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01/16/1987 - City Council RegularMEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 16, 1987 SUBJECT: ORGANIZATIONAL BUSINESS A meeting held in the' first month of each calendar year is con- sidered an organizational meeting for the purpose of organizational business. A. Acting Mayor B. Legal Consultant C. Fiscal Consultant D. Engineering Consultant E. Planning Consultant F. Legal Newspaper G. City Depositories H. Official Posting Places I. City Council Meetings J. Advisory Commission & Committee Appointments (Resident) K. Committee Appointments (Council) ACTING MAYOR A. Acting Mayor -- It is a statutory requirement to appoint an acting mayor who presides in the absence of the mayor. All council - members are eligible --for election by the City Council. In 1986, City Councilmember Smith was appointed acting mayor and presided in the absence of Mayor Blomquist. The acting mayor presides in the absence of the mayor at City Council meetings and all other activi- ties pertaining to the City of Eagan. According to the City Attorney, M.S.A. 412.121 states that "at the first meeting each year, the Council shall choose an Acting Mayor from the Council - members." Historically, the Mayor has made this appointment. ACTION TO BE CONSIDERED ON THIS ITEM: To appoint an acting mayor. LEGAL CONSULTANT B. Legal Consultant -- The Yaw firm of Paul Hauge and Associates is providing the City with legal and prosecution services and it is again recommended that Paul Hauge be considered as City Attorney for the City of Eagan. If the City Council would like to review proposals for legal or prosecution services, it is suggested that Paul Hauge & Associates be retained until a process is determined and a selection is made by the Council. IJ Organizational Memo January 16, 1987 Page Two Enclosed on pages through Z4& are the 1987 fees proposed by Hauge, Smith, & Eide, P.A. If this firm is approved as the legal consultant for 1987, consideration of these fees would be appropriate at this time. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the appointment of legal counsel and approve the fee schedule. FISCAL CONSULTANT C. Fiscal Consultant -- Each year, a Fiscal Consultant is appointed by the City Council to provide fiscal advice and handle bond sales for the City of Eagan. Miller & Schroeder is currently acting as the City's fiscal agent. Since there is no written agreement with Miller & Schroeder, technically they are hired per bond issue on a continuing basis at the discretion of the City Council. The City Council always retains the right to request proposals for any and all bond sales; however, the advantage in designating one firm'is to insure a financial service which is rendered at no expense throughout the operating year. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the appointment of a fiscal consultant. ENGINEERING CONSULTANT D. Engineering Consultant -- 1987 fees for the engineering consul- tant firm of Bonestroo, Rosene, Anderlik & Associates, are enclosed on page/; for review and consideration. Traditionally, an engi- neering consultant is appointed as the City's consultant and representative on certain engineering matters as directed by the City Council or City staff. If the City Council would like to review proposals from other consulting engineering firms or consider the use of more than one consultant by designating a consulting pool, it is suggested that the firm of Bonestroo, Rosene, Anderlik and Associates be retained until a process is determined and any further selection of additional consulting firms is made by the City Council. ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny the appointment of Bonestroo, Rosene, Anderlik and Associates as a consulting engineering firm representing the City of Eagan and the 1987 fee schedule. v f t • Organizational Memo January 16, 1987 Page Three PLANNING CONSULTANT E. Planning Consultant -- The fee schedule for the firm of Urban Planning & Design, planning consultants, has not changed from that of 1986. Consideration of these fees and designation of Urban Planning and Design as the planning consultant for the 1987 calendar year would be appropriate at this time. Enclosed on page' is a copy of the fee schedule. l7�". dqi%[E6/� On %[Ceda y, If the City Council would like to review proposals for planning services; it is suggested that Urban Planning & Design be retained until a process is determined and a selection is made by the Council. ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny the 1987 fee schedule and designate Urban Planning and Design as the City's planning consultant for 1987. LEGAL NEWSPAPER B. Legal Newspaper -- It is also a statutory requirement for the City to designate a newspaper as the official legal newspaper for the City. The statutues specifically state that a City can only w_ designate a legal newspaper of general circulation in the City as its official newspaper. During the year, published in the newspaper are such matters as are required by law to be so published and such other matters that the Council may deem it advisible and in the public interest to have published in this manner. Some of the items that must be published or are optional include: a. City Code Amendments b. Annual Financial Statements; c. Council Proceedings; d. Notices of Elections; e. Resolutions. It is important to follow a thorough and consistant pattern in utilizing a legal publication. The law requires an official matter to be published in the legal newspaper publication. For example, if a public hearing notice is not published in the official newspaper, the public hearing is not valid. The Dakota County Tribune and the Eagan Chronicle (Minnesota Subur- ban Newspapers,' Inc.) have submitted bids to be the legal newspaper for the City. The Dakota County Tribune has stated they will also publish any legal notices submitted to the Tribune in the Eagan This Week as a courtesy to residents of Eagan if their bid is accepted. The legal newspaper would be the Dakota County Tribune and affidavits of publication would be furnished by them. If, occasionally, legal notices are unable to receive the courtesy publication in the Eagan This Week (lack of space), the legal notices would still have been published in the legal newspaper as required by law. Agendas will still be sent to and published in all three papers, but these are not considered legal notices. 7 Organizational Memo January 16, 1987 Page Four The rates proposed by the Dakot�a,[ County Trib ne and the Eagan Chronicle are enclosed on pages through. The Director of Finance has reviewed the newspaper proposals; a copy of his findings is enclosed on pages _through. ACTION TO BE CONSIDERED ON THIS ITEM: To designate an official legal newspaper for the City of Eagan for 1987. CITY DEPOSITORIES H. City Depositories -- The term "depository" refers to a place or places in which a City keeps its money. Any national bank, state bank, private bank or trust company permitted to do banking business and any federal savings and loan association may be designated as a depository for City funds. More than one bank or savings and loan may be designated as a depository for City funds and, except as limited by the Council resolution, provide security which the institution is able to furnish. There is not a limit on the amount which may be deposited in one institution. In 1985, the State Legislature amended the statutes covering the designation of depositories for public funds. Prior to amendment, the government body was required to make the designation. With the amendment, the governing body may authorize the treasurer or chief financial officer to exercise the powers of the governing body in designating a depository of the funds or the governing body may make the designation of depositories itself. It is the recommendation of the Director of Finance/City Clerk/Treasurer that he be authorized to designate depositories. The following banks and financial institutions should be considered to be the current list if the City Council chooses to authorize him to exercise the powers of the governing body in designating depositories: 1. Shelard National Bank of Eagan 2. First Bank Eagan 3. Norwest Bank Old St. Anthony, N.A. 4. Signal Hills Bank 5. First Bank Minneapolis 6. First Bank St. Paul 7. Norwest Bank St. Paul, N.A. 8. Norwest Bank Minneapolis, N.A. 9. American National Bank and Trust Company 10. Marquette Bank Minneapolis 11. Kidder, Peabody & Company, Inc. 12. Dain Bosworth Inc. 13. Piper Jaffray & Hopwood, Inc. 14. Prudential - Bache Securities, Inc. 15. Merril Lynch Pierce Fenner & Smith, Inc. 16. Juran & Moody, Inc. 17. Smith Barney Harris Upham & Company, Inc. 18. Drexel Burnham Lampert, Inc. 19. Shearson Lehman Brothers, Inc. Kim Organizational Memo January 16, 1987 Page Five ACTION TO BE CONSIDERED ON THIS MATTER: To authorize the Director of Finance/City Clerk/Treasurer to exercise the powers of the governing body in designating depositories of City funds. POSTING PLACE I. Official Posting Place -- The City utilizes the bulletin board in the lobby of the Eagan Municipal Center and the legal newspaper as official posting places. Notices are also posted in the Police Department lobby as a courtesy, but this location has not been designated as official. There is no specific requirement for an official posting place for a City, as there was for a township; however, the City Council may wish to continue a posting policy as a convenience. ACTION TO BE CONSIDERED ON THIS ITEM: To designate the official posting place for the City of Eagan. CITY COUNCIL MEETINGS J. City Council Meetings -- Each year, the City Council must designate days .and times specifically for City Council meetings. In ._ years past, the City has met on the first and third Tuesday of each month at 6:30 p.m. which are designated as official City Council meetings. It is recommended that the same date and time be continued so it is not confusing to the general public as to the days and times the official City Council meetings are held at City Hall. In addition, if the first and third Tuesdays are so designated, it will be necessary to change one..of those meeting dates to an alternate date because of a scheduled election. The city election is to be held the first Tuesday in November. ACTION TO BE CONSIDERED ON THIS ITEM: To designate days for City Council meetings. In addition, an alternate date