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02/24/1998 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota 00063 February 24, 1998 A special meeting of the Eagan City Council was held on Tuesday, February 24, 1998 at 5:00 p.m. in the Eagan Municipal Center Community Room. Present were Mayor Egan and City Councilmembers Awada, Blomquist, Masin and Wachter. Also present were Director of Parks & Recreation Vraa, Director of Public Works Colbert, Director of Finance VanOverbeke, Communications Coordinator Foote, Assistant to the City Administrator Hohenstein and City Administrator Hedges. EXECUTIVE SESSION Mayor Egan convened a Special Executive Session for the purpose of discussing pending litigation in Conference Rooms A and B. Present were Mayor Egan and Councilmembers Awada, Blomquist, Masin and Wachter, City Administrator Tom Hedges, Assistant City Attorney Mike Dougherty and John Baker representing the Law Firm of Greene Espel. VISITORS TO BE HEARD Mayor Egan reconvened the Special City Council Meeting at 5:45, following an Executive Session, and acknowledged that there were no visitors to be heard. FEASIBILITY REPORT PRESENTATION BYWATER TECHNOLOGY, INC. FOR AQUATIC FACILITY City Administrator Hedges stated that representatives of Water Technology, Inc. met with City staff during the afternoon preceding the meeting to review their findings and recommendation for a proposed aquatic facility on the municipal center campus. He stated that Water Technology, Inc. will present the results of their feasibility study for Council review and input prior to proceeding with the community informational meetings scheduled on Wednesday, March 4 and Tuesday, March 10. Director of Parks and Recreation Vraa introduced Charles Neuman, Carl Fuerst and Claude Rogers, the City of Eagan's aquatic consultants from Water Technology, Inc. Chuck Neuman, Water Technology, Inc., provided an overview stating that the Municipal Center's site is excellent for an aquatic pool facility and has expansion capability, the master plan will provide a larger bather capacity than the facility the City Council reviewed at St. Louis Park and the feasibility study will address a strong sensitivity to the adjoining Windcrest neighborhood. Carl Fuerst, also representing Water Technology, Inc., provided an overview of information that is referred to as Report 1 that addresses trends and recreation participation, specifically relating to outdoor swimming and aquatic facilities nationwide. He further built on Report 2, which is the programming and need assessment that relates to the City of Eagan's community profile. Mr. Fuerst stated that a bather load capacity of 2,000 is appropriate for the Eagan aquatic facility. He further Page 2/Eagan Special City Council Meeting Minutes February 24, 1998 00064 provided data as to how the bather capacity is calculated for an ultimate aquatic facility. Mr. Fuerst provided analysis and data to the City Council on what the entertainment values are at the site that will keep people using the aquatic pool facility. He presented slides that include a number of program components taken from aquatic pool facilities across the country stating that most of the facilities are located in the upper midwest. Mr. Claude Rogers, representing Water Technology, Inc., reviewed two (2) drawings including a master plan and a Phase I proposal. He stated that the elevations have been carefully studied adding that the facility is approximately 10 feet lower in elevation than the library and also 10 feet lower than the residential properties that are located to the east of the proposed aquatic facility. He further stated that the design plans include a berm which will act as a buffer to help screen the homes located in the Windcrest Addition. Following the presentation, Mayor Egan stated that the layout of the aquatic pool facility appears to be sensitive to the surrounding residents further stating that the pool zone located closest to the homes will be mainly occupied by adults which is generally a lower noise threshold. After further review of the master plan and what the consultants have identified as the Phase 1 proposal drawings, Mr. Rogers presented the estimate of probable project budget. He stated that the entire family aquatic center master plan including a leisure pool, water play, lazy river with adventure channel, adventure channel feature, two drop ~Iides, two flume slides, body and one flume slide tube with contingency fees and furniture, fixtures and equipment total $7,140,000. He stated that the estimate of probable project budget for Phase I which includes a leisure pool, water play and two flume slide bodies with tower facilities again with contingency fees, furniture, fixtures and equipment is $4,519,000. Mr. Rogers stated that the actual construction subtotals for the projects are $5,645,000 and $3,550,000 respectively. He stated that it is their policy to include all costs in addition to the actual proposed construction budget in addressing an estimated budget. Mr. Rogers went through the budget in detail describing the aquatic features, site development features, architectural features, support features and what is included in the furniture, fixtures and equipment. City Councilmember Awada stated that the one program that appears essential to the aquatic facility is the lap section. She further asked if consultants could modify the drop slides from a 12 foot depth to a 6 to 8 foot depth. Director of Parks and Recreation Vraa stated that it was the recommendation of the City staff that these two (2) components addressed by City Councilmember Awada be connected with the leisure pool and further that the depth of the pool area and the drop slides be reviewed further for change. Mr. Neuman stated that these changes are very feasible and should be made to the master plan. Mayor Egan questioned whether Phase I, which is limited to three (3) components, will be adequate given a 1200 capacity bather load. He further stated that Phase I raises a public policy question as to whether the City should construct more of the aquatic pool components with the initial construction and recognizes a proper bather load closer to the 2,000 number given the size and demographics of the community. 