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12/23/2002 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL MONDAY, DECEMBER 23, 2002 COMMUNITY CENTER ? CENTRAL PARK 5:00 P.M. Present: Mayor Awada, Councilmembers Carlson, Fields and Tilley, City Administrator Hedges, Director of Administrative Services VanOverbeke, Parks and Recreation Director Vraa, and Mayor-elect Geagan REVIEW PROGRESS OF COMMUNITY CENTER BUILDING CONSTRUCTION City Administrator Hedges reported that the City Council completed a walk through of the Community Center to review the status of various building components. The meeting was temporarily adjourned, to be reconvened in the Community Room at City Hall. CITY HALL - COMMUNITY ROOM 6:00 P.M. Present: Mayor Awada, Councilmembers Carlson, Fields and Tilley, City Administrator Hedges, Director of Administrative Services VanOverbeke, Assistant City Administrator Verbrugge, Parks and Recreation Director Vraa, Senior Planner Ridley, and Mayor-elect Geagan ROLL CALL & AGENDA ADOPTION Councilmember Fields moved, Councilmember Tilley seconded a motion to approve the agenda with the addition of Premises Permit Renewal, Letter to Dakota County, and th Resolution Regarding July 4, 2003 Activities to Item VI, Other Business. Councilmember Carlson also wanted to clarify staffing issues as part of the Community Center discussion. Aye: 4 Nay: 0 VISITORS TO BE HEARD There were no visitors to be heard. Special City Council Minutes December 23, 2002 Page 2 ORDINANCE AMENDMENT AMENDING CITY CODE CHAPTER 11, SEC. 11.60/CEDAR GROVE DESIGN STANDARDS City Administrator Hedges introduced the item and summarized the background on the issue. The draft Cedar Grove design standards and draft Cedar Grove Zoning District language were presented. Hedges reported that an open house had been held on December 18 and that the Advisory Planning Commission held a Public Hearing on the issue on December 19, unanimously recommending approval of the ordinance amendment. Hedges introduced Senior Planner Ridley to summarize the recommendations of the APC. Senior Planner Ridley stated that the APC recommended the following changes to the draft before unanimously approving the ordinance amendment for recommendation: ? Four (4) proposed Permitted Uses in Subd. 23, Sec. B (#3-Animal Clinic when contained within a building; #21-Hotel or motel; #39-Residential multi-family dwelling, if within a structure containing at least four units; and #40-School, public or private.) should be identified as Conditional Uses (Subd. 23, Sec. D) ? Percentage of street fronting building façade (Subd.23, Sec. E-5.) should be 85% rather than the proposed 60% ? No detached garages be permitted for Building Type B, Apartments or Condominiums (Subd.23, Sec. F-2.) and that each residential unit must be provided two (2) enclosed parking stalls ? Add Eastern Red Cedar to the list of trees that satisfy landscaping requirements (Subd. 23, Sec. J-13h.), since the district is known as the Cedar Grove District Resident Doris Dahline, 3830 Alder Lane, asked about Cedarvale Lanes since bowling alleys are not on the list of proposed Permitted Uses. Councilmember Carlson noted that ?Bakery? is not on the list and asked if a #49 could be added in Section B as a general catch all phrase to include ?Bakery?. Carlson also mentioned her concern about ?Automobile Service/Repair? as a Conditional Use (Subd. 23, Sec. D-9). Senior Planner Ridley responded to Ms. Dahline?s question by stating that ?Indoor Recreation? is usually a Conditional Use. Mayor Awada suggested that ?Indoor Recreation? be added as #13 in Section D. Mayor Awada stated that she disagreed with the APC recommendation regarding the percentage of building frontage. Council members expressed concern about the amount of surface parking lot as frontage when the purpose is to bring buildings as close to the street as possible. Mayor Awada agreed with the concern but stated that the 85% requirement was too much. She suggested clarifying Subd. 23, Sec. E-5 to state that building facades must be a minimum of 60% frontage and that parking not exceed 15%. The City Council concurred with the clarification Special City Council Minutes December 23, 2002 Page 3 Ms. Dahline stated that there was a lot of ambiguity in the draft language. She said that, for example, the phrase ?for the most part? was used frequently and should be removed. She also said that pedestrian boulevards with no traffic are very successful in Europe and could be used here. Council member Carlson stated that she does not want to see more townhomes in the area after Delta Development. Carlson also stated that the redevelopment area should be broken up into districts specifying where residential, office, and other uses should be located. Senior Planner Ridley