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04/10/2007 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, APRIL 10, 2007 5:30 P.M. EAGAN ROOM ? EAGAN MUNICIPAL CENTER City Council members present: Mayor Maguire, Councilmembers Bakken, Carlson, Fields and Tilley. City staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Director of Administrative Services VanOverbeke, Community Development Director Hohenstein, Public Works Director Colbert, Superintendent of Enterprise Operations Mesko, Director of Parks and Recreation Seydell Johnson, Superintendent of Parks Olson and City Engineer Matthys. Also present were members of the City?s Advisory Parks and Recreation Commission. I. ROLL CALL AND AGENDA ADOPTION City Administrator Hedges requested that an item be added to the agenda to discuss the bids for the upgrade of Highway 149. The City Council directed the item be added to the agenda after Visitors to be Heard. City Administrator Hedges requested the Council discuss a Sister City Program with a community in Ireland. The Council directed the items to Other Business. City Administrator Hedges requested time on the agenda to provide an update on the Dakota County Physical Development Committees and a brief discussion regarding Diffley Marketplace. The Council directed the item to Other Business. Councilmember Tilley moved; Councilmember Fields seconded a motion to adopt the agenda with the changes. Aye: 5, Nay: 0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. RECEIPT OF BIDS/CONTRACT AWARD (TH 149) City Administrator Hedges introduced the item noting that the City of Eagan has assumed the role of the lead agency for the reconstruction and upgrading of TH 149 from TH 55 to Albano Trail in Inver Grove Heights. Hedges added that on March 22, 2007 bids were received Special City Council Minutes April 10, 2007 Page 2 for the project and the lowest responsible bidder was determined. Hedges noted when the bidding information was submitted to MnDOT and the Federal Highway Administration (FHWA), they informed the City that they would not accept the City?s bidder qualification process and would withhold their respective funding of the project if the City proceeded with the contract award, even the contract was awarded to the low bidder. It was the suggestion of MnDOT and FHWA that the City reject all bids and re-advertise for new bids without a bidder qualification requirement. Public Works Director Colbert further commented on the situation with MnDOT and FHWA, and noted that City staff is investigating possible specification wording that will require the contractor to assume the risk of any additional costs if they could not substantially complete the contract in 2007. The City Council discussed the role of the City in the TH 149 project. Mayor Maguire encouraged those who previously submitted bids to again bid on the project. Maguire also noted that he would not take public testimony from those submitting bids in order not to compromise the bidding process. Councilmember Carlson moved, Councilmember Tilley seconded a motion to reject the bids for contract 06-01 and authorize the advertisement for a new bid opening to be held at 10:30 a.m. on April 24, 2007. Aye: 5, Nay: 0 IV. PARKLAND ACQUISITION CRITERIA City Administrator Hedges introduced the item noting that the City Council charged the Advisory Parks and Recreation Commission (APrC) with developing criteria and a process to review potential land parcels that might be considered for acquisition. Parks and Recreation Director Johnson noted that as part of the Patrick Eagan Park Master Plan, the consultants were asked to develop criteria and a process for evaluating and prioritizing potential parkland additions. APrC Chair Dorothy Peterson summarized the discussion that the APrC has had with respect to the acquisition criteria. Superintendent of Parks Olson provided an overview of the proposed criteria. The City Council discussed the criteria tool being proposed. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the analytical tool developed for evaluating parcels that may be considered for a future acquisition. Aye: 5, Nay: 0 Special City Council Minutes April 10, 2007 Page 3 V. COMP GUIDE PLAN REVIEW (PARKS CHAPTER) City Administrator Hedges introduced the item noting that the State requires municipalities to update their Comprehensive Guide Plan every ten years and 2008 is the deadline for the next required update. APrC Chair Dorothy Peterson noted that a good portion of the work needed to update the Parks and Recreation section of the plan was completed during the 20/20 vision process of 2005/2006. Parks and Recreation Director Johnson noted that the 20/20 vision process gathered public input as well as other data in order to project the future of Parks and Recreation facilities and services in Eagan. The City Council discussed proposed changes to the Comprehensive Guide Plan with regard to the golf designation. The City Council directed staff to include an item on an upcoming City Council agenda to clarify in the Parks and Recreation section of the 2000 Comprehensive Guide Plan that privately owned recreation amenities are not considered part of the City?s recreation system. Council noted that this would include the removal of the identification of