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08/14/2007 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, AUGUST 14, 2007 5:30 P.M. EAGAN ROOM ? EAGAN MUNICIPAL CENTER City Councilmembers 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, Public Works Director Colbert, Communications Director Garrison, Parks and Recreation Director Seydell Johnson, Chief of Police McDonald, Deputy Chief Johnson, Lieutenant Pike, Dispatch Supervision Ruby, Chief Financial Officer Pepper, Administrative Secretary/Deputy Clerk Pepper, Chief Building Official Schoeppner, Finance Intern Stegenga, Campus Facilities Manager Vaughan, City Planner Ridley, Superintendent of Streets Struve, Fire Chief Scott, Emergency Manager Kline and Communications Coordinator Foote. I. ROLL CALL AND ADOPTION OF THE AGENDA City Administrator Hedges noted that a request had been made to include an update on the August 11 storm on the City Council agenda. Hedges also suggested a discussion regarding the August 28 Special City Council meeting. Councilmember Fields moved; Councilmember Bakken seconded a motion to include the following three items on the agenda: 1.) Place the August 11 storm update after Visitors to be Heard, 2.) Include a discussion about the August 28 Special City Council meeting under Other Business, and 3.) Include an item to discuss the recent usage of the City?s Emergency Notification System after the August 11 storm update. Aye: 4, Nay: 0 (Councilmember Tilley not yet present) Councilmember Tilley arrived at 5:40 p.m. II. VISITORS TO BE HEARD A representative of the Friends of the Eagan Core Greenway issued a reminder regarding the upcoming Third Annual Music Greenway Festival on September 13. Special City Council Minutes August 14, 2007 Page 2 AUGUST 11 STORM UPDATE City Administrator Hedges introduced the item noting the significant windstorm that occurred at approximately 3:30 a.m. on August 11, 2007. Public Works Director Colbert provided an overview of the City?s response to the storm. Police Chief McDonald, Fire Chief Scott and Communications Director Garrison also provided updates on the City?s efforts. Mayor Maguire summarized his role on the weekend of August 11, including the ongoing communications with the Emergency Operations Center and the surveying of the City that was done over the weekend to witness the damage that was done across the City. The Mayor also noted the City?s long standing practice of not picking up debris on private property unless a federal or state disaster has been declared in the community. The Mayor stated that an emergency City Council meeting took place on August 13, at which time the Council directed staff to maintain the ongoing storm debris pickup policy as well as provided direction to the Police to use the City?s priority messaging system to inform all Eagan residents about the City?s policy. The Mayor apologized for the lateness that some residents received the message, noting that this was the first time the City?s Reverse 9-1-1 System was used City-wide and there clearly was a glitch in the system provided by Qwest. The City Council thanked City staff for their work over the past weekend. Mayor Maguire invited the public to address the Council with questions or comments. Eight members of the Eagan community addressed the City Council noting concerns and disappointment with the City?s policy of not picking up storm debris. It was also noted that there was inconsistency in which debris was being picked up by City maintenance staff and which was not. Residents noted that communities such as St. Paul and Bloomington were picking up storm debris on private property. There were also comments that City staff, over the weekend, told some residents that staff would be back in the following weeks to pick up all debris. Councilmember Carlson left the meeting at 6:25 p.m. City Administrator Hedges and Superintendent of Streets Struve responded to questions raised by residents. Superintendent of Streets Struve noted that maintenance crews were instructed to clear the right-of-ways and then go back to pick up boulevard trees and debris once all streets were cleared. Communications Director Garrison noted that web postings were completed by 7:30 a.m. on Saturday, August 12, informing residents that the City would not be picking up debris on private property. Garrison also added that residents needing assistance with debris could contact the United Way?s 2-1-1 line, or the Community Action Council or Dakota County Community Development Agency. The City Council discussed their current practice of not picking up debris on private property without a disaster declaration. Mayor Maguire noted that it would require two members of the City Council to get an agenda item on a future Council meeting to consider changing the City?s storm debris pickup policy for the future. Special City Council Minutes August 14, 2007 Page 3 The City Council thanked Eagan residents for the spirit of cooperation that has been exhibited following this storm. It was noted that information is available on the City?s web site regarding who residents can contact for assistance with storm cleanup efforts. B. QWEST UPDATE City Administrator Hedges introduced the item noting that the City?s Reverse 9-1-1 System was utilized for the first time City-wide following the August 11 storm to communicate to residents the City?s policy with regard to storm debris cleanup. Hedges added that the message was supposed to be completed within approximately one-half hour beginning at 8:30 p.m.; however, due to a glitch, some residents received calls much later than that. The City Council discussed the glitch that occurred with the system. It was noted that this system is a very useful public safety tool; however, staff must continue to work with Qwest Communications to find out why the glitch occurred, which was very bothersome to City residents. The City