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02/09/1999 - City Council Regular 00033 MINUTES OF THE SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA FEBRUARY 9, 1999 A special meeting of the Eagan City Council was held on Tuesday, February 9, 1999, at 5:00 p.m. in the City Council Chambers of the Eagan Municipal Center Building. Present were Mayor Awada and Councilmembers Blomquist, Carlson, Bakken and Masin. Also present were Director of Public Works Colbert, Director of Parks and Recreation Vraa, City Engineer Matthys, Superintendent of Streets and Equipment Erhart, Superintendent of Utilities Schwanz, Public Works Coordinator Struve, Senior Planner Ridley, Director of Finance VanOverbeke, Intern to the City Administrator Rathmann and City Administrator Hedges. VISITORS TO BE HEARD Mayor Awada acknowledged visitors to be heard. Kristi Soderling of 4657 Park Cliff Drive was present and read a statement emphasizing the importance of upgrading Cliff Road. She stated there is an urgent need for turn lanes at Park Cliff Drive, Oak Chase Road and Park Ridge Drive. She further stated that Cliff Road is dangerous, especially during icy conditions and that Cliff Road was originally scheduled to begin construction in 1995 and feels it is important to keep the road improvement on the agenda for the year 2000, according to the schedule set forth in the C.I.P. Councilmember Blomquist agreed that Cliff Road should be upgraded as soon as possible and commented that although there may not be many serious accidents on Cliff Road, she would suspect there are many close calls not resulting in accidents. Mayor A wada thanked Ms. Soderling for her comments. Larry Poppler was present and distributed a brief report on his recommendations concerning the street assessment policy. He encouraged that his report be addressed when the agenda item is introduced and asked that the Council take his recommendation seriously. PRESENTATION BY DAKOTA COUNTY RE: STATUS OF LIGHT RAIL TRANSIT Lynn Moratzka, a Planner for the Dakota County Physical Development Department, was present and gave an overview and background on the status of bringing light rail transit, referred to as LRT, to Dakota County. Dakota County Planner Moratzka stated that LRT is only one piece of the regional system, which is governed by the regional rail authority, a group that consists of members of county boards throughout the region for the purpose of discussing various transit issues. She provided a handout of the proposed LRT line, which defines the alignment along the Hiawatha corridor to the Mall of America. She stated that the county has been awarded $500,000 to do a study to analyze how to best make the connection from Hennepin County to Dakota County if light rail is to be extended. She suggested the best opportunity for this expansion is a location generally described as the Cedar Avenue and Highway 13 intersection. She further stated that the County must focus on a total transportation system with long term and short term solutions that include connections to buses as well as the LRT system. She confirmed that the City and County are not responsible for funding the study or plans to site the transit hub. Special City Council Minutes February 9, 1999 Page 2 00034 Planner Moratzka encouraged the City of Eagan to be pro-active in the planning process and be a partner with Dakota County as the process is carried through. Mr. Gene Franchette representing Dakota County was also present and gave further overview on the LRT process. He stated that Phase I includes planning, analyzing alternatives and a market study. Mr. Franchette informed the group of the alternatives of the development area; modified roadway, develop a dedicated bus-way, LRT or no transportation improvements. He further stated that the process is expected to take 24 months and consume $350,000 of the $500,000 allocated to the study. Mr. Franchette further stated that Phase II would include the engineering and preliminary design, a process that consists of two (2) committees including the Technical Advisory Committee represented by several Dakota County cities including Eagan. The other advisory committee is the Citizen/Community Advisory Committee that is made up of residents, business owners and transit users. Mr. Franchette stated that the committee will be a source of two-way communications between the agencies and the community to provide guidance on decisions. He concluded by stating that agencies which are involved include MNDOT, the Metropolitan Council, Darts and MVT A, and informed the City Council that the next step is to select a consultant, further commenting that the County has sent out proposals and expects that a consultant will be hired by the end of February. Mayor A wada asked if the reason the plan has not gone further is because the EIS has not been finalized. Mr. Franchette responded that the EIS is to secure funding to determine the finances and feasibility and further that LRT and Dakota County was only an option in the document and, therefore, the EIS was never completed. Mayor Awada also questioned whether Dakota County will be able to meet the time frame the City has for the Cedarvale project. She stated that the Cedarvale study is expected to be completed within the next six (6) months. Mr. Franchette replied that the County will need an additional year to complete their plan. Mayor A wada suggested that timing may be a problem because the Cedarvale consultants and County consultant should be sharing information for the siting of a transit station that considers an LRT hub. Dakota County Planner Moratzka asked that the County be involved in the review of the Cedarvale plans so that County planning is integrated into the transportation plan. Commissioner Patrice Bataglia suggested that there should be few land use problems since the river is a complementary parcel; however, good communication between the City and County is essential. Councilmember Blomquist inquired if the Cedarvale project will only take six months. City Administrator Hedges answered that the preliminary studies are to be completed in an approximate six (6) month time frame; however, it is expected that