10/09/2018 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY, OCTOBER 9, 2018
5:30 P.M.
EAGAN ROOM
EAGAN MUNICIPAL CENTER
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. JOINT MEETING WITH AIRPORT RELATIONS COMMISSION
IV. JOINT MEETING WITH ENERGY AND ENVIRONMENT ADVISORY COMMISSION
V. 2019 EAGAN CONVENTION AND VISITORS BUREAU BUDGET
VI. OTHER BUSINESS
VII. ADJOURNMENT
Agenda Information Memo
October 9, 2018 Eagan City Council Meeting
III. JOINT MEETING WITH THE AIRPORT RELATIONS COMMISSION
Action To Be Considered:
There is no formal action to be taken. The ARC work plan will be added to a future City
Council consent agenda for formal consideration.
Facts:
➢ The Airport Relations Commission (ARC) is prepared to provide a brief overview on
the successes of the commission over the past year, the commonly asked que stions
of residents, and what is proposed to come in 2018-2019.
➢ ARC Chairman, Chuck Thokildson, will provide the presentation, with input from ARC
Commissioners.
➢ The Commission is also prepared to discuss their proposed work plan for the coming
year and respond to any questions of the Council.
➢ If so directed by the Council, formal action can be included on the October 16, 2018
City Council consent agenda to approve the 2018-2019 ARC work program.
➢ Several residents have expressed an interest in attending the workshop to express
concerns about aircraft noise. It has been suggested that they select one
representative to speak on behalf of their collective concerns.
Attachments:
III-1 2018 ARC Power Point Presentation
III-2 Proposed 2018-2019 ARC Work Plan
Airport Relations
Commission Update
October 9, 2018 City Council
Workshop
Airport Relations Commission Proposed
Mission Statement
The Airport Relations Commission (ARC)
recognizes the burden of aircraft noise is
balanced by the economic benefits of being a
neighbor to MSP Airport. The ARC, under the
direction of the City Council, will work in
partnership with the Metropolitan Airports
Commission (MAC), the Federal Aviation
Administration (FAA), and the residents of Eagan
to make recommendations on reducing the
burden of aircraft noise in Eagan without
jeopardizing safety.
2018 ARC Accomplishments and Key Efforts
•The FAA approved a policy change to no longer accommodate
requests by pilots to use Runway 17 in the overnight hours
when the parallel runways provide a safe alternative.
ARC Accomplishments and Key Efforts
•The MAC approved and budgeted for the installation of two mobile noise
monitors in Eagan for the summer of 2019 to determine noise outside of
the current buffer area and assess whether 35-E is impacting current
measurements.
ARC Accomplishments and Key Efforts
•Brought in Delta’s Chief Pilot to speak to the evolution of
aircraft and the fleet at MSP; quieter and more efficient
•Heard from FAA Administrator Lindsey Butler on the history
and basis for using the 65 dB DNL contour as the threshold for
aircraft noise
ARC Accomplishments and Key Efforts
•Review of 2017 actual noise contours—growth of contours over NE
Eagan for the first time since the consent decree was adopted in 2007
(33 homes could be eligible for mitigation if they stay in contour for three
consecutive years)
ARC Community Engagement
•MAC Listening Session in Eagan (September)
•40+ residents in attendance
•Panel made up of MAC, FAA, and Delta reps
•Participated in MAC-sponsored tour of the MSP airfield and
heard from MAC Executive Director Brian Ryks
•ARC members had booth at Eagan’s Community Connections
event
Common Questions from Eagan’s Residents
•Why was there such an increase in operations this summer?
•What agreements are in place with the airport to dictate
runway use?
•I thought planes were supposed to depart over Cedar Avenue
when they use Runway 17. Why are so many turning east
over Eagan?
Communication Prior to Runway 17/35 Opening
•The Environmental
Assessment completed in
2003 stated Runway 17/35
would be used for an annual
average of 37% of
departures and 16.5% of
arrivals; shifting one third of
air traffic to the new runway.
•Communication was sent to
all households in Eagan
showing the impact area of
the new runway.
2018-2019 Work Plan and What’s to Come
•Work with MAC on locations for two mobile monitoring towers
in Eagan to determine if the current Remote Monitoring
Towers are in the ideal locations to collect aircraft noise
•Continue reviewing the impact of CRO and working with the
FAA to determine if any operational changes can be made to
reduce departures off of Runway 17/35
•Continue to review and communicate the positive changes in
airline fleets at MSP—quieter planes with less emissions.
•An acoustical engineer from Larson Davis will share the
science behind how people perceive noise and how airplane
technology is changing to make planes quieter.
