01/12/2021 - City Council SpecialSPECIAL CITY COUNCIL MEETING
TUESDAY
JANUARY 12, 2021
5:30 P.M.
VIRTUAL MEETING: Call in 651-675-5050
AGENDA
I. ROLL CALL AND ADOPTION OF THE AGENDA
II. VISITORS TO BE HEARD
III. INFRASTRUCTURE NEEDS ANALYSIS – UTILITY RATE STUDY PREPARATION
IV. FAIR HOUSING POLICY
V. LEASH ORDINANCE REVIEW
VI. OTHER BUSINESS
VII. ADJOURNMENT
Agenda Information Memo
January 12, 2021 Special City Council Workshop
III. Infrastructure Needs Analysis – Utility Rate Study Preparation
Direction for Consideration:
Receive information and provide feedback to consider in preparation for the Utility Rate
Study presentation at the March Council Workshop regarding the future funding
considerations to address the increasing needs for rehabilitation and replacement of the
public utility infrastructure.
Facts:
Public Works Department staff have recognized a need to develop a long-term plan
to ensure utility infrastructure is in good working condition to meet the continually
evolving needs of the City and its utilities customers. An infrastructure engineering
analysis was proposed to identify the anticipated needs for the rehabilitation and the
future replacement of the infrastructure that includes all the public utility systems
managed by the City. Additionally, staff have acknowledged the value of a
consolidated planning effort with the upcoming Utility Rate Study to ensure that both
the infrastructure and financial planning work together.
With recent concerns over reserves usage and aging infrastructure issues on the
horizon, long-term forecasting is needed to extend the financial vision beyond the
classic 10-year plan to an extended 50+ year plan. The infrastructure analysis
includes the following utilities: Water, Sanitary Sewer, Storm Sewer, Water Quality,
and Street Lights.
On June 2, 2020, the City Council authorized an engineering infrastructure analysis
by Advanced Engineering and Environmental Services, Inc. (AE2S) for the purpose of
supplementing the Utility Rate Study.
The engineering infrastructure analysis has been completed and includes the
following elements:
o Capital Needs Model and Asset Inventory Development - Model includes
master planning documents, five-year capital improvement plans, city-wide
comprehensive plans, city utilities budgets, asset inventory, other planned
capital projects or expansions, and GIS-based inventory data.
o System Growth and Redevelopment Analysis – Includes system growth and
redevelopment assumptions by City staff, increased Atlas 14 rainfall
considerations, and established infrastructure replacement timelines.
o Operating & Maintenance (O&M) Cost Projections – Forecast budgets,
escalation factors, additional insight from planning documents and asset
condition assessment.
o Long-Term Rehabilitation and Renewal (R&R) Plan Development –
Underground facilities models incorporated pipeline age, material, and
failure history to estimate the future failure probability. This information was
combined with the capital needs model and the O&M projections to
complete the long-term R&R plan. Above ground facilities used remaining life
estimates. Water quality and streetlight utilities used the capital needs model
and the O&M projections.
o Model Refinements and Documentation - Refinement and adjustment will
occur in conjunction with the Utility Rate Study. This process may include
delaying or shifting capital and rehabilitation items to better fit within utility
revenue forecasts.
Jacob Strombeck, AE2S, will share a summary of the details of the Infrastructure
Needs Analysis that he guided staff through over the past six months. He and
Director Matthys will address any questions from the Council after the presentation.
Attachments: (1)
III-1 Presentation Slides
Eagan Long-Term
Capital R&R Study
Infrastructure Needs
Analysis
City Council Workshop
January 12, 2021
1
Outline
1 Introduction & Study Goals / Drivers
2
3
Long-Term Capital Rehabilitation &
Replacement (R&R) Plan
•Water Utility
•Sanitary Sewer Utility
•Stormwater and Water Quality (WQ) Utility
•Streetlight Utility
•Utility Staffing
Study Conclusions & Next Steps
2
Introduction1
3
Introduction1
•Phase 1 –Long-Term Capital R&R Study
(discussed today)
•Phase 2 –Utility Rate Study
(to be discussed at the March Council Workshop)
4
Goal of Study (Phase 1)1
•Primary:Analyze long-term (50-years) infrastructure
rehabilitation and replacement (R&R) needs to understand
financial needs required to maintain our current level of
service
•System-wide and holistic analysis
•Consider risk (consequences and likelihoods of failure)
•Staffing and equipment considerations
•Secondary:Develop planning tools and models for on -going
R&R needs analysis
5
Current Approach to R&R Planning1
6Financial charts include 3% annual inflation
$6.3 $6.0 $6.2 $6.6 $6.8 $7.8 $9.1 $10.5 $12.2 $14.1
$0.0
$10.0
$20.0
$30.0
$40.0
$50.0
$60.0
$70.0
$80.0
Annual SpendingMillionsCurrently Planned R&R Spending
(5-Year Increments)
•How can we continue to maintain the current level of service
to our residents in the future?
