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08/04/1998 - City Council SpecialFi lc/ AGENDA SPECIAL CITY COUNCIL MEETING Tuesday August 4, 1998 5:00 p.m. I. ROLL CALL & ADOPTION OF AGENDA II. VISITORS TO BE HEARD III. REVIEW PROPOSAL FOR USE OF CIVIC ARENA MEZZANINE FOR TEEN ROOM IV. REQUEST TO COMPLETE CIVIC ARENA TEAM ROOM V. CONSIDER APPOINTMENT PROCESS FOR ADVISORY COMMITTEE TO REVIEW A CITY CODE OF ETHICS POLICY VI. OTHER BUSINESS C%HNWV7fLIII : �1 1/�}'YT Y 1r---- %y Y J �. of TO: HONORABLE MAYOR AND CITY COUNCILMEM 3ERS FROM: CITY ADMINISTRATOR HEDGES DATE: JULY 29,1998 MEMO SUBJECT: SPECIAL CITY COUNCIL MEETING/AUGUST 4,1998 AT 4:30 P.M. A Special City Council meeting is scheduled for Tuesday, August 4, in the Community Room and a light lunch will be served. REVIEW PROPOSAL/USE OF CIVIC ARENA MEZZANINE FOR TEEN ROOM At the direction of the City Council, the APrC was directed to review teen center proposals presented by Michael Vincent and the Southwest YMCA. The findings of the APrC were presented to the City Council in a work session held on Tuesday, June 23. At the June 15 Advisory Parks and Recreation Commission meeting, the Commission recommended to the City Council that they consider allowing the teens to pursue a teen center in the Civic Arena Mezzanine, noting that the teens would have to be responsible for raising the funds to make this a reality. The City Council reviewed both proposals and made a decision to review the YMCA proposal at the July 7 meeting and schedule at a later date consideration of the APrC's recommendation to pursue a teen center in the Civic Arena Mezzanine. At the July 21 City Council meeting, it was decided by City Council action that the APrC's recommendation would be considered at a workshop scheduled for this meeting. Karen Lucia, a representative and spokesperson for the teens, has been working on the Civic Arena proposal and the Advisory Parks and Recreation Commission have been contacted and invited to attend the workshop. For additional information on this item, refer to pages 1-1 through _J9, which are the same attachments that were distributed to the City Council in advance of the June 23 meeting. ACTION TO BE CONSIDERED: This item is scheduled for consideration at the August 4 regular City Council meeting. To provide a direction on this item for consideration at the regular City Council meeting. That action could consist of, 1.) a continuance if additional information is necessary, 2.) approval of a teen center in the Civic Arena Mezzanine with certain conditions, or 3.) to consider this teen center proposal at some other location. REQUEST TO COMPLETE CIVIC ARENA TEAM ROOM The Eagan High School Hockey Booster Clubs (both boys and girls) have asked to appear before the City Council to discuss a financial proposal to complete the Civic Arena Team Room for use by the High School boys and girls hockey teams during the hockey season. City staff, both Director of Parks and Recreation Vraa and City Administrator Hedges, met with the high school boys and girls coaches, Eagan High School Athletic Director and members of the Booster Club and felt it would be appropriate for this group to present their request to the City Council at a workshop. This item is scheduled under Department Head Business on the regular City Council agenda for official action. The Minnesota Moose, a professional hockey team that was located in the City of St. Paul, negotiated an agreement with the City of Eagan to construct a team room addition to the Civic Arena as part of an overall proposal to use the Civic Arena during early morning hours as a practice facility. Through a series of negotiations, the City and Minnesota Moose reached agreement on an ice time rate and understanding that the Moose would pay for the construction of the team room addition. As a result of a contract between both parties, the City approved construction of the facility. During construction, a decision was made by the Minnesota Moose to relocate to Canada and did not fulfill the agreement to pay for construction of the team room. After litigation and arbitration, the matter was resolved; however, the City has not proceeded with completion of the team room until a purpose and financing are determined. At present, the room is an empty shell; without lights, heat or utilities. It is used only for storage for various odd lot items. In recent months, the Eagan High School Hockey Booster Clubs, both boys and girls, have expressed interest in completing the team room for use by the high school players during the hockey season. A floor plan and a preliminag estimate for completion as a team room have been prepared. Enclosed on pages 4 through is a copy of a memo from the Eagan High School Booster Clubs regarding the proposed locker room at the civic arena, including a floor plan. The Hockey Booster Club has presented a proposal to the City asking that the City proceed ahead with completion of the team room with the understanding that the Hockey Booster Club will commit to a payback program over seven years. Staff had originally suggested that the high school fund the team room and the Booster Club reimburse Eagan High for the capital project. Apparently, Eagan High School cannot allocate capital dollars for a project that is owned and operated by the City and, therefore, the Booster Club is approaching the City Council for consideration. The City would own the team room and it would be free to use it for any purpose it deemed outside the scheduled boys and girls hockey season. Director of Parks and Recreation Vraa and City Administrator Hedges had a meeting with representatives of the Eagan High School Hockey Booster Club, the Eagan High School Athletic Director and the boys and girls Head Hockey Coaches on Tuesday, July 14, to discuss a proposal. Attached is a copy of a letter from the Hockey Booster Club that outlines their request to the City Council. 11 ACTION TO BE CONSIDERED: To provide direction for consideration at the regular City Council meeting for August 4 under Department Head Business. APPOINTMENT PROCESS/ADVISORY COMMITTEE TO REVIEW A CITY CODE OF ETHICS POLICY Per direction of the City Council at their regular meeting on July 21, 1998, the attached documents have been prepared to address the scope, objectives and structure for an Ethics Policy Task Force. This matter still requires Council direction. Due to intensive work schedule for the month of August as staff prepares the budget and the City -Wide Tree Planting Program, please consider deferring institution of this task force until early fall. This will enable staff to give adequate attention to this matter. For further information on this, please refer to the attachments on pages a>(;� through 2(, . ACTION TO BE CONSIDERED: Provide direction to City Administrator Hedges regarding l.) agreement on objectives and scope for Ethics Policy Task Force; 2.) preference/recommendation on options for structuring the task force; and 3.) an appropriate timeline for implementation. /S/ Thomas L. Hedees City Administrator w «�r MEMO city of eagan TO: DIRECTOR OF PARKS & RECREATION VRAA FROM: CPIY ADMW37RATOR HEDGES DATE: APRIL 2,1998 SUBJECT: TEEN CENTER ANALYSIS At the March 24 Special City Council meeting the City Council heard presentations for a teen center by the Southwest Area YMCA and Michael Vincent. The Southwest Area YMCA is proposing a building addition to their current facility on TH 149 and Opperman Drive that would be used as a teen room and operated by the YMCA The cost to the City is a $75,000 contribution toward the capital project. Mr. Vincent's proposal is to enclose space on the me=an» ne level of the civic arena to be used as a teen room and for other purposes, such as hockey registration and general meeting room space. The capital cost would be raised through private donations, while the operating cost would be absorbed by the City. Mr. Vincent indicated that the operating cost would be primarily for heat and electricity.