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01/17/2002 - City Council Special MINUTES OF A SPECIAL CITY COUNCIL WORKSHOP OF THE EAGAN CITY COUNCIL THURSDAY JANUARY 17, 2002 FIRE ADMINISTRATION BUILDING 5:00 P.M. Present: Mayor Awada, Councilmembers Bakken, Carlson, Fields and Tilley, City Administrator Hedges, Director of Administrative Services VanOverbeke, Parks and Recreation Director Vraa, Parks and Recreation Office Supervisor Mesko, Public Works Director Colbert, Assistant City Administrator Verbrugge, City Attorney Dougherty, Senior Planner Ridley, Water Resources Coordinator Macbeth, Superintendent of Parks Olson, and Intern to the City Administrator Lord. I. ROLL CALL AND AGENDA ITEM Councilmember Fields moved, Councilmember Bakken seconded a motion to adopt the agenda and to include a proclamation in celebration of Martin Luther King Day and a discussion regarding correspondence received from the State Auditor?s Office. Aye: 4 Nay: 0 (Councilmember Tilley was not present) II. VISITORS TO BE HEARD There were no visitors to be heard. III. CORREPSONDENCE FROM THE STATE AUDITOR?S OFFICE City Administrator Hedges presented a letter the City received from the State Auditor?s office in response to an unknown citizen?s request regarding the make-up and definition of City Commissions, and the process undertaken by the City in payment of claims. City Attorney Dougherty briefed the Council on legal recommendations to the City. The Council discussed the make-up of commissions, and gave direction to the City Attorney to prepare an amendment to Section 2.50 of the Eagan City Code for the January 22 Consent agenda to delete the section of the code that states Commission members must be residents of Eagan. The Council also directed staff to include on the February 5, 2002 City Council Consent Agenda an item to approve the payment of City claims, so as to be in compliance with the City Code requirements. IV. REVIEW ISD 196 BUS STOP POLICY VS. WINTER TRAIL MAINTENANCE PROGRAM Per the direction of the City Council at the January 8 Listening Session, School District 196 was contacted by City staff regarding concerns over the school district?s trail maintenance in the winter. Staff was in contact with Ray Queener, School District 196 Finance Director, who worked with the Eagan residents that voiced their concerns Special City Council Meeting Minutes January 17, 2002 regarding the lack of a bus stop on Horseshoe Circle. The matter was successfully resolved and the neighborhood was very pleased with the actions taken. In order to address the district?s winter trail and bus stop policy as a whole, Council directed staff to work with School District 196 to coordinate their bus stop policy with the City?s winter trial maintenance program and bring an update to the Council on the first Council meeting in April. Councilmember Carlson also suggested that the City conduct an annual review of the school district?s routing schedule in July/August. V. PARKS AND RECREATION WORK PROGRAM Skateboard Park Parks and Recreation Director Vraa presented potential solutions to overcrowding at Goat Hill Park Skate Park. The Council discussed the possibility of a Tier II skate park, locations for a new park, equipment needs, funding opportunities, and increased demand. The Council gave direction to relocate the Goat Hill skate park to the Diffley/Lexington Athletic Complex, where it will remain a Tier I park. Council directed staff to monitor the new location?s success, as well as the perceived demand for additional skate parks. The Council will review staff?s findings this fall and at that time determine whether to build a Tier II site at a location yet to be determined (Central Park was suggested). Council gave direction for the relocated skate park to remain free to the public. North Park Parks and Recreation Director updated the Council on correspondence and meetings that have taken place with Dakota County regarding the City?s possible use of the former Borchert-Ingersol property as parkland. The Council discussed the need for additional soccer fields in Eagan, whether soccer fields at North Park would be the best use of the land, and possible joint opportunities with Inver Grove Heights that may be available to the City. The Council gave direction for Mayor Awada and Councilmember Fields to serve as a Council subcommittee to further look at land within the City that could be used for soccer fields. Additionally, staff was directed to contact Inver Grove Heights to explore joint opportunities for regulation fields. Staff was also directed to look at the criteria for regulation fields and to project the future need for regulation fields in Eagan. Moonshine Park Parks and Recreation Director Vraa gave a brief update on the progress that has been made at Moonshine Park and the Don Grant House. Vraa stated that the City plans on going out for bids in the spring of 2002. JP-47 Alum Treatment Basin Water Resources Coordinator Macbeth gave a presentation to the City Council regarding the need for alum treatment on Fish Lake, one of the top six lakes in Eagan for recreation such as swimming. Macbeth reported that 3,000 cubic yards of sludge exists in JP-47, Special City Council Meeting Minutes January 17, 2002 which is a wetland that adjoins Fish Lake. The sludge needs to be removed prior to facility operation in 2002. The APrC will soon be making a recommendation to the City Council to suggest that JP-47 undergo alum treatment. RFP Banquet Room Catering/Community Center Parks and Recreation Director Vraa presented draft RFPs for food providers and liquor providers, as well as proposed rules and regulations for the Community Center. The Council discussed the proposals and gave direction to change Rule 6c, with the changes