchers, who answered the phones, reported that there was no break in amount of phone calls. In fact, because the non- emergency lines were so busy, residents began using the 911 number for calls that were not actually emergencies. This had the unfortunate consequence of tying up the emergency lines and could have prevented a real emergency call from getting through. Because of the extremely high volume of calls, the persons answering the phones could not spend much time with any of the callers. Situations were evaluated for life threatening circumstances first and officers were immediately dispatched to deal with those situations. Calls which could more appropriately be dealt with by public works personnel were referred to the maintenance facility number. Those calls which merely requested information were handled very quickly, so as not to tie up the 3� phone lines in case of actual life threatening emergencies. The Public Works Department began calling out their crews late Thursday night as the emergency became apparent. Calls for aid from residents were received at the maintenance facility. At first, personnel was dispatched to.aid individual residents. However, as the flooding increased, the fourteen workers were so busy that they were only able to handle life threatening situations and to perform those duties which would keep the utilities systems functioning under the adverse conditions. Crews were dispatched to set up barriers to warn the public of flooded roads and other areas and to keep people away from dangerous places. As power in various lift stations and systems was affected by the water, other workers strove to keep the systems operational. The few pumps that the City did possess were set out, but the overall effect was minimal. The crews worked throughout the night and most were sent home about 7:00 a.m. on Friday. After a short amount of sleep, many reported back to work on Friday. Two maintenance workers stayed on duty throughout the night on Friday and most of the workers worked all day Saturday and all day Sunday. Members of the Volunteer Fire Department worked during the storm and flooding to pull stalled vehicles off the road. Over forty people whose vehicles had become stalled were sheltered at the fire stations. EA On Friday, calls were received at the Municipal Center, at the Police Department and at the Maintenance Facility. Callers were listened to in slightly more detail than had been possible the previous night. City personnel recorded the names of the callers, their location, their phone number and the damage caused by the flooding. Other City personnel inspected the damage, either over the City as a whole or in response to a phone call. Interestingly, there were not as many phone calls as were expected on Friday. It is assumed this is because residents realized not only that the flooding conditions were metro wide but also that other areas had been harder hit. CONCLUSIONS At the department head staff meeting of August 4, 1987, the disaster was discussed so that City staff could learn from the what had occurred and how the City had responded. The following conclusions were reached: 1. During a major disaster, the function of City personnel should be: (a) to handle or try to prevent life threatening occurrences, and (b) to. keep the systems of the City operational. Because of the limited number of City personnel in relation to the number of residences in the City, protection of actual property and/or "public relations" contacts with residents may not be possible. 2. Residents must understand that the systems of the City are designed to handle normal or somewhat over normal circumstances. In many cases, the City can not and should not be expected to immediately correct or aid in a non -life threatening situation. 3. In the case of the storm of July 23, the Emergency Preparedness Plan should have been activated. It was not activated because of the gradual escalation of the disaster. It is expected that staff will be able to more quickly recognize a similar disaster in the future and implement the plan. 4. There were many requests from residents for sandbags which the City did not possess. It would be impossible to store enough filled sandbags to effectively be of aid in case of a similar emergency. There is also not available room to stockpile sand. Although the City will be storing sand for winter purposes, that sand will be mixed with salt and would be inappropriate if not dangerous for use in flood prevention. Also, City personnel would not have time to fill sandbags during the time of an emergency. It would also be difficult to determine which residences/businesses should have priority to receive the bags. Therefore, City staff is of the opinion that the City should not store or supply sandbags. 5. Additional pumps were needed both during and after the storm. It was recommended that the City purchase said additional pumps. 