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03/12/2002 - City Council Special MINUTES OF A SPECIAL CITY COUNCIL WORKSHOP OF THE EAGAN CITY COUNCIL TUESDAY MARCH 12, 2002 FIRE ADMINSITRATION 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, Superintendent of Recreation Asfahl, Superintendent of Parks Olson, Public Works Director Colbert, City Engineer Matthys, Assistant City Administrator Verbrugge, Senior Planner Ridley, and Intern to the City Administrator Lord. I.ROLL CALL AND AGENDA ADOPTION Councilmember Fields moved, Councilmember Bakken seconded a motion to approve the agenda as amended to include an item in regard to the celebration of Natalie Darwitz and Jenny Potter. Aye: 3 Nay 0 (Councilmembers Bakken and Tilley were not yet present) II.DARWITZ/POTTER DAY Councilmember Carlson announced that a celebration will be taking place Saturday, March 16, to honor Eagan Olympians Natalie Darwitz and Jenny Potter. A parade will take place at 1 PM, followed by a recognition ceremony at 2PM and an opportunity to skate with the Olympians at 2:30PM. The event is free to the public. Mayor Awada moved, Councilmember Fields seconded a motion to approve a proclamation to proclaim Saturday, March 16, 2002 as Natalie Darwitz and Jenny Potter Day in the City of Eagan, and to approve the costs of the gifts to be presented to the Olympians, including a plaque and a City water bottle. Aye: 3 Nay: 0 III.POST OFFICE Due to the many citizens that have voiced their concerns, the Council directed staff to send a letter to the Eagan Post Office, on behalf of the Council, asking that the Post Office consider extending their hours in order to meet the high demand. IV.COMPREHENSIVE GUIDE PLAN AMENDMENT PROCEDURES The City Council discussed their policy that was created in the mid-1990?s, whereby any Guide Plan Amendment request that would change the property from commercial to residential, or vice-versa, had to proceed as a stand-alone application. Senior Planner Ridley discussed with the Council the level of detail needed from potential developers when they are considered for a comprehensive guide amendment or rezoning request. 3/12/02 Special Council Minutes Page 2 It was the consensus of the Council to provide both developers and staff with clear direction as to their opinion of a given proposal, and the expectations the Council has for a developer before approving either comprehensive guide amendments or rezoning requests, in order that the developer does not have unnecessary expenses on a proposal that may not be approved. V.DISCUSS LANGUAGE FOR ACCESSORY BUILDINGS IN RESIDENTIAL ZONING DISTRICTS Following a deliberation on Conditional Use Permit applications at the March 4, 2002 City Council meeting, there was direction by the Council to discuss the process and dimensional standards for accessory buildings in residential zoning districts at the March 12 Council workshop. The Council discussed the current accessory standards, which allow for two accessories not exceeding 1,100 square feet. Per the direction of the Council, Senior Planner Ridley will prepare specific measurements requirement suggestions for the Council?s review, including: 1) 500 square feet per house accessory limit; 2) specified maximum wall heights; and 3) specified roof pitch requirements. VI.DISCUSS STORM MITIGATION OPTIONS The Council discussed the storm mitigation contracts awarded to date, the costs incurred for home acquisitions and modifications, and the appropriate funding sources for these improvements. Public Works Director Colbert stated that $3.5 million in storm mitigation costs will need a funding source. The Mayor noted that additional State funding is unlikely this year due to budget shortfalls. The Council directed Public Works Director Colbert to prepare the final contract bills for Project 844 (Gibraltar Trail), Project 843 (Beecher Drive), Project 844 (Forssa Way), and Project 842 (Beacon Hill Road). Once the final contract bills have been prepared, the Council?s Finance subcommittee will consider the costs and explore funding options. Once the subcommittee has reviewed the bills, the four projects will be brought back to the Council this June for Council consideration. VII.REVIEW CIP FOR 2002 STREET CONSTRUCTION The Council discussed the street projects that are scheduled under the current CIP for construction in 2002 and discussed the feasibility of adding any additional street projects for consideration. 