-,. The City Council has asked that these two proposals be reviewed by the Advisory Parks & Recreation Commission at thew April meeting and a recommendation presented to the City Council. Although the City Council did not specifically direct any other ideas, it would be in the interest of the Advisory Parks & Recreation Commission and City Council to discuss any other alternatives for a teen center and share any findings with the City Council. I have attached a copy of the proposal that was presented by the Southwest Area YMCA to the City Council. Please share this document with the APrC. To date, Mr. Vincent has not provided a written proposal for the civic arena location. Please make reference to the March 24 Special City Council minutes as you discuss this matter with the Commission. If you have any questions, feel free to contact me at any time. cl�lxtz�� City Administrator Attachment TLHlvmd v MEMO city of eagan TO: TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION DATE: JUNE 19,1998 I SUBJECT: TEEN FACILITY RECOMMENDATION BACKGROUND: i The City Council asked that,the Advisory Parks Commission review the issue of developing a "teen center". The Council, had received a request from the Southwest Area YMCA for $75;000 to assist in building a teen room addition on to their existing facility. At same time, the Council heard a proposal to utilize the mezzanine at the Civic'Arena as a teen -drop-in center. Over the course of the last several weeks the Commission discussed this issue. It was reviewed at two regular meetings) at a special workshop with teen representatives prior to the June 15' Commission meeting, and with the Recreation Sub -committee during one, of the teen's regular meeting dates. TEEN PROPOSAL: Briefly, the teen proposal is to use the upper mezzanine of the Civic Arenaas'a drop-in center that would have specific hours. It's understood that there would be times in which the teen center could not be made available because of scheduling conflicts with arena events and activities. It's expected that the teen center would become a place in which the planningifor other teen activities by teens, for teens, would occur. The majority of those activities would likely occur at locations other then the Arena i.ej, a trip to Valleyfair. The center would likely have conformable furniture, a large screen1TV, air hockey table, foosball table or similar items that would provide some level of, entertainment. The construction and equipping of the center would be done by the teens from donations ofimaterial and cash. Supervision of the teen center would come from volunteers since the Civic Arena is not staffed to provide supervision of this space. ADDITIONAL INFORMATION: Attached to this memo is the memorandum prepared for the Advisory Commission meeting on June 15'. The Commission was also advised that the City's construction manager and Civic Arena architect were asked for some assistance in costing out the probable costs for the improvements to the mezzanine to make it work as a teen center. They have projected the cost at $95,000. Attached is the description of the work, as prepared by ACC Architects, to prepare the arena mezzanine for a teen center. O COMMISSION REVIEW. The Commission reviewed and discussed with the teens alternative locations for a`teen center, including their reasons for not supporting the YMCA as a location. They also: discussed,prograrri content, probable hour of operation, limitations of the Arena mezzanine, maintenance, how to provide for high school teens and middle school teens, and the need for some type of _supervision and coordination of the teen activities. It was noted that teens and volunteers run the°Rosemount teen program. Activities are conducted monthly in their community centei with coordination with the Parks and Recreation Division. Staff noted that a drop-in center it the, Civic Arena would likely require additional staffing for supervision if parent volunteers were not found. In response to a question as to why the teens could not begin raising the�necessary fur ds at this time for a center, it was stated that it was critical for the teens to be able to<represent to potential contributors that this proposal had the support of the City Council. It was;also •the Commission's feeling that donations would not be forthcoming if the teens could not°positively represent the City Council's support to allow the teens to use this space. COMMISSION RECOMMENDATION At the June 15' Commission meeting, the Commission recominended;to the City Council that they consider allowing the teens to pursue a teen center in the Civic Arena: mezzanine; noting that the teens would have to be responsible for raising the funds to make thus -a reality. 0 XL I city of eagan TO: ADVISORY PARKS COMMISSION i FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DOROTHY PETERSON, SUPERINTENDENT OF RECREATION DATE: JUNE 10, 1998 SUBJECT: TEEN CENTER BACKGROUND: At the May 18, 1998 Commission meeting, Commission members asked staff to pursue several avenues for additional information concerning a potential teen center. Attached is a memo from the Director to the Superintendent of Recreation which identifies the issuer to be reviewed. Information pertaining to design, security, staffing, maintenance, "blackout" periods, equipping and alternative uses of the space was requested. MEZZANINE LEVEL DESIGN: As the Commission may recall, the design brought forward in the Vincent/teen proposal does not meet fire code requirements. It becomes necessary then to re -think a potential design. Five issues come to bear: 1. Fire code 2. Heat 3. Cost 4. Security 5. Lighting Any changes made from the mezzanines current state have consequences. Short cuts such as a shorter wall and lower height of glass may save money on fire code requirements but would negate heating the space. The logical conclusion is that the glass and new wall on the west end must extend to the steel girders. One hour fire protection must be added to the girders within the space. This could be a ceiling or sprayed on protection. In addition, the east stair case must be enclosed, and the corridor from the lower level door to a building exit must meet the one hour fire protection test. No current source of heat exists for the mezzanine. Factored into the design must be a location for a furnace, and the furnace and ductwork. Current lighting in the mezzanine is minimal. Additional wiring and fixtures would be required. Double doors are suggested for the new west wall. The doors wouldiprovide arena staff the flexibility to move tables and other equipment into and out of the space for alternative Civic Arena uses of the mezzanine. Security would be accomplished via the locked double doors on the west end entrance and exit only down the east end stairs. For multiple use of the space, consideration should be given to storage of equipment designated for the teen center. Potential remodeling cost estimates should address: • Block west wall • Double doors • Glass front wall • Girder fire protection • Stairway and hallway enclosure • Furnace and ductwork • Wiring and fixtures • Storage room • Carpeting The "Mighty Kids" grants from the Minnesota Amateur Sports Commission are accepting facility upgrade applications. Success of an application would be an unknown' for several months. MEZZANINE USE: If the mezzanine is finished, what are alternate uses? Several Civic Arena functions have used the mezzanine in the past; the expectation would be that those :activities would continue. Examples are: the Eagan Hockey Association's registration, equipment exchange, booster club sales, Holiday boutique and the ice show reception. New potential co -users of the mezzanine create new expenditures. 'Senior citizens would require plumbing and space to brew their coffee. Tiny Tots equipment includes large toys and an array of craft supplies. BLACKOUT DATES: Which types of events at the Civic Arena would trigger "blackout dates for a _teen center? • All of the Eagan Hockey Association and ice show events mentioned above (plus set- up/take down time the day before and after). • All events that charge an admission fee — i.e. hockey games, ice show (Would spectators be allowed into the mezzanine space?) • Civic Arena shutdown for maintenance periods of times. STAFFING A TEEN CENTER: The city division most experienced to a youth activity center is the Recreation Division. In staffing a teen center, the most satisfactory level would be to have one male and one female, college age student scheduled for each hour a teen center is open. Assuming.a scenario of being open an average of 20-24 hours a week, a salary of $8.00-58.50 an hour to attract applicants, staff costs would be $384 per week or $14,200 for the school year. Being open year round would increase the staff expenditure to $20,000. The teen center budget would likely require another $2,000 for supplies, events and excursions, depending on the actual program offered. Staff could pursue grant funding for salaries, but few grants provide;salaries and funding. It would only postpone the inevitable need, and the granting agency expectations to incorporate the expenditure into the Division's budget. In summary, an increase Mi the operational budget would be required for staffing. MAINTENANCE OF A CIVIC ARENA TEEN CENTER: The Civic Arena staff could provide light janitorial service to a teen center. The expectation would be that the teens would keep the center clean. Maintenance of locks, the heating system,, and any other "system" related aspects would require attention from Arena maintenance. It would not be feasible for Arena staff to provide supervision of the teen center, given the responsibility of ongoing Arena operations — i.e. re- surfacing, skate sharpening, etc. ALTERNATIVE SITES: Staff have considered two alternatives, one being store front rental space. The attached information provided by JBL Companies shows a range of rates from various. commercial spaces. Cedarvale is the least costly at an annual rate of $8.30 per square foot. A 3,000 square foot space would cost $24,900.00 a year; slightly over $2,000.00 per month. The potential advantage of storefront space is its eligibility for Mighty Kids Grant funding for the first year. The down sides are a June 30, 1998 grant application deadline followed by the requirement for the City to continue the project in ensuing years. The alternative is the potential use of a Park shelter building as a teen. center site. The major draw back is the period of December through February "blackout" for the winter skating season. During the rest of the year no after school or evening activity is held in any of the shelters on a continuing basis. The shelters are, however, equipped for pre-school programs and currently have no vending equipment for teens food needs. The mixed use of tots and teens could be manageable. 