00065 Page 3/Eagan Special City Council Meeting Minutes February 24, 1998 City Councilmember Masin asked if the City only constructs Phase I, does the footprint change if other components presented to the master plan are developed at a later date. Mr. Neuman agreed with comments presented by Mayor Egan and in a response to City Council member Masin stated that the footprint does not change. City Councilmember Awada stated that it is essential to build the aquatic pool facility at the right capacity for the community in order to generate an adequate revenue stream. She further stated that a 30% increase in the capital budget to add the additional components should provide a 100% increase in operating revenue which strongly suggests that the City consider adding more of the components which are identified in the ultimate master plan as a part of the initial construction. City Councilmember Awada asked staff if it would be possible to forecast the amount of revenue required to pay the additional bonds if the total master plan proposal for the aquatic facility were to be constructed. Director of Finance VanOverbeke stated that based on projections for the second sheet of ice in today's municipal bond interest climate, it would take an annual revenue stream of $123,000 to pay the principal and interest debt on $1,500,000 of revenue bonds. City Councilmember Wachter stated that he is disappointed in the total cost stating that he was of the impression that the total aquatic pool facility could be constructed for $4,000,000 to $5,000,000. He further stated that he tends to agree with the majority of the City Council that it is more economically wise and efficient to build the piping and possibly additional components with the initial construction than to retrofit and reconstruct the pool facility in two to three years. Mr. Neuman stated that the site is fabulous for an aquatic pool facility. He stated that questions addressed by the City Council will be included with revisions to the plan and preparation for the community wide informational meetings. He further stated that the next step is to take some soil borings on the site to make certain there are no poor soil conditions. Mr. Neuman further stated that the City can design the entire facility and bid several of the aquatic pool components such as the lazy river as alternates and once the bids are reviewed a decision can be made as to which components will be included in the initial phase of the aquatic pool facility construction. Mr. Fuerst stated that the 4.5 million dollar component addressed as Phase I provides more facility than the City Council reviewed at the St. Louis Park facility. City Councilmember Masin asked if these design features provide flexibility for a year round facility and further, how will the facility look during the nine (9) months it is not in operation as an aquatic pool facility. Mr. Neuman stated that the property elevation is depressed relative to the adjoining properties and will not be visual during the three (3) months of operation or the nine (9) months of not being used. Page 4/Eagan Special City Council Meeting Minutes February 24, 1998 00066 City Councilmember Awada recommended that the entire project be bid with various components listed as alternates so the City Council can determine what portion of the project should proceed ahead. She further asked the City Administrator and staff to make the necessary revenue projections which will be evaluated prior to a bid award. Mayor Egan agreed with City Councilmember Awada's recommendation. City Councilmember Wachter also agreed stating that it is important to find a contractor who will do an excellent job of preparing the site. Mr. Neuman stated that they would assist with the operations, revenues and costs, and are prepared to provide different pricing structures and will review various bidding alternatives that are available to the City Council, if the total facility is bid. Mayor Egan praised the consultants from Water Technology, Inc. and City staff for completing the drawings and coordinating the project for consideration by the City Council. He further stated that public informational meetings will be held on March 4 and 10 and the item will be scheduled as an action item on the regular City Council meeting for the March 17th meeting. ODD/EVEN YEAR ELECTION City Administrator Hedges stated that at the February 10th Special City Council Meeting, City Councilmember Awada stated that she would like to schedule a discussion by the City Council regarding a change in scheduling municipal elections from even years to odd years. He stated that, historically, the City of Eagan held it's municipal elections in odd years, opposite state and national elections which are all even years. The City Administrator stated that during July, 1991, the City Council changed the term of office for Mayor from two to four years and the municipal elections from odd years to even years. City Councilmember Masin stated that it is her understanding that Independent School District 191 wanted the school board elections changed from spring to fall. City Councilmember Wachter stated that holding municipal elections in the odd year allows people to know who they are voting for. He further stated that the additional cost of holding elections in the odd year was the reason the City consolidated all of their elections to be even year. City Councilmember Awada stated that the whole state is looking at odd