Thank you
DRAFT (for Council review at 10/9 Workshop)
2018-2019 Eagan Airport Relations Commission (ARC) Work Plan
ARC Purpose: To advise and make recommendations to the City Council on issues of aircraft noise
and airport policies that impact or have the potential to impact the community.
ARC Mission: The Airport Relations Commission (ARC) recognizes the burden of aircraft noise is
balanced by the economic benefits of being a neighbor to MSP Airport. The ARC, under the
direction of the City Council, will work in partnership with the Metropolitan Airports Commission
(MAC), the Federal Aviation Administration (FAA), and the residents of Eagan to make
recommendations on reducing the burden of aircraft noise in Eagan without jeopardizing safety.
Work Plan Topic Presenters/Invited
Guests
Schedule (tentative)
Joint Meeting with the Eagan City Council
• Present Draft 2018-2019 ARC Work Plan to City
Council
• Update to Council on August MAC Listening
Session
• Update to Council on Mobile Monitoring Request
of MAC
Tuesday, October 9, 2018
5:30pm
Eagan Room
Regular ARC Meeting
• Review resident complaints and corresponding
operational data
• Review 2018 Noise Oversight Committee Work
Plan
Tuesday, November 13,
7pm
Eagan City Council
Chambers
Regular ARC Meeting
• Acoustical expert to speak on how people perceive
noise
• Review MAC mobile monitoring tower locations
• Review MAC Mobile Noise monitor proposed
locations
Ken Cox, Larson
Davis
Dana Nelson, MAC
Mgr.—Noise,
Environment &
Planning
Tuesday, January 8, 7pm
Eagan City Council
Chambers
Offsite Tour—Farmington Center (FAA Tour)
• Finalize MAC mobile noise monitor locations (if
necessary)
Tuesday, March 12, 7pm
Location: FAA Center
(Farmington)
2018-2019 ARC Work Plan
Work Plan Topic Presenters/Invited
Guests
Schedule (tentative)
Joint Meeting with Mendota Heights ARC
• State of the Airport Update by MAC Executive
Director
• Delta Fleet Mix update
Brian Ryks, MAC
Executive Director
Gordy Goss, Delta
Chief Pilot
Tuesday, May 14, 7pm
Location: Mendota
Heights City Hall
Regular ARC Meeting and 2019-2020 Goals and Work
Plan Workshop
• Special Meeting to share results of mobile monitor
study
Dana Nelson, MAC
Mgr.—Noise,
Environment &
Planning
Tuesday, July 9, 7pm
Location: Eagan
Community Center
(or schedule meeting in
August if data is not ready
for July)
Other Topics/Efforts throughout the Year
• Community Connections Booth (typically March)
• Community Town Hall Meeting (as needed, in
partnership with the MAC)
• Emergency Preparedness exercises at the MAC
Agenda Information Memo
October 9, 2018 Eagan Special City Council Meeting
IV. JOINT MEETING WITH ENERGY AND ENVIRONMENT ADVISORY COMMISSION (EEAC) AND
PRESENTATION OF THE 2018/2019 YEAR WORK PLAN
Direction for Consideration:
This is an informational presentation and joint meeting with the members of the Energy and
Environment Advisory Commission and no specific action is required at this time. Pending Council’s
direction, the work plan presented will be adjusted as necessary and included on a future regular City
Council agenda for formal action.
Facts:
Accomplishments for 2017-2018 included: Achieving level 5 certification with the Green
Steps Cities program through the MPCA and Great Plains Institute; Continuing the efforts of
their community education initiatives; and helping establish a new solar ordinance for the
City Council to consider.
The Green Steps Cities program will be discussed with Council to continue to be a point of
emphasis for the city and continue striving to be at level 5, but will not necessarily be built
as a specific work plan item for the EEAC moving forward.
The desired goals in the 2018-2019 work plan for the EEAC include the following: Identify
processes to work towards zero waste with city operations; continue the community
education program; and analyze Electric Vehicles for both fleet integration and community
wide support via EV infrastructure.
In addition, the EEAC desires some additional discussion with City Council on topics
important to City Council for future work plans, and in addition, thoughts on future energy
planning and working towards a reduced carbon emissions goal or carbon neutrality.
