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06/02/1993 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota June 22, 1993 A special City Council meeting was held on Tuesday, June 22, 1993 at 5:00 p.m., in the lunch room of the Eagan Municipal Center Building. The purpose of the meeting was to discuss the City's position on paying claims against the City, for the presentation of a video vehicle detection system, for a presentation and discussion with the Parks, Recreation, and Natural Resources Commission and its consultant on the parks master plan, for a discussion of activity based costing, for a discussion of the convention and visitors bureau, and for a discussion of a special use permit for the Multiple Sclerosis Society for an outdoor fundraiser at Cub Foods. Present were Mayor Egan and City Councilmembers Awada, Hunter, and Masin. City Councilmember Wachter was absent. Advisory Park, Recreation, and Natural Resources Commission members present were Ted Billy, Lee Markell, Stephen Thompson, Frankie Hall, George Kubik, Erin lpsen-Borgerson, John Rudolph,and Jonathan Winden. Also present were Finance Director/City Clerk Van Overbeke, Parks and Recreation Director Vraa, Superintendent of Parks Von De Linde, Superintendent of Recreation Peterson, Landscape Architect/Park Planner Lilly, Acting Community Development Director Hohenstein, Chief of Police Geagan, Public Works Director Colbert, Financial Consultant Damlo, Administrative Intern Hanson, and City Administrator Hedges. POLICY ON PAYING CLAIMS AGAINST THE CITY Director of Finance Van Overbeke stated that current policy has the City, through the insurance company, paying out on claims if the City Is found negligent by the insurance company. When the City is not found negligent and the claim is denied, the recourse of citizens Is occasionally conciliation court or legal action. In the case of pot holes, the City is considered liable once it becomes knowledgeable of the hole and does not repair it. Mayor Egan voiced a concern for a consistent policy and the role that would play in public relations with the Eagan's citizenry. The council agreed to maintain its current policy regarding claims and stand behind the insurance company's decision for the claim for tire and wheel repair by Ms. Hamblin. The claim for payment to William and Cheryl Dusek was referred to the Public Works Committee since the Dusek's had previously been offered the opportunity to appeal to the City Council. City Administrator Hedges expressed a concern that the City would be opening itself to unlimited liability should it simply pay on all claims submitted and the council agreed. He indicated that Ms. Hamblin would be notified of the Council's decision regarding her claim. PRESENTATION ON VIDEO VEHICLE DETECTION SYSTEM Dawn Feinstein and Tim Van Cleave presented on behalf of Traffic Control Corporation. The system they presented was a wide-area vehicle detection system which uses video imaging to replace inductive loops in multiple lanes and multiple directions of traffic. It can also capture traffic data on a per- detection or per-time interval basis for later analysis. The presenters claimed that this new technology in traffic monitoring offers a long-term and cost-effective solution to the Intersection detection, traffic management, surveillance and control concerns of governments that are responsible for those matters. Cost is approximately $30,000 per intersection. 1 Public Works Director Colbert pointed out that the City of Eagan has only one Intersection that is entirely under the City of Eagan's jurisdiction and that it, and all other intersections, which are owned solely or jointly with the Dakota County, are the responsibility of the County. The representatives expressed that they are aware of this fact and that they have presented to the County as well. They stated that part of their mission is to create an awareness of this new technology available to jurisdictions, which will assist in the decision-making in the future. They indicated that certain intersections located in the central city are currently utilizing this technology. DISCUSSION WITH CITY OF EAGAN PARKS. RECREATION. AND NATURAL RESOURCES COMMISSION AND ITS CONSULTANT ON PARK MASTER PLAN UPDATE Barry Wagner, Consultant from Barton Aschman Associates, Inc. brought the Council up to date on the objectives of the Master Plan of the Parks, Recreation, and Natural Resources Commission. Objectives are as follows: 1) Update baseline, inventory information. 2) Complete thorough, balanced needs analysis. 3) Identify park Infrastructure needs. 4) Confirm special facilities needs. 5) Formulate policy that guides system development and growth. 6) Establish policies on natural resource systems. 7) Seek and maintain positive public input. 8) Incorporate decision-maker authorship. 9) Build logical financing and implementation plans. Ultimately, the goal of the commission Is to establish a clear vision for a mature system. The role of the consultant, as stated by Barry Wagner, is to interface with Parks and Recreation Director Vraa and the citizens of Eagan. The timeline he presented has a draft plan being completed by December with proposed approval in January 1994. The process will Include regular work sessions with staff, commissioners and council for balanced priorities. To accomplish this, comparisons of national, regional, and local trends and standards will be made and will based on demographics and user rates. Donn Wiski, consultant from Resolution, Inc., made three points. He indicated the importance of connecting all the City's resources in the parks systems process, some of which were social, natural, human, and financial. He expressed the value of connecting the land resources with household size and age groups in park planning, emphasizing the growth of the 30-55 year old age groups in Eagan. He emphasized the importance of engaging pubic participants In the parks planning process and the various usable techniques to encourage involvement and to disseminate Information. John Schultz, consultant from the University of Minnesota, expressed the following as trends to consider in parks and recreation planning: 1) Convey the benefits to be derived. 2) Ability for facilities changes. 3) Activities preferences. 4) Cooperative efforts. 5) "Youth at Risk" concerns. 6) Multiple services for the aging. 7) Multiple racial and cultural diversity. 8) Environmentalism. 9) Recycling and cycling. 2 Other trends include: 1) More enabling and less directive services. 2) Cities acting in informational and referral roles. 3) Activity modification and new games. 4) Cater to "enforced leisure" needs. 