should be desig- nated for the first Tuesday in November. ADVISORY COMMISSION & COMMITTEE APPOINTMENTS (RESIDENT) R. Advisory Commission & Committee Appointments (Residents) -- 1. Advisory Planning Commission --There are two (2) seats open on the Advisory Planning Commission for two (2) year terms. There is also an alternate position open for a one (1) year term. Charles Hall is reapplying for an appointment. Garrett Mulrooney and David Bohne have regretfully decided not to apply for reappointment. A list of all applicants appears on the following page. Prepared ballots will be provided at the Council meeting. Organizational Memo January 16, 1987 Page Six Gary Campbell (also Terry Creegan Ron Grouws David Gustafson Charles Hall (seeks Courtney King Joseph M. Krisnik Airport) Tony McKinnon Scott Merkley Michael A. Nelson Rosemary Sterns reappmt) Victor Twaddell Rosemarie Voight ACTION TO BE CONSIDERED ON. -THIS ITEM: To make two (2) appointments for two year terms on the Advisory Planning Commission and one (1) appointment for the one (1) year alternate position. 2. Advisory Parks and Recreation Commission --There are three (3) openings for three (3) year terms on the Advisory Parks and Recreation Commission. Mr. Tom Ketcham has regretfully decided not to apply for reappointment. However, two of the incum- bents are reapplying for Commission appointments. They are Roger Martin and Sandra Masin. A list of all applicants appears below. Prepared ballots will be provided at the Council meeting. Sue Grouws Roger Martin (Seeks Reappointment) Sandra Masin (Seeks Reappointment) Brian L. Nelson Wayne M. Sames ACTION TO BE CONSIDERED ON THIS ITEM: To make three (3) appointments for three (3) year terms on the Advisory Parks & Recreation Commission. 3. Cable Television Commission There are three (3) openings for two (2) year terms on the Cable Television Commission. In addition, an appointment should be made to fill the alternate position open for (1) year. Bob Cooper, Lloyd Krob and Richard Grambling (the 1986 alternate) are reapplying for appointments. A list of all applicants appears below. Prepared ballots will be provided at the Council meeting. Bob Cooper (Seeks Reappointment) Richard Gramling Robert Hood Lloyd E. Krob (Seeks Reappointment) David Perrier ACTION TO BE CONSIDERED ON THIS ITEM: To make two (2) appointments for two (2) year terms on the Cable Television Commission. To make one (1) appointment to the one (1) year alternate position. I d' Organizational Memo January 15, 1986 Page Seven SPECIAL NOTE: The Assessment Committee, the Airport Noise Committee and the Economic Development Commission serve valuable functions for the City of Eagan. They exist at the discretion of the Council without formal authorization in the City Code. While committees and commis- sions may be authorized by resolution, the term of an appointee is required to be "established and stated at the time of his (her) appointment" (Sec 2.50). This section goes on to say that terms of present Commission and Committee members may be reestablished or changed as necessary to meet the language of the section. There is nothing in Section 2.50 which precludes indefinite terms, if so designated. The Airport Noise Committee has two (2) year terms. 4. Assessment Committee --This advisory committee reviews assessment policies and appeals and makes recommendations to the City Council. Presently, the membership includes Don Knight, Dale Vogt, Bill Rydrych, Mayor Blomquist, Councilmember Egan and Garrett Mulrooney (Representative of the Advisory Planning Commission). The Advisory Planning Commission will appoint its 1987 representative at their January 27 meeting. Dale Vogt is moving and is not seeking reappointment. All other members have expressed their interest in being reappointed to this committee. ACTION TO BE CONSIDERED ON THIS ITEM: To define the length of Assessment Committee members' terms and to confer or not confer ongoing status to this committee. 5. Airport Noise Committee --The Airport Noise committee has three (3) openings for two-year terms on their committee. The current membership consists of Tom Baker, Carolyn Braun, Carol Duzois, John Gustin, Joe Harrison, Otto Leitner, and W. Dustin Mirick with the terms of Messrs. Harrison, Leitner and Mirick expiring this year. All three members have expressed their interest in reappointment. In addition, the City has been notified by Gary F. Campbell (also applied for a Planning Commission vacancy) that he would like to be considered for appointment to this committee. The City Council may wish to consider the appointment of an alternate. It is also appro- priate to appoint a MASAC representative and alternate. Please review the memo enclosed on page/ / from Administrative Assistant Hohenstein. ---- ACTION TO BE CONSIDERED ON THIS ITEM: To make three (3) appointments for two year terms on the Airport Noise Committee. Also consider the creation of an alternate to the Airport Noise Committee and appointment to such position if appropriate. Also appoint Dustin Mirick as the City's MASAC 'representative and Tom Baker and John Gustin as the MASAC alternates. 