6. Staff felt that an education campaign should be started to familiarize the public with actions that should not be taken during such an emergency. Areas which would be covered would include: (a) Reminding the public that they should stay at home in disaster situations and not go out to see what is happening or they could become part of the disaster; (b) Strongly educate residents not to flip sanitary system manhole covers because they will create more, not less, problems; (c) Clearing blocked grates is very helpful; but removing them causes blockage problems for the system not just one drain; and (d) However much the public wants to know what is going on or to report minor problems, the 911 number should not be called except in case of life threatening emergencies or to report a crime. If the line is tied up with non -emergency calls, real emergency calls may not get through and deaths could occur that could have otherwise been prevented. 7. When the actual emergency is over, department heads and their assistants should meet to set up and coordinate investigative, clean up and other activities which are necessary, in order to avoid duplication of effort and to 0 insure that everything that should be done is being done. 8. As a result of the storm and flooding, some pond configurations in the community were changed by the act of nature. They will have to remain as nature has changed them. 9. And last, but very important, member of the City staff and residents of Eagan must recognize that we cannot prevent a catastrophe caused by unusual circumstances of nature; we can only respond as necessary during the disaster to life threatening occurrences, keep the City systems and personnel operative and clean up afterwards. I am writing letters of appreciation to all personnel who worked the night of Thursday, July 23, and during the early morning hours of July 24. A copy of the letter will be placed in the individual employee's personnel file. City Administrator Attachment A Monthly Newsletter for Housing Leaders August 1987 FINANCING Mortgage rates have slipped to single digits at some banks, and rates below 10% should be common by midsummer. "Based on the current downslide, the odds are on single -digit fixed-rate mortgages" being typical by August, said Robert Heady, pu- blisher of Bank Rate Monitor. James Christian, economist at the U.S. League of Savings Institutions says "rates will still settle in the 10% to 10 1/2% range by the end of the year." Heady said he expects a "slight up -tick by September or October. A Gallup poll shows the majority of potential home buyers doesn't understand the mortgage market. Nearly 70% of those sur- veyed said consumer education is needed. While 71% of couples say they share equally in the house -buying decision, only 53% share equally in choosing a financing package. Home buyers are snatching up adjustable-rate mortgages as fast as they can. By summer, half of all new mortgages could be ARMs, the National Association of Realtors predicts. That's up from 24% in March. CHANGING DEMOGRAPHICS More blacks are calling the suburbs home, moving into what was once the domain of the white middle class. Some 7.1 million blacks live in suburbia—up 2.5 million (or 55 percent) in a decade, Census Bureau statistics show. One in four blacks is a sub- urbanite, compared with half of all whites. Blacks are 6.4 percent of all people in suburbia. Cost components of a new typical family home are labor and material, 47%, finished lot, 22%, financing, 11 %, and overhead and profits, 20%, according to the National Association of Home Builders. THE TYPICAL NEW HOME BUYER According to the 10th annual consumer survey in Builder Magazine, new -home buyers now tend to be affluent baby boom- ers. The survey medians show a typical buyer is 36 years old and from a two -earner household with a $56,650 annual income. Slightly more than half have children. The value of the current home is $112,500, and it has 1,849 square feet. Buyers are looking for new homes that are 24% more expensive ($139,000) and 13% larger (2,086 square feet) than their present homes. Other findings from the survey: • Top reason for buying a single-family home, cited by 87%, more privacy. Other reasons: private yard (84%), no common walls (82%), more space (71 %), better investment (65%) and more traditional (56%). • Contemporary and colonial are the most popular new -home styles, each cited by 21.8%. Traditional is third at 14.6%. But more than half of all buyers want traditional touches such as bay windows and French doors. • Almost half of those surveyed prefer a two-story house, and one-fourth want one story. As for bedrooms, 48% want four and 42% want three. THE LAW The U.S. Supreme Court recently ruled that if state and local government attach conditions to building permits that are unre- lated to the purpose of the developments or to problems created by them, the result may be taking of property for which the government must compensate the landowners. The 5-4 decision, which involved efforts in California to increase access to public beaches, will make it tougher for coastal states to expand such access. Lawyers for developers also say the decision will force planning officials in many places to stop using building permits to exact support from builders for other goals, such as low- income housing, child care centers, mass transit and maintenance of art work. CONDOMINIUM SALES Last year, 15% of USA home sales