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01/23/2018 - City Council Special
SPECIAL CITY COUNCIL MEETING TUESDAY JANUARY 23, 2018 5:30 P.M. FIRE STATION #2 (1001 STATION TRAIL) AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. 2018 GOALS AND POLICY DISCUSSION IV. OTHER BUSINESS V. ADJOURNMENT 3 Memo To: Mayor and City Council From: Dave Osberg, City Administrator Dianne Miller, Assistant City Administrator Date: January 19, 2018 Subject: January 23, 2018 City Council Retreat We are looking forward to the Council's retreat on Tuesday, January 23 at 5:30pm at Fire Station #2. The following items are enclosed as background information for the retreat.- 1. etreat: 1. Retreat Agenda (page 2) 2. Posted Retreat Agenda (page 3) 3. 2017 Statistics/Data Summarizing the Year (pages 4-7) 4. 2017-2018 Work Plan (pages 8-21) 5. City Council Compensation Background (pages 22-24) 6. Research on City Council Remote Participation in Meetings (page 25) 7. City Council Professional Development Opportunities (page 26) 8. Memo Summarizing 2018 Projects and Efforts by Department (pages 27-30) 9. Timeline for Police/City Hall Remodel (pages 31-33) If you have any questions about the upcoming retreat, or would like any additional information in advance of the 23rd, please feel free to contact us. Dave Osbert City Administrator Dianne Miller Assistant City Administrator EAGAN City Council Retreat January 23, 2018 5:30pm Fire Safety Center -1001 Station Trail 5:30PM Working Dinner and Individual Reflections on the Past Year; Aspirations and Thoughts on the Upcoming Year 6:30-7:00 PM: 2017-2018 Staff Work Plan Review: Celebrate Accomplishments and Review 2018 Projects 7:00-7:15 PM: Mayor and Council Compensation Schedule 7:15-7:30 PM: Remote City Council Meeting Participation 7:30-8:00 PM- BREAK 8:00-8:30 PM: City Council Professional Development Opportunities 8:30-9:00 PM: Succession Planning and Projects on the Horizon 9:00-9:30 PM City Hall/Police Remodel and Transition Plans and CMF Construction Tour of Fire Safety Center Offices and Work Areas i 4 iX YaM � 9 EAGAN 2017 Statistics and Accomplishments The following are statistics, accomplishments, and "fun facts" submitted by each department to summarize and celebrate the activities and efforts across the City in 2017. Fire • Completion of the final phase of our fire station consolidation process started as a council discussion item in 2007. • Completion of the Citygate Fire Department Staffing, Eagan Emergency Medical Services and Response Times Study, resulting in direction for a fire staffing plan that will provide a predictable and reliable response to Fire/EMS calls for the future. Finance • We issued about 80,000 utility bills in 2017 with a 99.9% accuracy rate, based on the number of customer complaints received. • We performed the accounting for more than $50 million in transactions with no findings from our auditors. • We were named the most fiscally healthy city in the state by the Minnesota Center for Fiscal Excellence. • We maintained the City's Triple -A credit rating with both Moody's and Standard & Poor's. Administration • The Eagan Forward study action team leaders made the unanimous decision that their formal work was completed, with efforts well underway towards meeting the 20 year vision. The leaders praised the City for the work underway, including a new culture of inclusion and communication. • Our IT team replaced outdated cabling and camera systems at Police, North and South Treatment facilities. We also upgraded the storage capabilities of our video server in preparation for adding cameras through the remodel of Police and City Hall. • The IT staff consolidated four HVAC systems into one centralized HVAC virtual machine. This will reduce cost of maintenance of the individual pc's (i.e. software licensing with OS and antivirus), reduce technical support efforts needed to support the system, and streamline configurations amongst the supported facilities. • Consolidated our Payment Card Industry (PCI) footprint, by eliminating all PC's that handle credit card transactions. Looking at increasing funds to remain compliant, the City (mainly 61 Park & Rec) chose to only accept reoccurring payments (i.e. memberships, class scheduling, etc.) by way of ACH payments. This allowed us to utilize just the credit card machines to process credit cards, eliminating the need to bring the PC's into scope. This saved the City approximately $34,000 on an annual basis to stay in compliance. • The City posted 89 jobs (full-time, part-time and seasonal), resulting in 2,417 applications. • City staff enhanced the Alliance for Innovation Ambassadors' Team, focusing on leadership, foundational skills, and inclusivity opportunities for staff. A comprehensive training program