Council also discussed future timing when communicating messages to the public with the Reverse 9-1-1 System. The City Council took a brief recess. III. REVIEW PROPOSED 2008 GENERAL FUND OPERATING BUDGET City Administrator Hedges introduced the item noting that the purpose of tonight is to provide direction regarding the 2008 proposed tax levy, which will be placed on the September 4, 2007 regular City Council meeting agenda for approval and certification to Dakota County. City Administrator Hedges also requested public policy direction regarding any questions and/or revisions to the proposed 2008 General Fund Operating Budget. Mr. Hedges highlighted the proposed 2008 General Fund Budget, noting a proposed increase of 4.87 percent. The City Council discussed the proposed 2008 General Fund Operating Budget. The Council also discussed levying for the Market Value Homestead Credit (MVHC) payable in 2008. It was Council consensus to levy for the MVHC for 2008. The Council also recommended prorating election costs over multiple years in order that there are not spikes in the proposed budget every other year. The City Council thanked staff for their work on the proposed budget. IV. 2008 CIVIC ARENA OPERATING BUDGET City Administrator Hedges introduced the item noting that the Civic Arena Budget is presented in advance of the other Enterprise Funds due to the fact that the Civic Arena operations are run on a seasonal basis starting in September as opposed to the calendar year. The City Council reviewed the proposed Civic Arena Budget, including the proposed rate increases for ice time. The Council thanked staff for their work on the budget. Special City Council Minutes August 14, 2007 Page 4 Councilmember Bakken moved; Councilmember Fields seconded a motion to: approve the 2007-2008 ice rental rates, approve the 2008 Civic Arena Operating Budget, and approve the 2007 purchase of 2008 capital outlay items. Aye: 4, Nay: 0 (Councilmember Carlson not present) V. DISCUSS COMMUNITY INVESTMENT FUND STATUS AND CONSIDERATION OF ALLOCATION FOR OPEN SPACE PRESERVATION City Administrator Hedges introduced the item noting that at the direction of the City Council at their June 12 Council Workshop, the City Council?s Finance Committee has reviewed the current status of the Community Investment Fund (CIF) and has also discussed the framework for the possible funding of open space preservation. Hedges noted the numerous operational and programmatic needs competing for funding within the CIF. Hedges added that it is the recommendation of the Finance Committee that $60,000 be earmarked from the CIF towards open space preservation. Included in the $60,000 would be an estimate of; $6,000 to $7,000 for a public open space survey, $30,000 for a special election, $10,000 for informational materials, and $10,000 to hold an option on available property. The City Council discussed the purpose and needs for the CIF. The Mayor noted that while it is being proposed that funding be set aside for a possible referendum, no decision has been made as to whether a referendum would take place with regard to the acquisition of open space. The City Council discussed a possible community survey to get feedback from the community regarding open space preservation and acquisition. Director of Parks and Recreation Seydell Johnson summarized a possible timeline for the preservation of open space, including the formation of a community committee, based upon the similar process used for the Community Center and per the recommendation of the Trust for Public Land. The City Council discussed the recommendation of the Finance Committee with regard to open space funding. It was suggested that a working committee of the City Council be formed to create a flow chart/decision tree of possible next steps with regard to the preservation of open space, which would allow flexibility for the City Council while not presupposing an outcome. It was noted that once the committee came up with a recommended vision for open space preservation, the committee would then be dissolved. Councilmember Tilley moved; Councilmember Fields seconded a motion to appoint Mayor Maguire, representing the Finance Committee, and Councilmember Bakken, representing the Public Works Committee, to serve on an open space acquisition Council committee, which will provide a roadmap for future open space acquisition using an allocation from the Community Investment Fund, as recommended by the Finance Committee. Aye: 4, Nay: 0 (Councilmember Carlson not present) Special City Council Minutes August 14, 2007 Page 5 Councilmember Fields moved; Councilmember Bakken seconded a motion to accept the recommendation of the Finance Committee to earmark $60,000 from the Community Investment Fund towards open space preservation. Aye: 4, Nay: 0 (Councilmember Carlson not present) VI. FUND BALANCES City Administrator Hedges introduced the item noting as a follow up to a detailed review of the status of the Community Investment Fund, staff was directed to present information to the City Council concerning the fund balance status of all the City?s various funds. Director of Administrative Services VanOverbeke summarized the purpose and balance of the various City funds. The City Council discussed the fund balances and noted the limited funding available for short and long term needs, including open space acquisition. It was suggested that this sort of fund balance update be included in future budget proposals. VII. OTHER BUSINESS The City Council discussed the workshop that was been scheduled for August 28. Mayor Maguire moved; Councilmember Fields seconded a motion to cancel the August 28 Special City Council meeting. Aye: 4, Nay: 0 (Councilmember Carlson not present) VIII. ADJOURNMENT Councilmember Fields moved; Councilmember Tilley seconded a motion to adjourn the meeting at 9:38 p.m. Aye: 4, Nay: 0 (Councilmember Carlson not present)