were condominiums—up from 13% in 1985 and 10% in 1984, according to Chicago Title & Trust Co. In the first quarter of 1987, condos sold at an annual rate of 382,000, compared with 332,000 actual sales during 1986, according to the National Association of Realtors. "The notion that the condo is dead is garbage," says Tom Powers, chief economist at Goodkin Research Institute. DAKOTA COUNTY August 10, 1987 DAKOTA COUNTY GOVERNMENT CENTER 1560 HWY. 55 - HASTINGS, MINNESOTA 55033 - PHONE 437-0429 Mr. Thomas L. Hedges City Administrator 3830 Pilot Knob Road P.O. Box 21199 Eagan, MN 55121 Re: Traffic Conditions on CSAR"32 Dear Mr. Hedges: JOHN S. VOSS COMMISSIONER - THIRD DISTRICT 270 RIVERWOODS LANE BURNSVILLE, VIN 55337 TELEPHONE RESIDENCE 890-9099 OFFICE 890-2320 This is in response to your letter dated July 23, 1987 forwarding concerns regarding the speed limit on CSAH 32 (Cliff Road) between Cedar Avenue and CSAH 31 (Pilot Knob Road). The existing speed limit was authorized by the State of Minnesota (as provided,.by State Law) in 1984 following the construction of the bridge over I -35E. Since the last speed study was performed, I -35E has opened to traffic, traffic control signals have been installed at the I -35E ramps, and we are currently under contract for the installation of additional traffic signals at Blackhawk Road/Galaxie Avenue. In 1988 we anticipate the construction of additional traffic signals at Rahn Road. At this time we anticipate reconstruction of CSAR 32 from Johnny Cake Ridge Road to CSAH 31 in 1988. Based upon our experience with other construction projects of this type, we fully anticipate a speed limit reduction. Highway officials have advised us that their studies show very little, if not discouraging, impact of inappropriate speed limits on highway safety. They are very careful not to place speed limits which appear unreasonable to the majority of traffic on the roadway. Considering all of the above, it is clear that a speed limit study to determine the most reasonable and safe speed limit would most likely result in a lowering of the speed limits after the new traffic signals are operating sometime next year. This request for a speed study will be made in as timely a manner as possible. a Page 2 We have been in contact with the Eagan Police Department as well as the Minnesota Department of Transportation to make safety improvements where possible all along this roadway and will continue to do so as funding allows. Please feel free to contact me further if you have additional concerns on this subject. Si •rely,�� J John S. Voss Comsissioner, Third District JV:llo cc: Barbara E. Young Bea Bloomquist, Mayor �7 MetroEast Development Partnership August 12, 1987 Mr. Tom Hedges, City Administrator City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Dear Tom: This is Just a quick note to say "thanks" to you for believing enough in the Metro East Development Partnership to Invest your time and money to its success. As we are In the throes of completing the fund raising (we -are already over $100,000!), and pursuing the U S West Advanced Technologies opportunity, it is important to remember you who have already shown your belief that we can make a d I fference. This is a program which will always be successful because people like you will make It so. Thanks again. Sincerely, James A. Stolpestad Daniel J. Guider Co -Chairman Co -Chairman hr 7-0 600 North Central Tower 445 Minnesota Street Saint Paul, MN 55101 612/224 -EAST VOLUNTEER INVER G 0 E'_� FIRE DEPARTMENT HEIGHTS MINN. 2059 UPPER 55TH ST. E. * INVER GROVE HEIGHTS, MINN. 55075 August 11, 1987 Eagan Fire Department Ken Southern, Fire Chief 3940 Rahn Rd. Eagan, Mn. 55122 Re: Mutual Aid Call Sunday, August 2, 1987 Dear Ken, a' Inver Grove Heights On behalf of the members of the Inver Grove Heights Fire Department, I would like to thank you, your officers and men that responded to our mutual aid request on Sunday, August 2nd to the house fire on 1407 80th Street, Inver Grove Heights, Minnesota. Without the fine efforts of your firefighters, we -would not have been able to contain this fire. The heat of the day was such that our firefighters were exhausted after one entry. Many of them have commented on how quickly your Department responded to our request for help. The orderly response and professional manner in which your firefighters conducted themselves, helped us save the structure and reduce the potential property loss. In addition, it certainly saved the Inver Grove Heights Fire Department from having to send firefighters into the hospital from heat exhaustion. Thank you again for your excellent help, and hope that if you ever need us that you do not hesitate to call. Sincerely yours, Dale Beckmann Fire Chief DNB/st cc: Eagan City Administrator, Tom Hedges Inver Grove Heights City Administrator, Bob Schaefer File � 9 FIRE PREVENTION FIRE PROTECTION ® 0 10 So a National Organization to Insure a Sound -controlled Environment 1620 EYE STREET, N. W. - 3rd FLOOR, WASHINGTON, D. C. 20006 • 202-429-0166 MINUTES Board of Directors Meeting Airport Park Hotel DRAFT Inglewood, California DRAFT July 18, 1987 1. President Paul Tauer opened the meeting at 8:34 A.M. The attendance list is attached. 