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08/31/1999 - City Council Special :)(;244 MINUTES OF THE SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA August 31,1999 A special meeting of the Eagan City Council was held on Tuesday, August 31, 1999 at 6:00 p.m. at the Eagan Municipal Center Building. Present were Mayor Awada and Councilmembers Bakken, Blomquist, Carlson and Masin. Also present were Director of Finance VanOverbeke, Director of Public Works Colbert, Acting Chief of Police Swanson, Assistant Director of Finance Pepper, Chief Building Official Reid and City Administrator Hedges. FORMER CITY COUNCILMEMBER JERRY THOMAS City Administrator Hedges shared news that Jerry Thomas, a former member of the Eagan City Council, had passed away earlier that day from an illness. He further commented on the love Mr. Thomas had for the community and his years of public service as a volunteer firefighter and member of the Eagan City Council. Members of the City Council agreed to have a flower arrangement sent in memory of Jerry Thomas. AGENDA Mayor Awada asked if there were any additions or changes to the agenda. City Councilmember Masin stated that she would prefer to have item IV.,'Review Rules of Order for Motions at Regular City Council Meetings, continue it to a future City Council work session. Mayor A wada stated that she would like to add an item to the agenda to discuss the role of the acting Mayor. Councilmember Bakken moved, Councilmember Masin seconded the motion to approve the agenda as amended. All members voted aye. PROPOSED 2000 GENERAL FUND OPERATING BUDGET City Administrator Hedges presented the draft 2000 General Fund Operating Budget discussing the following points: the levy, tax rate changes, new personnel, the contingency account, equipment revolving and several other issues regarding the specific proposed property tax levy. He stated that the recommended levy is proposed at $110,501 under the maximum allowed state imposed levy limits which is according to direction given by the City Council at the August 3 work session. The City Administrator also stated that in spite of the tax classification rate changes, the estimated City tax capacity rate is decreased by 1.1 percent from 21.527 to 21.294 excluding the MVT A levy. He further explained new personnel stating that there are three (3) new police officers to be funded under the Cops Program with the other additional personnel primarily being clerical support. The City Administrator stated that the levy includes an increase for the Equipment Revolving Fund, Major Street Fund and additional money for the new General Facilities Renewal and Replacement Fund. The City Administrator also commented on the state's unfunded mandate on bleacher safety which has required a budget allocation of $42,000 for the year 2000. The City Administrator further reviewed the fourteen page narrative he prepared for the preliminary budget document explaining the proposed calendar for truth and taxation hearings during the month of December and recommending that the City Council meetings for the initial hearing and continuation hearing be scheduled for December 6 and December 20 respectively. Special City Council Meeting Minutes August 31, 1999 Page 2 )c245 Director of Finance Van Overbeke reviewed and commented on some detail of the class rate changes, tax capacity rate and the tax impact on property. City Councilmember Carlson stated that in regards to the taxes on various property values that higher market value homes be used as an example, i.e., $300,000 to $500,000 homes. City Councilmember Carlson stated that she had several questions regarding how the community survey that was proposed under the Administration Budget will work. She asked if there are new revenue ideas being considered for the Operating Budget, does the contingency have enough appropriation and further questioned the category of "Other Services and Charges". City Administrator Hedges reviewed the community survey stating that it is directly connected to performance measurement standards and could be an effective tool for measuring service delivery and provide a comparison of our service delivery with other similar metropolitan communities. Director of Finance Van Overbeke stated that new revenue sources are always encouraged and the amount for the contingency budget was directed by the City Council 1999 to be at approximately 2.0 percent of the Operating Budget which will take some additional revision in the City Administrator's budget before the truth and taxation hearings. The City Administrator and Director of Finance further explained how the budget line items work and that "Other Services and Charges" is a summary total of several line items. City Councilmember Bakken asked if the proposed line item amount for fireworks at $10,000 is adequate given the cost for a fireworks display? City Administrator Hedges stated that the financial perimeters for fireworks are $1,000 a minute or $30,000 for a half hour fireworks display. City Councilmember Bakken suggested that the amount be increased and possibly the fireworks display could be reduced in length, but retain the quality of the fireworks. City Councilmember Masin stated that she would support an increase in the amount budgeted for fireworks suggesting that the type and length of fireworks display should be consistent with the 4th of July FunFest recommendations. After further