•Challenges
•Infrastructure is aging
•Current R&R approach is spending down reserves
•Future cost/investment needs will exceed currently planned funding
•Increased precipitation causing an increase in infrastructure needs
•Replacement costs are exceeding inflation rates
Key Drivers for Study1
7
50-Year R&R Plan
Water Utility2
8
•Current Infrastructure
Requiring R&R Planning
•22 groundwater supply wells (with
plans for a future Well 23)
•2 water plants and 2 pump stations
•7 storage tanks/reservoirs
•346 miles of pipe and 29 PRVs
•Maintenance equipment
•Key issue:
•Timing of future replacement will be
clustered together
Water System Overview2
9
•Plan for pipeline replacement based on failure risk
•Failure probability based on material and age
•Other key risk criteria include:
•Break history
•Soil condition
•Performance
•Service connections
•Service to critical facilities
Water R&R Plan (Part 1)2
10
Note: by 2050, nearly all the cast iron
pipe (CIP) is predicted to fail.
Water R&R Plan (Part 1 continued)
Pipeline Miles Replaced
2
2020-2069 Water
Rehabilitation/Replacement
11
•Generalized R&R needs
increase*:
•Needs will increase by
150% over next 20-
years (need to spend
2.5 times more)
•50-years out, needs
increase 430% (need to
spend 5.3 times more)
Financial charts include 3% annual inflation
Water R&R Plan Summary2
12
Annual Utility R&R Needs
(5-Year Increments)
*Note: calculated as an increase from currently planned R&R spending
Sanitary Sewer Utility2
50-Year R&R Plan
13
•Current Infrastructure
Requiring R&R Planning
•20 lift stations
•274 miles of collection system
•Maintenance equipment including
vac trucks and camera vans
•Key issues:
•Desire to replace all VCP (clay)
pipe by 2040
•Timing of future replacement
will be clustered together
Sanitary Sewer System Overview2
14
•Plan for pipeline lining and replacement based on failure risk
•Failure probability based on material and age
•Other key risk criteria include:
•Service history
•Pipeline slope and performance
•Acoustic testing results
•Service connections and service to critical facilities
•Increase current lining program to 10,000+ feet annually
Sanitary Sewer R&R Plan (Part 1)2
15
Note: by 2045, nearly all the clay pipe
(VCP) is predicted to fail.
Sanitary Sewer R&R Plan (Part 1 cont.)
Pipeline Miles Replaced/Lined
2
16
2020-2069 Sanitary Sewer
Rehabilitation/Replacement
Sanitary Sewer R&R Plan Summary
•Generalized R&R needs
increase*:
•Needs will increase by 230%
over next 20-years (need to
spend 3.3 times more)
•50-years out, needs increase
350% (need to spend 4.5 times
more)
Financial charts include 3% annual inflation
Annual Utility R&R Needs
(5-Year Increments)
2
17*Note: calculated as an increase from currently planned R&R spending
Stormwater and Water Quality (WQ) Utility2
50-Year R&R Plan
18
•Current Infrastructure Requiring
R&R Planning:
•21 lift stations
•234 miles of collection system
•Numerous storage ponds and BMPs
(for improving water quality)
•Maintenance equipment including
sweepers and weed harvesters
•Key Issues:
•Increased rainfall by 25%
•Evolving MS4 requirements
(discharge permit)
•Changing regulations
Stormwater and WQ Utility Overview
Annual Rainfall Trends
(Statewide for MN)
2
19
Increasing annual
rainfall trend.
•Plan for pipeline lining and replacement based on failure risk
•Failure probability based on material and age
•Other key risk criteria include:
•Service history
•Pipeline performance
•Pond performance
•Flood risk to properties
Stormwater R&R Plan (Part 1)2
20
Note: in general, storm sewer pipe is
in good condition and predicted to last.