Attachments: (1)
IV.-1 Power Point Presentation
Eagan Energy and
Environment Advisory
Commission
Commission members
•Greg Oxley, Chair•Stacy Fleenor, Vice Chair•Dustin W. Myrick, Secretary•Peter Duggan•Stefnee Trzpuc•Mike Supina•Ian Ziese•Stacy Miller
EEAC work plan progress in 2018
•Green Steps Cities LEVEL 5 achieved
•Community Education continued
•Included presentations at meetings, presence at
community events of Community Connections &
Marketfest
•Community Solar Ordinance proposed
•Currently being reviewed by APC and
will be coming to council in late 2018
–Level 5
One of 11 Level 5 cities in State of
Minnesota
Will apply yearly now to try and remain at
this level
Community Education
•The following items were presented to EEAC and Community
in 2018:
•Continued education on Radon awareness
•Food Waste in cooperation with
Dakota Valley Recycling
•Light pollution and LED lighting
•Local Government Energy
planning through the Alliance
for Sustainability
•Water Quality Management
•Tree Disease and management
of the Urban Canopy
Community Solar Ordinance
•Identified need and benefits
for solar ordinance a year ago
•Currently being reviewed by
legal council and APC before
being sent back to City Council
for final approval
2018/2019 Work Plan
•Sub committees will go over some details, but the following
three items have been moved forward for discussion with City
Council, along with one item for a possible future year
consideration.
•EV Fleet Integration and Infrastructure Support
•Zero Waste for City Operations
•Community Education continued
•Carbon Neutral/local Climate Action
and Energy planning
Parks and Recreation
Thank you
Agenda Information Memo
October 9, 2018 Special City Council Workshop
V. 2019 Eagan Convention and Visitors Bureau Budget
Direction For Consideration:
To hear an overview of the 2019 marketing priorities and receive the Board‐adopted
2019 ECVB budget and direct that it be placed on a future regular City Council meeting
consent agenda for formal ratification:
Facts:
The Eagan CVB’s 2019 budget process began early this summer, and has been reviewed
by the ECVB Finance Committee which, which includes City of Eagan’s Assistant Finance
Director, Josh Feldman. The budget was also reviewed separately by City Liaison and
Communications Director, Tom Garrison prior to his retirement.
The mission of the Eagan Convention and Visitors Bureau is to promote Eagan as a
major conference, meeting and tourist destination through creative marketing and sales
efforts. And generate a greater economic impact for Eagan, thus enhancing the quality
of life for all residents.
A 16% budget increase has been approved by the Eagan CVB’s Board of Directors during
their October Board meeting. City Liaison Tom Garrison and Mayor Mike Maguire were
present for Board action.
While the Eagan CVB Board operates independently from the City, Section 3.2 of the
Operating Agreement with the City of Eagan requires the ECVB to submit its work plan
and operating budget to the City Council for its “review and approval.”
The ECVB will once again play an active role in spearheading promotional efforts for
Eagan’s July 4th Funfest, Art Festival, Market Fest and Caponi Art Park while also
working with officials from Cascade Bay Waterpark and the Eagan Civic Arena on joint
marketing efforts for 2019.
CEO Brent Cory of the ECVB will make a brief presentation and be available to answer
any questions relative to the ECVB’s 2019 budget.
Attachments: (3)
V‐1 Summary and Highlighted changes off the ECVB Budget
V‐2 ECVB Budget
Eagan Convention and Visitors Bureau
Proposed 2019 Budget
Eagan Convention & Visitors Bureau
Responsible Manager: Brent Cory, President & CEO
Proposed City Liaison: Jill Hutmacher
City Council ECVB Board Representation: Mayor Mike Maguire
PURPOSE & DESCRIPTION
The purpose of the Eagan Convention and Visitors Bureau is to:
Promote Eagan as a major conference, meeting and tourist destination through creative
marketing and sales efforts.
Generate a greater economic impact for Eagan, thus enhancing the quality of life for all
residents.
The Eagan Convention and Visitors Bureau is responsible for the following functions:
Increasing travel to Eagan by individuals, tour groups and meeting attendees, as well as
increasing guest visits to area hotels, attractions, restaurants and retail outlets.
Promoting Eagan through advertising, public and media relations, creative promotions
and collateral, website/Internet initiatives, and e-commerce/direct mail campaigns.
Participating in trade shows, women’s expos, sales missions, targeted sales calls and
familiarization tours aimed at generating leads and business prospects for Eagan.
PERFORMANCE INDICATORS
2017 2018 2019
Description Actual Estimate Estimate
Amount of lodging tax generated $937,506 $1,010,274 $1,203,500
Qualified leads generated through 126,467 150,000 175,000
advertising/promotional/sales efforts
HIGHLIGHTS & CHANGES
Overview:
Needless to say, the unrivaled growth that Eagan has and continues to experience this decade
will go down in history as perhaps one of the most exciting times in our community’s history.