11 Organizational Memo January 16, 1987 Page Eight 6. Economic Development Commission --This commission functions to promote the City of Eagan's commercial -industrial climate, to recommend general policy direction and to advise the City Council on matters pertaining to industry and commerce. The commission members each represent certain defined categories which are (1) Plant Manager/Industrial Owner; (2) Financial Profession; (3) Real Estate Profession; (4) Local Media; (5) Local Utility Service; (6) Local Retail Trades; (7) City Government Service; (8) City Service Area. Current membership includes Larry Wenzel, Larry Kraning, David Kleimola, Roger Lee, George Traynor, John King, and Tom Hedges. No action is required on the reappointment of the Economic Development Commission; however, there are two vacancies created by Richard Stevenson and Bob Shields (representing City Service and the Real Estate Profession, respectively) Eagan's significant growth and ongoing development imply the need for a vital Economic Development Commission. Mr. Tom Ellingson, Assistant Manager of Coldwell Banker Real Estate and Michele Doroshow, Public Relations for the Town Centre Shopping Center, have indicated an interest in the appointments. ACTION TO BE CONSIDERED ON THIS ITEM: To make two appointments to the Economic Development Commission to fill the vacancies for the city service area and real estate profession. 7. Gun Club Lake Watershed Management Organization --The Gun Club Lake Watershed Management Organization was established in 1986 to deal with the issues of water quality and management of that resource with the cities of Inver Grove Heights and Mendota Heights. The members of that committee are: John Sachi and Sheila Tatone, Inver Grove Heights; Jim Danielson, Miles Bredvold, Klayton Eckles, Mendota Heights; Tom Colbert, Scott Merkley, and Dianne Hood, Eagan. Because the organization is still in its first year, no appointments to that organization are required at this time. ACTION TO BE CONSIDERED ON THIS ITEM: No action is required on this item at this time. 8. Solid Waste Abatement Commission --The Solid Waste Abatement Commission came about as a result of a staff report on solid waste abatement prepared last spring. An outline of the suggested Commission membership is attached on page 1;: . Along the parameters established, six members were appointed at the July 15, 1986, City Council meeting. Additional applications were received and the remaining three positions were filled at the October 7, 1986 Council meeting. The current members are as follows: Darlene Bahr, Tom Yehle, and Tim Hoel, private citizens; Larry Knutson and Duane Soutor, refuse haulers; Earl Milbridge and Delmar DeBilzan, local businessmen; Jon Hohenstein, local government; and Tom Mann, public service organization. 1: M± Organizational Memo January 16, 1987 YT Page Nine All members were appointed on an ad hoc basis with no anticipated terms. I would suggest that this be continued at least for the time being because of their relatively recent appointment. However, I could see a reconsideration of terms next year at this time for.1988 organizational business if the Commission continues to meet at that time. At this time, there have been no members -expressing a desire to leave the Commission; therefore, no current vacancies exist among the positions originally approved. Terry Schnell has expressed a desire to serve on the Solid Waste Commission in some capacity. I believe that Mr. Schnel l's interest should be cultivated and that he be invited to participate in Commission meetings whenever appropriate. That way, if a vacancy does occur, another participant would be able to take over. In the alternative, the Council may wish to consider appointing Mr. Schnell as an alternate to the Commission, thereby insuring that he can participate whenever other members are absent. ACTION TO BE CONSIDERED ON THIS ITEM: To consider the appointment of an alternate to the Solid Waste Commission. COMMITTEE APPOINTMENTS (COUNCIL) H. Committee Appointments -- Several committee appointments can be made by Mayor Blomquist at the organizational meeting. The list of standing committees is as follows: 1. Personnel Committee 2. Finance Committee 3. Public Works Committee 1. The Personnel Committee was created in 1977 for the purpose of writing and maintaining a personnel policy and also to create a foundation for personnel procedure. A personnel policy and job classification document for all employee positions were developed and are maintained through the office of the City Administrator. The Personnel Committee does not meet on a regular basis, however, it is available if the City Council should ask for a special review or study regarding the salary compensation plan, personnel related matters, such as personnel records, affirmative action, union con- tracts or other related matters. The Personnel Committee is planned for revision in early 1987. The City Council members who served on the Personnel Committee in 1986 were Tom Egan and Ted Wachter with Mr. Egan as chairman. This committee was active in 1986. 