7 Parking could be difficult at some shelter sites because of the community's use of outdoor facilities in the spring and summer. That community use will also generate interruptions from people coming into a building to use the restroom rather than using the exterior doors. OTHER SOUTH OF THE RIVER COMMUNITIES: Staff have spoken with other neighboring communities concerning their efforts to create a teen center. Several plans are in progress. The City of Burnsville is renovating a maintenance building and arevitalizing, grant money from the District 191 Family Services Collaborative to fund a teen:center staff position. Parks and Recreation are working with a core of teens to plan the center. The City of Apple Valley included a teen center in its recent bond referendum. Teens, Recreation staff and adult volunteers are working to plan the center and its activities. A teen center exists in the City of Farmington. It is located in the old middle school in the downtown area. Staff is provided by Community Education through its Youth Development funding; Recreation staff is liaison. Much like the Eagan initiative, Farmington teens at "Seize the Day"program sponsored by Dakota Healthy Communities, initiated discussion with community leaders concerning a teen center. A core group of 8-12 teens worked hard to get donation, a TV and other equipment. The teen center opened a year ago. The Famtington experience since then has been that the teens do not come to the center as much as was hoped for. The fust experiment was to be open Wednesday, Friday and Saturday evenings; 4 or 5 teens would come. The center tried being open Monday -Thursday evenings with the same result. Special events, however, draw larger attendance. This disappointing result occurred even with vigorous promotion at the high school. The teen board acknowledges that most teens are too busy to come to the center. Discussion currently underway is to extend the center to Middle School students. The Community Education intern in a leadership role for this project is leaving. The City and School District are unsure as to how they will continue to staff the center. FOR COMMISSION CONSIDERATION/DISCUSSION: The commitment of Eagan's core group of teens is strong and admirable. Perhaps an experiment is called for prior to the expenditure of capital dollars or rent money. Any experiment would ,require and identification of the Recreation Supervisor responsible for the project and an amendment to the Department budget to cover teen center staff salaries, supplies and an estimate on costs for two or three special events. A participant fee would be charged to help cover costs. l O NOTE: The City Council will be in workshop session on Tuesday, June 23, which would be an excellent opportunity for the commission to present a recommendation regarding the teen center concept. 1� NEW CONSTRUCTION ..-..-•---•---------- ION, - EXISTWG CONSTRUCTION UPPER LOWER FLOOR PLAN/A+i- �cxe w - ry ]ON- 8-98 TION 7:26 AM IBC. COMPANIES FAX N0. 612 686 6113 P..2 JBLCompanies Commercial Real Estate Services, Inc. June 2,1998 Ms. Dorothy Peterson Parka dt Recreation City Of Eagea 3830 Pilot Knob Pagan, MN S5122 1360 Corporate Center Curve - Phone (612) 686-0217 r, Minnesota SS121 . 7 Fax (612) 68&6113 Pursuant to your request for rmntal rates regarding a Teen Center thafollowing will give you an idea of price ranges for a 3,000 to 5,000 square foot apace. Bullding Net Rate CAM/Tax Comments 1. Di81ey Square $11.00 S7.20 Currently no, space 2. Promenade $17.00 $8.50 You build out afer Vanilla shell 3. CedarVale 55.00 53.30 No tenant Improvements,at this rate. 6,000 sq.,8., on ooaaer; easy'access. This is a sempling.of what is available. We can sit down;andcampile the actual requirements and do a valid search plus look at purchasing or build to suit. Should you wish to get thither involved please let me know. Sincerely, /3 612 686 6113 06-08-98 08:34AM P002.434 city of eagan MEMO TO: DOROTHY PETERSON, SUPERINTENDENT OF RECREATION FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION DATE: MAY 19,1998 SUBJECT: TEENS At last night's Commission meeting, the Commission continued its discussion;of the teen issue. I thought the Commission had an excellent dialog with some good thoughts expressed. The Commission asked that we pursue the following for our next meeting. • Can we provide a layout drawing of the mezzanine, which would show the teen area at this location. We should also have building inspections review this for code compliance. It might be helpful to have our Civic Arena construction manager give us a cost projection to do some of the work based on this drawing. • How would security be handled for this space? • How would the department propose to handle staffing of the teen center; who, when and at what cost? • If there are alternative locations, identify them. • Staff previously identified possible space conflicts or "blackout" periods in which the teen center would have to close because of other arena activities. We need to identify these periods better. • The Commission asked if the space has opportunity for other uses during daytime hours when school is in session; i.e., Seniors, card groups, tots, etc. Identify the needs and the possibilities. • What is the probable maintenance cost for the teen center;,how would this be handled and by whom? Is this the Civic Arena's responsibility, the community; teens or the City's? • Who would be responsible for equipping the teen center? • Have the teens talked to the "Y" about their proposal? • The Commission would like to have some discussion with the teens. A special meeting or workshop session was suggested. • Hasa survey been done of the teens or does the survey done by the City or Search Institute address the issue of what teens want. • Additional information is needed on the funding of the teen center. I believe the Commission wants to know if there are solid commitments (and how much) that have already been made as contributions to the teen center., We should also look at possible grant funds that could be applied for. Youth initiative legislation? Some of this information will have to come from the teen group. When you discuss this with them you need to communicate that the Commission was supportive, but felt,there was not enough information yet to make a recommendation to the City Council. Responses to the above, along with what has already been presented, should help the Commission and ultimately the Council reach a conclusion. cc: Tom Hedges, City Administrator 06/12/1998 86:54 6124259773 ACC ARCHITECTS PAGE 01 t -97X ACC Architects, t, MEMO To: Mike Parsons VIA FAX 8 Mail 446.4191 From: Paul Dahlberg Date: June 11,1988 Re: Eagan Civic Arena Teen Center cc: Ken Vrea The following, Is a general description of the work required to. create a possibleleen Center/Multi-Use Room on the mezzanlne level at EaganCivic Arena -Phase L Ken would like to have very preliminary budget numbers by mid-aftemoon, Monday,, June 15, 1998, for a meeting Monday evening. I have looked at some code Ideues end am proposing the worst case scenario for the work that may need to befdone. Provide a budget estimate for the following: Construct a metal stud gypsum board wall along the entire railing location between the mezzanine and`" main arena as follows: - Wallboard shall be 6/8", Type X Fiberbond, on both sides, (wood fiber and gypsum) as manufactured by Louisiana-Pacific. - Provide eight (8) 4'-8' H x V-0' L hollow metal window frames with one (1) Intermediate vertical mullion and tempered glass for Installation in the above described wall. Frame profile shall be 5 3/4". 2. Construct a full height metal, stud and gypsum board wall approximately 32' L from the main arena north wall to the mezzanine Wderiornorth wall., Include a;pair of T-0" x T-0" hollow metal doors and hardware with 1/2 glass visiowpanels. 3. Install 6/8" Type; X gypsum board one-hour oe0ing at approxtr atey: 1.0'-0" AFF hung from the kxmg span joists throughout the entire mezzanine area thatwlll be enclosed. 4. Provide a HVAC unit In a separate mechanical room to the east side of the existing stair to lower level and appropriate ductwork throughout the mezzanine area. Assume that the space will be used for assembly Ipurposes such as large meeting room and/or various youth activities and upper level lobby during skating events. M6124259773 06-12-98 07:57AM Pool a 06/12/1998 06:54 6124259773 ACC ARO-aTECTS PAGE 02 R -97X Memo to Mike Parsons June 11. 1998 Page -2- 6. Construct s full height wail with a pair of W -W x r -O" hollow metal doors and hardware with 1/2 glass vision panels to be located at the north end of the walkway from the bleachers to the enclosed mezzanine area. 6, Remove a0 existing light fixtures mounted to the bottom cord of the long span joists and mount to new gypsum board ceiling. Add fbdures to. approxlmately. double the number that presently exist. 7. Provide automatic fire protection system throughout the remodeled mezzanine area. (Will this need to be a wet System?) 