3/12/02 Special Council Minutes Page 3 The Council directed that a survey be sent to property owners in the Cherrywood Knoll neighborhood to gauge whether residents would be in favor of pushing construction ahead to 2002, rather than waiting to 2003. It was the consensus of the Council that the surveys must demonstrate that 60% of the property owners are in favor of 2002 construction before the Council will approve 2002 construction. The Council discussed the Northwood Drive Overpass and determined that since the Council will review the C.I.P. in May, they will make a determination at that time as to when they want to proceed ahead on the project. The Council discussed plans for extending Lone Oak Road into Inver Grove Heights. Inver Grove Heights has the extension programmed in their 2005 C.I.P. and the County has the project programmed in 2006. Due to the involvement of Inver Grove Heights and Dakota County, and recognizing their plans for the extension, the Council directed staff to extend utilities on Lone Oak Road prior to extending the roadway. VIII.DISCUSS MINNEOSTA VALLEY TRANSIT AUTHORITY? APPOINTMENT OF AN AT-LARGE COMMISSIONER AND ALTERNATE, AND UPDATE ON PROPOSED LEGISLATION The Council, at the request of Councilmember Tilley, discussed whether the at-large MVTA commissioner should be appointed by all five commissioners representing cities that are members of the MVTA, or whether the at-large commissioner should be appointed by the commissioners from Burnsville, Eagan, and Apple Valley, which is the current provision in the Joint powers Agreement. It was the consensus of the Council to have the at-large commissioner be appointed by all five commissioners representing cities that are members of the MVTA. Councilmember Tilley provided an update to the Council on the State lobbying efforts currently underway by MVTA. The Council encouraged Councilmember Tilley to speak of the City?s support of the MVTA lobbying for new buses rather than refurbishing 12- year old buses. IX.PRESENTATION OF 2002-2007 PARKS C.I.P. BY APrC The Advisory Parks and Recreation Commission (APrC) was present to discuss the 2002- 2007 proposed Parks C.I.P. Parks and Recreation Director Vraa and Superintendent of Parks Olson presented the C.I.P. document and were available for any questions of the Council. Following the discussion of the C.I.P. that was presented, Mayor Awada asked that the APrC look at the revenues that will be coming in 2002 from park dedication fees. 3/12/02 Special Council Minutes Page 4 Awada also challenged the APrC to give serious thought to the future, when parks dedication revenue ceases, taking into consideration the need for renewal and replacement. APrC member Margo Danner, asked the Council to involve the senior citizen community in the decision-making regarding programming, components, and layout of the future senior center at the Community Center. The Council directed that the seniors meet with the Council?s Community Center operations subcommittee and appropriate City staff to discuss the uses for the Senior Center. On behalf of the seniors that attend the City?s weekly senior gatherings, she thanked City staff for taking the time to attend the senior meetings in order to explain the workings of each of the City departments. X.DISCUSS SCOPE OF SERVICES FOR STREET SCAPING/ENTRANCE MONUMENTS The Council discussed the Scope of Services prepared by the consulting firm of SRF. It was the consensus of the Council that the costs for the entrance monuments were too high. It was the direction of the Council for staff to contact cities that have entrance monuments in order to determine a more appropriate cost. Once staff has a better idea of an appropriate cost, staff can work with SRF to appropriately scale back costs of the entrance monuments should they find that the proposed entrance monuments are not in line with other cities? spending. The Council discussed the street scaping proposals put forth by SRF and asked Public Works Director Colbert to contact other contractors in order to gauge whether the costs are accurate. If staff finds that the costs are accurate, the Council directed staff to proceed ahead with the RFP process for street scaping. XI.REVIEW FINANCING OPTIONS FOR CEDAR GROVE REDEVELOPMENT The City Council, staff, and Jim Prosser, of Ehler?s and Associates, discussed land use options within Cedar Grove, anticipated TIF revenues, and options for the financing of the redevelopment, including the possible use of improvement bonds. Prosser presented maximum versus reduced development scenarios based on reduced traffic generation requirements. The Council directed that market-rate senior housing be considered for Sub-Area 3B. The Council also directed staff to move expeditiously with the Delta proposal. Lastly, the Council directed that the Council Cedar Grove design subcommittee meet to look at design standards for the Cedar Grove area. 3/12/02 Special Council Minutes Page 5 XII. ADJOURNMENT The meeting adjourned at 10:30 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.