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05/26/1998 - City Council Special 00179 MINUTES OF THE SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA MAY 26,1998 A Special City Council meeting was held on Tuesday, May 26, 1998 in the Community Room of the Municipal Center Building beginning at 5:00 p.m. Those present were Mayor Egan and Councilmembers A wada, Blomquist, and Masin. Absent was City Councilmember Wachter. Also present was City Planner Ridley, Director of Public Works Colbert, Director of Parks and Recreation Vraa and City Administrator Hedges. Both Chief of Police Geagan and Director of Finance VanOverbeke were present to review the process of the 1999 General Fund Operating Budget. 1999 GENERAL FUND OPERATING BUDGET The City Administrator Hedges reviewed the process for the 1999 General Fund Operating Budget stating that the State Legislature has continued levy limits through taxes payable in 1999. He further stated that because levy limits will be calculated in the same manner as last year, it is recommended that the City reduce the number of scenarios for preparation of the 1999 General Fund Operating Budget. Director of Finance VanOverbeke presented two (2) scenarios which include; (1) a budget without specific limitations and departmental increases, and (2) a budget with a five percent increase over the 1998 appropriation. He stated that these are the City Administrator's instructions for preparation of the 1999 budget, stating that limiting budget preparation of these steps is a more practical approach to preparing the 1999 General Fund Operation Budget. Director of Finance VanOverbeke further stated that it was the City Council's direction that more detail be prepared for the Police Department Budget in 1999 similar to the additional information compiled for the Parks & Recreation Budget prepared for this year's budget. The City Administrator stated that he would like to include some performance measurement for City services by establishing benchmarks with other communities to determine how affective and efficient the City is performing its service delivery. City Councilmember Masin stated that if the City determines that a particular department is exceeding the benchmarks with other communities, what can the City do for that achievement. City Administrator Hedges stated that the information needs to be shared with the community as to how efficient and affective the City is performing its service delivery along with praise to our employees for their accomplishments. Mayor Egan thanked the City Administrator and Director of Finance for their input on the budget process and stated that there is little City Council consensus on how the City Administrator should proceed with preparation of the 1999 General Operating Budget given the two (2) scenarios. Page 2/Special City Council Minutes May 26, 1998 001.80 PROPERTY MAINTENANCE ORDINANCE City Administrator Hedges stated that the planning staff has assembled property maintenance information from surrounding communities in an effort to receive direction from the City Council relative to a Property Maintenance Ordinance. He stated that the City has received a number of calls about certain homes that are in disrepair in neighborhoods as well as the storage of large recreational vehicles. He stated that there is some expectation that the City Council will be addressing these issues in an ordinance. Senior Planning Ridley explained the property maintenance and accessory building items in detail using regulatory examples from Bloomington, Burnsville, Richfield and St. Louis Park that were compiled in a report by Planner Bob Kirmis. Mr. Ridley recognized Mr. Kirmis who was in the audience for his research in preparing the report for the City Council review. Senior Planner Ridley further stated that the main issues for review by the City Council is recreational vehicle storage, regulations governing the maintenance of single family homes and whether the City should provide additional clarity in its ordinance relative to accessory buildings on single family residential properties. Mayor Egan stated that the City does need to look at accessory buildings, specifically, how many are too many and to regulate the size of accessory buildings. In regard to property maintenance, City Councilmember A wada stated that the goal should be that properties are well maintained, so one home does not hurt the value of other homes in neighborhoods. She stated that her main concern in addressing a Property Maintenance Ordinance is the exterior of buildings. Mayor Egan spoke regarding the type of outside storage that should be regulated stating that some are more important while others are more discretionary. City Councilmember Awada again stated that property values and building values are her foremost concern and that campers and cars for sale on private property are okay, however, some discretionary enforcement is okay if the sale of these vehicles in any way impact surrounding properties. Senior Planner Ridley again stated that staff is asking for direction on recreational vehicles and exterior building features and not every item listed in the report such as weeds, on site wells, garbage, firewood and other related uses. He further stated that the City has ordinances in place to address many of these other issues. City Councilmember Blomquist stated that she has mixed emotions on the storage of recreational vehicles. Mayor Egan agreed stating that possibly