2. Mr. Russell moved, Mr. Ream seconded approval of the minutes of February 28, 1987. Approval was unanimous. 3. Mr. Mahon submitted the Treasurer's report and moved its acceptance. Mr. Dalbis seconded the motion. Approval was unanimous. Copy attached. 4. The Airport Noise Conflict Resolution Workshop which N.O.I.S.E. sponsored in Kenner, LA on May 1 and 2, 1987 was considered. Mr. Duffy submitted a written -report, discussed the meeting and recommended that N.O.I.S.E. continue to sponsor such workshops on a self-supporting, annual, regional basis, with an emphasis on noise impacted cities and community groups. After general discussion, Mr. Mahon moved, Mr. Grady seconded, that these recommendations be approved in concept and that a program report be submitted to the Board at its next meeting. Approval was unanimous. Mr. Ream suggested that an effort be made to secure grants from elements of the aviation industry. 5. President Tauer opened the floor to discussion of the site of the 1988 Annual Meeting. Mr. Barnard spoke on behalf of College Park, GA. He said that they would be happy to have Forest Park act as co -host. After discussion, Mr. Ream moved, Ms. Gaschler seconded, that the 1988 Annual Meeting be held in College Park, GA. Approval was unanimous. President Tauer asked the Directors to think in terms of proposals for the 1989 Annual Meeting. A decision would be made at the meeting in College Park. The Meeting format of the 1987 meeting in Inglewood was reviewed. These observations were made: O r Minutes Annual Meeting July 18, 1987 Page Two -- It would be desireable to have attendance by -- FAA at each annual meeting. The group would like to see a demonstration of the new generation of engines at the 1988 -- meeting. The Wednesday noon to Saturday noon format is good. President Tauer and several members of the Board (on behalf of the rest) complimented Mayor Vincent, Councilman Tabor, and Norman Cravens on the quality, throughness and results of Inglewood's planning and execution of its role as host of the Annual Meeting. 6. Mr. Victor Gill, Public Relations Officer of the Burbank - Glendale -Pasadena Airport Authority made a presentation on an effort to have FAA make quiet operations procedures part of aircraft manuals and pilot training for all currently produced aircraft. This initiative has gained wide support in California. The Authority wants broader based support so that FAA will be more likely to act. Mr. Lewis moved, Mr. Barnard seconded, that N.O.I.S.E endorse this program and support it as appropriate. Appro- val was unanimous. The resolution of support is to be sent to member cities, recommending that they in turn send resolutions to FAA and the Congress. Mr. Gill would like to be informed of each action. 7. The Board discussed the draft report of the Industry Work- ing Group on Airport Noise/Airport Access, on which they had been briefed by Clifton Moore, LAX Executive Director, on the previous day. Mr. Ream moved, Ms. Blomquist, seconded a motion to: -- Disagree with the secrecy involved in the crea- tion and activity of the working group. -- State that agreement with noise impacted communities is the only way to insure the long-range development of aviation. -- Recognize the positive value of stopping Stage 2 production and then operation. Approval was unanimous. The Executive Committee was requested to develop a more detailed position on the report. Minutes Annual Meeting July 18, 1987 Page Three 8. On September 12th, there will be a gathering in Chicago of Citizens Groups dealing with airport noise. Consideration of this led to several decisions. Ms. Blomquist moved, Ms Wedow seconded, that the process for a proposed change to the by-laws be set in motion in regard to N.O.T.S.E. Board positions for representatives of community groups which become associate members. Such Directorships now appear to be automatic. Approval of the motion was unanimous. Mr. Duffy was directed to present two alternatives, that only city members could have Directorships or that commu- nity groups could have Director seats at the discretion of the Board of Directors. Mr. Russell suggested that the Executive Committee work out a response to the September 12 meeting. This was accepted by consensus. 9. Ms. Blomquist, on behalf of Mr. Cravens and Mr. Russell, the other members of the nominating committee, made the following motions for nomination and election of Directors and Officers: -- Directors whose terms expire in 1987, subject to change by their cities (list attached). • Mr. Mahon seconded. Approval was unanimous. -- For Regional Directors, seconded by Mr. Hartupee. David Dallas Herman Barnard Judy Hof f enkamp Pat Gaschler Ed Vincent Mr. Mahon moved, Mr. Dalbis seconded, that Eugene Weisbein be substituted for David Dallas. This amendment was carried 13-1. Approval of the election of the Regional Directors was unanimous. -- For President, William Ream. Mr. Lewis seconded. Approval was unanimous -- For Executive Vice President, John Dalbis. • Mr. Mahon seconded. Approval was unanimous. -- For First Vice President, Herman Barnard. Mr. Grady seconded. Approval was unanimous. Jr7i