has emerged from the effort, and the culture continues to grow with opportunities such as lunch and learns, implicit bias inventories, etc. • A significant investment was made in managing the remodel efforts underway, including an inclusive cross -department team involved in the decision making, along with a focus on City- wide staff communication. • The City purchased Language Line services, providing us with interpreting services for 250 languages from across the world. • Organics recycling was added to City Hall, the Police Department, and the Civic Arena. The Fire Safety Center (Station #2) will begin organics collection in 2018. • The City of Eagan became the first city in the state to pass a prescriptive grazing ordinance, allowing the use of goats on residential property to consume invasive species. Police Preliminary figures show Eagan Police Officers managed 51,612 calls for service in 2017 (141 per day). This figure is an increase of .89% over 2016, where the department managed 51,158. The department has made a significant investment in training its personnel in a multitude of police related functions with the idea of providing staff with the necessary expertise to manage a myriad of policing situations. In addition to training, staff must be given the necessary tools and equipment too. A notable example of staff being properly trained and equipped to manage a very complicated incident relates to a homicide investigation where a woman and her unborn child were murdered in January 2017. In short, Eagan personnel processed a very complicated crime scene and analyzed cellular telephones where various forms of evidence were collected that would be crucial at trail. In the end, a suspect was arrested, charged and convicted where he later received two life sentences and will spend the rest of his life in prison. • Police administration instituted "Implicit Bias Training Program" for all sworn staff members in an effort to create an awareness of various forms of bias. • The department has made attempts to expand and diversify its candidate pool by seeking non- traditional educational opportunities to find police officer candidates. • Based upon the last citizen survey, Eagan residents rated safety higher in our community than national benchmarks and ratings for hundreds of other cities nationwide. The City received an award for this effort. Community Development Year End Application Cups / [UPS/ Variances 2015 2016 28 I 2017 3 _.__. 25 Subdivision & Platting(PS, FS & FP) Ordinance Amendments/ Comp Guide Amendments Rezoning / Prelim & Final PD/PD Amendments 22 22 6 ... _....... ... ... _. 22 7 9 28 30 43 Zoning Permits 351 335 336 New Chicken & Bee Permits 18 19 7 ADU Registrations 1 2 0 • 2017 new building valuation was $428,078,165. Examples of key projects underway in 2017 include Quarry Road (market rate apartments, Applewood Pointe, Residence Inn and ALDI), Hilton Home 2 Suites, Affinity, Prime Therapeutics, Viking Lakes, White House Custom Colour, CityVue 2, Chick fil-A, Stonehaven Senior Living, Beyond Self Storage, and Gateway 2 Office/Warehouse. Public Works • Replacement of former water tower (Sperry Tower) with new aesthetically pleasing telecommunications tower created a new Eagan icon with its specialty lighting • Reviewed/designed/managed/inspected $13 million of new, renovated and maintenance construction activity on the City's street and utility systems • Managed successful completion of upgraded Central Maintenance Facility (Phase I) to bring critical facility into the 21st Century • New Street and Utilities Supervisors hired after retirement of long term employees • Designed paperless mobile water meter replacement application for staff that includes checklists & guides for variety of inspection types (I&I, PRV, etc.) • Established online CIP mapping information and story maps on City's website to enhance customer service Parks and Recreation • Eagan Community Center o Changed operating hours to be more friendly to Fitness members. The Eagan Fitness Center has more members currently than any other moment in their history with 145,000 unique uses. o Over 400 birthday parties were hosted at ECC over the course of 2017. Newly structured access pass for open gym, with over 1,200 passes coordinated in the last three months of 2017. a • Eagan Civic Arena o Completed the new paint job for the outside of the building o Unique, custom developed radio stations were put into play at both Cascade Bay and Civic Arena for 2017 — not unique to water parks, but we think we are the first Ice arena to do this • Cascade Bay o Even with a moderately colder summer, attendance was strong at Cascade Bay o Overall site analysis and amenity review was coordinated in 2017, with recommendations to build into a 10 year