Stormwater R&R Plan (Part 1 cont.)
Pipeline Miles Replaced/Lined
2
21
2020-2069 Stormwater
Rehabilitation/Replacement
Stormwater R&R Plan Summary
Financial charts include 3% annual inflation
Annual Utility R&R Needs
(5-Year Increments)
2
22
•Generalized Stormwater
and WQ R&R needs
increase*:
•Needs will increase by 50%
over next 20-years (need to
spend 1.5 times more)
•50-years out, needs
increase 100% (need to
spend 2.0 times more)
*Note: calculated as an increase from currently planned R&R spending
WQ R&R Plan Summary
Financial charts include 3% annual inflation
Annual Utility R&R Needs
(5-Year Increments)
2
23
•Generalized Stormwater
and WQ R&R needs
increase*:
•Needs will increase by 50%
over next 20-years (need to
spend 1.5 times more)
•50-years out, needs
increase 100% (need to
spend 2.0 times more)
*Note: calculated as an increase from currently planned R&R spending
Streetlight Utility2
50-Year R&R Plan
24
•Current Infrastructure Requiring R&R Planning
•3,500+ lights owned by the City, Xcel Energy, or Dakota Electric
•Key Issues:
•Many lights are at the end of service life/contracts
•Transition to newer lamp technologies (LED)
•Circuitry failures and replacements
•Potential to add lighting to additional neighborhoods
Streetlights2
25
Streetlights R&R Plan
Annual Utility R&R Needs
(5-Year Increments•Generalized R&R needs
increase*:
•Needs will increase by 150%
over next 20-years (need to
spend 2.5 times more)
•50-years out, needs increase
650% (need to spend 7.5 times
more)
Financial charts include 3% annual inflation
2
26*Note: calculated as an increase from currently planned R&R spending
Utility Staffing2
50-Year R&R Plan
27
•3 to 5 new staff members
recommend in next 5-years
•1 dedicated staff member
for storm sewer televising
•R&R plan includes
equipment for new staff
members
Estimated Staffing Required to Meet
Increased R&R Needs
Annual New Staff Required
($500,000 Budgeted Increase per new Staff)*
2
28
*Note: $500,000 is based on comparison of FTEs to public works / utility budgets for other communities within the Twin
Cities Metro and comparison with other national benchmarks.
Study Conclusions and Next Steps3
29
•95% increase in R&R needs
over the next 5-years
(compared to planned funding)
•Tripling of R&R needs by 2040
•By 2070, R&R needs are 5
times more, primarily driven by
many assets nearing end of life
(including large portions of
underground infrastructure)
Overall Long-Term R&R Study Findings
Financial charts include 3% annual inflation
2
30
$6.3 $6.0 $6.2 $6.6 $6.8 $7.8 $9.1 $10.5 $12.2 $14.1
$12.2 $12.7 $13.5 $14.1
$20.1
$22.9
$31.2
$36.6
$65.1
$75.7
$0.0
$10.0
$20.0
$30.0
$40.0
$50.0
$60.0
$70.0
$80.0
Annual SpendingMillionsCurrently Planned vs Estimated R&R Needs
(5-Year Increments)
Existing R&R Spending
Estimated R&R Needs
Currently Planned R&R Spending
Overall Long-Term R&R Study Findings
Total Utility Needs (5-Year Increments)
Financial charts include 3% annual inflation
3
31
•City Council consider increase of R&R funding
•Include near-term R&R funding targets in utility rate study
(to be discussed in March):
•How to financially plan for increased R&R needs in the future?
•Continue current pay-go cash funding
•Explore bonding / debt financing
•How quickly to replenish and grow R&R reserves?
•Continue to develop and refine long-term R&R
infrastructure plan with periodic updates
Next Steps3
32
Questions
and Discussions
33
Jacob.Strombeck@AE2S.com
Agenda Information Memo
January 12, 2021 Eagan Special City Council Meeting
IV. FAIR HOUSING POLICY
Direction To Be Considered:
To provide direction on whether the City should establish a Fair Housing Policy.
Facts:
As a recipient of federal CDBG and HOME funds, the City must affirmatively
further fair housing and comply with federal fair housing requirements. The City
is subject to fair housing laws even though it does not own or manage public
housing.