the actual development might take several years. Mr. Franchette asked for information on the land use and zoning so the County plans will compliment the City's intentions during the Cedarvale study. Senior Planner Ridley commented that as the plan is developed, land could be set aside for transit. City Administrator Hedges commented that the City could take the plan as part of the overall vision especially as to how it may relate to transit. He further stated that most of the parameters are already defined as to where a transit station could be located given the Cedar A venueffrunk Highway 13 intersection. Mr. Tom Butler, owner of the two McDonalds restaurants in southwest Eagan, commented that he has ~epresented the City of Eagan on the Hiawatha Corridor Community Advisory Committee and provided a status report on the committee's work to date. Councilmember Masin asked Mr. Butler ifhe has been comfortable with the process up to this Special City Council Minutes February 9, 1999 Page 3 00035 point. Mr. Butler commented on the slow process of involving citizens and stated he was disappointed that the LRT line was not being extended into Dakota County. Mayor Awada agreed that she strongly supports LR T in northern Dakota County as part of the Phase I Hiawatha Corridor Study. Commissioner Bataglia commented that in the past Dakota County has not been politically or financially ready to support LRT, but commented on the significance and benefit LRT would provide Dakota County residents. She also complimented Tom Butler and Margaret Schreiner for their work on the Community Advisory Committee. Councilmember Bakken requested maps and other materials from Dakota County on the LRT stating that he is planning to attend the National League of Cities Conference in Washington, D.C. and would like to make a presentation to Congressman Luther on the importance of continuing LRT into Dakota County. Mayor Awada suggested that a County staff person meet with the Cedarvale consultant to begin the communication process. City Administrator Hedges stated that he will contact Lynn Moratzka to receive contact names from Dakota County to participate in the Cedarvale study. Margaret Schreiner commented on the difficulty that she has experienced with residents in Hennepin County who support all the advantages for LRT, yet on the other hand, are concerned their street will become a park-n-ride. She further that residents do not support any type of assessment that will enforce on street parking. Ms. Schriner commented that a park-n- ride site in the Greater Cedarvale area does not pose the types of problems similar to her experience with the Hiawatha Corridor serving on the Community Advisory Committee. Mayor Awada thanked everyone for their participation, especially the representation from Dakota County. PRESENTATION OF PART III/FIVE (5) YEAR C.I.P. (1999-2003) City Administrator Hedges presented an update on the status of the 1999-2003 c.I.P. Budgetary Planning Document stating that the first year of a plan is typically an action plan, while the following four years are considered a guide plan for capital improvements. He stated that the portion that has been approved by City Council action is the 1999 Part II c.I.P. He further stated that Part I of the c.I.P. includes general government facilities, which for 1999 includes improvements to Fire Station #2. City Administrator Hedges further stated that Part II includes vehicle and equipment and Part III includes public infrastructure and park acquisition. After a brief discussion, City Councilmembers concurred with the c.I.P. document outlined for Part II for the years 2000-2003. City Administrator Hedges complimented the staff on the equipment review process, which has been an effective way to set certain budget parameters for the replacement and acquisition of equipment. City Administrator Hedges further commented on the remodeling of Fire Station #2 proposed for 1999 under Part I, stating that reconstruction of the station is less disruptive for the Fire Department if the remodeling is done in conjunction with the upgrade of Lone Oak Road. Councilmember Bakken questioned whether all furniture and office landscape screens were Special City Council Minutes February 9, 1999 Page 4 00036 included in the budget proposal. Fire Chief Jensen stated that there is no available office space in Fire Station #2 and further commented that the furniture will be used in a room that is currently designated as a training room once reconstruction occurs. City Administrator Hedges informed the Council that the Fire Department will be responsible for preparing details for the Council to consider at a later date. City Councilmembers expressed a general consensus regarding the proposed remodeling for Fire Station #2. City Administrator Hedges stated that Part III of the C.LP. represents improvements to all utilities and street infrastructure. Director of Public Works Colbert stated that the two major categories of Part III include streets, which include collector and arterial local street rehabilitation, seal coat maintenance, signalization and street lights, while the second category is utilities, providing for improvements to sanitary sewer, water and storm sewer systems. Director of Public Works Colbert provided a brief summary of the projects included in Part III of the C.LP. to receive public policy direction on the priority of those projects. Director of Public Works Colbert reviewed the South Dodd Road Project stating that the street is a substandard neighborhood collector with a bituminous "dust coat" overlay installed over ten (10) years ago for dust control. He provided a history of the area and stated that traffic is increasing due to neighborhood development. Director of Public Works Colbert reported on the outcome of a recent neighborhood meeting stating that residents in the area want to maintain the rural atmosphere along South Dodd Road. He suggested that the opportunity is ideal to incorporate traffic calming techniques to discourage through traffic and also include narrowing the width of the street, providing a center median bump out, boulevards and some landscape material options. Mayor Awada