plan o A unique "snapchat" filter was developed for the facility in 2017 — only one we know of at a Minnesota Water park • Recreation Programs o Public Art installations were completed at 5 sites in 2017, including the Cedar Grove Garage, O'Leary Park, Walnut Hill Park, Highline Trail, and Bridgeview Park. o In 2017, nearly 15,000 homes represented in our RecTrac management software. o Continue building our online presence and convenience with a total sales of $372,497 done online in 2017. • Government Buildings o Worked with Mclnstry on an energy assessment for the City Hall/Civic Arena/Cascade Bay campus. • Parks o Largest CIP in the last decade for unique park projects • Other items of note o Meeting attendance at Community Open House and Engagement meetings for park projects has stayed strong and provided much value in understanding details needed in each project o 11 different staff members have now achieved professional certification through the National Recreation and Parks Association Communications • 499,218 impressions on Facebook in Q4 2017 • 10,658 unique users (people) have seen content associated with our FB Page. 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Osberg, City Administrator Date: January 19, 2018 Subject: Mayor and City Council Compensation ➢ The compensation for the Mayor and City Council was last adjusted in 2009 ➢ The annual compensation for the Mayor is currently set at $13,625 ➢ The compensation for the City Councilmembers is currently set at $10,000 ➢ The City provides annual contributions for health insurance at three different levels for Mayor and City Councilmembers health insurance, depending on the type of coverage selected: a.) Aware Copay: $10,941.12 b.) Aware VEBA: $8,618.88 c.) Blueprint VEBA: $7,836.24 ➢ Staff has attached on page 23 listing of 9 City's and their population and Mayor salaries. ➢ Staff has attached on page Zq a listing of 13 City's and their population and City Councilmember salaries. ➢ Any adjustment in the salary for the Mayor and City Councilmembers must be done by ordinance, and will not take effect until after the next general election, following adoption of the ordinance. ZZ MAYOR SALARIES EAGAN: $13,625 Apple Valley 49,376 Bloomington 84,701 Brooklyn Center 30,104 Burnsville 61,908 Coon Rapids 63,162 Eden Prairie 63,187 Maple Grove 69,249 Maplewood 37,755 Rosemount 23,000 Roseville 35,244 South St. Paul 20,405 St. Louis Park 46,293 Woodbury 69,240 $12,084 $26,400 $12,083 $12,000 $14,000 $13,499 $15,500 $13,479 $ 9,200 $ 9,300 $12,300 $16,586 $14,946 Z3 CITY COUNCIL SALARIES EAGAN: $10,000 Coon Rapids 63,162 $10,500 Eden Prairie 63,187 $10,740 Maple Grove 69,249 $13,500 Maplewood 37,755 $11,864 Rosemount 23,000 $11,039 Shoreview 25,882 $ 7,080 South St. Paul 20,405 $ 8,700 St. Louis Park 46,293 $11,472 Woodbury 69,240 $11,380 zy : o EAGA�y A FpsOL ra Memo To: Mayor and City Councilmembers From: David M. Osberg, City Administrator Date: January 19, 2018 Subject: Remote City Council Meeting Participation City Staff will be working with the City Attorney's office to develop a policy outlining expectations and parameters for conducting meetings by interactive television. It is important for the City Council to understand the requirements that must be met that would allow for a City Council meeting to be conducted by interactive television. All four of the following requirements must be met: 1.) At least one City Councilmember must be physically present at the regular meeting location. 2.) All councilmembers must be able to hear and see each other and all discussion and testimony presented at any location at which at least one councilmember is present 3.) All members of the public at the regular meeting location must be able to hear and see all discussion, testimony, and votes of all councilmembers. 4.) Each location which a councilmember is present must be open and accessible to the public. ➢ It is also important to note, that should interactive television be used to conduct a regular, special or emergency meeting, the City will be required to give notice of the regular meeting location and notice of any site where a member of the City Council will be participating by interactive television. (Recall that the location of City Councilmember participating by interactive television must be open and accessible to the public.) ➢ Staff would encourage the City Council to discuss during the retreat and provide any additional direction or parameters you would suggest be included in the policy. 