The Metropolitan Council is encouraging cities to adopt a Fair Housing Policy,
and the City was required to list a Fair Housing Policy in the housing tool matrix
within the 2040 Comprehensive Plan.
Beginning in 2019, the Metropolitan Council requires that cities receiving Livable
Communities funding have an approved Fair Housing Policy. Two counties and
25 metropolitan cities have approved Fair Housing Policies.
Staff provided basic information regarding a potential Fair Housing Policy in the
February 1, 2019 Additional, and a Fair Housing Policy was included in the 2020
Community Development Work Plan presented at the October 11, 2019 City
Council retreat.
City staff have drafted a Fair Housing Policy that includes:
o Making information available on-line and in-person.
o Using best practices for internal processes that do not discriminate; and
o Providing basic fair housing information to staff and officials.
The City will not conduct fair housing investigations or bring enforcement
actions.
All fair housing complaints will be directed to the City’s Fair Housing Officer who
will track complaints and refer complainants to appropriate agencies.
Policy Question:
1. Does the City Council have any suggested changes in the attached Fair Housing
Policy?
Attachments: (2)
IV-1 Draft Fair Housing Policy
IV-2 Presentation
CITY OF EAGAN
FAIR HOUSING POLICY
Approved ________________________, 2021
I. PURPOSE AND VISION
Title VIII of the Civil Rights Act established federal policy for providing fair housing
throughout the United States. The intent of Title VIII is to assure equal housing
opportunities for all. Local governments that receive federal community
development funds under Title I of the Housing and Community Development Act of
1974 are obligated to certify that they will affirmatively further fair housing, and the
Metropolitan Council requires cities to adopt a fair housing policy to qualify for
livable communities funding.
To comply with these obligations or requirements, and because the City of Eagan is
committed to racial equity and inclusion and strongly supports fair housing, the City
has developed this Fair Housing Policy.
II. FAIR HOUSING POLICY STATEMENT
It is the policy of the City of Eagan to ensure that fair and equal housing opportunities
are available to all persons in all housing opportunities and development activities
funded by the City regardless of race, color, religion, gender, sexual orientation,
marital status, status with regard to public assistances, familial status, national origin,
or disability. This shall be done through policies that provide meaningful access to
all constituents and fair housing informational and referral services. Internal practices
and procedures will not discriminate and will affirmatively further fair housing.
III. FAIR HOUSING OFFICER
The City of Eagan has designated the following person as the Fair Housing Officer:
Community Development Director
3830 Pilot Knob Road
Eagan, MN 55122
651-675-5660
commdevelopment@cityofeagan.com
The Fair Housing Officer is responsible for providing public information regarding
this policy and applicable federal and state fair housing requirements and resources,
and referral of all fair housing complaints. While not expected to be an “expert” in
fair housing laws or to conduct any investigation or bring any enforcement actions,
the Officer will be familiar with state and federal fair housing laws and the state and
federal agencies that handle complaints.
IV. BEST PRACTICES
A. Meaningful Access to Information.
a. On-line information. The City of Eagan will have information about fair
housing displayed on its website, as well as access to state and federal fair
housing resources including complaint forms.
b. Rental registration. Information on fair housing will be provided to
landlords at the time of rental registration.
c. Communications. The City’s Fair Housing Officer will work with the
Communications Department on regularly providing information about
fair housing through the City’s media outlets.
d. In-person information. The City of Eagan will provide fair housing
information to anyone requesting such information at City offices.
Information provided will include:
i. A list of fair housing enforcement agencies
ii. Fair Housing Complaint Information
e. Languages. Material in other languages can be requested and provided on
an individual basis.
B. Staff Training. The City will provide basic fair housing information to its staff
and elected officials.
C. Housing Analysis. The City will review its housing inventory periodically to
examine the affordability of both rental and owner-occupied housing to inform
future City actions.
D. Code Analysis. The City will periodically evaluate its municipal code with a
focus on zoning, building and occupancy standards, to identify any potential for
disparate impact or disparate treatment.
E. Project Planning and Analysis. During project planning and development review,
the City will consider fair housing issues, including whether potential projects
may perpetuate segregation or lead to displacement of protected classes.
F. Community Engagement. The City commits to ongoing community engagement.
Specifically, the City commits to conversations with the community regarding
potential housing projects, zoning changes, and other land use planning decisions.
G. Impediments to Fair Housing. As a recipient of federal funds, the City agrees to
participate in the Regional Analysis of Impediments. The City will review
recommendations and consider policy changes as deemed appropriate.