8. Provide smoke detectors, exit lights, heat detectors, etc. to meet all applicable codes. 6. In the Teen Center area, assume a floor finish of s20/SY carpeting throughout. 10. Include costs for finishes such as painting, etc. as needed. I have attached a very sketchy layout of possible arrangement for doom, wells, etc for your use. I will be away from the office all day Friday and most of the day Monday to I will not have an opportunity to review any of this Information with you. Supply your price directly to Ken copying me. Thank you for your help. Hopefully this will give you as well as us some additional work to do. Talk to you next week. dj Enclosure: Drawing 6124259773 06-12-96 07:57wu P002 Ii' 06/12/I998 86:54 6124259773 ACC ARCHITECTS "Mew LOW WUIWALL vWWT Loc or OpAry Wrri HBCA Uit - — - — - — - Ll Lee -J- 10 0 eff IN gA&T LOW MALL AA &aAW of'.. av Ito poeo, 0 IWIVIMAr L*f ot- i R -97M / ?1 6124259713 lk PAGE 03 ZEC=m 1V40M mcurmL 4 N,jU4,k e&. I 06-12-98 07:57AM P003 31 "Xim" BCNnnL. Dr. Thomas F. Wilson, Principal 4185 BRADDOCK TRAIL EAGAN, MINNESOTA 55123-1575 Phone 612.683.6900 Fax 612.683.6910 Web: http://www.eagan.kl2.mn.us DATE: July 31, 1998 TO: . Eagan City Council FROM: Eagan High. School and EHS — Boys' 8 Girls' Booster Clubs SUBJECT: PROPOSED LOCKER ROOM AT CMC ARENA CC: Tom Hedges and Ken Vraa The purpose of our communication is to propose a cooperative effort between the City^of Eagan, Eagan High School and the EHS Hockey Booster Clubs, We want to complete construction of the unfinished locker room space to be used as an EHS locker room. Please see Attachment A. Based upon estimates compiled for this project, cost is projected at $30,700 not including sweat equity. The value of sweat equity is estimated at $2,000 - $5,000. Please see Attachment B. The commitment for this project is evident by the fact that EHS has already paid $2;200 for the architectural drawings. The future commitments would include: 1998 1999 2000 2001 2002 2003 2004 EHS $2,200 $2,000 $2,000 $2,000 $2,000 ;2,000 $2,000 Booster Clubs $2,000+' $3,000 $3,000 $3,000 $3,000 $3,000 - $3,000 Both Booster Clubs enthusiastically support this project. Many fundraising efforts are .underway to meet the financial obligations. Please see Attachment C. Sweat equity will also be a major component of this project. The majority of 'sweat equity will be completed in year one. Based upon the estimate (Attachment B) EHS and the Booster Clubs are requesting the City of Eagan to partnership with us for the seven-year plan: The City of Eagan's role would be to finance ttie seven-year plan. Also, it would be financially beneficial to utilize city -approved contractors who are presently on-site. Fortunately, you will be in partnership with many familiar people who were instrumental in,.working with the City.of Eagan towards the successful completion of the Eagan Civic Arena Project. 1Ne, hope you; see this as an opportunity to work with the high school and members of the community to once again -benefit the youth of Eagan. Sincerely, Thomas F. Wilson, Principal Jim Bouche, Athletic Director Brian Johnson, Head Boys' Coach Merlin Ravndalen, Head Girls' Coach Arden Peterson, EHS Girls' Booster Club President Barb Freeman, EHS Boys' Booster Club President /9 Nationally Recognized School of Excellence • Technology Exemplar Award INDEPENDENT SCHOOL DISTRICT 196 -Rosemount, Apple Valley, Eagan 'Educating Students To Reach Their Full Potential' fiTTACHMr'ti', lq LOCKER ROOMS OPTION 3 SCALE: 1/8' a T-0' Architects .mom w . w� lwar ou-dw-sne w �v.aaa.ma SUPPLEMENTAL DRAWING oa,m>Ega EAC -AN GIVIG ARENA - PNAH 2 DVJG.N0. EAGAN, MINNESOTA 50-6 is-lu NO. EAGAN HOCKEY ARENA LOCKER ROOM PROJECT PROJECT LIST AND COSTS JULY 17, 1998 COST ITEMS PHASE I: Architectural Costs PHASE Ik Infrastructure Items 1 Sanitary Sewer to Locker Toilets 2 Cold Domestic Water to Rest Rooms 3 Penetrate Roof for Soil Pipe and Exhaust 4 Penetrate Roof for Heat Exhaust 5 Install Sprinklers for All Rooms 6 100 Amp Service to Electrical Panel 7 Natural Gas to Mechanical Room. Gas and Electric to Furnace Ductwork and Air Diffusers PHASE III: Construction Items 1 Steel Stud Walls 2 Sheet Rock 3 Door Frames and Doors 4 Door Hardware 5 Stools, Sinks, and Hardware 6 Lights, Switches PHASE IV: Equipment Items 1 Floor: Synthetic @ 770 ` $4.50 2 Lockers (Sweat Equity) 3 Furniture (Donation) 4 White Boards (Donation) 5 Taping Tables (Donation) • Sweat Equity Costs Approximately ATTACHMENT B COST EST. BY Sub Total $2,200 EHS Sub Total Sub Total $18,000 $7,000 (Plus Sweat Equity) $3,500 Sub Total $3,500 (Plus Sweat Equity) GRAND TOTAL $30,700 ('Plus Sweat Equity) $2,000 - $5,000 FRIDAY, JULY 17 AND SATURDAY, JULY �18 11:00 AM - 7:00 PM AT SYE-RLrS A1r'4[NMfnlfi C are all invited to Byerly's , n Eagan for the best deal in town! $1.00 buys .a brat, chips and a pop! WHAT A SUPER DEAL! Proceeds go towards the construction of EHS Lockerroom at the Eagan Civic Arena! TELL ONE...TELL ALL! SPONSORED BY BYERLY'S, THE NATIONAL PORK COUNCIL, OLD DUTCH, AND . COCA-COLA. STAFFED BY EHA and EHS HOCKEY PLAYERS AND PARENTS. 0 OLD CHICAGO PIZZA WHAT A BARGAINP! A $20.00 VALUE FOR ONLY $10.00 FROM OLD CHICAGO CERTIFICATE IS GOOD AT ANY OLD CHICAGO IN THE U.S. PROCEEDS WILL GO TOWARDS CONSTRUCTION OF THE NEW LADY WILDCATS LOCKER ROOM AT THE EAGAN CIVIC ARENA EHS GIRLS HOCKEY APPRECIATES AND THANKS YOU FOR YOUR SUPPORT �?3 ATTENTION !!! EHS GIRLS HOCKEY CAR WASH (DONATIONS ONLY) HOLIDAY STATION STORE PILOT KNOB RD. & DUCKWOOD DRIVE JUNE 28TH, SUNDAY --10 TO 2 JULY 11TH, SATURDAY --12-4 JULY 25TH, SATURDAY --12-4 AUGUST 8TH, SATURDAY --12-4 SEPTEMBER 12TH, SATURDAY --12-4 PROCEEDS FROM THESE CAR WASHES WILL BE USED FOR THE NEW LADY WILDCATS LOCKER ROOM AT THE EAGAN CIVIC ARENA THANKS FOR YOUR SUPPORT c�2y Ethics Policy Task Force Objectives, Scope and Structure Per direction of the City Council at their regular meeting on July 21, 1998, this document has been prepared to address the scope, objectives and structure for an Ethics Policy Task Force. This matter still requires Council direction, as identified below. Obiectives • To empower a task force to recommend an ethics policy for adoption by the Eagan City Council. • To provide adequate direction to the task force to produce a draft of a viable document that reflects an enduring vision for the responsibilities of public service. Sc� The Ethics Policy Task Force will be responsible for reviewing the Ethics Policies acquired by City staff from the League of Minnesota Cities as well as the State policy for Ethics. Following review of these documents, the task force will draft a policy for recommendation to the Eagan City Council. The ethics policy will be city-wide, including both Council and staff (some of whom already adhere to Codes of Ethics through professional associations). Direction needed: Should this task force be ad-hoc in nature or a permanent establishment? Is the City Council interested in instituting an Ethics Board to review violations that may occur after institution of the future ethics policy? If yes, should this group serve as that board? Should this task force make recommendations about enforcement of the policy? (Some policies are unclear about enforcement.) Structure The composition of the task force may influence the type of policy that is recommended for adoption, so considerations about how to structure this group are of imminent importance. Generally, the task force should consist of no more than 5-10 individuals, each of whom should have a connection to the community of Eagan as either residents, advisory commission members, members of civic/community organizations, etc. Option #1 The task force shall be composed of 5-10 persons selected on a first-come, first -serve basis in response to press releases sent to all local media. Option # 2 The task force shall be composed of 5-10 persons selected through an application process. Applicants will be selected by a committee composed of a City staff person, a member of the City Council and a member of an advisory commission, or any hybrid of appropriate persons as determined by the Council. Option #3 The task force shall be composed of either 5 or 10 members, with each Councilmember appointing either one or two persons from the community. Option #4 0� 5 The task force shall be composed of 5-10 individuals who have a stake in the. actions of the City Council, including commission members, staff, members of the business community, members of the school districts, residents, community groups or any combination thereof as appointed by a unanimous vote of the City Council. General Direction The policies of other Minnesota cities that have been reviewed by staff follow closely with the State policy on ethics and generally cover gifts, campaign guidelines and disclosure. It is somewhat rare to see anything else covered by individual cities outside the standards set by the State policy. This opportunity for individualization and leadership by the City of Eagan can only be harnessed with direction by the Council to the Ethics Policy Task Force about the additional areas of consideration to be included in the ethics policy. Please indicate any functions outside of gifts, campaigns and issues of disclosure to be included in the policy