being that events must conclude by 1AM and alcohol consumption must cease at 12:30AM. Council recommended that the rules include an option for events to last longer than 1AM for certain events (i.e. New Year?s Eve). It was the Council?s decision that alcohol should not be limited to beer and wine. The Council, at the recommendation of staff, directed the City to hire one liquor provider, provided that they will offer liquor services to events of all sizes. The Council directed that valet parking be available, and that both the Lone Oak Room and Teen Center shall be open to reservations. At staff?s suggestion, the Council directed that the City start taking bookings for the banquet facility beginning May 2003. If the facility is ready sooner than May, the City can choose to accept April reservations as well. Bandshell Parks and Recreation Director Vraa updated the Council on the developments with the Central Park Bandshell. The Council discussed financing options for additional features such as a clock and changing the building material from brick to stone. The Eagan Rotary Club has offered additional financial support (contingent upon final approval from the Rotary members) provided that the City matches the additional funding. The Council directed staff to change the material from brick to stone, and the City alone will pay for the additional costs. Additionally, Council directed that the bandshell be wired for the clock, and should additional funding become available, the clock can be added at a later time. VI. STATUS UPDATE RE: STREETSCAPE POLICY AND ENTRANCE MONUMENTS Entrance Monuments SRF Consultant John Larson presented the Council with several boards showing alternative designs for entrance monuments. The Council discussed financing and design options for the monuments. Senior Planner Ridley stated that at this time, there is no interest from cellular providers for the 35E/494 monument location. The Council directed the entrance monument subcommittee (Mayor Awada and Councilmember Fields) to revise the designs and present their designs to SRF. Prior to any designs being put forth, Council directed that revenue sources be further explored. Special City Council Meeting Minutes January 17, 2002 Streetscaping SRF Consultant John Larson presented a map of anticipated streetscaping locations, as well as a proposed timeline for completion. After discussing streetscaping locations and features, the Council directed SRF to remove streetscaping on Duckwood (from Denmark to Lexington) and Lexington. The Council also directed that streetscaping on Silver Bell and Beau D? Rue be completed at the same time the road improvements are underway. The Council directed the entrance monument subcommittee (Mayor Awada and Councilmember Fields) to also address streetscaping. STATUS UPDATE RE: REDEVELOPMENT POLCIES Cedar Grove Redevelopment Assistant City Administrator Verbrugge updated the Council on acquisitions that have taken place in Cedar Grove, finance implications, and anticipated requests of developers. Jim Prosser of Ehlers and Associates presented financing options for the Council to consider. Prosser suggested that the Council may want to consider issuing bonds to pay for a portion of the Cedar Grove Redevelopment. The Council directed staff to solicit additional development proposals in Cedar Grove for Council consideration. The Council also directed staff to prepare architectural design standards for the area. Councilmembers Tilley and Bakken volunteered to serve on a subcommittee to look at the architectural designs. Senior Planner Ridley will bring architectural design samples from other communities to share with the Council subcommittee. The Council discussed streetscaping in Cedar Grove and recommended that the costs to streetscape be determined prior to deciding which funding source will be used for the streetscaping. The Council also discussed the Alternative Urban Areawide Review (AUAR) process for Cedar Grove and the surrounding area, as well as the impact that traffic from Blue Cross Blue Shield will potentially have on the AUAR. Highways 55 and 149 Assistant City Administrator Verbrugge updated the Council on redevelopment and TIF revenues for the area of Highways 55 and 149. The Council briefly discussed development options for the area, and asked that staff continue to update them with progress made. CONSIDER SALE OF DIFFLEY/HIGHWAY 3 PARCEL City Administrator Hedges introduced the item, stating that the City has had numerous requests to purchase and develop the property at Diffley/Highway 3. Senior Planner Ridley reviewed land use options for the property. Councilmembers Bakken and Carlson volunteered to serve on a subcommittee to explore land use options for the parcel. Senior Planner Ridley will bring back to the subcommittee further information regarding the current developments near the parcel, as well as any access issues that the City would Special City Council Meeting Minutes January 17, 2002 need to address. The Council agreed that the parcel should be declared surplus property, and that the subcommittee should make a recommendation to the Council as to the best land use of the property. ECVB UPDATE Councilmember Carlson presented a memo regarding the proposed changes to the ECVB. The Council asked the subcommittee to continue providing updates to the Council as a whole. ADJOURN The meeting adjourned at 10 PM. Date ____________________ City Clerk ______________________ If you need these minutes in an alternative form such as large print, Braille, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, 651-681-4600, (TDD phone: 651-454-8535). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, sexual orientation, marital status or status with regard to public assistance.