25 E E t f E AG A N Memo To: Mayor and City Councilmembers From: David M. Osberg, City Administrator Date: January 19, 2018 Subject: City Council Professional Development Opportunities ➢ The annual City budget allocates approximately $2,200 each year for the Mayor and City Councilmembers to each attend one national conference. ➢ The City of Eagan is a member of the Alliance for Innovation ➢ The City of Eagan is not a member of the National League of Cities. ➢ Traditionally, the Mayor, City Councilmembers and City Administrator have attended the annual conference of the National League of Cities, which is held in November. ➢ The Alliance for Innovation also has an annual conference: "Transforming Local Government Conference", which is typically held in the spring. ➢ The 2018 Transforming Local Government Conference will be held in Tacoma, Washington on April 3-6. ➢ The Alliance for Innovation website describes the conference, in part as follows: "TLG attracts participation from local governments that are deliberately seeking new and innovative ways to connect people, information and ideas that support their efforts to be the best communities in which to work, live and prosper. The TLG is recognized for its dynamic content that encourages freethinking and fosters unprecedented ideas. The conference experience is designed to promote team building and a sense of camaraderie." ➢ This information is provided to the City Council to allow for an opportunity to discuss at the retreat any consideration of attendance at the Transforming Local Government Conference, this year, or in future years, rather than the NLC -Conference in the fall. ilk, r � r �. '0 Memo To: Mayor and City Council From: Dave Osberg, City Administrator Dianne Miller, Assistant City Administrator Date: January 19, 2018 Subject: Key 2018 Projects/Efforts within Departments In preparation for the Council's retreat, the department directors were asked to think about projects and efforts on the horizon in 2018. Specifically, we asked, "What are the top five items that will consume your staff's time in 2018?" The following is a summary of their responses. Administration 1. Project management of Police/City Hall Remodel, including large role for the IT team and overall management of City staff working at multiple facilities. 2. Elections (with admin split between three different buildings) and citywide conversion to electronic records, including electronic personnel files. 3. Significant recruitment, onboarding, and enrollment of new staff, combined with replacement of a growing number of retirees. 4. Government Alliance on Race and Equity (GARE): Leading a team of 9 staff through monthly trainings, monthly planning meetings, and creation of a racial equity action plan for the organization. 5. Management of large scale community projects, including the MN Vikings (and 2018 Training Camp). Finance 1. Issuing bonds for the City Hall/Police remodel 2. Figuring out a detailed approach to (a) focusing budgeting efforts on 2019-2020 capital budgets, and (b) tweaking our 2019 operating budgets—both will be new processes. 3. Issuing an RFP for auditing services 4. Replacing a retiring 30 -year employee (accountant) and training her replacement 5. Preparing to implement new budgeting software for all departments, which will be rolled out in early -2019 for the 2020-21 operating budget process. This same software can be used by departments for daily/monthly/annual financial reporting, with expenditure report drill -down to Laserfiche invoices images. Z/ Community Development 1. Inspections for $428 million in building valuation permitted in 2017 2. Completing 2040 Comprehensive Plan Update 3. Processing potential 2018 planning/building applications including Costco, The Preserve at Cedar Grove, Viking Lakes residential development, another building at Gateway Business Park, Summerbrooke subdivision, and City Hall expansion/remodel 4. Preparing for conversion to electronic review of land use applications and building permits 5. Implementing a program/system to track economic development criteria in commercial/industrial districts While not on the list, the Vikings Training Camp could require a significant time investment by Community Development staff as they likely will have additional work with vendors, responding to temporary signage and tents, etc. Like all departments, there will be a better understanding of how training camp will impact City services once we get through the first camp in 2018. Fire 1. Hiring and training new, full-time staff per the outcomes of the Citygate staffing study; start succession planning 2. Transitioning paid -on-call staff to part-time staff working shifts, and go live with 24- hour staffing from Stations 1 and 2 3. Start responding to additional EMS/medical calls to help free police up. 4. Final stages of station consolidation i. Sell surplus stations ii. 2 new ladder trucks arrive in the fall- training staff 5. The Fire Marshal is keeping up with rapid growth in buildings. He needs to do plan review and multiple on-site inspections of each new building, with the exception of single family homes. Communications 1. 