the vehicles should be properly covered, if it is being stored on residential property. Senior Planner Ridley stated that in some cases a recreational vehicle is so large that it blocks the view of neighboring property which has generated complaints and a request that the City provide some regulation on this issue. City Councilmember Masin stated that the City should restrict the number of non- motorized vehicles to possibly one vehicle. Mayor Egan also stated that staff should review boarding houses in residential neighborhoods along with its review of the property maintenance ordinance. Page 3/Special City Council Minutes May 26, 1998 00 18j_ After further discussion regarding the proposed ordinance, it was agreed that staff would provide a summary of the ordinance regulations relative to issues such as weeds, noise, firewood and the related, and pertaining to the preparation of an ordinance, it would individually address property maintenance, vehicle storage and accessory buildings. There was a City Council consensus on approaching the Property Maintenance Ordinance, first, recognizing that a draft would require a review and public hearing by the Advisory Planning Commission and eventual review and consideration by the City Council. PRESENTATIONIBUILDERS ASSOCIATION OF THE TWIN CITIES Mr. Dave May representing the Builders Association of the Twin Cities appeared to show a video tape entitled "The Future is Now" which dramatically depicts the Twin Cities' dwindling land supply and affordable housing issues. Mr. May stated that the video was prepared by the Builders Association and attempts to present the severity of the crisis. Following the viewing of the video tape, City Councilmembers participated in a general discussion with Mr. May regarding the type of housing needs that are most desirable for the community. Mayor Egan stated that he is concerned about the issue of affordable housing and would agree to some smaller lots, but not for the entire City. Mr. May stated that it was not his intention to advocate all small lots. Mayor Egan thanked Mr. May for an excellent dialogue stating that it was appropriate to have this discussion on future housing needs since the City Council is in the process of updating its Comprehensive Guide Plan. WINTER TRAIL MAINTENANCE POLICY The City Administrator Hedges stated that the City Council has held preliminary discussions regarding the community's interest in winter maintenance of sidewalks and trails at Special City Council meetings held on March 24 and April 7. On May 4, a community informational meeting was held in the City Council Chambers allowing residents to provide public input and comment on the proposed winter trail maintenance program which consisted of 45 plus miles of winter maintenance. He further stated that following the May 4 meeting, the public record was left open until May 15 with the understanding that all the comment results of the survey that has been distributed throughout the community would be reviewed at the May 26 Special City Council meeting. Director of Public Works Colbert stated that in response to the community meeting held on May 4, and survey results, the draft trail maintenance plan has been revised to either add trails or reverse the side of the street the trails will be maintained due to public input. Mayor Egan raised questions about the maintenance of the trail on the north side of Yankee Doodle Road to the Eagan Promenade stating that it has been the intention of the City to promote walkers to the Promenade and that segment of trail should be considered for winter maintenance. Director of Public Works Colbert agreed with the suggestion and stated that this is an example where there should be a concession to plow trails on both sides of Yankee Doodle Road west of Lexington A venue to serve the Eagan Promenade. City Councilmember Masin asked if the same rationale should apply to the Coachman Shops located on Yankee Doodle Road and Coachman Road. Director of Public Works Colbert stated that the reason the trail maintenance proposal is only located on the south side, is due Page 4/Special City Council Minutes May 26, 1998 0018Z to a controlled intersection at Coachman and Yankee Doodle allowing people to walk to the shops. City Councilmember Masin asked about sand and ice application on trails and is there any reason we are proposing to not apply chemicals similar to city streets. Both Director of Public Works Colbert and Superintendent of Streets Erhart stated that sand and salt application on a trailway will not provide the same impact as city streets. Mr. Erhart stated that vehicular movement facilitates the thawing and melting of ice and snow and without that movement, a salt application will cause a pitting on the trails that may cause more liability than benefit. Director of Public Works Colbert stated that once the winter trail maintenance program is implemented, it is expected that the City will receive requests from residents to add certain trail segments to be included with the winter trail maintenance program. He further stated that it will be necessary to develop a policy that establishes criteria as to when the City Council would consider any modifications to the established winter trail maintenance program. After further discussion, the City Council reached a consensus that a petition would be required from a minimum of 50 residents within approximately V4 mile from the requested trail expansion to be given consideration. It