Beginning with the opening of Twin Cities Premium Outlets in 2014, we began seeing an amazing
transformation take place particularly within our hospitality community. In addition to welcoming
an influx of international travelers, we also enjoyed an increase in regional visitors experiencing
Eagan’s hotels, restaurants and attractions for the very first time. This afforded our organization
the unique opportunity of leveraging the aforementioned markets through increases in tactical
digital marketing campaigns and by increasing our international profile by way of higher profile
trade shows and sales missions.
Needless to say, the arrival and opening of Twin Cities Orthopedics Performance Center at Viking
Lakes has put our plans into hyper-mode as we begin to truly market Eagan as a world-class
destination. Our aspiring plans for FY 2019 reflect a much more aggressive approach to how we
utilize digital marketing tactics to maximize our branding efforts. Never before have we had the
opportunity to track our multifaceted regional campaigns in real time, and now that we’ll be fully
utilizing this astonishing technology, we’ll be able to adjust our promotions accordingly in an effort
to maximize our reach. We’ll also be targeting marketing far beyond our regional footprint as we
look to entice international guest with our fantastic “fashion and football” offerings. In addition to
expanding our Canadian presence, we’ll also be turning our eyes toward the international fan
base of the Minnesota Vikings by proudly touting Eagan as their new home.
Finally, our new and comprehensive marketing partnership with the Vikings will enable us to
showcase Eagan’s entire hospitality community to a rather exclusive and highly captive fanbase.
In addition to training camp, we’ll be promoting Eagan throughout the regular football season by
way of the Vikings Radio Network which captures listeners in over 70 markets throughout the
Upper Midwest. We’ll also be featured in digital marketing campaigns throughout the year as well
as email promotions reaching well over 100,000 opt-in subscribers. Collectively, this will give us
plenty of opportunities to unity the Eagan and Vikings brands while also working to establish the
fact that the best Vikings experience can only be found in Eagan.
Highlight/Change 1: ($444,750)
With the addition of the Residence Inn by Marriott and the Hilton Home2 Suites hotels, we’re very
proud of the fact that we’ll be investing $444,750 into our advertising initiatives in 2019. This
sizable investment represents an all-time record for our organization and equates to a 20%
increase over last year’s investment. Nearly a quarter of our advertising budget will be dedicated
to branding Eagan as the new home of the Minnesota Vikings, and in turn, we anticipate that the
connection will equate to converting a very motivated fanbase into experiencing ALL of the new
hometown of the Vikings, including Eagan’s hotels, restaurants and attractions.
Highlight/Change 2: ($25,000)
There are so many aspects of Viking Lakes to rally around, but we feel TCO Stadium may just
represent the crown jewel of marketing opportunities. The Vikings are just as motivated as we
are to bring a steady stream of business into this truly premier facility, and by working to market
the stadium as a first-class sports AND entertainment complex, we feel it will benefit all parties
involved. Given this, we’ll working with the Vikings to market the facility to a host of conventional
and non-conventional prospects.
Highlight/Change 3: ($50,000)
Pick Your Package has been a tremendous success for our stakeholder for nearly a decade, and
by amping up the package’s offerings even more, we feel the increases in overnight stays will pay
off for us in spades. A great example of how the promotion will be enhanced for 2019 involves
the inclusion of Vikings Museum passes for guests staying in any Eagan hotel Thursday through
Sunday evenings. In addition to reinforcing the fact the Eagan is the new home of the Vikings,
we feel this will be an incredible value for fans who will be able to immerse themselves in a true
Eagan experience.
Highlight/Change 4: ($30,000)
While we’ll certainly be working closely with the Vikings as we look to continually drive more
traffic into our community, we’ll never lose sight of the fact that core events such as Eagan’s 4th
of July Funfest, Art Festival and Civic Arena events will remain incredibly important to our
community. Our unwavering commitment will remain and even be enhanced in 2019 by way of
some exciting digital marketing magic.
POSITION INVENTORY
Personnel 2015 2016 2017 2018 Hours
President & CEO 1 1 1 1 2,080
Sales Director 1 1 1 1 2,080
Tourism Sales Director 1 1 1 1 2,080
Marketing Manager 1 1 1 1 2,080
Marketing Coordinator 1 1 1 1 2,080
Total
2019 WORK PLAN
Activity
Routine
1. Generate and fulfill inquires from leisure, group tour, business, meeting travelers and
Sports tournament directors.
2. Create/distribute collateral promoting Eagan’s hotels, restaurants, attractions and
shopping destinations to target markets.