5) Utilize the benefits of science and technology. Group participation identified the current park and recreation Issues In Eagan: Participation Implementation A. Engaging kids A. Link to means/resources B. Community input early B. Empower users C. Leadership training C. Participation/costs/fees D. "Total" budgeting Acquisition/System Recreation Programs A. Sources of financing A. Level of services B. Mini parks B. Service to highly dense, C. Service areas/subareas mobile populations D. Impact of total develop- C. Use conflicts ment on systems needs (i.e., trails) E. Safety issues D. Technology F. Full S.W.O.T. G. Historical element Tr it Park Development A. Design standards A. Mini parks B. Multi vs. single use B. Telecommunications C. Lighting/security infrastructure D. Fed/state access/leverage C. Educational development E. System operations/continuity /maintenance Roles/Public/Private ,Special Facilities A. Partnerships A. "Small" swimming pools B. Fund raising partnerships B. Capone sculpture par and C. Anti-vandalism amphitheater D. Neighborhood communities: C. "Arts" complex organizing focal point D. Community meeting space E. Public staff and $ involve- E. Farmer's market ment in private lands/ F. Band shell ventures G. Community farm F. Private golf course H. Community center connection 3 Park Operations A. Relate improvements to operating costs B. "Low maintenance" mentality C. Budget part of plan D. "Adopt a X,Y,Z," etc., ideas ACTIVITY-BASED COSTING Financial Consultant Damlo explained that the study he has provided is to assist the Council in identifying the service activities provided by the City and the full costs associated with each service program. He explained that the data was collected from each department and categorized according to the activities performed In providing services. He went on to further explain that 45 service programs were identified and were classified as being "Direct" or "Support" services, and that he apportioned the department's 1993 budgeted amount associated with each program. City Administrator Hedges commended Financial Consultant Damlo on the study and indicated that it, in reality, represents the 100's of services that the City of Eagan provides its citizens. He pointed out that a greater distinction of costs would be impossible because of the cross-over that occurs in "Support" services. Councilmember Hunter asked if the same breakdown process could be applied to the budgetary process, that he would appreciate the extra detail concerning captial allocations and matching revenue sources within the 45 identified programs. Councilmember Awada agreed, indicating that such a breakdown would act as a tool for more accurate for budgeting. Councilmember Hunter indicated that he would like to see the City take a profit and loss approach to budgeting, maximizing the programs that indicate profit. Mayor Egan cautioned against a dependence on license revenue in that a down turn in the economy can bring about adverse outcomes for the City. City Administrator Hedges stated that he is interested in exploring new approaches to budget' systems and he asked the Council to submit their ideas for a new budget system. Councilmember Awada and Mayor Egan agreed that accounting to the public is their most important responsibility as public servants. Councilmember Hunter asked Consultant Damlo to provide the Council a net profit or loss approach on the programs in the study. Finance Director/City Clerk Van Overbeke cautioned against the conclusions that can be drawn from data. Councilmember Awada assured that it wasn't her intention to use this data as a mechanism to cut the budget. CONVENTION AND VISITOR'S BUREAU Councilmember Masin voiced a concern that no allowance for public input has been made in advance of the official City Council consideration of the proposed Convention and Visitor's Bureau scheduled for July 6. She indicated that she also prefers, in general, to have council input before attorney input on issues. City Administrator Hedges then explained the conception and development of the Convention and Visitor's Bureau. He further explained that the Chambers and hotels Involved in the process are expecting Council consideration on July 6 and that the Commission does not want the process to slow down. City Administrator Hedges also stated that the Economic Development Commission requested preparation of an ordinance and agreement for City Council consideration at the time the Convention and Visitor's Bureau is heard by the City Council. 4 Councilmember Masin referred to the process leading up to the Convention and Visitor's Bureau as being similar in nature to the Dakota County Partnership and that she was apprehensive about it. Mayor Egan Indicated that he didn't see a parallel with the two in that this project can potentially bring money to the city. Councilmember Awada agreed and stated that the City would have little In the way of financial commitment and no ongoing involvement. Councilmember Masin expressed that an agreement made hastily might exclude other businesses from getting Involved. Acting Community Development Director Hohenstein assured her that the agreement does allow for broader involvement than those businesses Initially Involved. Mayor Eagan explained that there Is a potential four-to-one dollar return to the city on the project and after further discussion stated that the appropriate procedure was to continue discussion on the topic at the July 6 meeting. SPECIAL USE PERMIT/MULTIPLE SCLEROSIS SOCIETY/ CUB FOODS OUTDOOR FUNDRAISER City Administrator Hedges explained the request presented by the Multiple Sclerosis Society for an outdoor fundraiser. Mayor Egan wondered if it only included the Eagan Cub store. City Administrator Hedges explained that the event takes place at 20 Cub stores in the area. Councilmember Hunter moved and Councilmember Awada seconded to permit the Multiple Sclerosis Society to hold an outdoor fundraiser at Eagan Cub Foods; the motion passed unanimously. OTHER BUSINESS City Administrator Hedges announced an invitation the City received from the Northern Dakota County Chamber of Commerce to the Grand Opening of the new Taco Bell at 2000 Cliff Road, starting at 9:00 on Tuesday, July 6. City Administrator Hedges explained requests by retiring employee, Donn Smith, to change his last day of work from June 29, 1993 to June 30, 1993 and his first day of retirement from June 30, 1993 to July 1, 1993. These adjustments will allow him to benefit from higher retirement benefits from PERA. These changes were agreed to by Berkley Administrators, the City's Workers' Compensation representatives, who had previously negotiated a retirement settlement resulting from a work-related Injury. Councilmembers in general agreed that Donn Smith deserved this added benefit. Councilmember Awada moved and Councilmember Hunter seconded to change Donn Smith's last day of work from June 29, 1993 to June 30, 1993 and his first day of retirement from June 30, 1993 to July 1, 1993; the motions passed unanimously. June 22, 1993 Late city Clerk 5