the privately owned golf courses from the comprehensive plan of the Parks and Recreation system map. The Council also indicated that it would be appropriate to include a summary of privately held recreation amenities in the Parks and Recreation section of the update. Community Development Director Hohenstein noted that the City Attorney has suggested that the City initiate an amendment that would correct an oversight on the zoning/land use consistency matrix found in the land use section of the Comprehensive Guide Plan. Hohenstein noted that this item could also be included for future Council consideration at an upcoming City Council meeting. The City Council reviewed and discussed the recommendation of the APrC with regard to inclusions in the updated Comprehensive Guide Plan. APrC member Danner raised questions regarding the land use designation of the river front property in Eagan. Councilmember Carlson moved, Councilmember Fields seconded a motion to approve the updated section of the 2008 City Comprehensive Plan that pertains to the Parks and Recreation section. Aye: 5, Nay: 0 VI. DIFFLEY MARKETPLACE UPDATE City Administrator Hedges provided background information regarding the Dakota County Physical Development Committee discussion on April 10, 2007 regarding Diffley Special City Council Minutes April 10, 2007 Page 4 Marketplace. Hedges noted that should the City Council wish to discuss the matter, they could recess to Executive Session. Mayor Maguire moved, Councilmember Fields seconded a motion to recess the City Council to Executive Session. Aye: 5, Nay: 0 The City Council recessed to Executive Session at 6:33 p.m. The Council reconvened the regular City Council Workshop at 6:58 p.m. VII. COUNCIL STANDING COMMITTEE RECOMMENDATIONS A. 120th Street JPA with Rosemount City Administrator Hedge introduced the item noting that the City of Rosemount has submitted a formal request for Eagan to enter into a Joint Powers Agreement (JPA) to allow the planned extension of the City?s sanitary sewer into the City of Rosemount to serve approximately 166 acres of existing small lot well and septic residential property located on both th sides of TH 3 and south of 120 Street. City Administrator Hedges summarized the recommendation of the Public Works Committee from their March 6, 2007 committee meeting. City Engineer Matthys noted to the City Council that the City of Eagan has informed th Rosemount of an interest in having 120 Street extended from Biscayne Avenue to a new connection with TH 3 (in Rosemount) to provide another outlet for southeast Eagan. Matthys noted that the Public Works Committee recommended that the two cities begin discussions for th creating a JPA with a term limit directly related to the 120 Street extension and directed that this item be presented to the full Council for consideration. Councilmember Fields moved, Councilmember Tilley seconded a motion to authorize the preparation of a Joint Powers Agreement with Rosemount for the extension of utilities with th qualifying criteria of concurrent construction of 120 Street from Biscayne Avenue to TH 3. Also included with the motion was direction that each JPA be carefully prepared to provide Eagan with review and approval opportunities of other cities? development applications. Additionally, the rates used for JPA utility service billing to other cities should be based on the higher of the two communities to ensure the other cities are not making money reselling Eagan?s services. Aye: 5, Nay: 0 Special City Council Minutes April 10, 2007 Page 5 City Administrator Hedges noted that the JPA would come before the City Council as an agenda item once it is prepared. The City Council also requested that a community meeting be held prior to the implementation of the JPA. B. Parking Signage Around EHS City Administrator Hedges introduced the item noting that at the City Council Goals Retreat in January, concern was expressed regarding off-site parking at Eagan High School. Hedges added that the consideration of signage modifications to more clearly distinguish areas of different parking restrictions was directed to the Public Works Committee for review. The City Council discussed the issue and directed the Public Works Committee to further review parking concerns on States Avenue and Pennsylvania Avenue. The Council noted that the change being proposed to the signage is a logical next step, but further review of the parking issue will be needed. Councilmember Tilley moved, Councilmember Fields seconded a motion to authorize the installation of a supplemental solid orange plate to all existing restrictive parking signs that state ?parking by permit only, 8:00 a.m. to 9:00 p.m. (7 days per week)? in the Stafford Place neighborhood. Aye: 5, Nay: 0 C. Campaign Signs in Right-Of-Way City Administrator Hedges introduced the item noting that, like other units of government, the City regulates the placement of campaign signs during election seasons. Hedges added that despite efforts to communicate standards in advance and provide prompt communications with candidates and campaigns, staff and the Council receive occasional complaints regarding the code or its enforcement with regard to campaign signs. Hedges summarized the amendments to the City sign code being proposed by the Public Works Committee. The City Council discussed the proposed changes. Councilmember Tilley moved, Councilmember Fields seconded a motion to authorize the preparation of amendments to the City sign code to: 1.) Add a definition of campaign signs to the City Code. 2.) To reduce the required set-back for campaign signs from 10 feet to 5 feet behind the curb on City streets where no trail is present. 