3. Conduct sales missions aimed at generating increased travel/economic impact for Eagan.
4. Work closely with hospitality partners to continually keep Eagan top of mind in identified
market segments.
5. Provide superior customer service to guests interested in the many amenities Eagan has
to offer.
2016 2017 2018 2019
Actual Actual Budget Budget
INCOME
Lodging tax 967,499$ 937,506$ 1,020,000$ 1,184,000$
Other 8,747 9,361 15,500 19,500$
Utilization of reserves 75,000 25,000 - -$
Total Income 1,051,246 971,867 1,035,500 1,203,500$
EXPENSES
Personnel 294,656 319,085 330,500 343,000$
Other 131,069 121,008 135,500 150,250$
Marketing 544,750 490,071 540,000 675,750$
Travel & Entertainment 22,626 24,105 29,500 34,500$
Total Expenses 993,101 954,269 1,035,500 1,203,500$
Net income 58,145$ 17,598$ -$ -$
Eagan Convention & Visitors Bureau
Proposed 2019 Budget
%
Budget vs. Budget
2016 2017 2018 2019 Change
Actuals Actuals Budget Budget 2018 to 2019
INCOME
Tax Income 967,499$ 937,506$ 1,020,000$ 1,184,000$ 16.1%
Interest Income 861 681 500 500 0.0%
Explore MN Tourism Coop 7,886 7,600 7,000 7,000 0.0%
Undesignated Reserves 75,000 25,000 - - #DIV/0!
Misc. Income - 1,080 8,000 12,000 50.0%
Total Income 1,051,246 971,867 1,035,500 1,203,500 16.2%
EXPENSES
Personnel Expenses
Salaries 245,709 263,959 275,000 285,000 3.6%
Health Insurance 22,803 26,857 25,000 26,000 4.0%
Payroll Expenses (FICA, etc.) 20,460 22,232 22,500 24,000 6.7%
SIMPLE Matching Funds 5,684 6,037 8,000 8,000 0.0%
Subtotal 294,656 319,085 330,500 343,000 3.8%
Other Expenses
Accounting 22,389 25,448 23,000 23,000 0.0%
Annual Meeting/Awards Program 4,574 4,390 5,500 7,500 36.4%
Auto Expenses 2,417 1,361 750 1,000 33.3%
Contract Labor 9,521 7,302 11,000 15,000 36.4%
Depreciation 8,728 5,459 10,500 11,000 4.8%
Donations 800 - 500 500 0.0%
Dues/Subscriptions 11,023 8,934 7,000 8,500 21.4%
Education/Training 13,002 9,445 13,000 14,000 7.7%
Equipment Lease 663 663 750 750 0.0%
Equipment Maintenance 4,651 2,783 3,500 5,000 42.9%
Insurance 4,967 4,931 6,500 7,000 7.7%
Legal Fees - 495 1,000 1,500 50.0%
Meetings 2,417 4,793 3,000 4,000 33.3%
Office Supplies/Equipment 6,764 7,770 7,500 8,500 13.3%
Rent 34,160 34,858 35,000 35,500 1.4%
Telephone 4,993 2,376 7,000 7,500 7.1%
Subtotal 131,069 121,008 135,500 150,250 10.9%
Marketing Expenses
Advertising 312,313 277,786 370,000 444,750 20.2%
FAM 3,811 414 5,500 6,500 18.2%
Fulfillment House Services 3,448 6,342 6,000 8,500 41.7%
Postage 10,031 13,155 10,000 11,000 10.0%
Promotion 111,836 100,806 100,000 150,000 50.0%
Research 53,000 38,950 7,500 10,000 33.3%
Telecommunications Services 7,235 8,185 6,500 7,000 7.7%
Trade Show 22,115 22,409 16,000 18,000 12.5%
Website/Mobile Technology 20,961 22,024 18,500 20,000 8.1%
Subtotal 544,750 490,071 540,000 675,750 25.1%
Travel & Entertainment
Transportation 8,081 6,832 11,000 13,000 18.2%
Entertainment - 97 - - #DIV/0!
Meals 1,739 2,410 4,000 5,000 25.0%
Lodging 12,806 14,766 14,500 16,500 13.8%
Subtotal 22,626 24,105 29,500 34,500 16.9%
Total Expenses 993,101 954,269 1,035,500 1,203,500 16.2%
#DIV/0!
Net Income 58,145$ 17,598$ -$ -$ #DIV/0!
Proposed 2019 Budget
Eagan Convention & Visitors Bureau