recommended by the Ethics Policy Task Force. W Fi lc/ AGENDA SPECIAL CITY COUNCIL MEETING Tuesday August 4, 1998 5:00 p.m. I. ROLL CALL & ADOPTION OF AGENDA II. VISITORS TO BE HEARD III. REVIEW PROPOSAL FOR USE OF CIVIC ARENA MEZZANINE FOR TEEN ROOM IV. REQUEST TO COMPLETE CIVIC ARENA TEAM ROOM V. CONSIDER APPOINTMENT PROCESS FOR ADVISORY COMMITTEE TO REVIEW A CITY CODE OF ETHICS POLICY VI. OTHER BUSINESS C%HNWV7fLIII : �1 1/�}'YT Y 1r---- %y Y J �. of TO: HONORABLE MAYOR AND CITY COUNCILMEM 3ERS FROM: CITY ADMINISTRATOR HEDGES DATE: JULY 29,1998 MEMO SUBJECT: SPECIAL CITY COUNCIL MEETING/AUGUST 4,1998 AT 4:30 P.M. A Special City Council meeting is scheduled for Tuesday, August 4, in the Community Room and a light lunch will be served. REVIEW PROPOSAL/USE OF CIVIC ARENA MEZZANINE FOR TEEN ROOM At the direction of the City Council, the APrC was directed to review teen center proposals presented by Michael Vincent and the Southwest YMCA. The findings of the APrC were presented to the City Council in a work session held on Tuesday, June 23. At the June 15 Advisory Parks and Recreation Commission meeting, the Commission recommended to the City Council that they consider allowing the teens to pursue a teen center in the Civic Arena Mezzanine, noting that the teens would have to be responsible for raising the funds to make this a reality. The City Council reviewed both proposals and made a decision to review the YMCA proposal at the July 7 meeting and schedule at a later date consideration of the APrC's recommendation to pursue a teen center in the Civic Arena Mezzanine. At the July 21 City Council meeting, it was decided by City Council action that the APrC's recommendation would be considered at a workshop scheduled for this meeting. Karen Lucia, a representative and spokesperson for the teens, has been working on the Civic Arena proposal and the Advisory Parks and Recreation Commission have been contacted and invited to attend the workshop. For additional information on this item, refer to pages 1-1 through _J9, which are the same attachments that were distributed to the City Council in advance of the June 23 meeting. ACTION TO BE CONSIDERED: This item is scheduled for consideration at the August 4 regular City Council meeting. To provide a direction on this item for consideration at the regular City Council meeting. That action could consist of, 1.) a continuance if additional information is necessary, 2.) approval of a teen center in the Civic Arena Mezzanine with certain conditions, or 3.) to consider this teen center proposal at some other location. REQUEST TO COMPLETE CIVIC ARENA TEAM ROOM The Eagan High School Hockey Booster Clubs (both boys and girls) have asked to appear before the City Council to discuss a financial proposal to complete the Civic Arena Team Room for use by the High School boys and girls hockey teams during the hockey season. City staff, both Director of Parks and Recreation Vraa and City Administrator Hedges, met with the high school boys and girls coaches, Eagan High School Athletic Director and members of the Booster Club and felt it would be appropriate for this group to present their request to the City Council at a workshop. This item is scheduled under Department Head Business on the regular City Council agenda for official action. The Minnesota Moose, a professional hockey team that was located in the City of St. Paul, negotiated an agreement with the City of Eagan to construct a team room addition to the Civic Arena as part of an overall proposal to use the Civic Arena during early morning hours as a practice facility. Through a series of negotiations, the City and Minnesota Moose reached agreement on an ice time rate and understanding that the Moose would pay for the construction of the team room addition. As a result of a contract between both parties, the City approved construction of the facility. During construction, a decision was made by the Minnesota Moose to relocate to Canada and did not fulfill the agreement to pay for construction of the team room. After litigation and arbitration, the matter was resolved; however, the City has not proceeded with completion of the team room until a purpose and financing are determined. At present, the room is an empty shell; without lights, heat or utilities. It is used only for storage for various odd lot items. In recent months, the Eagan High School Hockey Booster Clubs, both boys and girls, have expressed interest in completing the team room for use by the high school players during the hockey season. A floor plan and a preliminag estimate for completion as a team room have been prepared. Enclosed on pages 4 through is a copy of a memo from the Eagan High School Booster Clubs regarding the proposed locker room at the civic arena, including a floor plan. The Hockey Booster Club has presented a proposal to the City asking that the City proceed ahead with completion of the team room with the understanding that the Hockey Booster Club will commit to a payback program over seven years. Staff had originally suggested that the high school fund the team room and the Booster Club reimburse Eagan High for the capital project. Apparently, Eagan High School cannot allocate capital dollars for a project that is owned and operated by the City and, therefore, the Booster Club is approaching the City Council for consideration. The City would own the team room and it would be free to use it for any purpose it deemed outside the scheduled boys and girls hockey season. Director of Parks and Recreation Vraa and City Administrator Hedges had a meeting with representatives of the Eagan High School Hockey Booster Club, the Eagan High School Athletic Director and the boys and girls Head Hockey Coaches on Tuesday, July 14, to discuss a proposal. Attached is a copy of a letter from the Hockey Booster Club that outlines their request to the City Council. 11 ACTION TO BE CONSIDERED: To provide direction for consideration at the regular City Council meeting for August 4 under Department Head Business. APPOINTMENT PROCESS/ADVISORY COMMITTEE TO REVIEW A CITY CODE OF ETHICS POLICY Per direction of the City Council at their regular meeting on July 21, 1998, the attached documents have been prepared to address the scope, objectives and structure for an Ethics Policy Task Force. This matter still requires Council direction. Due to intensive work schedule for the month of August as staff prepares the budget and the City -Wide Tree Planting Program, please consider deferring institution of this task force until early fall. This will enable staff to give adequate attention to this matter. For further information on this, please refer to the attachments on pages a>(;� through 2(, . ACTION TO BE CONSIDERED: Provide direction to City Administrator Hedges regarding l.) agreement on objectives and scope for Ethics Policy Task Force; 2.) preference/recommendation on options for structuring the task force; and 3.) an appropriate timeline for implementation. /S/ Thomas L. Hedees City Administrator w «�r MEMO city of eagan TO: DIRECTOR OF PARKS & RECREATION VRAA FROM: CPIY ADMW37RATOR HEDGES DATE: APRIL 2,1998 SUBJECT: TEEN CENTER ANALYSIS At the March 24 Special City Council meeting the City Council heard presentations for a teen center by the Southwest Area YMCA and Michael Vincent. The Southwest Area YMCA is proposing a building addition to their current facility on TH 149 and Opperman Drive that would be used as a teen room and operated by the YMCA The cost to the City is a $75,000 contribution toward the capital project. Mr. Vincent's proposal is to enclose space on the me=an» ne level of the civic arena to be used as a teen room and for other purposes, such as hockey registration and general meeting room space. The capital cost would be raised through private donations, while the operating cost would be absorbed by the City. Mr. Vincent indicated that the operating cost would be primarily for heat and electricity.