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03/25/2003 - City Council Special MINUTES OF A SPECIAL CITY COUNCIL MEETING MARCH 25, 2003 4:30 P.M. CITY HALL COMMUNITY ROOM A Special City Council meeting was held on Tuesday, March 25,2003 at 4:30 p.m. at the Eagan Municipal Center. The meeting included a joint meeting with the Advisory Parks and Recreation Commission (APrC). Those present at the meeting were: Mayor Geagan, Councilmembers Carlson, Fields, Tilley, and Maguire, as well as City Administrator Hedges, Assistant to the City Administrator Lord, Parks and Recreation Director Vraa, Program and Events Supervisor Bolduc, Parks Superintendent Olson, Director of Administrative Services VanOverbeke, and Communications Director Garrison. APrC members present were: Dorothy Peterson, Margo Danner, Phil Belfiori, Richard Pletcher, Terry Davis, N. Mark Filipi, Liz Perry, and Melvin Williams. ROLL CALL AND AGENDA The Mayor called the meeting to order. VISITORS TO BE HEARD There were no visitors to be heard. PRESENTATION BY ANTHONY AND CHERYL CAPONI City Administrator Hedges introduced Anthony and Cheryl Caponi, owners of Caponi Art Park, who gave a brief summary on the history ofthe Art Park with the City of Eagan. Mr. Caponi shared with the City Council that he has been working with the McKnight Foundation, Macalaster College, and the City of Eagan to discuss a proposal which would determine the ownership of the Caponi Art Park. Mr. Caponi added that he is looking for a long term resolution regarding the ownership of the Park. Mr. Caponi asked that the City address the ownership of the park as soon as possible. The City Council discussed the proposal. Mr. Caponi added that should the ownership of the Park change, a capital campaign would be needed. The Council discussed Macalaster's role in the Park, and Parks and Recreation Director Vraa noted Macalaster's national reputation for creating teaching stations, which is what the Caponi Art Park could be used as. The Council discussed ownership and governance of the Park, particularly should there be multiple owners. The Caponi's recognized the Council's concerns and asked that the attorneys from all parties involved come to the table to discuss the proposal and the legalities of implementing the proposed plan. The Caponi's also added that they currently are liable should anything happen on their property, and for that reason they are not planning on holding programs at the Art Park this year. The City Council discussed potential funding source should the City purchase a portion of the Caponi parcel. Special City Council Meeting Minutes March 25, 2003 Page 2 The Council discussed having the APrC review this matter and directed that a process be put in place for the APrC to consider the following: 1.) Look at the Caponi Art Park Plan concept and better define the scope and framework of the Caponi Art Park Plan. 2.) Review the Caponi Art Park Plan and define a public purpose as it relates to the existing parks systems plan. 3.) Review governance options and how the Caponi Art Park would function (programs, etc.). 4.) Identify funding sources with the understanding that the City's fund balance and contingency are presently earmarked for operational expenses due to the anticipated reduction in market value credit and LGA funding from the state. 5.) Prepare a schedule and timeline to evaluate the Caponi Art Park Ownership Plan. 6.) What are the legalities if the City were to explore a partnership with Macalaster, McKnight Foundation or other entities? Also, how would liability insurance and other concerns be addressed with multiple partners? 7.) Consider the formation of a Board of Directors. 8.) Examine an operational plan and how the long-term operating costs would be funded. Councilmember Maguire moved, Councilmember Tilley seconded a motion to defer the item to the April 1, 2003 City Council meeting and direct staff to prepare a draft framework to be brought to the April 1 Council meeting (Administrative Update) to identify the proposed scope of what the APrC is charged to research, including both short and long term needs of the Caponi's. Aye: 5 Nay: o At the April 1 meeting, the Council noted that they will provide direction to the APrC as to the work they would like to see completed on the Caponi matter. Mrs. Caponi also noted that she would provide the City with information as to the Caponi's immediate needs for the Art Park in 2003, as well as suggestions as to persons that could serve on the Caponi Art Park Board. JOINT ADVISORY PARKS AND RECREATION COMMISSION/CITY COUNCIL DISCUSSION City Administrator Hedges introduced the APrC members present, and noted the Council's goal to establish