2. The Finance Committee was established to investigate from time to time the practicality of issuing new bonds for the City, whether IFit be for equipment certificates, general obligation or industrial ` revenue. The Finance Committee has researched many special programs such as the Tax Exempt Mortgage Financing and other industrial revenue tax exempt mortgage type financing programs as a resource committee for the City Council. The Finance Committee will review Organizational Memo January 16, 1987 Page Ten any application if a special study is requested by the City Council. The Finance Committee also meets and reviews all of their special projects as directed by the City Council that involve budgetary expenditures. Two specific projects to be reviewed in early 1987 include the Refunding of Bond Issues and a study of the residents from the 1980 Single -Family Mortgage Issue. The two members of the City Council that served on the Finance Committee in 1986, were Jim Smith and Tom Egan with Mr. Smith acting as chairman. Historically, this committee is also active. 3. Public Works Committee i -s a third committee and includes utili- ties, roads, parks and even issues that relate to the Airport Commission. This committee has studied the recommendations from the City Administrator and also the Director of Public Works concerning the construction of wells, reservoirs and new utility mains. It also relates to various street improvements, maintenance and new construction as well as snow removal and other related items. This committee does not meet on a regular basis, however, it is available to study certain issues of the Public Works operation as designated by the City Council. This committee was also formed in 1977 and had two members, Vic Ellison and Mayor Bea Blomquist, with Mayor Blomquist serving as chairperson, in 1986. Special Note # 1: The City Council in setting up the three (3) standing committees, attempted to limit the number of standing committees to three workable committees which all contain a somewhat broad range of topics. The purpose of the standing committees is to conduct investigations, to make reports on matters of facts. Often, the committees are used to study facts and make recommendations to the City Council. The City Administrator works very closely with all three (3) committees and normally supplies information and other data to the committee's chairperson and members when committee meetings are held. All meetings are open to the public. The meeting notices are prepared and posted at City Hall stating the location of the meetings and the items for discussion. The commit- tees are advisory to the City Council. There is no action taken, and therefore, formal minutes are not required; however, a report is generally prepared by the City Administrator or a committee member which is presented to the City Council for any action that is required at a regular meeting. Special Note 12: There are no terms set for the Gun Club Lake Watershed Management Organization; therefore, no appointments are necessary to that organization at this time. ACTION TO BE CONSIDERED ON THIS ITEM: To appoint members of the three standing committees. _/s/ Thomas L. Hedges City Administrator /00 6 HAUGE, EIDE & KELLER, P. A. ATTORNEYS AT LAW WATER VIEW OFFICE TOWER, SUITE 303 1200 YANKEE DOODLE ROAD EAGAN. MINNESOTA 55123 PAUL H. HAUGE AREA CODE 612 KEVIN W. EIDE TELEPHONE 456-9000 454-4224 DAVID G. KELLER LORI M. BELLIN January 14, 1987 DEBRA E. SCHMIDT Mr. Thomas L. Hedges City Administrator CITY OF EAGAN 3830 Pilot Knob Road Eagan, MN 55121 RE: PROPOSED 1987 CITY ATTORNEY POSITION INCLUDING FEE SCHEDULE Dear Tom: We are submitting the following proposal to the Eagan City Council to act as City Attorneys for civil and criminal duties based upon the following schedule: 1) General legal services for the City - $60 per hour. �p (1986 was $60/hour - no change) Attendance at Advisory Planning Commission and City Council meetings will be billed at 1/2 the normal hourly rate as has been the practice in past years. 2) Paralegal fees - $25 per hour. (Was $20 to $25 per hour) 3) Legal fees for City installed improvement projects covering utility and street work based upon 1-1/4% of the amount of the publically awarded contract amount plus change orders awarded by the Council less bond counsel fees. a) The service will include all work connected with the acquisition of easements, including negotiations, preparation of documents and contacts with owners: also the handling of assessment appeals that relate directly to the assessments of the property; and further, all condemnation actions involving the acquisition of easements for City installed improvement projects except as outlined in the following paragraph. b) In addition, we would propose that any projects billed directly to developers, such as condemnation of property or plat requirements where the City requires a developer or developers to reimburse the City for all expenses including attorneys fees, that we bill the City directly for such fees and costs incurred. c) All out—of—pocket costs related to assessment appeals or acquisition of easements would be paid directly by the City, including surveying expenses, appraisal fees and costs, the fees for commissioners in condemnation, engineering and planner's fees and services, expert witness fees, any action being brought by contractors or against contractors for work involving any of the improvement projects under contracts with the City, and other general lawsuit costs would be paid by the City. d) A large amount of public improvements within new developments are being financed and constructed privately and no fees are being charged by our office for those projects. 