discussed the Comprehensive Guide Plan amendments, specifically related to Council member Carlson?s comments, which will be presented to the APC for consideration in January 2003. Councilmember Carlson suggested that the duties of the Cedar Grove Design Review Committee (Subd. 23, Sec. L) be assigned to the Economic Development Commission. Mayor Awada said the Design Review Committee is more of an administrative task, that the EDC could make design review recommendations to the City Council, and that the appeal process should be removed from the ordinance amendment. The City Council agreed to include this change. Ms. Dahline asked how the Cedar Grove District is defined. Senior Planner Ridley stated that the map of the proposed Cedar Grove District, which is essentially the Cedar Grove Redevelopment Area, was included in the notice that was mailed. Ms. Dahline asked about Appendix B ? Street Types and asked how Cedar Grove Parkway fits into those descriptions. The City Council directed Senior Planner Ridley to amend the Street Types to be ?Future Street/Road Guidelines?. Councilmember Carlson moved, Councilmember Tilley seconded, to adopt the Ordinance Amendment to Chapter 11, with changes, and direct the City Attorney to prepare an Amendment Summary suitable for publication. Aye: 4, No: 0. COMMUNITY CENTER OPERATIONS REPORT Councilmember Carlson stated for clarification that the temporary hiring freeze related to Central Park should include a General Fund grounds maintenance position. City Administrator Hedges introduced the item and referenced a summary in the Council packet of the Operations Committee meeting held on December 17, 2002. He stated that the general consensus of the committee was to not proceed with staffing and other items until the capital construction and operating budgets for the Community Center were ready for review in January 2003. Other pertinent issues, Hedges said, were the preparation of change orders for the additional layout of stonework around the fireplace, estimated to be $12,000, and research of after market trim products. Special City Council Minutes December 23, 2002 Page 4 Councilmember Carlson asked for a timeframe for decisions on these issues. Mayor- elect Geagan stated that the project superintendent had told him the timeframe is very tight. The City Council agreed to allow the Operations Committee to keep working on the fireplace. Councilmember Carlson moved, seconded by Councilmember Tilley, to have a CAD3 design drawing of the fireplace prepared. Aye: 4, No: 0. Administrative Services Director VanOverbeke stated that the building budget can be updated by the January 7, 2003 City Council meeting, but that the total budget is more complicated and will take more time. He further stated that a portion of the total original bond sale amount was allocated to the building budget. City Administrator Hedges introduced the next item for consideration, French Doors for the senior room. Mayor Awada moved, seconded by Councilmember Tilley, to prepare a change directive for two French doors to be installed in the senior room. Aye: 3, No: 1 (Carlson opposed). City Administrator Hedges stated the next item for discussion was the break room/receiving area. Councilmember Carlson moved, Mayor Awada seconded, that the upstairs room not be used for a break room or administrative office so as not to take away revenue. Mayor Awada emphasized her concern that it not be a ?de facto? break room. Aye: 4, No: 0. City Administrator Hedges noted that a decision had been made to repaint the aerobics room from green to neutral beige that the soffit has been painted. He stated that no City Council decision had been made on locker room changes. Information was included in the packet regarding the teen room program statement from the focus group on the teen center. Council discussion included concerns about a dividing wall separating the money-taking machines (arcade) from the television watching area. Councilmember Carlson said the wiring for the video games is not in yet, but the ?guts? of the room is still workable. The Council agreed that other items such as pool and foosball will also be pay-for-play. Mayor-elect Geagan said his experience with arcade environments is that it is necessary to staff the space. Councilmember Tilley asked about the experience of other cities with pay-to-play games and how much profit is made. Parks and Recreation Director Vraa stated that Roseville had pay-to-play videogames but he did not recall the specific numbers. He will research that. He also said that New Brighton had games that were subsequently removed. Mayor Awada moved to install the electric, remove the computers, and not buy furniture until the Operations Committee reviews the issue. Councilmember Tilley asked to not