year elections. Mayor Egan commented that in his opinion the public would be better informed on local issues if municipal elections were held in the odd years, stating that it is difficult to compete with national and state elections. City Councilmember Masin asked how many people voted in odd years versus even years, suggesting that the number of voters is considerably higher in even years. Mayor Egan stated that he can support the odd year elections stating that it is a better representation to the voters to hold local elections in the odd years and further that a portion of the cost will be deferred back to school districts. City Councilmember Blomquist stated that the switch from odd year to even year is recent enough that possibly the City should continue the even year elections and evaluate the effectiveness before switching back to the odd year. She further stated that the additional costs of an odd year election should be a consideration and further asked that the City gather 00067 Page 5/Eagan Special Council Meeting Minutes February 24, 1998 information from the Citizens League and League of Women Voters regarding this issue before a final vote is considered by the City Council. City Councilmember Awada stated that she would like this item placed on the March 2nd regular City Council Agenda. She further stated that she supports the request for information and if there are official positions hearing both pros and cons, they should be able to be provided to the staff and City Council by the March 2nd meeting. LA YOUT/ROY AL OAKS ADDITION Director of Public Works Colbert informed the Council of an application received by staff for a preliminary subdivision for a residential development called Royal Oaks Addition located along the east side of Wescott Hills Drive. He stated that there were several issues that the Council should be aware of. Mr. Colbert provided a brief summary of the proposed development's lack of conformance to the concept site plan that has been used to guide the previous developments that have occurred in the area. He stated development's layout of all cul-de-sacs did not provide for the planned internal local street connection between Trails End Road and Wescott Hills Drive. He also stated that this development would require the upgrading of Wescott Hills Drive that has been programmed for 1999 in the City's 5 year CIP. Finally, the development did not provide for storm sewer outlets from many of the ponding areas which would impact the mature woodlands in the area. City Council member Awada stated that she understands the desirability of the cul-de-sacs but would be willing to consider alternatives to either the concept site plan or the development layout. City Councilmember Wachter agreed with the Public Works Director and stated that the City should hold the line and not allow the development to be processed without maintaining a connection to the surrounding developments. Councilmember Wachter also shared concerns regarding adverse impacts to the trees in the area. Several Councilmembers also concurred that Wescott Hills Road should be improved with this development. After further discussion, City Councilmembers agreed that the applicant should be directed to provide alternates to either the concept site plan or the development layout application in order to be processed for consideration. OTHER BUSINESS City Council member Wachter stated that the City has the opportunity to acquire Gulbransen organ for $2,500. He stated that the organ could be used at the Civic Arena for learn to skate, hockey teams and other related ice facility uses. After further discussion, there was unanimous direction to direct the City Administrator to proceed ahead with acquisition of the Gulbransen organ in the amount of $2,500. Page 6/Eagan Special Council Meeting Minutes February 24, 1998 00068 City Council member Masin stated that she would like to schedule the Country Home Heights street improvements on a future agenda for consideration. There was no official action taken; however, City Councilmembers did briefly discuss the difficulty in gaining consensus on how the County Home Heights project should be improved. The City Administrator Hedges asked for a clarification on direction that was given at the February 3rd Regular City Council meeting for use of revenue from the rental of a cellular tower on a water reservoir for Holz Farm Park. He stated that direction is necessary as to how and when revenues are to be transferred to the Friends of the Farm for various operational and capital costs associated with Holz Farm Park. City Councilmembers stated that it is their intention to approve a transfer in the amount of one year's rental on one tower site from the Public Utilities Fund or the General Fund, and that revenue will be appropriated to programming the Holz Farm Park through the Parks and Recreation Department budget. There was further clarification by the City Council that the Friends of the Farm organization would be asked to participate in the preparation of the budget request as it relates to one speCific program. The City Administrator stated that the annual rental on a site is approximately $12,600 and questioned whether the money should be used for programming or capital costs. City Councilmembers expressed an intention that the money be used for programming and not for capital projects. City Council member Wachter stated that the use of revenue from the rental of the cellular tower will be made available on an ongoing basis to consider costs associated with Holz Farm and further that operational costs for programming will also include repairs, such as a new roof. City Councilmembers concurred with the explanation by City Councilmember Wachter. ADJOURNMENT There being no further business, the meeting was adjourned at app::::: :~~5 ~~:~ c;-, l \~ l\~ Date ~y Clerk TLH