4) Prosecution legal services — $60 per hour for senior attorney, Kevin W. Eide and $55 per hour for associate, Debra E. Schmidt. (1986 was $60 and $50/hour for prosecution) A comparison of time for the past four years that our office has provided for the City is as follows: General legal matters Paid by City Paid by Developers Prosecution Miscellaneous lawsuits Utility Park TOTAL 1983 1984 1985 1986 884.5 794.0 964.0 1186.0 394.7 335.0 521.9 507.2 1029.7 1359.5 1345.1 1480.4 297.9 179.0 159.9 217.2 806.2 626.0 849.4 999.2 33.2 4.0 24.0 102.9 3446.2 3297.5 3864.3 4492.9 We feel quite strongly that the fact: that we are very convenient and available to the Council and staff, our experience with City affairs over many years, the background information we have available, an experienced staff and willingness to be available at any time of the day or evening when called upon are important factors in retaining our firm. We certainly would be happy to discuss changes in attorneys procedures, but realize with the rapid growth of the City, that continuity to Eagan is important at this time. Thank you for your continued support. ery truly yours, Paul H. Hauge PHH:me Reimbursable Expenses Reproduction, Printing, Duplicating Out -of -Pocket Expenses such as meals, lodging, stakes, telephone calls, etc. Mileage At Invoice Cost At Actual Cost $ 0.20/mile SCHEDULE B 1987 CLASSIFICATION HOURLY RATE 1986 1987 % INC. Principal Engineer $49.50 $52.00 5.0% Registered Engineer 45.00 46.50 3.3% Graduate Engineer 36.00 37.50 4.2% Senior Draftsman 33.50 34.50 3.0% Senior Technician 30.00 31.50 5.0% Technician 22.00 23.00 4.5% Word Processor 22.50 23.25 3.3% Clerical 17.00 17.75 4.4% Attendance at Regular City Council Meetings 40.00 40.00/mtg. 0 Reimbursable Expenses Reproduction, Printing, Duplicating Out -of -Pocket Expenses such as meals, lodging, stakes, telephone calls, etc. Mileage At Invoice Cost At Actual Cost $ 0.20/mile DAKOTA COUNTY TRIBUNE, INC. December 16, 1986 City of Eagan 3830 Pilot Knob Road Eagan, "Minnesota 55122 Mayor Bea Blomquist Councilmember Thomas Egan Councilmember Vic Ellison Councilmember James Smith Councilmember Theodore Wachter We would like to be considered for appointment as the City of Eagan's legal newspaper at your organizational meeting for the year 1987, A locally owned and operated company, we're proud of our city and strive to provide the best coverage. Providing our readers with the city's legal notices is an important part of our efforts to be a complete source of information. The Dakota County Tribune has been your legal newspaper for many years. Residents, as well as bidders, are very familiar with the Tribune's legal section. We also serve as the legal newspaper for the cities of Apple Valley, Burnsville, Lakeville and Rosemount. Because we have been a legal newspaper for many years, our staff has experience in handling legal notices which, in many cases, require the type of knowledge only experience provides. Our legal rate is $4.20 per column inch. As we have done in past years, the legal notices would be reprinted free of charge in Eagan Thisweek, our free, total circulation newspaper. If you have any questions, please feel free to call. Since/ly, ,t�aniel H. dlay Publisher P.O. Box 1439 (612) 894-1111 1525 E. Highway 13 Burnsville, MN 55337 4��\�Cnrcnaae EAGAN �.. ` Published weekly by MINNESOTA SUBURBAN NEWSPAPERS. INC. 1209 E. Cliff Rd., Burnsville, MN 55337 890-4456 December 22, 1986 City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Mayor Bea Blomquist: City Administrator Thomas Hedges: Councilmember Theodore Wachter: Councilmember James A. Smith Councilmember Thomas Egan: Councilmember Vic Ellison: It is my hope that you will designate the Eagan Chronicle as the city's official newspaper at your January 20 organiza- tional meeting. Our company prides itself on providing a high quality journal- istic product that is timely and informative. As you well know, we recently switched our day of delivery from Sunday to Wednesday. This switch was done, il-n part, so we could give our readers better coverage of governmental meetings and run the city's legal notices. We are proud of our commitment to community journalism. We are also proud of the commitment our staff members make to local organizations that are trying to make Eagan a better place to live and work. Our sister publications - Sun Newspapers, Sailor Newspapers and Focus Newspapers - are the legal newspapers in South St. Paul, West St. Paul, Inver Grove Heights, Mendota Heights, Sunfish Lake, Edina, Richfield, Bloomington, Hopkins, Excelsior, Minnetonka, Wayzata, Deephaven, Minnetrista, St. Bonifacius, St. Louis Park, Fridley, Hilltop, Lauderdale, Falcon Heights and Columbia Heights. Meridel Hedblom has 14 years experience in handling legal ?,'\ notices. She has the knowledge and personality that is re- quired to do a professional job. Our legal rate for 1987 is $4.30 per column inch. Two notar- ized affidavits will be provided free of charge. Remember, your legal notices could appear on Wednesday in the Chronicle and reach 10,758 households. Your 1986 legal newspaper, The Dakota County Tribune, is delivered on Thursday. A small percentage of its 3,200 sub- scribers live in Eagan. Thank you for your time. Our and positive relationship with Very! tru 1y# your/s, Bob Hughes General Manager Current Newspapers BH/mh staff looks forward to a long city hall and the city council. 