questioned whether or not South Dodd Road could be maintained as a through street and continue to incorporate traffic calming techniques. Director of Public Works Colbert stated that this is possible and suggested the Council narrow the options for a presentation to the neighborhood. Councilmember Carlson suggested the importance of a strong neighborhood consensus stating further that the rural setting is becoming more limited and unique in the city. Councilmember Blomquist stated that one side of South Dodd Road is parkland and therefore is quite passive and suggested that a large residential road is unnecessary. Councilmember Masin stated that a traffic circle for Dodd Road may be a good option and could provide an opportunity for a location to promote art in the City. Councilmember Bakken stated that the best design presented is access to Highway 3 matching Red Pine Lane, and a cul-de-sac on the south end of South Dodd Road would eliminate through traffic and minimize the amount of traffic in the neighborhood. Councilmember Carlson agreed that the cul-de-sac resulting in traffic reduction might allow the design requirements for the width of the street to be reduced which retains the rural nature of the surrounding development. After further discussion, it was agreed by the City Council that this project be deferred until the year 2000; however, Mayor Awada suggested that staff continue dialogue with the neighborhood. Director of Public Works Colbert reviewed the second project, which includes the upgrade of Cliff Road from east ofChes Mar Lane to Lexington Avenue to a four lane divided section with trail-ways on both sides. He stated that residents in the Park Cliff Addition are proposing that the upgrade of Cliff Road occur in 1999 or as soon as possible to improve their access and to acquire connection to the City-wide trail system. City Councilmembers briefly discussed the need to move the Cliff Road improvement to the earliest possible date in the City and County's c.I.P.'s and further the issue of which access will be limited to a right-in/right-out turn as a result of the Cliff Road upgrade was discussed. Special City Council Minutes February 9, 1999 Page 5 00037 Director of Public Works Colbert further reviewed the Yankee Doodle Road Extension- Traffic Impact Study, which is proposed for completion allowing the future expansion ofthe West Group Campus. After a review of the project, City Councilmembers agreed that the project is not a priority for the year 2000; however, consideration should be given to the year 2001 for the C.I.P. document. Director of Public Works Colbert stated that there is a corridor study that includes the extension of the Yankee Doodle Road Project to be presented at the Wescott Library on March 18 and at that time, all the proposed alignments will be discussed with those members of the public in attendance. City Councilmember Carlson commented that the Highway 149 and Wescott Road intersection is very unsafe and suggested that this improvement have a high priority. Director of Public Works Colbert stated that MnDOT does not have this roadway improvement planned as part of their funding allocation in the near future and suggested that any improvements will become the City's financial responsibility until the City identifies the road improvements as a part of the c.I.P. for financing by MnDOT. Director of Public Works Colbert further discussed the Dodd Road alignment from Diffley Road to Wescott Road stating that the City has had requests for trail-way improvements, however, there is no engineering justification to upgrade the road to an urban section at this time. City Councilmembers agreed that this project improvement would be premature at this time. Director of Parks and Recreation Vraa provided a background on the park projects that were identified in Part III of the c.I.P. stating that the Advisory Parks Commission (AprC) has reviewed the funding allocation set forth by the City Council and has made recommendation for the projects presented. After further review by the Director of Parks and Recreation, Councilmembers concurred with the recommendation of the APrc. Councilmember Carlson asked how the City determines which parks are being provided with new playground equipment. Director of Parks and Recreation Vraa stated that the determination as to which parks receive the playground equipment is determined by safety standards and other factors. He stated that some of the parks are over twenty years old and there is a fifteen year cycle for playground rehabilitation. Councilmember Masin asked if the Parks Department could provide data on projects that have been completed. Director of Parks and Recreation Vraa stated that he will provide that information. Councilmember Carlson requested a short summary for each of those items. Mayor Awada expressed her appreciation for the C.I.P. and stated that this item will be placed on a future City Council agenda for consideration and ratification. SPECIAL ASSESSMENT POLICY FOR STREET RECONSTRUCTION AND STREET OVERLAYS Director of Public Works Colbert provided an overview and history of the Special Assessment Policy as it relates to the City's financing for residential street reconstruction and overlays. Following background on the history of the policy, financing and other information, Councilmember Carlson suggested that City Councilmembers share information they provided to public policy questions that were raised at the last regular City Council meeting. City Councilmembers Blomquist, Carlson and Masin all reviewed information they provided as a handout in response to Councilmember Carlson's questions. 