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11/23/1993 - City Council Special MINUTES OF A SPECIAL MEETING OF EAGAN CITY COUNCIL Eagan, Minnesota November 23, 1993 A Special City Council meeting was held on Tuesday, November 23, 1993 at 5:00 p.m. in the Eagan Municipal Center Building. The purpose of the meeting was for the City Council to consider several issues relating to the Municipal Building/Public Safety Expansion project and for further consideration of the Draft 1994 General Fund operating Budget. Those in attendance were Mayor Egan, and City Councilmembers Awada, Hunter, Masin, and Wachter. Also present were Director of Finance VanOverbeke, Assistant to the Administrator Hohehstein, Chief of Police Geagan, Fire Chief Nelson, Utility Maintenance Worker Kriha, Station Commander Scott, Administrative Officer Flood, Fire Station Manager Mark Sportelli, Fire Battalion Chief Jensen, Station Commander John Grinland, Fire Training Officer Bahrke, Fire Battalion Chief Diloia, Station Commander Diloia, Director of Public Works Colbert, Chief Building Official Reid, Director of Parks Vraa, Director of Community Development Reichert, Administrative Intern Pruitt, and City Administrator Hedges. Replacement of Memorial Garden Councilmember Awada notified the Council a number of citizens expressed concern over the destruction of a Memorial Garden located on the Northwest corner of Dodd and Diffley Roads. The garden, a commemorative to the original property owner, was recently turned under during construction. The citizens requested location of another memorial garden on the Fire Department's property. The City Council as well as the Fire Department supported locating a replacement memorial garden on Fire Department property. Councilmember Wachter added he would like to see shrubbery used for lower maintenance levels. Municipal Center/ Public Safety Expansion Project Architect Thorbeck briefly described the design for Alternate 5A with design plans and a three dimensional model. Design 5A proposes new counci1chambers, surveillance equipment for police parking lots, and a service counter access between the public and departments. Architect Thorbeck suggested continuing the stone curtain located on the existing municipal building onto the expansion, and echoing horizontal bands of stone and brick echoed near entrances and the proposed new council chambers. He also reminded the City Council it would be necessary to consider whether it would be appropriate to place the Fire Department* within the municipal center. The City Council discussed the possibility of the Fire Department remaining within the existing Fire building, and 00 T EAGAN CITY COUNCIL NOVEMBER 23, 1993 PAGE TWO utilizing the denoted department space in the lower level for a community room. Councilmembers Awada questioned the expenses associated with various modifications. Project Manager Stowe responded that a rough estimate for the construction of a courtyard would cost $100,000. Remodeling the existing fire building could cost approximately $30,000. A new antenna, proposed in Alternate 5A, was estimated by Mike Stowe at $30,000. Considering these were rough estimates, Project Manager Stowe will present several alternatives and associated costs for the following Special City Council Meeting. These estimates will include pros and cons along with associated costs for a number of alternatives including the elimination of the proposed new City Council Chambers, elimination of the proposed sunken courtyard, the expense of renovating the existing Fire Department building, and the cost of installing skylights. Estimates will be prepared by Monday December 6, 1993, for the City Council to review for the Special City Council meeting on December 7, 1993 at 4:30 p.m. Architect Thorbeck advised the City Council that the purpose of the Special City Council meeting was to seek approval for the location of the Police Department in a segregated, newly constructed building, and to decide whether the Fire Department should be located within the lower level of the municipal building. Councilmember Wachter posed an additional policy question; requesting whether the Council fully supported construction of a basement. The Council supported the construction of a basement level for future expansion. Chief of Fire Nelson presented Fire Department concerns of being located in the lower level of the municipal building. The Fire Executive Board presented concerns regarding staff morale at being located in the lower level, projected equipment accessibility difficulties, and undue wear and tear on Fire equipment should a meeting room not be located within the new Fire Facility. The Fire Department also prepared an alternative plan for City Councilmembers to review which proposed a Fire building to the south of the new Police facility. Mayor Egan questioned Councilmembers what should happen to the existing Fire building if the Fire Department relocated. City Administrator Hedges advised Councilmembers that the Tourism and Convention Bureau and the Chamber of Commerce hold a one year lease for their current location, and may be interested in locating within the empty Fire building, should the Fire Department relocate to the municipal center. Considering the feelings of the fire department with locating in the lower level of the municipal and police expansion building, EAGAN CITY COUNCIL NOVEMBER 23, 1993 PAGE THREE Councilmember Wachter stated he was in support of renovating the existing Fire Department building. Draft 1994 General Fund Operating Budget Mark Sportelli, President of the Relief Association and Administrative Officer Flood presented the Fire Department's budgetary allocation request for $134,310. The City Council addressed two policy questions regarding the Volunteer Firefighter Relief Association budget allocation. The first policy decision was whether a budgetary allocation for 1994 would vary from the 1993 appropriation to $194,833. The second issue considered action to determine the pension level for the next three years for the Fire Department Relief Association. The last pension level was agreed to in August of 1990, covering the years 1991, 1992, and 1993. The Volunteer Fire Department Relief Association recommended the maximum amount of $3,375, which was in excess of the maximum of $3,000 