-,. The City Council has asked that these two proposals be reviewed by the Advisory Parks & Recreation Commission at thew April meeting and a recommendation presented to the City Council. Although the City Council did not specifically direct any other ideas, it would be in the interest of the Advisory Parks & Recreation Commission and City Council to discuss any other alternatives for a teen center and share any findings with the City Council. I have attached a copy of the proposal that was presented by the Southwest Area YMCA to the City Council. Please share this document with the APrC. To date, Mr. Vincent has not provided a written proposal for the civic arena location. Please make reference to the March 24 Special City Council minutes as you discuss this matter with the Commission. If you have any questions, feel free to contact me at any time. cl�lxtz�� City Administrator Attachment TLHlvmd v MEMO city of eagan TO: TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION DATE: JUNE 19,1998 I SUBJECT: TEEN FACILITY RECOMMENDATION BACKGROUND: i The City Council asked that,the Advisory Parks Commission review the issue of developing a "teen center". The Council, had received a request from the Southwest Area YMCA for $75;000 to assist in building a teen room addition on to their existing facility. At same time, the Council heard a proposal to utilize the mezzanine at the Civic'Arena as a teen -drop-in center. Over the course of the last several weeks the Commission discussed this issue. It was reviewed at two regular meetings) at a special workshop with teen representatives prior to the June 15' Commission meeting, and with the Recreation Sub -committee during one, of the teen's regular meeting dates. TEEN PROPOSAL: Briefly, the teen proposal is to use the upper mezzanine of the Civic Arenaas'a drop-in center that would have specific hours. It's understood that there would be times in which the teen center could not be made available because of scheduling conflicts with arena events and activities. It's expected that the teen center would become a place in which the planningifor other teen activities by teens, for teens, would occur. The majority of those activities would likely occur at locations other then the Arena i.ej, a trip to Valleyfair. The center would likely have conformable furniture, a large screen1TV, air hockey table, foosball table or similar items that would provide some level of, entertainment. The construction and equipping of the center would be done by the teens from donations ofimaterial and cash. Supervision of the teen center would come from volunteers since the Civic Arena is not staffed to provide supervision of this space. ADDITIONAL INFORMATION: Attached to this memo is the memorandum prepared for the Advisory Commission meeting on June 15'. The Commission was also advised that the City's construction manager and Civic Arena architect were asked for some assistance in costing out the probable costs for the improvements to the mezzanine to make it work as a teen center. They have projected the cost at $95,000. Attached is the description of the work, as prepared by ACC Architects, to prepare the arena mezzanine for a teen center. O COMMISSION REVIEW. The Commission reviewed and discussed with the teens alternative locations for a`teen center, including their reasons for not supporting the YMCA as a location. They also: discussed,prograrri content, probable hour of operation, limitations of the Arena mezzanine, maintenance, how to provide for high school teens and middle school teens, and the need for some type of _supervision and coordination of the teen activities. It was noted that teens and volunteers run the°Rosemount teen program. Activities are conducted monthly in their community centei with coordination with the Parks and Recreation Division. Staff noted that a drop-in center it the, Civic Arena would likely require additional staffing for supervision if parent volunteers were not found. In response to a question as to why the teens could not begin raising the�necessary fur ds at this time for a center, it was stated that it was critical for the teens to be able to<represent to potential contributors that this proposal had the support of the City Council. It was;also •the Commission's feeling that donations would not be forthcoming if the teens could not°positively represent the City Council's support to allow the teens to use this space. COMMISSION RECOMMENDATION At the June 15' Commission meeting, the Commission recominended;to the City Council that they consider allowing the teens to pursue a teen center in the Civic Arena: mezzanine; noting that the teens would have to be responsible for raising the funds to make thus -a reality. 0 XL I city of eagan TO: ADVISORY PARKS COMMISSION i FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DOROTHY PETERSON, SUPERINTENDENT OF RECREATION DATE: JUNE 10, 1998 SUBJECT: TEEN CENTER BACKGROUND: At the May 18, 1998 Commission meeting, Commission members asked staff to pursue several avenues for additional information concerning a potential teen center. Attached is a memo from the Director to the Superintendent of Recreation which identifies the issuer to be reviewed. Information pertaining to design, security, staffing, maintenance, "blackout" periods, equipping and alternative uses of the space was requested. MEZZANINE LEVEL DESIGN: As the Commission may recall, the design brought forward in the Vincent/teen proposal does not meet fire code requirements. It becomes necessary then to re -think a potential design. Five issues come to bear: 1. Fire code 2. Heat 3. Cost 4. Security 5. Lighting Any changes made from the mezzanines current state have consequences. Short cuts such as a shorter wall and lower height of glass may save money on fire code requirements but would negate heating the space. The logical conclusion is that the glass and new wall on the west end must extend to the steel girders. One hour fire protection must be added to the girders within the space. This could be a ceiling or sprayed on protection. In addition, the east stair case must be enclosed, and the corridor from the lower level door to a building exit must meet the one hour fire protection test. No current source of heat exists for the mezzanine. Factored into the design must be a location for a furnace, and the furnace and ductwork. Current lighting in the mezzanine is minimal. Additional wiring and fixtures would be required. Double doors are suggested for the new west wall. The doors wouldiprovide arena staff the flexibility to move tables and other equipment into and out of the space for alternative Civic Arena uses of the mezzanine. Security would be accomplished via the locked double doors on the west end entrance and exit only down the east end stairs. For multiple use of the space, consideration should be given to storage of equipment designated for the teen center. Potential remodeling cost estimates should address: • Block west wall • Double doors • Glass front wall • Girder fire protection • Stairway and hallway enclosure • Furnace and ductwork • Wiring and fixtures • Storage room • Carpeting The "Mighty Kids" grants from the Minnesota Amateur Sports Commission are accepting facility upgrade applications. Success of an application would be an unknown' for several months. MEZZANINE USE: If the mezzanine is finished, what are alternate uses? Several Civic Arena functions have used the mezzanine in the past; the expectation would be that those :activities would continue. Examples are: the Eagan Hockey Association's registration, equipment exchange, booster club sales, Holiday boutique and the ice show reception. New potential co -users of the mezzanine create new expenditures. 'Senior citizens would require plumbing and space to brew their coffee. Tiny Tots equipment includes large toys and an array of craft supplies. BLACKOUT DATES: Which types of events at the Civic Arena would trigger "blackout dates for a _teen center? • All of the Eagan Hockey Association and ice show events mentioned above (plus set- up/take down time the day before and after). • All events that charge an admission fee — i.e. hockey games, ice show (Would spectators be allowed into the mezzanine space?) • Civic Arena shutdown for maintenance periods of times. STAFFING A TEEN CENTER: The city division most experienced to a youth activity center is the Recreation Division. In staffing a teen center, the most satisfactory level would be to have one male and one female, college age student scheduled for each hour a teen center is open. Assuming.a scenario of being open an average of 20-24 hours a week, a salary of $8.00-58.50 an hour to attract applicants, staff costs would be $384 per week or $14,200 for the school year. Being open year round would increase the staff expenditure to $20,000. The teen center budget would likely require another $2,000 for supplies, events and excursions, depending on the actual program offered. Staff could pursue grant funding for salaries, but few grants provide;salaries and funding. It would only postpone the inevitable need, and the granting agency expectations to incorporate the expenditure into the Division's budget. In summary, an increase Mi the operational budget would be required for staffing. MAINTENANCE OF A CIVIC ARENA TEEN CENTER: The Civic Arena staff could provide light janitorial service to a teen center. The expectation would be that the teens would keep the center clean. Maintenance of locks, the heating system,, and any other "system" related aspects would require attention from Arena maintenance. It would not be feasible for Arena staff to provide supervision of the teen center, given the responsibility of ongoing Arena operations — i.e. re- surfacing, skate sharpening, etc. ALTERNATIVE SITES: Staff have considered two alternatives, one being store front rental space. The attached information provided by JBL Companies shows a range of rates from various. commercial spaces. Cedarvale is the least costly at an annual rate of $8.30 per square foot. A 3,000 square foot space would cost $24,900.00 a year; slightly over $2,000.00 per month. The potential advantage of storefront space is its eligibility for Mighty Kids Grant funding for the first year. The down sides are a June 30, 1998 grant application deadline followed by the requirement for the City to continue the project in ensuing years. The alternative is the potential use of a Park shelter building as a teen. center site. The major draw back is the period of December through February "blackout" for the winter skating season. During the rest of the year no after school or evening activity is held in any of the shelters on a continuing basis. The shelters are, however, equipped for pre-school programs and currently have no vending equipment for teens food needs. The mixed use of tots and teens could be manageable. 