remove computers without consulting the teen focus group or doing some research. Mayor Awada withdrew her motion. Councilmember Fields moved, seconded by Tilley, Special City Council Minutes December 23, 2002 Page 5 to get a quote for running the electrical to the room and to not purchase any items for the room until further directed. Aye: 4, No: 0. Councilmember Fields requested a date when the Council could expect to receive information on the senior center kitchenette. City Administrator Hedges said that a memo is being prepared for the next Operations Committee meeting that will have all of the information. The discussion regarding Tubing Rates at Sledding Hills was delayed until the end of the agenda. OTHER BUSINESS A. Consideration of Amended and Restated Development Agreement with Interstate Partners. City Administrator Hedges introduced the item. He stated that the Economic Development Authority had approved the restated and amended agreement with Interstate Partners for redevelopment in the Highway 55/149 TIF District at a special meeting on December 17, 2002. Councilmember Fields moved, Councilmember Tilley seconded a motion to approve the amended and restated development agreement with Interstate Partners for redevelopment of property in TIF District No. 2-4. Aye: 4, No: 0 B. 2003 Tobacco License Renewals. Mayor Awada moved, Councilmember Fields seconded, approval of the 2003 Tobacco License Renewals for Cooper?s Restaurant, Green Mill Restaurant, Tobacco Express, Crowne Plaza, and Tobak Shack. Aye: 4, No: 0 C. 2003 Pet Shop License Renewal. Mayor Awada moved, Councilmember Tilley seconded, to approve the 2003 Pet Shop License Renewal for For Pet?s Sake. Aye: 4, No: 0 D. Premises Permit Renewal. Councilmember Tilley moved, seconded by Councilmember Fields, to approve Premises Permit Renewal for Eagan High School Football Booster Club to conduct a pull tab operations at Al Baker?s, 3434 Washington Drive. Aye: 4, No: 0 E. Letter to Dakota County. Councilmember Carlson said the City should send a letter of congratulations to the Dakota County Board regarding the passed open space referendum and to remind the County Board that the City of Eagan is interested in the process of determining where open space will be acquired, as well as inquiring about a Special City Council Minutes December 23, 2002 Page 6 timeline for the County process. Mayor Awada suggested the letter be prepared for Mayor-elect Geagan?s signature. Mayor Awada moved, Councilmember Tilley seconded, to send a letter to the Dakota County Board regarding the open space referendum and process. Aye: 4, No: 0 th F. Resolution Regarding July 4, 2003 Activities. Councilmember Fields moved, seconded by Councilmember Tilley, that the 2003 Fourth of July parade route end at the Community Center and that the Community Center be opened from 11:00 a.m. to 5:00 p.m. for public tours. The motion is to apply only to the year 2003. Aye: 4, No: 0 TUBING RATES AT SLEDDING HILLS City Administrator Hedges handed out the 2003 Tubing Budget requested by the City Council. Administrative Services Director VanOverbeke reviewed the budget worksheets. He stated that the current system is staffed and free, with a limitation of available tubes. Reservations for groups are currently available. As a safety and control measure, customers are not allowed to bring their own tubes. Mayor Awada asked about a tow rope. Parks and Recreation Director Vraa said the previous pro forma included a tow rope and snow making machine, and the admission costs got into the $6-7 and even $10 range. Director VanOverbeke said the staffing needs are due to League of Minnesota Cities Insurance Trust (LMCIT) requirements for safety parameters because of considerable liability exposure. Councilmember Carlson said she believed families will not pay for an activity that they used to get for free. The City Council agreed to a $2 admission fee, with group rates at $3 per person for residents and $4 per person for non-residents. The Council also directed staff to post notices regarding the reason for the new fee structure being staffing requirements and the capital costs of new tubing equipment. Director Vraa said that the Warming House at Central Park is to be completed by the contractors by Friday, December 27. Councilmember Tilley moved, Councilmember Carlson seconded, to adopt the 2003 Fee Schedule as amended. Aye: 4, No: 0. Special City Council Minutes December 23, 2002 Page 7 Director Vraa, as was directed by the Council, shared with the City Council options for soccer field layouts at Central Park and for a mural at the Community Center. ADJOURNMENT The meeting adjourned at 9:05 P.M. _____________________________ ____________________________________ 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.