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11/21/1985 - City Council Special SUBJECT TO APPROVAL MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA NOVEMBER 21, 1985 A special meeting of the Eagan City Council was held on Thursday, November 21, 1985, at 7:00 P.M., at the Eagan Municipal Center. Present were Mayor Blomquist and City Councilmembers Egan, Smith, Thomas and Wachter. Also present were Director of Public. Works Colbert and City Administrator Hedges. PUBLIC WORKS GARAGE EXPANSION The City Administrator reported on the prgress to date of the Public Works Committee's review of the proposed Public Works Garage expansion program. He stated that the Public Works Committee is recommending Scheme C, as presented by the architect, that includes a proposed budget of $1,383,200. Jack Boarman, of Boarman Architects & Associates, appeared and presented all three schemes for review by the City Council. After reviewing various schemes, Mr. Boarman further stated that a facility to store salt and sand is required and will cost an estimated $120,500. Members of the City Council considered several options, after reviewing the three schemes, such as continuing a longer term lease program for storage of equipment, contracting for services for snow removal and reducing the size of the building at this time. After an in-depth review, it was determined by the City Council that leasing storage space and contracting for services is inefficient and does not provide a desired level of public service. It was also determined, after reviewing several possibilities for reducing the size of the Public Works expansion project, that the elimination of administrative office space, reduction of vehicular storage space and other considerations would require an additional expansion project in two to three years. Director of Public Works Colbert stated that the Public Works Maintenance facility was constructed in the early 1970's, and the City has more than doubled in population, added approximately 60 miles of City streets, additional park land requiring maintenance and all the utility infrastructure requiring many more items of equipment and additional manpower. He further stated that Scheme C, which is estimated at $1,383,200, will provide the City with adequate vehicular storage through 1991. City Administrator Hedges was asked to elaborate on revenue sources that are available for financing the Public Works Garage expansion. He stated that a general government allocation from 1985 and 1986 will generate approximately $350,000. General revenue sharing will supplement approximately $600,000 for a total operating budget of $950,000. He also stated that the City is projecting enough excess funds in the consolidated debt service bond fund and that dollars could either be transferred or borrowed from that fund for the remainder of the financing required to construct Scheme C for the Public Works Garage facility. After a thorough analysis of project revenues, it was the consensus of the City Council that the architect should be directed to continue working on Scheme C. The City Administrator and Director of Finance were asked to Special City Council Minutes November 21, 1985 prepare a budget that allows the City to borrow approximately $575,000 from the consolidate service bond fund over a five (5) year amortization without interest. The City Administrator stated that this item would be placed on the December 3, 1985, City Council agenda for further review and direction. PROPOSED 1986 UTILITY FUND BUDGET City Administrator Hedges presented the proposed 1986 public utility fund budget. He reviewed the proposed expenditures stating that there are no full- time personnel requests for 1986, however, four (4) part-time persons are being recommended for summer months that would total an accumulative of approximately 2,000 hours. He further stated that several items were requested for capital outlay. Some questions were raised by the City Council specifically regarding capital equipment. Director of Public Works Colbert and Superintendent of Utilities Connolly addressed the need for those equipment items in detail as a part of the review. During discussion of the proposed water and sewer revenues, a question was raised by City Councilmember Smith regarding the proposed public utilities restricted retained earnings. He stated that due to the amount collected each year in 1983, 1984 and, to date, in 1985, the accumulative balance is much higher than the expenditures that have been charged against that account and expressed some concerns about maintaining that high balance in that particular account. The City Administrator stated that he would review the restricted retained earnings balance with the Director of Finance and provide a capital projection that helps explain reasons for the balance. There was also a discussion regarding replacement and renewal and depreciation, and the Director of Finance was asked to specifically define the difference between those two accounts and retained earnings so the City Council can better analyze any proposed water and sewer rate changes during January, 1986. The City Administrator stated that the amount proposed for postage is inadequate for 1986 and there would be a necessity to adjust that budgetary amount to reflect the department heads original request. After further review on the proposed 1986 utility fund budget, the City Administrator was directed to prepare those documents for final consideration at the December 17 City Council meeting. There was also discussion by the members of the City Council that the utility fund balances would also be examined at the time the rate study is reviewed and proposed in early 1986. NLC CONFERENCE/NOISE MEETING City Administrator Hedges reported that the NOISE meeting will be held on Saturday, December 7, in Seattle, Washington, as a part of the National League of Cities Conference. He further reported that after reviewing airplane flights, lodging and other expenses, the total cost for an elected official attending that meeting is estimated at $350. The City Adminstrator reported that there would be no registration fee for the NOISE meeting. Special City Council Minutes November 21, 1985 After further review, a motion was made by City Councilmember Thomas, seconded by City Councilmember Smith, with all members voting in favor, that Mayor Blomquist or her City Council designee attend the NOISE Board meeting at the NLC Conference in Seattle, Washington, on December 7 and 8. 1986 PROPOSED GENERAL FUND ADJUSTMENTS City Administrator Hedges presented some final changes for the 1986 general fund budget. He stated that at a cost of $2,000 - $3,000, it would be advantageous to classify the Mechanic position in the Public Works Department to Chief Mechanic. Director of Public Works Colbert provided some input and it was generally agreed by the City Council that this personnel item should be reflected as Chief Mechanic in the 1986 operating budget. Also, the City Administrator proposed that the Clerk-Typist position and Planning Intern position be abolished in 1986 and that a new classification and position, entitled Planning Aid or Planning Technician, be created. Both the City Administrator and Director of Public Works provided a number of reasons how this organizational structure would better enhance the Planning and Engineering Departments during the present growth cycle. After review and consideration, it was determined that these personnel changes would be beneficial to both Departments and should be included in the final budget adjustments for 1986. City Administrator Hedges stated that these organizational changes for Planning and Engineering would cost approximately an additional $2,000. ADJOURNMENTS There being no further business, the meeting was adjourned. TLH City Clerk November 21, 1985 Dated