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05/11/2004 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING Tuesday, May 11,2004 5:30 P.M. EAGAN ROOM - EAGAN MUNICIPAL CENTER City Councilmembers present: Mayor Geagan, Councilmembers Carlson, Fields, Maguire and Tilley. Staff members present: City Administrator Hedges, Assistant to the City Administrator Lord, Director of Communications Garrison, Superintendent of Parks Olson, Parks & Recreation Research and Special Projects Wielde, Parks & Recreation Office Supervisor Mesko, Chief Building Official Schoeppner, Community Development Director Hohenstein, Director of Administrative Services VanOverbeke, and City Engineer Matthys. I. ROLL CALL & AGENDA ADOPTION The Mayor called the meeting to order. City Administrator Hedges had no additions to the agenda. Councilmember Fields moved; Councilmember Tilley seconded a motion to approve the agenda as presented. Aye: 4 Nay: 0 (Councilmember Carlson not yet present) II. VISITORS TO BE HEARD There were no visitors to be heard. III. CONSIDERATION OF CITY LOGO City Administrator Hedges introduced the item noting that the City Council, working through the Communications Committee, had expressed concern over at least five different fonts in which the Eagan name appears, the at least six ways the tree appears, and a lack of standard usage through different departments. Per the direction of the Communications Committee, alternative logos are being presented to the City Council for their consideration. Communications Director Garrison and Sexton Art Director Kim Weeks provided a brief presentation on potential logos and a proposed logo usage policy. Councilmember Carlson arrived at 5:40 p.m. The City Council discussed the two logo options. The City Council received input from APrC members in the audience. The City Council directed that Communications Director Garrison continue working with Ms. Weeks to bring back three options for the Council's consideration. The three options should include a 2,3, and 4 color design to be brought back to the City Council, with costs associated with Special City Council Minutes May 11,2004 Page 2 of5 each of the designs. The Council also requested that five additional fonts be brought back to the City Council for their consideration. In addition to the direction provided, Councilmember Tilley moved; Councilmember Fields seconded a motion to adopt the logo usage policies and direct the City Attorney to register and protect the City's logo mark. Aye: 5 Nay 0 IV. PRESENTATION -PARKS elP City Administrator Hedges introduced the item noting that the Advisory Parks & Recreation Commission (APrC) has held several meetings during the past few months to develop a 2004 CIP Action Plan and a list of potential development projects for future years. Superintendent of Parks Olson presented the Parks & Recreation CIP, including descriptions of the proposed 2004 projects. Olson also suggested that an update be completed on the Park Systems Plan which was last updated in 1995. Olson noted that the Park Systems Plan serves as guide and is important in grant requests. The City Council discussed the CIP as proposed, including the $20,000 allocation to "small project opportunities." Director of Administrative Services VanOverbeke noted that the allocation serves as a contingency within the CIP. The City Council also discussed the sun shelter that was proposed for Wescott Square. In particular, the Council discussed whether the Wescott Square owners should participate in the costs of the sun shelter. The City Council discussed the relationship between community parks, neighborhood associations and homeowners associations. Members of the APrC in the audience offered their input on the proposed sun shelter at Wescott Square. The City Council directed that Youth Development Coordinator Callahan meet with the owners of Wescott Square to inquire whether: I) there is a need for a sun shelter; and, 2) if the owners would participate in the cost to build the sun shelter. The Council directed that after meeting with the owners, a response be brought back to the City Council. Councilmember Tilley moved; Councilmember Fields seconded a motion to approve the 2004 estimated expense for the Park Site Fund, excluding the Wescott Square sun shelter until further discussions with the Wescott owners are complete. Aye: 5 Nay 0 Superintendent of Parks Olson provided a presentation to the Council on the proposed future Parks & Recreation CIP projects and turned the presentation over to APrC Chair Terry Davis. The City Council welcomed members of the APrC and Chair Davis. Chair Davis suggested that the Council wait to identify future projects until the Parks Master Plan update is complete, ifthat is the desire of the City Council. Members of the APrC and the City Council discussed potential funding sources for the future projects. Councilmember Carlson inquired as to why repair and replacement for City parks comes from development funds. City Administrator Hedges noted that the City Council may wish to consider an ongoing renewal and replacement fund (tax levy). The Council referenced the APrC's alternative funding study as a source for data. Special City Council Minutes May 11,2004 Page 3 of5 The City Council directed that the next step is to update the Park Systems Plan and determine funding mechanisms (general levies) for Parks & Recreation CIP projects. Councilmember Carlson also requested more information about the APrC's long-term intent in regard to the Park Systems Plan and funding mechanisms. V. DISCUSSION