7 Parking could be difficult at some shelter sites because of the community's use of outdoor facilities in the spring and summer. That community use will also generate interruptions from people coming into a building to use the restroom rather than using the exterior doors. OTHER SOUTH OF THE RIVER COMMUNITIES: Staff have spoken with other neighboring communities concerning their efforts to create a teen center. Several plans are in progress. The City of Burnsville is renovating a maintenance building and arevitalizing, grant money from the District 191 Family Services Collaborative to fund a teen:center staff position. Parks and Recreation are working with a core of teens to plan the center. The City of Apple Valley included a teen center in its recent bond referendum. Teens, Recreation staff and adult volunteers are working to plan the center and its activities. A teen center exists in the City of Farmington. It is located in the old middle school in the downtown area. Staff is provided by Community Education through its Youth Development funding; Recreation staff is liaison. Much like the Eagan initiative, Farmington teens at "Seize the Day"program sponsored by Dakota Healthy Communities, initiated discussion with community leaders concerning a teen center. A core group of 8-12 teens worked hard to get donation, a TV and other equipment. The teen center opened a year ago. The Famtington experience since then has been that the teens do not come to the center as much as was hoped for. The fust experiment was to be open Wednesday, Friday and Saturday evenings; 4 or 5 teens would come. The center tried being open Monday -Thursday evenings with the same result. Special events, however, draw larger attendance. This disappointing result occurred even with vigorous promotion at the high school. The teen board acknowledges that most teens are too busy to come to the center. Discussion currently underway is to extend the center to Middle School students. The Community Education intern in a leadership role for this project is leaving. The City and School District are unsure as to how they will continue to staff the center. FOR COMMISSION CONSIDERATION/DISCUSSION: The commitment of Eagan's core group of teens is strong and admirable. Perhaps an experiment is called for prior to the expenditure of capital dollars or rent money. Any experiment would ,require and identification of the Recreation Supervisor responsible for the project and an amendment to the Department budget to cover teen center staff salaries, supplies and an estimate on costs for two or three special events. A participant fee would be charged to help cover costs. l O NOTE: The City Council will be in workshop session on Tuesday, June 23, which would be an excellent opportunity for the commission to present a recommendation regarding the teen center concept. 1� NEW CONSTRUCTION ..-..-•---•---------- ION, - EXISTWG CONSTRUCTION UPPER LOWER FLOOR PLAN/A+i- �cxe w - ry ]ON- 8-98 TION 7:26 AM IBC. COMPANIES FAX N0. 612 686 6113 P..2 JBLCompanies Commercial Real Estate Services, Inc. June 2,1998 Ms. Dorothy Peterson Parka dt Recreation City Of Eagea 3830 Pilot Knob Pagan, MN S5122 1360 Corporate Center Curve - Phone (612) 686-0217 r, Minnesota SS121 . 7 Fax (612) 68&6113 Pursuant to your request for rmntal rates regarding a Teen Center thafollowing will give you an idea of price ranges for a 3,000 to 5,000 square foot apace. Bullding Net Rate CAM/Tax Comments 1. Di81ey Square $11.00 S7.20 Currently no, space 2. Promenade $17.00 $8.50 You build out afer Vanilla shell 3. CedarVale 55.00 53.30 No tenant Improvements,at this rate. 6,000 sq.,8., on ooaaer; easy'access. This is a sempling.of what is available. We can sit down;andcampile the actual requirements and do a valid search plus look at purchasing or build to suit. Should you wish to get thither involved please let me know. Sincerely, /3 612 686 6113 06-08-98 08:34AM P002.434 city of eagan MEMO TO: DOROTHY PETERSON, SUPERINTENDENT OF RECREATION FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION DATE: MAY 19,1998 SUBJECT: TEENS At last night's Commission meeting, the Commission continued its discussion;of the teen issue. I thought the Commission had an excellent dialog with some good thoughts expressed. The Commission asked that we pursue the following for our next meeting. • Can we provide a layout drawing of the mezzanine, which would show the teen area at this location. We should also have building inspections review this for code compliance. It might be helpful to have our Civic Arena construction manager give us a cost projection to do some of the work based on this drawing. • How would security be handled for this space? • How would the department propose to handle staffing of the teen center; who, when and at what cost? • If there are alternative locations, identify them. • Staff previously identified possible space conflicts or "blackout" periods in which the teen center would have to close because of other arena activities. We need to identify these periods better. • The Commission asked if the space has opportunity for other uses during daytime hours when school is in session; i.e., Seniors, card groups, tots, etc. Identify the needs and the possibilities. • What is the probable maintenance cost for the teen center;,how would this be handled and by whom? Is this the Civic Arena's responsibility, the community; teens or the City's? • Who would be responsible for equipping the teen center? • Have the teens talked to the "Y" about their proposal? • The Commission would like to have some discussion with the teens. A special meeting or workshop session was suggested. • Hasa survey been done of the teens or does the survey done by the City or Search Institute address the issue of what teens want. • Additional information is needed on the funding of the teen center. I believe the Commission wants to know if there are solid commitments (and how much) that have already been made as contributions to the teen center., We should also look at possible grant funds that could be applied for. Youth initiative legislation? Some of this information will have to come from the teen group. When you discuss this with them you need to communicate that the Commission was supportive, but felt,there was not enough information yet to make a recommendation to the City Council. Responses to the above, along with what has already been presented, should help the Commission and ultimately the Council reach a conclusion. cc: Tom Hedges, City Administrator 06/12/1998 86:54 6124259773 ACC ARCHITECTS PAGE 01 t -97X ACC Architects, t, MEMO To: Mike Parsons VIA FAX 8 Mail 446.4191 From: Paul Dahlberg Date: June 11,1988 Re: Eagan Civic Arena Teen Center cc: Ken Vrea The following, Is a general description of the work required to. create a possibleleen Center/Multi-Use Room on the mezzanlne level at EaganCivic Arena -Phase L Ken would like to have very preliminary budget numbers by mid-aftemoon, Monday,, June 15, 1998, for a meeting Monday evening. I have looked at some code Ideues end am proposing the worst case scenario for the work that may need to befdone. Provide a budget estimate for the following: Construct a metal stud gypsum board wall along the entire railing location between the mezzanine and`" main arena as follows: - Wallboard shall be 6/8", Type X Fiberbond, on both sides, (wood fiber and gypsum) as manufactured by Louisiana-Pacific. - Provide eight (8) 4'-8' H x V-0' L hollow metal window frames with one (1) Intermediate vertical mullion and tempered glass for Installation in the above described wall. Frame profile shall be 5 3/4". 2. Construct a full height metal, stud and gypsum board wall approximately 32' L from the main arena north wall to the mezzanine Wderiornorth wall., Include a;pair of T-0" x T-0" hollow metal doors and hardware with 1/2 glass visiowpanels. 3. Install 6/8" Type; X gypsum board one-hour oe0ing at approxtr atey: 1.0'-0" AFF hung from the kxmg span joists throughout the entire mezzanine area thatwlll be enclosed. 4. Provide a HVAC unit In a separate mechanical room to the east side of the existing stair to lower level and appropriate ductwork throughout the mezzanine area. Assume that the space will be used for assembly Ipurposes such as large meeting room and/or various youth activities and upper level lobby during skating events. M6124259773 06-12-98 07:57AM Pool a 06/12/1998 06:54 6124259773 ACC ARO-aTECTS PAGE 02 R -97X Memo to Mike Parsons June 11. 1998 Page -2- 6. Construct s full height wail with a pair of W -W x r -O" hollow metal doors and hardware with 1/2 glass vision panels to be located at the north end of the walkway from the bleachers to the enclosed mezzanine area. 6, Remove a0 existing light fixtures mounted to the bottom cord of the long span joists and mount to new gypsum board ceiling. Add fbdures to. approxlmately. double the number that presently exist. 7. Provide automatic fire protection system throughout the remodeled mezzanine area. (Will this need to be a wet System?) 