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09/13/2004 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING SEPTEMBER 13, 2004 5:30 P.M. CITY COUNCIL CHAMBERS City Councilmembers present: Mayor Geagan, Councilmembers Carlson, Fields and Maguire. Councilmember Tilley was out of town attending a conference. City staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Director of Communications Garrison, Director of Administrative Services VanOverbeke, Chief Financial Officer Pepper, Director of Community Development Hohenstein, City Planner Ridley, Parks and Recreation Administrative Coordinator Mesko, City Engineer Matthys, Police Captain Swanson and Dispatch Supervisor Ruby. I. ROLL CALL AND AGENDA ADOPTION The Mayor called the meeting to order. He noted that Councilmember Tilley was out of town attending a conference. City Administrator Hedges requested that the Council add an item to the agenda to approve the extension of construction work hours for the MVT A Bus Garage. Hedges also noted that he received a request to add a discussion regarding agricultural preserve zoning classifications. Councilmember Maguire moved, Councilmember Fields seconded a motion to approve the agenda as amended. Aye: 4, Nay: 0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. AUTHORIZE RFP FOR AUDITING SERVICES City Administrator Hedges introduced the item noting that an RFP for auditing services was slated for 2003; however, due to the need for consistency and continuity of auditing services with the implementation of GASB 34, last year the Council was agreeable to postponing the RFP until 2004. Councilmember Maguire moved, Councilmember Fields seconded a motion to authorize staff to issue a request for proposals (FRP) for auditing services. Aye: 4, Nay: 0 September 13, 2004 Special City Council Minutes IV. REVIEW CITY LOGO OPTIONS City Administrator Hedges introduced the item noting the current inconsistencies with the use of at least five different fonts and four different tree shapes on City signs, vehicles, towers and letterhead. Hedges added that the standardizing of the City logo was made a key priority of the approved 2003 - 2004 Communications Department work plans and budget. Communications Director Garrison provided an overview of the proposed designs and introduced the representative of Sexton Design. The City Council reviewed and discussed the proposed fonts and logos and came to a consensus on the existing Lone Oak Tree and the font currently used in City publications. V. TECHNOLOGY TASK FORCE UPDATE City Administrator Hedges introduced the item noting that on March l6, 2004 the Eagan City Council approved the creation of a Technology Task Force and the hiring of a wireless broadband consultant to assist the work of the task force in completing its charge. Hedges introduced Communications Director Garrison who provided an overview of the task force's work thus far. Garrison also introduced Tom Barott, Chair of the Technology Task Force and Eagan resident, as well as Bill Coleman, Consultant from Community Technology Advisors Corp. Mr. Coleman provided an overview of the charge of the task force and their findings thus far. City Administrator Hedges noted the benefit of bringing the corporate community together through this endeavor. Communications Director Garrison noted the progress thus far with the willingness of Eagan's businesses and the Chamber in getting in touch with Qwest regarding their desire for additional high speed internet access within the community. The City Council discussed availability of high speed internet technology for residents and businesses, and discussed the need for competition. There was City Council consensus for the task force to remain active, and the Council agreed that the task force should approach the private sector, including Dakota Electric, to look for partnership opportunities. It was also suggested that partnerships be explored with other public agencies. The City Council thanked the task force for their work thus far and noted that they look forward to a final report this November. VI. GENERAL FUND BUDGET UPDATE City Administrator Hedges introduced the item noting that per the request of the City Council at the August 24, 2004 Special City Council meeting, staff prepared responses to the approximate twenty questions that were raised regarding the 2005 Preliminary General Fund Budget. The City Council discussed the responses to the questions that were raised, including the proposed Code Enforcement position in the Community Development Department. The Council inquired as to the job description for the position as well as how the position will be managed. In reviewing the budgetary shifts for 2005, the Council asked that staff come back with a table showing the percentages of increases and decreases that resulted in departmental budgets due to the shifts. The City Council discussed potential costs associated with the proposed City Charter and the increased demands that could result on City staff. There was discussion by the City September 13, 2004 Special City Council Minutes Council regarding the Police Dispatch Center and, in particular, the need for additional dispatchers. There was City Council consensus for staff to further research the matter and bring back information as to the number of dispatchers required in order to have two dispatchers in the Dispatch Center at all times. The Council also