167 MEMO TO: CITY ADMINISTRATOR HEDGES FROM. FINANCE DIRECTOR/CITY CLERK VANOVERBEKE DATE: JANUARY 15, 1987 SUBJECT: 1987 LEGAL NEWSPAPER Per your request, I have reviewed the two proposals to be the City's 1987 legal newspaper. The proposals and other pertinent information are summarized as follows: Publication Day Deadline Day Delivery of Notices By City Cost Lines Per Inch Column Width ru Type Size Affidavits of Publication Dakota County Tribune Tribune - Thursday(1) This Week - Sunday Tuesday Noon Burnsville $4.20/Column Inch (3) 11 Eagan Chronicle Wednesday Monday Noon (2) Burnsville $4.30/Column Inch (4) 12 11.5 Pica (Approx 1 3/4") 9.3 Pica (Approx 1 1/2") 6 Point No Charge 6 Point No Charge The Dakota County Tribune is the legal newspaper; however, legal notices would also be printed in the This Week. (2)When the Eagan Chronicle switched from a Sunday to Wednesday publication day, the deadline for -the agenda become Wednesday of the previous week. This deadline was extended to Friday by Editor O'Marro; however, it causes a rather sketchy agenda to be printed. General Manager, Bob Hughes, agreed that that deadline could also become Monday noon at this point. It is important that the agenda be as complete as possible especially in the legal newspaper. (3)The charge is the same each time the notice is printed. (4)Per proposal, however, it is actually billed at $.38 per line with white space not counted. A second insertion of the same notice is billed at $.15 per line. (5)May be a $.25 charge after the first two for non -City requests. /7 STAFF MEMO JANUARY 15, 1987 PAGE TWO Again., there is very little difference between these two proposals as presented. It would be important that notices continue to be published in the This Week paper and not only in the Dakota County Tribune to obtain maximum circulation. 0, \� Finance I rector/City Clerk EJV/kf to MEMO TO: TOM HEDGES, CITY ADMINISTRATOR FROM: JON HOHENSTEIN, ADMINISTRATIVE ASSISTANT DATE: JANUARY 15, 1987 SUBJECT: AIRPORT NOISE COMMITTEE ORGANIZATIONAL BUSINESS At its January 14, 1987 meeting, the Airport Noise Committee requested that the City Council consider the following in its organizational business at the next regular City Council meeting: 1. All three incumbent members, Dustin Mirick, Joe Harrison, and Otto Leitner wish to continue serving on the committee. Mr. Mirick expressed his apology that he missed the interview last Tuesday evening as a result of a miscommunication with City Staff. He hopes that it in no way bears on his reappointment, as he is interested in continuing to serve the committee and the community. 2. Chairman Tom Baker requested that he be allowed to give up his position as the committee chairman and principal MASAC representative, but that he wished to continue to serve on the body in some capacity. After further discussion, a consensus of the group was reached in which it was recommended that John Gustin be recommended to the Council as the Airport Noise Committee chairman for the remainder of his term with the body, that Dustin Mirick be appointed as the primary MASAC representative for a term of two years, and that Tom Baker and John Gustin be appointed as alternates for terms of one year. Staff intends to support this recommendation and appreciates the willingness of Airport Noise Committee members to spread the burden of its various responsibilities among different people while maintaining the continuity of Tom Baker's participation in the body. If you have any questions about this recommendation, please contact me. Adf�►inistrative Assistant JH/mc /9 SOLID WASTE ABATEMENT COMMISSION The complexity of the waste abatement issue and its impacts suggests the need for a Solid Waste Abatement Commission for the City of Eagan. In the initial phase, the Itsu end uld meet would be onan ad hoc basis as a fact finding body. he generation of a recommended solid waste abatement strategy and policy for the City. Depending upon the nature of the recommendation, it may be necessary to make the Commission a standing body for the oversight of program implementation. The membership of the Commission would be at the discretion of the City Council. Staff would recommend that the body be multi- disciplinary to address the issue from a broad perspective. Like the Economic Development Commission, appointments could be made in categories, as follows: Cateaor Number 1. Private Citizens 3 2. Refuse Haulers 2 3. Small Business 1 4. Large Business 1 5. Local Government 1 6. Public Service Organization 1 A membership comprising these categories, or like categories at the discretion of the Council, will allow a consideration of alternatives with the expertise and insight from both