ongoing relationships with the Advisory Commissions. Special City Council Meeting Minutes March 25, 2003 Page 3 5- Year Parks CIP Parks Superintendent Olson presented the 5 (+ 1) Parks CIP (2003-2008), on behalf of the APrC. Olson noted that the CIP matches up with the available funding in the Parks Site Fund. Upon completion of the presentation, Councilmember Carlson inquired about the Art House lighting and trails improvements, scheduled for 2003, and possible partnership opportunities that could be available with Advent United Methodist Church. To reduce the cost oflighting, it was suggested that motion detector lights be affixed to the art house for added safety measures. The APrC noted that a Master Plan is scheduled to be completed for the Art House site in 2004. Councilmember Tilley moved, Councilmember Carlson seconded a motion to approve the 2003 Parks and Recreation CIP and remove the Art House lighting and trail improvements. Aye: 5 Nay: 0 The Council also asked that options for motion detector lights be presented to the Council, along with a summary of the safety concerns that exist at the Art House. The Council continued their discussion, focusing on the 2004-2008 CIP. Councilmember Fields inquired about a bike park for the future and Superintendent Olson described the dirt bike park that has been very successful, which the department is looking at expanding this year. Councilmember Carlson requested that long term "parking lot" items of the CIP be matched to projected long-term park dedication fee revenues. Councilmember Maguire moved, Councilmember Tilley seconded a motion to adopt the balance of the CIP (2004-2008). Aye: 5 Nay: 0 Alternate Fundin2 Sources for Parks CIP The Council discussed the draft Alternative Funding Source Report. Councilmember Carlson requested that stafflook at the "Adopt-a-Park" program and other volunteer opportunities for our parks. The Council recommended that the APrC redraft the Alternative Funding Report to include the following, which will then be brought back to the City Council: . V olunteerism . Lottery grants . Partnership opportunities . Recommendations based on feasibility (eliminate options that will not meet legal requirements) . Set goals for future funding initiatives and determine funding sources for specific goals Tobacco Position Policy The City Council discussed the tobacco free youth recreation (TFYR) policy being recommended by the APrC. A representative of the TFYR Initiative addressed the Council, noting that their organization would provide signs that read" No tobacco use during youth events". The Representative of TFYR also noted that members of the Clean Air for Eagan Special City Council Meeting Minutes March 25, 2003 Page 4 (CAFE;) citizen group would volunteer their time to assist in communications and marketing efforts. Councilmember Tilley moved, Councilmember Fields seconded a motion to adopt the Tobacco Free Youth Recreation policy, as recommended by the APrC. Councilmember Carlson offered a friendly amendment to have all signage posted at the entrances to the parks, with the exact location of the signs being determined by the Parks and Recreation Department. Councilmember Tilley accepted the friendly amendment. The Council voted on the motion as amended. Aye: 5 Nay: 0 Green Space Discussion The Council and APrC discussed their visions for preserving green space in Eagan, and spoke in particular about available pieces of land in Eagan. The vast amount of parkland that currently exists in Eagan was also noted. The APrC noted the need to revisit the Parks System Plan, which was last updated in 1994. The Council and APrC also discussed the County's open space grant program that will soon be available. The Council noted the importance of tracking the process at the County since 28% of the tax base in Dakota County is represented by Eagan. There was Council consensus that the City should foster voluntary discussions with potential land owners, but in no way pressure the owners. The Council agreed that if a landowner should approach a Councilmember about selling their property, he/she should be referred to staff. Namin2 of North Fields City Administrator Hedges gave a brief background on the APrC's recommendation to change the name of North Fields to Thresher Fields, noting the agricultural history of the property. Councilmember Carlson moved, Councilmember Maguire seconded a motion to approve the recommendation of the APrC to rename North Fields to Thresher Fields. Aye: 5 Nay: 0 ROLL OF COUNCIL LIAISONS The City Council and APrC discussed the roles of Council liaisons to Advisory Commissions. City Administrator Hedges noted the outcome of the March 5 Council retreat, where