previously provided for in State Law, be increased to $4,225 per year of service effective January 1, 1994. Councilmember Hunter questioned how Eagan ranked in relation to other cities within the state. President of the Relief Association Mark Sportelli, reported that Eden Prairie received 950 calls, and Minnetonka had 150 calls, in comparison with Eagan's number of monthly calls of 561. Councilmember Hunter replied although he could not support the increase this year, he would like to see a survey including total number of calls, firefighters, pensions, and how many firefighters per capita of various cities for future requests. Mayor Egan proposed an option that would keep the 1993 allocation at the same level for one year. Councilmember Hunter seconded the motion. Following further discussion of the impacts of such a motion, Councilmember Hunter withdrew his motion. The City Council reached a consensus that the budget level should be set at $104,000 for 1994 and that the pension level discussions would proceed at a later date. HAZMAT Chief of Fire Nelson presented the Fire Department's request of $29,450 for Hazardous Material training and equipment. He explained that currently 100% of the firefighters are trained in a Level One Hazard Material Response, which primarily assists people out of contaminated areas. Level Two training, he explained, allowed firefighters to advance into a hot zone. With only 40% of firefighters trained for Level Two Hazardous material response, the $9,450 allocation, Chief of Fire Nelson contended, would be used for necessary training expenses. Currently, Fire Chief Nelson 00413 EAGAN CITY COUNCIL NOVEMBER 23, 1993 PAGE FOUR reported, since existing fire fighter suits do not comply with HASMAT conditions the $20,000 allocation would be used to purchase needed equipment. Chief of Fire Nelson added that some of the expenses may be recoverable, as if the responsible party can be found the law allows charging the responsible party for incurred expenses. Oak Wilt City Administrator Hedges introduced the policy issue of the proper dollar amount allocation required to combat the oak wilt problem. He notified Councilmembers that Director of Parks Vraa desired that the City Council make an allocation for the Park Department. This allocation, he discussed, would determine what percentage of Oak trees could be saved through program efforts. Mayor Egan stated he would support allocating the cost savings from the Fire Department Pension Benefit Plan towards combatting the Oak Wilt problem. However, he added, no additional monies would be located within the budget. Councilmember Wachter suggested that if the Council chooses to commit to save the Oak Trees, then Eagan should adopt an Oak Wilt Program. Councilmembers suggested various alternatives in combatting the Oak Wilt issue, such as focusing efforts on planting of new trees, utilizing volunteers in a concept like Adopt A Park, and continual revaluation of Oak Wilt efforts. There was concensus that an Oak Wilt Program is very important to the City, and some level of funding should be dedicated starting in 1994. City Councilmembers set a preliminary date for the first Regular City council Meeting in March to evaluate the status of the Oak Wilt Project. Budget Councilmember Awada recommended the City Council revisit a discussion on comparable worth salaries in the future. Mayor Egan proposed an on-going daily process be used for the budget operations. He complimented City Administrator Hedges and staff on an excellent job of preparing such a user friendly document for the 1994 Budget. Mayor Egan identified some assumptions the City of Eagan should use when preparing future budgets. He encouraged the use of volunteers and empowering service organizations to resolve budgetary constraints within various departments. Councilmember Masin expressed she would like to see the use of more interns in the future. City Councilmembers discussed at length alternatives and potential considerations for fiscal conservativeness in 1994 and 1995. 111 EAGAN CITY COUNCIL NOVEMBER 23, 1993 PAGE FIVE legal expenses would be provided to the City Council shortly. He also notified City Councilmembers that a great amount of reform has been proposed for legal operations. City Councilmembers decided to pursue an RFP Process for legal services in February 1994. Councilmember Hunter expressed he would like to see a survey of local cities regarding the level of involvement city attorneys participated in municipal endeavors, such as whether or not extensive findings of fact are completed regularly, and how often attorneys attend planning commission and city council meetings. History Committee Meeting Announcement City Councilmember Wachter notified Councilmembers and staff of the History Committee Meeting on December 6, 1993 at 6:00 p.m. Amendment to Birch Street Vacation Resolution Due to an error in the legal description of the Woodlands Fourth Addition used when preparing the Resolution, official action was requested by the City Council to amend the Resolution. Since the public hearing and Resolution were prepared as a result of the regular scheduled City Council meeting, the City Council was able to amend the Resolution in a Workshop setting. Mayor Egan moved the motion for an amendment to Birch Street vacation, and Councilmember Wachter seconded it. The motion passed with full support by the Council. Update Dakota County Electric Association Councilmember Masin provided an update on the bimonthly meetings of the City of Eagan and Caponi Art Park representatives. City Administrator Hedges informed the City Council that a focus group meeting for the Master Park Plan will be held on December 15, 1993. Director of Parks and Recreation Vraa is seeking volunteers who are familiar with Eagan's history and are interested in discussing the pulse of the community as well as the vision of Eagan's Parks and Recreation plan in the future. Volunteer names should be recommended to Director of Parks Vraa or Administrative Secretary Finnegan. There being no further discussion, the Special City Council meeting was adjourne t :43 .m. November 23. 1993 Date City CLerk If you need this information in an alte tive form such as Large print, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN, 55122, 681-4600 (TOD Phone: 454-8535).