00038 Special City Council Minutes February 9, 1999 Page 6 Councilmember Carlson questioned whether there are too many consultants being hired for Public Works projects. Director of Public Works Colbert stated that the staff concentrates much of their time on community and customer service issues; therefore, many of the larger projects that involve more time and additional technical resources are handled by consultants. Director of Public Works Colbert stated that consultants are selected based on the technical qualifications that are often more specialized expertise than provided at the in-house staffIevel. City Councilmember Masin asked when the Council last interviewed the consultants. Director of Public Works Colbert stated that the interviews were conducted about six (6) years ago and that a selection process could be in order for the next year if so desired by the City Council. Councilmember Masin stated that consideration should be given to interview City engineering consultants again within the next year. Councilmember Blomquist stated that it is her opinion that new criteria are necessary for how the City finances reconstruction and rehabilitation of City streets. She stated that most cities are no longer using special assessments as a method for financing local street improvements according to her information. She further questioned whether the City is actually saving money and suggested that the original cost projections at the time of the feasibility report are too high causing concerns for residents who participate in the public hearing process. She suggested a cap on special assessments for local street improvements and, further, the City Council should examine the assessment policy for higher density residential, such as townhomes. Councilmember Masin commented that the City Council must be sensitive to citizens regarding neighborhood issues and suggested that consistency in the City's assessment policies or method for financing street improvements is important. Fred Budde, who resides in the Oak Chase neighborhood, appeared and encouraged the City Council review a part of the assessment policy for fairness and consistency based on those amounts charged to the overlay projects. He stated that a full revamping of the special assessment policy may not be necessary. Dick Ney, also from the Oak Chase neighborhood, was present and stated that public trust is important to the equity and fairness of the special assessment policy. He also stated that he would not be in favor of closing a future median through the Oak Chase Lane intersection. Mayor A wada stated that it is very important for the four (4) members of the City Council to agree to a method for financing residential overlays and reconstruction projects stating that any local street improvement initiated by the City Council requires a four-fifths vote if the project is to be special assessed. She further asked if there was agreement by the City Council and the questions staff are to research for further consideration by the City Council. City Administrator Hedges read the following questions that were raised during the City Council discussion including I.) Can we compare costs per project using general fund revenues as compared to the use of special assessment funds; 2.) Provide a location map of private streets; 3.) If the City uses tax dollars for street reconstruction and overlays, instead of special assessments, how does that break down in terms oftax burden for commercial and residential properties; 4.) What is the rationale for different assessment rates for different zoning classifications of residential property and 5.) Direction was given to survey other communities, according to a list of cities agreed on at the City Council meeting about how and if those cities use special assessments for street rehabilitation. City Councilmember Carlson stated that it is her opinion, from information provided at the Newly Elected Officials Conference, that cities are moving Special City Council Minutes February 9, 1999 Page 7 00039 away from special assessments and that a question should be asked in the survey if those cities, are giving consideration to changing their policy. City Councilmembers concurred that the research of those questions would provide information for the Council to further consider policy relative to the financing of residential street overlays and reconstruction. The City Administrator Hedges stated that he will monitor the progress of these questions and that a response will be presented at the proposed March 2, 1999 Special City Council Work Session. OTHER BUSINESS Mayor Awada suggested that a sign be placed on the City Council door that no cell phones are allowed to be activated in the City Council Chambers. City Councilmember Carlson expressed her support for this policy. Councilmembers expressed their interest in seeking additional coverage of Commission and Council meetings on Public Access television. City Administrator Hedges stated that improvements were underway for the Council Chambers by direction of the City Council that will improve audio and clarity for television programming. City Councilmembers expressed a desire to hold workshop meetings on a different night so not to compete with advisory commissions that are regularly scheduled on the second and fourth Tuesdays for the City Council Chambers. After a brief discussion, there was concurrence that Special City Council meetings scheduled for nights other than prior to a regular City Council meeting could be held on Thursday evenings. City Councilmember Blomquist suggested that those meetings that are held on Thursday nights be scheduled for 6:00 p.m. City Councilmember Masin mentioned that the Metropolitan Council should solicit suggestions from City Councils as to how the Metropolitan Council representative could best serve a community. Councilmember Carlson suggested that Councilmembers put together a list of criteria for what they are looking for in a Met Council representative and forward the suggestions to the City Administrator. Mayor Awada informed the group that the Eagan Forever Green Committee is interested in constructing a board that resembles an oak tree that will be used as a display to inform the community about the fund raising goals for the Forever Green Program. She stated that the oak tree would be located on the Municipal Center Campus visible to Pilot Knob Road. City Administrator Hedges presented a variety of designs for developing note cards to be used by the City Council. Councilmembers agreed on a design layout to be ordered for each of the Councilmembers. ADJOURNMENT There being no further business, the meeting was adjourned at 9:45 p.m. HRlTLH February 9, 1999 Date ~DM . .. City Clerk