2018-19 ongoing logo/brand identity implementation work, including style guide and usage approvals, monument signage conversion, and inauguration of multiple sub - brands from the Community Center to Cascade Bay, the Art House to AccessEagan so there is an intentional brand family that works digitally in all formats 2. Key Initiative Communications Support and Issues Management: City Hall Remodel, Comp Guide comment period and rollout, City messaging surrounding Vikings grand opening, training camp and traffic, Emerald Ash Borer, Budget, 2018 Residential Survey, etc. 3. AccessEagan marketing, lead generation and support 4. E -TV: Strategic realignment of E -TV staff and hiring of new studio head; implement new cable franchise, HD channel(s) and streaming, channel guides, joint mobile studio production truck purchase with Burnsville Page 2 6W• 5. Technology: Website ADA requirements, on -demand E -TV website, video support for website, social media, trainings, etc., daily/weekly support of these platforms; and in the back half of the year photo management system training, and rollout for Nixie location -specific community notification system to geo-target residents and send local messages to those who subscribe via phone, email or web. Parks and Recreation Continuation of the more extensive Capital Investment Program and Updating of P&R Policies and Procedures Manual to align with CAPRA best practices. There are several key CIP projects in 2018 that will be completed, including the Splash Pad, George Ohmann Park expansion; Pickleball complex in Quarry Park; and the Skate Park. Work will continue with APrC from May through September on the 2019 project list. The policy updates will continue getting us prepared for when we look at submitting application for the CAPRA certification (a certification of the department to show we line up with best practices in the field of parks and recreation). 2. The analysis of operations/management needs at the ECC. With the change we are implementing in February with the Clerical team and Assistant Director moving to this location to serve the community, we have the opportunity to analyze to make sure our resources are being most effectively used to best manage this facility and serve the community. 3. Service model changes — with the investment we started in 2017 with the expansion and update to the Bridle Ridge Park Building — we will be monitoring how we continue bringing recreation to the community in these smaller sites and help take some pressure off of our larger facilities. Also continue to expand/spread out the event offerings for the community (new in 2017 was Community Connections and Big Rig Rally and new in 2018 is the movies in the park series). 4. Parks Management — even with the additional staffing resources in the Parks Department in 2018 and 2019 respectively, we will still need to really analyze the needs and get direction from council specific to the impacts that the Emerald Ash Borer will have in the Eagan community. This will include both trees along the Boulevard, as well as, how and if we get more aggressive with management of this issue in the private property within the City. This is an agenda item for the February CC workshop. 5. Staff has discussed and likes the idea of the development of 10 -year operating plans for the following: Cascade Bay and Civic Arena (focus on keeping these up to date and competitive in their respective field); ECC (how to operate post -Marshall, but also possibly expand if we continue seeing growth in use and demand); Parks CIP (focusing on sustainability and future ways to pay for improvements); Forestry and Management of the City's Canopy (including EAB and any future disease/infestations); and finally a Facilities Green Plan (continuing to put into play energy savings and green initiatives to allow for maximum sustainability and resilience for the city). Page 3 29 Police 1. Everyone associated with the police department will be consumed by the move, temporary relocation, and construction due to the anticipated remodel of the police department and city hall. 2. The department currently has two sworn vacancies and the council authorized three additional positions in the coming year. At the beginning of 2018, the department will need to develop a candidate pool, screen, appoint, and train five (5) new recruits. 3. In addition to managing the five new recruits listed above, it's expected there will be additional vacancies due to retirements of other staff members. Depending upon the employee leaving, there could be "domino effect" as there would potentially be the need to hold multiple internal promotional processes to fill supervisory ranks. Regardless, because the additional vacancies created by departing staff, there would need to be another hiring effort to identify new police officers. 