service users and providers. This nine member body is not heavily weighted in any way except toward the private citizen. Because any program developed must be acceptable and convenient for our residents, adequate citizen input is essential. The resources made available to such a Commission could come through staff or consultant services. They may be charged to review actual proposals and presentations as appropriate. In any case, it would be worthwhile to place a deadline on Commission deliberations to expedite their study and bring about its completion. do MEMO TO: CITY ADMINISTRATOR HEDGES FROM: ADMINISTRATIVE ASSISTANT DUFFY DATE: JANUARY 16, 1987 SUBJECT: ADDITIONAL INFORMATION REGARDING ADVISORY COMMISSION APPOINTMENTS Regarding the Organizational Business which will be considered at the January 20, 1987 City Council meeting, I have researched the following information regarding members who are seeking reappointment to one of the various advisory commissions or committees: ADVISORY PLANNING COMMISSION Garrett Mulrooney and David Bohne have notified the City Administrator that they regrettably are not seeking reappointment to the Advisory Planning Commission. Charles Hall has indicated that he is seeking reappointment to the Advisory Planning Commission. The minutes for the 1986 Advisory Planning Commission meeting indicate that Mr. Hall was present for 12 of 14 meetings, including both regular and special meetings. ADVISORY PARRS AND RECREATION COMMISSION Tom Ketcham has indicated that he is not seeking reappointment to the Advisory Parks and Recreation Commission. The minutes for the 1986 Advisory Parks and Recreation Commission meeting indicate that the two members who are seeking reappointment, Roger Martin and Sandra Masin, have the following attendance record. Mr. Martin was present at all 17 regular and special meetings in 1986 with the exception that he did miss part of a meeting because of commencement exercises. Ms. Masin was present at 15 of 17 regular and special meetings for that commission. CABLE COMMUNICATIONS COMMISSION The regular members of the Cable Communications Commission (two year terms), Robert Cooper and Lloyd Krob are both seeking reappointment to this commission. The one year alternate member, Richard Gramling, is also seeking reappointment. The minutes for the Cable Commission indicate that Mr. Cooper and Mr. Krob were both present for all meetings during 1986 (11 meetings). Mr. Gramling was not appointed until after the January meeting had been held. However, he was present for eight of the remaining ten meetings which he was eligible to attend. Please note that the Cable Communications Commission did not hold a meeting in July, 1986. Advisory Commission Appointments January 16, 1987 Page Two AIRPORT NOISE COMMITTEE All three current members of the Airport Noise Committee whose terms are expiring are seeking reappointment. These include W. Dustin Mirick, Otto Leitner and Joe Harrison. The minutes for the Airport Noise Committee indicate that Mr. Mirick attended 7 of the 8 meetings which were held in 1986, Mr. Harrison attended 6 of the 8 meetings which were held in 1986 and Mr. Leitner attended 4 of the 8 meetings which were held in 1986. Please note that Mr. Leitner is a St. Paul Firefighter with a 24 hour shift schedule. All of the meetings which were missed by Mr. Leitner were due to work conflicts. In such situations, he telephoned his comments and concerns for each meeting to Administrative Assistant Hohenstein. Enclosed is a copy of a letter from Mr. Leitner indicating that he wishes to be reappointed to the Airport Noise Committee. As a matter of information, Mr. Mirick missed his interview on Tuesday, January 13, 1987, due to a scheduling misunderstanding. If you wish any further information, please contact me. 4MA - � -T) U Administr tive Assis ant Enclosure HD/jh t January 13, 1987 Airport Noise Committee City of Eagan 3830 Pilot Knoh Road Eagan, Mn. 55121 Dear Council, I would appreciate it if once again you could consider me to serve on Eagan's Airport Noise Committee. The airport noise is probably our neighborhood's major problem.; I feel I have been informative and helpful about the problei my neighbors. m to Thank you. December 16, 1986 3665 Blue Jay Way Eagan, MN 55123 Mr. Tom Hedges City Administrator 3830 Pilot Knob Road Eagan, MN 55122 Dear Mr. Hedges: I would like to apply for appointment to the Advisory Planning Commission. It is my understanding that interviews are tentively scheduled for the evening of January 13, and I will be available at that time. I have been a resident of our city since April, 1986 and have determined that Eagan is, indeed, a progressive city and would like to make a contribution to the community in which I live. I am a Manager for Northwestern Bell Telephone Company and have been employeed there for 22 years. I was actively involved in the community we moved from and can provide references from the city administration, along with other information prior to the interview if you desire. If you would care to discuss my appointment consideration, please feel free to call me at 221-5550 during working hours or 452-8220 evenings or weekends. Thank you. a4 Yours truly, Jerry L. Begley