dis~ussion, City Councilmember Masin moved, City Councilmember Carlson seconded the motion to approve a $20,000 allocation toward fireworks for the year 2000 4th of July festival. All members voted aye. City Councilmember Blomquist praised the City staff for the excellence in preparing the budget document. She stated that the budget document and presentation was very comprehensive . and again expressed her thanks to the staff for their hard work. City Councilmember Masin stated that she was pleased with the budget document and had no further comments. Mayor Awada had a brief question about the Equipment Revolving Fund. Director of Finance VanOverbeke provided the history of the Equipment Revolving Fund and stated that he would provide data to Mayor A wada on the formula that was used for establishing that account. After further discussion, a motion by Councilmember Bakken, seconded by Councilmember Carlson was approved to present the proposed property tax payable, the proposed 2000 General Fund Budget and public hearing, initial and continuation hearing dates for truth and taxation for official action at the September 7 regular City Council meeting. MVTA STRATEGIC PLAN City Councilmember Masin stated that she requested this item be placed on the agenda stating that the need for a new MVT A Transit Station located at the intersection of Pilot Knob Road and Yankee Doodle Road is consistent with the MVT A Strategic Plan. She stated that there Special City Council Meeting Minutes August 3 1, 1999 Page 3 00246 has been a question in the minds of City Councilmembers as to whether the MVT A should locate a transit station at this site and that the matter should be addressed with her as she is the City Council's representative to the MVT A Board. City Councilmember Masin stated that without the City Council's support, the project will only include a surface parking lot. City Councilmember Blomquist stated that she would like the staff to look at the traffic count information at Pilot Knob Road and Yankee Doodle Road and also how the access will work to Pilot Knob and Yankee Doodle Roads from the proposed MVTA transit site. City Councilmember Blomquist also spoke to what appears to be a possible backup of traffic on Pilot Knob Road with access to 1- 35E. Director of Public Works Colbert stated that there was no comprehensive traffic study directed for this project, however, he will provide whatever data is available for the City Council for their review at the September 7 City Council meeting. City Councilmember Bakken questioned whether the City can require accurate information on traffic counts at the proposed park and ride site for the additional 400 to 500 parking spaces. City Councilmember Carlson asked the Director of Public Works whether it is possible to create a left turn movement into the park and ride site off Yankee Doodle Road west bound adjacent to the site. City Councilmember Blomquist stated that MVTA staffhas commented that the plan was approved by the City. She provided a correction that MnDOT turned back land at both the Pilot Knob and Blackhawk park and ride sites for that purpose and, further, there has not been any formal approval given to the proposed Metro Transit Station at the Pilot Knob Road site for the record. After further comments regarding the proposed MVT A Transit Station, Mayor A wada concluded the discussion by suggesting that all data be provided to the City Council for review and consideration at the September 7 meeting. ACTING MAYOR Mayor Awada stated that it was her desire to rotate the Acting Mayor at this time due to what happened at the regular City Council meeting of August 17. She presented a letter to the City Council identifying her reasons for the change and said that although she did not blame the existing Acting Mayor for what occurred, she wanted to ensure that it does not happen in the future. She further said that she was appointing Councilmember Bakken as acting Mayor because of his knowledge and understanding of parliamentary procedures. Councilmember Masin stated that the right decisions were made at the August 17 City Council meeting and, further, that the City Attorney backed her on the procedure that appears to be in question. She added that the two Councilmembers who voted against the motion to separate items from the Consent Agenda were in error. She further added that the Chair has the ability to make modifications. City Councilmember Blomquist excused herself from the City Council meeting at 7:35 p.m. Councilmember Carlson stated that in order to afford the City Council to fine tune parliamentary procedures, she would prefer Councilmember Bakken run meetings when Mayor A wada is absent. She requested that Mayor A wada be open to re-evaluating the effectiveness of this change. Special City Council Meeting Minutes August 31, 1999 Page 4 00247 Mayor Awada moved, Councilrnember Carlson seconded a motion to appoint Councilrnember Bakken as Acting Mayor. Aye: 3 Nay: 1 (Councilrnember Masin opposed) OTHER BUSINESS Councilrnembers discussed the need to hold a work session for the purpose of discussing parliarnentaIy procedures with the City Attorney present. After review and consideration of dates and in a motion by Mayor Awada, seconded by Councilrnember Carlson, the date of Thursday, September 23, at 5:00 p.m. was approved with 4 ayes and 0 nays. The meeting was adjourned at 7:40 p.m. August 31, 1999 Date ~ ~ity Clerk