3.) To reduce the required set-back for signs to at least one foot behind the trail on the side of the street furthest from the curb where a trail is present. Aye: 5, Nay: 0 Special City Council Minutes April 10, 2007 Page 6 D. Follow-up on U.S. Climate Protection Agreement City Administrator Hedges introduced the item noting that Mr. Bruce Goff, Eagan resident, recently appeared before the Council at a Listening Session with a recommendation that the City consider supporting the U.S. Mayors Climate Protection Agreement. Hedges summarized the recommendations of the Public Works Committee with regard to participation in the Climate Protection Agreement as well as the Cool Cities Program. The Council noted that energy conservation is a City Council goal for 2007-2008. It was also suggested that these kinds of energy saving initiatives be directed to the Advisory Parks and Recreation Commission. Councilmember Bakken, as a member of the Public Works Committee, noted that the NLC supports the cause of the U.S. Mayors Climate Protection Agreement, but would like to see additional accountability requirements in cities participating in the Cool Cities Program. Councilmember Tilley moved, Councilmember Fields seconded a motion to have Mayor Maguire, on behalf of the City of Eagan, sign on to the U.S. Mayors Climate Protection Agreement. Aye: 5, Nay: 0 IIIV. YOUTH SUPPORTIVE HOUSING City Administrator Hedges introduced the item noting that the purpose of the discussion tonight is to receive a presentation and provide preliminary direction to staff and the Dakota County Community Development Agency (CDA) regarding the possible development of a young adult supportive housing facility in Eagan. Hedges introduced Executive Director of the CDA, Mark Ulfers. Ulfers provided a presentation to the City Council, noting that youth supportive housing is one of the strategies for addressing the needs of homeless and potentially homeless young adults, many of whom have aged out of the foster care system, but have not yet acquired skills or incomes necessary to provide for their own housing. The City Council discussed the concept of youth supportive housing and the possible funding for such a facility. Ulfers noted that funding is not currently projected in county programming. Mary Beth Lundeen addressed the City Council noting that the population of homeless is most likely underestimated at this time. Patrick Coyne, CDA staff, responded to questions that Council had regarding youth supportive housing. Upon further Council discussion, the Council expressed their general level of support and enthusiasm to continue with the process to review youth supportive housing in Eagan. It was also noted that the CDA has an excellent track record with their housing in Eagan. The CDA noted that they would continue to study the issue and keep the City informed of any possible developments. Special City Council Minutes April 10, 2007 Page 7 IX. AD HOC ECONOMIC DEVELOPMENT GROUP City Administrator Hedges introduced the item noting that at the time the City Council disbanded the Economic Development Commission and took on most economic development functions through the Economic Development Authority, it was noted that there may be times when an ad hoc group or task force could be convened to address particular issues. Community Development Director Hohenstein noted that participants for such an ad hoc group could be recruited from specific categories of businesses, similar to the approach that was used to form the Technology Task Force and Working Group. The City Council discussed the concept of an ad hoc economic development goals and policy group. The Council expressed their interest in a wide breadth of knowledge and sector representation. Additionally, the Council voiced that they would like to see a clear sense of mission and responsibility for such a group, as well as selection criteria for interested applicants. The City Council directed that a formation of an ad hoc economic development goals and policy group be added to a regular City Council agenda for formal consideration. X. OTHER BUSINESS City Administrator Hedges informed the Council that he was contacted by LaDonna Boyd regarding whether the City would be interested in a Sister City Program with a community in Ireland. The City Council discussed whether they would be interested in such an arrangement. It was noted that the approach taken with the China sister-city program in which there was no City connection, however, Councilmembers were able to participate, worked well. The Council requested additional information as to the requirements of a sister-city arrangement before coming to a conclusion on whether to initiate a formal relationship with an Ireland city. XI. ADJOURNMENT Councilmember Fields moved, Councilmember Tilley seconded a motion to adjourn the meeting at 8:45 p.m. Aye: 5, Nay: 0