4. With the new development in Northeast Eagan, the department will need to evaluate how to deploy its staff to meet any service demands. 5. Since 2014, the department has seen a steady increase in retail related crimes like frauds and forgeries. Additionally, for each of the past two years, the number of calls for service managed by the department was over 51,000 annually. It's expected the amount of activity will consume a great deal of the department's time. Public Works Ever-increasing amount of development/redevelopment: plan reviews, locations, ROW management, field inspections. 2. Public improvement projects: prelim studies, design, contract and construction management, assessment reports, maintenance 3. Impacts of the City Hall/CMF remodels: design, project management, relocation coordination. 4. Bringing new staff on board: new positions or replacements in every division 5. Comprehensive Plan update: completing updates of 6 individual plans, writing 3+ chapters of Comp Plan, coordinating reviews and approvals by local authorities, and submitting plan to Met Council. Page 4 OR ,9._.r--- EAGAN 2018-2019 Remodel Timeline January January 18 and 19 City Hall Clean Up Day Jan 25-26 Employee Tours of Fire Safety Center Jan 29 -Feb 2 large scrap metal dumpster in upper parking lot (to recycle surplus items) February February 5-9 Park and Rec clerical move to ECC February 6 Council Meeting, approve plans and specs and authorize receipt of bids; approve contract with All Furniture for rental work stations and moving services; approve contract with trailer company February 12 Issue plans and specs to bidders February 12 Parks and Rec clerical starts providing services out of ECC February 12-16 IT Team moves to Fire Station 4 February 13 Bid Opening on Central Maintenance Facility Project Feb 20 IT Team fully operational at Fire Station 4 March March 6 Last public training event at Fire Safety Center March 8-13 Rental work stations delivered to Fire Safety Center March 12 Utility Billing Staff and Licensing Specialist move to 1St floor City Hall March 13 PD/CH Project bid opening March 15 Pre -moving day (move all supplies, printers, and the items going to cold storage) Friday, March 16 MOVING DAY to Fire Safety Center Saturday, March 17 IT Team, Dianne, Andrew, and Ken/Rick set up Fire Safety Work Stations Monday, March 19 2nd floor City Hall start working at Fire Safety Center March 20 Council awards PD/CH Contract March 21 -April 13 Construction of temp locker rooms, storage room in basement; 2nd floor construction (prep for Police) 31- EAGAN April April 2 Relocate fiber under parking garage and SWAT garage (if necessary) April 16 Relocate PD lockers into temporary basement locker rooms April 20 Police will complete move to 2nd floor; open to public May May 1 (approx.) Construction begins on Phase I (PD and training room); public entrance changes to 2nd floor only June June 28 Absentee voting begins at Fire Safety July July 1-31 Absentee voting continues August August 7-13 Absentee voting in 2nd floor conference room at Fire Safety August 14 Primary Election Day September September 21 absentee voting begins at Fire Safety October Oct 30 Absentee voting in 2nd floor conference room at Fire Safety (through Nov 5) November November 1-5 Absentee voting in 2nd floor conference room at Fire Safety December (Eagan Room and Council Chambers unavailable for the month) December 4 Council meeting at ECC December 11 Council workshop at ECC December 18 Council meeting at ECC 2019 January February March March 1 (approx.) Construction on Police and Training Room complete; Construction starts on City Hall March 4-8 Police moves back to Police Building; March 11-15 Community Development and Public Works move to Training Room; Public parking available only in lower lot April May June July August September October November November 1 (approx.) City Hall employees move back to City Hall Mid November PROJECT COMPLETE—CELEBRATE! EAGAN December (Eagan Room and Council Chambers unavailable for the month) December 4 Council meeting at ECC December 11 Council workshop at ECC December 18 Council meeting at ECC 2019 January February March March 1 (approx.) Construction on Police and Training Room complete; Construction starts on City Hall March 4-8 Police moves back to Police Building; March 11-15 Community Development and Public Works move to Training Room; Public parking available only in lower lot April May June July August September October November November 1 (approx.) City Hall employees move back to City Hall Mid November PROJECT COMPLETE—CELEBRATE!