Date of Approval: _________________________________________
Signed: _________________________________________
Mike Maguire, Mayor
Agenda Information Memo
January 12, 2021 Eagan Special City Council Meeting
V.Leash Law Ordinance
Direction for Consideration:
To provide direction regarding changes to Section 10.11 relating to certain dog regulations.
Facts:
➢Current sections of the City Code regulating physical restraining and control of dog s are
listed below:
Section 10.11 Dog, cat ferret and horse regulation and dog licensing
Subd. 1. Definitions.
At large. With regard to dogs, cats and ferrets, at large means off the premises of the owner
and neither is controlled by a leash or voice command of owner of suitable age nor confined in
a vehicle or cage.
Physical Restraint means the dog is controlled or kept as to prevent it from running at large
through any of the following means or methods:
1.Kept inside of a residence
2.Kept inside a pen, cage or fenced area which is constructed strong enough to contain
the dog
3.A picketed or leash, which is short enough to keep the dog from leaving the property or
entering upon any public-right-of-way, yet which is long enough to not unreasonably
interfere with the dog’s movement.
4.Kept inside the perimeter of a buried electronic barrier/collar system, provided the dog
is trained in accordance with the system, the dog is wearing the collar, and the
electronic barrier system is properly functioning.
5.Collar leash or chain no longer than six feet, and under the control of an accompanying
person while off the owner’s property
6.Temporarily secured within a vehicle
Subd. 2. Running at Large Prohibited. It is unlawful for the owner of any dog, cat ferret or
horse to run at large.
➢Currently, the City does allow dogs to be off leash in the public, provided they are under
voice control.
➢Recently the City has been asked to consider modifying City Ordinance, which would
require dogs to be on a leash at all times while in public and outside.
➢Consideration may also be given to have the ordinance amendment include a
requirement that dogs in yards bordering public streets or public property must be
physically or electronically restrained, beyond that which is currently included in the
ordinance.
Attachments:
V-1 Animal Control Leash Policy Research
Leash Policy Research
City On Owner's Property Off Owner's Property
Eagan
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large.
Dogs must be under voice command or on
leash. Dogs must be leashed in park and
recreation areas.
Apple Valley
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed or in a vehicle.
Burnsville
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large.
Dogs must be leashed, in a vehicle or
otherwise physically controlled.
Inver Grove
Heights
Owners should take all reasonable steps to
secure animals on their property, including
but not limited to a fenced enclosure, an
electronic perimeter fence for which the
dog has been trained, or a chain or lead.
Dogs in common areas of apartments,
condominiums, cooperatives, and town
homes shall be kept on a leash not greater
than sixteen feet (16') in length and under
restraint at all times. Dogs must be leashed.
Mendota
Heights
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed or in a vehicle.
Blaine
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed.
Bloomington
Dogs must be in fenced and secure yard or
or buidling, picketed in the backyard, or
under voice command
Dogs must be controlled by a leash,
provided that when persons or other
animals are within 20 feet the leash is
shortened to 6 feet.
Brooklyn Park
Dog must be under some form of physical
restraint such as a leash or fence or in the
presence of a competent person Dogs must be leashed or in a vehicle.
Coon Rapids
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed or in a vehicle.
Eden Prairie
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed.
Leash Policy Research
City On Owner's Property Off Owner's Property
Lakeville
Dogs must be within a secure fence or
building, or tethered, or under voice
control, or controlled by an electronic
training collar. Dogs may not run at large.
Dog must be controlled by a leash not
exceeding 25 feet, except dogs that have
passed the canine good citizen test
certification program or its approved
equivalent are permitted to be under voice
control of a dog handler, as are dogs fitted
with an eletronic collar. When a pedestrian
approaches within 100 feet, the dog must
be immediately recalled and brought under
close control. The canine good citizen test
certification, or an approved equal, must
be kept current. All dogs must be leashed
in Ritter Farm Park.
Maple Grove
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large. Dogs must be leashed or in a vehicle.
Minnetonka
Leash/restraint/fence not required on
owner's property. Dogs may not run at
large.
Dogs must be on a leash at all times, except
when under voice command in ungroomed
areas of parks and trails. Pets are not
permitted on any developed areas of parks
and trails. A dog can be under voice
command in neighborhoods only if it is
directly beside an owner.