there was Council consensus that the liaisons are intended as a way to be in communication with the commission, particularly about Council action. The Council noted to the APrC that the liaison's intent is not to be a staff replacement; rather, the commission members should continue to go through staff should they have any questions about agendas, action, etc. REVIEW SENIOR SURVEY Communications Director Garrison presented a summary of the recently administered Senior Survey. Garrison noted a 12.4% response rate, for a total of 442 responses. The City Council Special City Council Meeting Minutes March 25, 2003 Page 5 discussed the results of the survey. The Council noted the importance of communicating with seniors and added their hope that the distribution list for the Front Porch Senior Newsletter could continue to increase in order to reach more seniors. Garrison noted that 43% ofthose that returned the survey were willing to volunteer. The Council then discussed senior programming opportunities at the Community Center, and whether all programming should be at the Community Center. Program and Events Supervisor Bolduc addressed the Council about senior programming currently available, and the Council directed staff to prepare a strategy for senior programming once the Community Center is operational. The Council also noted the opportunities that may exist to keep some off-site senior programming active by utilizing senior volunteers. COMMUNITY CENTER OPERATING PLAN PRESENTATION City Administrator Hedges introduced the Community Center Operating Plan, noting that the Plan before the Council is a result of the hard work of the Community Center Operations Committee, which included Mayor Geagan and Councilmember Carlson. The Operations Committee thanked staff for their involvement in the committee. Director of Administrative Services VanOverbeke presented the Operating Plan, noting the need for flexibility as the City gains valuable operating experience when the Center is operational. VanOverbeke also noted that the Plan is prepared based on the facility as a whole, rather than breaking every function and component into separate entities. VanOverbeke added, and the Council agreed, that the success of the Community Center will be determined in the long term, and a successful marketing will be needed. VanOverbeke explained the process for a phased opening at the Center in order to maximize revenues and gain valuable community exposure. It was noted that the final determination on the child care facility programming has not yet been determined. VanOverbeke also informed the Council that depreciation and Renewal and Replacement have not been budgeted at this time; however, at the direction of the Operations Committee, expenditures were reduced in order to address Renewal and Replacement. Mayor Geagan added that there will be areas that need to be addressed as the Center becomes operational, and that the recommended Operating Plan is as lean as possible while still being attractive to the community. Councilmember Maguire noted that startup costs are inevitable for operations such as the Community Center, and thanked the Operations Committee for their hard work. Mayor Geagan moved, Councilmember Tilley seconded a motion to direct the Community Center Operating Plan to the April 1 , 2003 City Council Agenda (under Community Center update) for formal consideration. Aye: 5 Nay: 0 CDBG FUNDING FOR SCHOLARSHIPS The City Council discussed the options for using Community Development Block Grant (CDBG) funding towards a City-wide youth scholarships program. The Council and staff discussed CDBG program requirements and the administrative time necessary to implement the program. The Council directed staff to research whether programming at the Community Center would qualify for CDBG funding, and to determine alternative locations, in addition to Wescott Square, that would be qualified under CDBG programming requirements. Special City Council Meeting Minutes March 25,2003 Page 6 OTHER BUSINESS City Administrator Hedges noted that an open house would take place on Thursday, March 27 from 5-7 PM in the Community Room, with the purpose being to display information and answer any questions regarding the County's extension of Lone Oak Road (from Highway 55 to the Inver Grove Heights border). ADJOURNMENT The meeting adjourned at 10:20 P.M. City Clerk Date If you need these minutes in an alternative form such as large print, Braille, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, 651-675-5000, (TDD phone: 651-675-8535). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, sexual orientation, marital status or status with regard to public assistance.