REGARDING PERMIT FEES FOR FIREWORK SALES City Administrator Hedges introduced the item noting that the City Council had previously authorized the preparation of an ordinance to authorize the City to issue permits for the sale of fireworks under State law and to charge a fee for such permits. Hedges added that at the time the Council adopted the ordinance on May 4, the permit fees were set at $100 for existing retail outlets and $350 for transient businesses. The City Council, at the May 4 meeting, requested that the issue of the fees return to a workshop for further discussion. Community Development Director Hohenstein and Chief Building Official Schoeppner provided a brief presentation on the item being considered. The City Council discussed whether the $100 and $350 fees were appropriate. Mayor Geagan questioned how many transient sales we could expect, and noted that the costs for a preliminary investigation by the City's Police Department would likely not be covered by a $350 permit fee. Councilmember Fields inquired about the number of operations to be allowed in one parking lot or any particular area. Director of Community Development Hohenstein noted that spacing requirements and performance standards would be brought back to the City Council when the land use piece of the discussion is before the Council. There was City Council consensus for the fees to remain as approved, which would be $100 for existing retail outlets and $350 for transient businesses. VI. WINTER TRAIL MAINTENANCE City Administrator Hedges introduced the item, noting that since 1998, the City has been providing winter maintenance on a portion of our transportation trail system. Hedges added that when the program was originally adopted, the related policy stated that the City Council consider requests for changes/additions to the program once a year. Public Works Director Colbert provided a presentation on the historical costs of the winter trail maintenance program as well as a summary of three requests being made for the upcoming winter trail maintenance program. The City Council discussed the three requests being made. There was City Council consensus to approve the request to plow the south side of Duckwood Drive from the intersection of Pilot Knob Road to Town Centre Drive. There was also consensus to approve plowing a continuation of the existing trail that will be installed on the east side of Lexington Avenue from Lone Oak Road to Kenneth Street. There was City Council consensus to deny the request to plow the east side of Sandstone Drive between Shale Lane and the Rahn Park east/west trail. Public Works Director Colbert noted that these items would be scheduled for the June l, 2004 Council meeting for formal consideration. Special City Council Minutes May 11,2004 Page 4 of5 VII. COMMUNITY TRAIL SYSTEM REVIEW City Administrator Hedges introduced the item noting that the direction being sought is for the Council to reaffirm or revise the comprehensive community trail system, and draft specific segments (if any) to be included in the Five-Year CIP. City Engineer Matthys provided a presentation on the remaining trail segments within the City. Matthys noted that it would be appropriate for the Council to determine ifthere are any segments that should be permanently removed from the comprehensive trail system plan as not being practical or economical for future consideration. The Council was also asked to identify which segments should be included in the Five- Year Capital Improvements Plan. Matthys also noted that the Council may wish to establish criteria/guidelines to identify when any specific segment should be programmed into a CIP in the future (i.e. roadway improvements, petition, development, etc.). Lastly, City Engineer Matthys asked that the Council determine the extent and method of public notification that should be provided for trail construction programming. The City Council discussed the community trail system and there was consensus that criteria must be established to determine when a specific trail segment should be programmed into a CIP in the future. The Council noted that in establishing the criteria, it would be helpful to know street speeds/driving habits, accident reports, pedestrian traffic, traffic volumes and proximity to schools/facilities. The City Council directed that staff come back to the City Council when a criteria for the community trail system has been developed. VIII. PRESENTATION -PUBLIC WORKS CIP City Administrator Hedges introduced the item noting that each year the City adopts a CIP for the community that becomes the planning guide for initiating and programming various capital improvements. Hedges added that the Public Works Department has completed the preparation of a draft CIP for Part III (Public Works Infrastructure) for 2005-2009. The City Council discussed the CIP including street projects, financial analyses, and collector and arterial roadways. Public Works Director Colbert and City Engineer Matthys noted that they met with Dakota County, and through that meeting found that both the County and the City's CIP's are in line with one another. The City Council had no changes or suggestions on the proposed CIP. IX. OTHER BUSINESS City Administrator Hedges inquired with the City Council as to how they wish to handle the consideration of the Fire Relief Pension. The City Council directed consideration to the City Council's Personnel Committee. Special City Council Minutes May 11,2004 Page 5 of 5 X. ADJOURNMENT The City Council workshop adjourned at 9: 13 p.m.