8. Provide smoke detectors, exit lights, heat detectors, etc. to meet all applicable codes. 6. In the Teen Center area, assume a floor finish of s20/SY carpeting throughout. 10. Include costs for finishes such as painting, etc. as needed. I have attached a very sketchy layout of possible arrangement for doom, wells, etc for your use. I will be away from the office all day Friday and most of the day Monday to I will not have an opportunity to review any of this Information with you. Supply your price directly to Ken copying me. Thank you for your help. Hopefully this will give you as well as us some additional work to do. Talk to you next week. dj Enclosure: Drawing 6124259773 06-12-96 07:57wu P002 Ii' 06/12/I998 86:54 6124259773 ACC ARCHITECTS "Mew LOW WUIWALL vWWT Loc or OpAry Wrri HBCA Uit - — - — - — - Ll Lee -J- 10 0 eff IN gA&T LOW MALL AA &aAW of'.. av Ito poeo, 0 IWIVIMAr L*f ot- i R -97M / ?1 6124259713 lk PAGE 03 ZEC=m 1V40M mcurmL 4 N,jU4,k e&. I 06-12-98 07:57AM P003 31 "Xim" BCNnnL. Dr. Thomas F. Wilson, Principal 4185 BRADDOCK TRAIL EAGAN, MINNESOTA 55123-1575 Phone 612.683.6900 Fax 612.683.6910 Web: http://www.eagan.kl2.mn.us DATE: July 31, 1998 TO: . Eagan City Council FROM: Eagan High. School and EHS — Boys' 8 Girls' Booster Clubs SUBJECT: PROPOSED LOCKER ROOM AT CMC ARENA CC: Tom Hedges and Ken Vraa The purpose of our communication is to propose a cooperative effort between the City^of Eagan, Eagan High School and the EHS Hockey Booster Clubs, We want to complete construction of the unfinished locker room space to be used as an EHS locker room. Please see Attachment A. Based upon estimates compiled for this project, cost is projected at $30,700 not including sweat equity. The value of sweat equity is estimated at $2,000 - $5,000. Please see Attachment B. The commitment for this project is evident by the fact that EHS has already paid $2;200 for the architectural drawings. The future commitments would include: 1998 1999 2000 2001 2002 2003 2004 EHS $2,200 $2,000 $2,000 $2,000 $2,000 ;2,000 $2,000 Booster Clubs $2,000+' $3,000 $3,000 $3,000 $3,000 $3,000 - $3,000 Both Booster Clubs enthusiastically support this project. Many fundraising efforts are .underway to meet the financial obligations. Please see Attachment C. Sweat equity will also be a major component of this project. The majority of 'sweat equity will be completed in year one. Based upon the estimate (Attachment B) EHS and the Booster Clubs are requesting the City of Eagan to partnership with us for the seven-year plan: The City of Eagan's role would be to finance ttie seven-year plan. Also, it would be financially beneficial to utilize city -approved contractors who are presently on-site. Fortunately, you will be in partnership with many familiar people who were instrumental in,.working with the City.of Eagan towards the successful completion of the Eagan Civic Arena Project. 1Ne, hope you; see this as an opportunity to work with the high school and members of the community to once again -benefit the youth of Eagan. Sincerely, Thomas F. Wilson, Principal Jim Bouche, Athletic Director Brian Johnson, Head Boys' Coach Merlin Ravndalen, Head Girls' Coach Arden Peterson, EHS Girls' Booster Club President Barb Freeman, EHS Boys' Booster Club President /9 Nationally Recognized School of Excellence • Technology Exemplar Award INDEPENDENT SCHOOL DISTRICT 196 -Rosemount, Apple Valley, Eagan 'Educating Students To Reach Their Full Potential' fiTTACHMr'ti', lq LOCKER ROOMS OPTION 3 SCALE: 1/8' a T-0' Architects .mom w . w� lwar ou-dw-sne w �v.aaa.ma SUPPLEMENTAL DRAWING oa,m>Ega EAC -AN GIVIG ARENA - PNAH 2 DVJG.N0. EAGAN, MINNESOTA 50-6 is-lu NO. EAGAN HOCKEY ARENA LOCKER ROOM PROJECT PROJECT LIST AND COSTS JULY 17, 1998 COST ITEMS PHASE I: Architectural Costs PHASE Ik Infrastructure Items 1 Sanitary Sewer to Locker Toilets 2 Cold Domestic Water to Rest Rooms 3 Penetrate Roof for Soil Pipe and Exhaust 4 Penetrate Roof for Heat Exhaust 5 Install Sprinklers for All Rooms 6 100 Amp Service to Electrical Panel 7 Natural Gas to Mechanical Room. Gas and Electric to Furnace Ductwork and Air Diffusers PHASE III: Construction Items 1 Steel Stud Walls 2 Sheet Rock 3 Door Frames and Doors 4 Door Hardware 5 Stools, Sinks, and Hardware 6 Lights, Switches PHASE IV: Equipment Items 1 Floor: Synthetic @ 770 ` $4.50 2 Lockers (Sweat Equity) 3 Furniture (Donation) 4 White Boards (Donation) 5 Taping Tables (Donation) • Sweat Equity Costs Approximately ATTACHMENT B COST EST. BY Sub Total $2,200 EHS Sub Total Sub Total $18,000 $7,000 (Plus Sweat Equity) $3,500 Sub Total $3,500 (Plus Sweat Equity) GRAND TOTAL $30,700 ('Plus Sweat Equity) $2,000 - $5,000 FRIDAY, JULY 17 AND SATURDAY, JULY �18 11:00 AM - 7:00 PM AT SYE-RLrS A1r'4[NMfnlfi C are all invited to Byerly's , n Eagan for the best deal in town! $1.00 buys .a brat, chips and a pop! WHAT A SUPER DEAL! Proceeds go towards the construction of EHS Lockerroom at the Eagan Civic Arena! TELL ONE...TELL ALL! SPONSORED BY BYERLY'S, THE NATIONAL PORK COUNCIL, OLD DUTCH, AND . COCA-COLA. STAFFED BY EHA and EHS HOCKEY PLAYERS AND PARENTS. 0 OLD CHICAGO PIZZA WHAT A BARGAINP! A $20.00 VALUE FOR ONLY $10.00 FROM OLD CHICAGO CERTIFICATE IS GOOD AT ANY OLD CHICAGO IN THE U.S. PROCEEDS WILL GO TOWARDS CONSTRUCTION OF THE NEW LADY WILDCATS LOCKER ROOM AT THE EAGAN CIVIC ARENA EHS GIRLS HOCKEY APPRECIATES AND THANKS YOU FOR YOUR SUPPORT �?3 ATTENTION !!! EHS GIRLS HOCKEY CAR WASH (DONATIONS ONLY) HOLIDAY STATION STORE PILOT KNOB RD. & DUCKWOOD DRIVE JUNE 28TH, SUNDAY --10 TO 2 JULY 11TH, SATURDAY --12-4 JULY 25TH, SATURDAY --12-4 AUGUST 8TH, SATURDAY --12-4 SEPTEMBER 12TH, SATURDAY --12-4 PROCEEDS FROM THESE CAR WASHES WILL BE USED FOR THE NEW LADY WILDCATS LOCKER ROOM AT THE EAGAN CIVIC ARENA THANKS FOR YOUR SUPPORT c�2y Ethics Policy Task Force Objectives, Scope and Structure Per direction of the City Council at their regular meeting on July 21, 1998, this document has been prepared to address the scope, objectives and structure for an Ethics Policy Task Force. This matter still requires Council direction, as identified below. Obiectives • To empower a task force to recommend an ethics policy for adoption by the Eagan City Council. • To provide adequate direction to the task force to produce a draft of a viable document that reflects an enduring vision for the responsibilities of public service. Sc� The Ethics Policy Task Force will be responsible for reviewing the Ethics Policies acquired by City staff from the League of Minnesota Cities as well as the State policy for Ethics. Following review of these documents, the task force will draft a policy for recommendation to the Eagan City Council. The ethics policy will be city-wide, including both Council and staff (some of whom already adhere to Codes of Ethics through professional associations). Direction needed: Should this task force be ad-hoc in nature or a permanent establishment? Is the City Council interested in instituting an Ethics Board to review violations that may occur after institution of the future ethics policy? If yes, should this group serve as that board? Should this task force make recommendations about enforcement of the policy? (Some policies are unclear about enforcement.) Structure The composition of the task force may influence the type of policy that is recommended for adoption, so considerations about how to structure this group are of imminent importance. Generally, the task force should consist of no more than 5-10 individuals, each of whom should have a connection to the community of Eagan as either residents, advisory commission members, members of civic/community organizations, etc. Option #1 The task force shall be composed of 5-10 persons selected on a first-come, first -serve basis in response to press releases sent to all local media. Option # 2 The task force shall be composed of 5-10 persons selected through an application process. Applicants will be selected by a committee composed of a City staff person, a member of the City Council and a member of an advisory commission, or any hybrid of appropriate persons as determined by the Council. Option #3 The task force shall be composed of either 5 or 10 members, with each Councilmember appointing either one or two persons from the community. Option #4 0� 5 The task force shall be composed of 5-10 individuals who have a stake in the. actions of the City Council, including commission members, staff, members of the business community, members of the school districts, residents, community groups or any combination thereof as appointed by a unanimous vote of the City Council. General Direction The policies of other Minnesota cities that have been reviewed by staff follow closely with the State policy on ethics and generally cover gifts, campaign guidelines and disclosure. It is somewhat rare to see anything else covered by individual cities outside the standards set by the State policy. This opportunity for individualization and leadership by the City of Eagan can only be harnessed with direction by the Council to the Ethics Policy Task Force about the additional areas of consideration to be included in the ethics policy. Please indicate any functions outside of gifts, campaigns and issues of disclosure to be included in the policy recommended by the Ethics Policy Task Force. W