asked staff to look into the justifications for the need for l.5 to 2 additional dispatchers. The Council discussed the proposed personnel addition in Tree Conservation. City Administrator Hedges noted that further information would be available regarding outside contractor price estimates for landscape maintenance City-wide. The City Council asked City staff to graphically demonstrate the City's projections for how long new construction revenue will off-set the tax capacity rate. Lastly, the Council asked staff to bring additional information back regarding web casting proposed within the Communications Department Budget. The City Council thanked staff for their work in preparing responses to the budget questions raised. VII. REVIEW OF DAKOTA COUNTY HIGH PERFORMANCE PARTNERSHIP (HiPP) FINAL REPORT City Administrator Hedges introduced the item noting that the City of Eagan has been working with Dakota County and its cities over the past several months on the HiPP Study. Hedges added that the HiPP Study focused on identifying potential ways for cities and county government in Dakota County to form partnerships to provide better services for citizens at lower cost. Hedges added that while existing collaborative service delivery efforts among local governments in Dakota County already have been successful, the HiPP Study was an effort to find additional cost efficiencies and service improvements. The City Council reviewed the final HiPP report. The City Council discussed the six target opportunity areas identified in the report. City Administrator Hedges noted that a meeting would be taking place this week with the HiPP Steering Committee to determine the next steps for the cities and counties to determine feasibility of implementation of the recommendations. The Council noted the need for oversight and quality control in determining whether the recommendations are feasible to be implemented. It was suggested by the Council that City staff comment on the proposed six target opportunities, and in particular, how revenues and costs would be affected, as well as the pros and cons of each recommendation. VIII. LOW DENSITY (LD) COMP PLAN DESIGNATION City Administrator Hedges introduced the item noting that the City Council asked staff to research the background related to the Eagan Comprehensive Plan 2000 LD Low Density residential (0-4 units per acre) Comprehensive Guide Land Use Plan designation and to survey surrounding communities for comparison information. City Administrator Hedges also noted that the City Council requested a discussion regarding agricultural preserve zoning classifications as part of this agenda item. Community Development Director Hohenstein and City Planner Ridley provided an overview of their findings regarding the low density designation. The City Council discussed and inquired about the legal flexibility that the City has with regards to land use decisions. It was noted by the Council they do not want to have confusion or abuse of Comprehensive Guide designations. The City Council asked that staff inquire with the City Attorney as to his comfort level of what the City Council can do with September 13,2004 Special City Council Minutes regards to density under current Comp Guide designations. The Council noted that they would like to know how much flexibility they have. The City Council and staff discussed the density ranges of neighboring cities. The Council asked that staff further look at the approach currently being taken by Burnsville. The City Council discussed the concept of agricultural preserve zoning classifications. The City Council noted that there may be parcels of land that the City will want to preserve that are currently zoned agriculture and guided low density. The Council directed staff to conduct research regarding agricultural zoning preserves in other cities and research the possibilities of drafting an ordinance to create a new zoning classification to preserve land. The Council requested that the City Attorney review the research to determine any legal challenges that could result in the new classification or unintended consequences. The Council also requested that staff look beyond Comp Guide designations or zoning designations to determine other ways in which property could be preserve. X. APPROVE EXTENDED CONSTRUCTION WORK HOURS FOR THE MVT A BUS GARAGE City Administrator Hedges introduced the item noting that in order to complete some of the construction of the MVTA Bus Garage, water needs to be turned off in and around the construction area. In order to do so, the contractor has requested that the construction work hours be extended one day during the week of September 13 through September 17 in order that the water can be turned off prior to 8:00 a.m. The contractor has spoken to the owners of neighboring businesses who consented to the extension of the construction work hours. Councilmember Fields moved, Councilmember Carlson seconded a motion to approve the extended construction work hours for the MVTA Bus Garage (04-BP-L) from 3:00 a.m. to 7:00 a.m. for one day during the week of September l3 through September 17. Aye: 4, Nay: 0 XI. OTHER BUSINESS There was City Council consensus to hold the annual Advisory Commission Bus Tour on Thursday, October 7, 2004. The Council requested that the Technology Task Force also be invited on the tour. XII. ADJOURNMENT The City Council adjourned their meeting at 8:30 p.m.