was also determined that the criteria would include that all petitions would be presented for City Council consideration in April/May during preparation of the next year's annual operating budget. Director of Public Works Colbert reminded the City Council that the cost is estimated at $3500 for each mile of winter trail maintenance. Director of Public Works Colbert reviewed other aspects of the proposed winter trail and sidewalk maintenance plan reviewing ten (10) policies which include; (1) School districts will continue to remove snow on the sidewalks where they are currently responsible for the snow removal under the pilot program. (2) Snow removal shall be required after a minimum snow accumulation of two inches. (3) Snow removal operations will begin within 24 hours after snow fall cessation. (4) The snow removal will attempt to be completed on all trails within 24 hours after the startup. (5) The City removal operations will be performed through contractual services. (6) Winter maintenance will be limited to snow removal only and will not include ice control. (7) No hand work will be performed under City operations. (8) Any cleanup of windows and spillage in driveways resulting from City snow removal operations will be the responsibility of the affected property owner. (9) The City will not be liable for any incidental damage to turf, driveways, irrigation systems or landscaping located within public easements or right-of-way. Repair and restoration will be the responsibility of the adjacent property owner unless caused by operator negligence. City Councilmembers raised questions regarding this policy item as to the definition of incidental damage. Director of Public Works Colbert stated that it is not uncommon when plowing trails or streets that the force of the snowplowing blade can cause some scratching across the driveway surface which may raise a concern with some residents. Superintendent of Streets Erhart stated that it is not always possible to plow a straight line on the trails, especially with the first snow fall and as a result a plow blade will catch the sod or landscape material doing some damage. Mayor Egan suggested that residents be informed of an option to place small flag indicators along their sidewalk to help mark the plow route. After further discussion, City Councilmembers concurred with the criteria stated. (10) Many obstructions existing on or encroaching into the trail way system will result in the City skipping that segment and the violating property owner will be responsible for performing the snow removal within the required time frame or the Page 5/Special City Council Minutes May 26, 1998 00183 costs incurred by the City to do so. Director of Public Works Colbert stated that some households have multiple cars which may extend beyond the sidewalk alignment which would cause the plow to drive over a turf area in order to go around the vehicles or similar object. After a brief discussion, City Councilmembers agreed on this criteria. Director of Public Works Colbert stated that under the pilot program, trailways abutting residential property owners are plowed by the homeowner. He stated that it is the proposal of staff that all trails be plowed as a part of the contractual arrangement by the City. He further suggested that the school districts continue performing snow removal as they had been doing under the pilot program. After a brief discussion, the City Council concurred with this policy to be incorporated in the City ordinance. Paul Olson, Superintendent of Parks, stated that problems he experienced in working for a previous community that had a winter trail maintenance program, was the need to enforce the location of garbage cans outside the actual trailway and further to educate commercial establishments to not dump snow from their parking lots on to the trail area. Director of Public Works Colbert summarized the winter trail maintenance program as modified stating that the City is adding seven (7) additional miles for a total of 54 miles and reminded the City Council that the cost per mile is estimated at $3500 which will be included in the General Operating Budget request for 1999. Mayor Egan thanked the staff for an excellent job in developing the program as directed by the City Council and further stated that the program will be further addressed at a public hearing before the Council at the June 2 City Council meeting. SPRINKLING BAN ENFORCEMENT OPTIONS Director of Public Works Colbert stated that in 1990 the City Council formally adopted a permanent water conservation and management program that restricted lawn sprinkling activities to an odd/even program. He further stated that this was an action adopting a policy provided for under the current city ordinances and for the past eight (8) years, the City has been enforcing the odd/even restriction through a series of mail notification and door hanger tags. Director of Public Works Colbert further stated that on certain occasions, the staff has enforced compliance by physically turning off the sprinkler at the hose bibs. The problem according to Director of Public Works Colbert is the lack of compliance by residents and the City's lack of a program to enforce compliance for these residents who ignore the odd/even restriction. Mr. Colbert further stated that people become extremely upset if the City makes an attempt to shut off the water. He stated that one option is adopting a formal ordinance regarding rules and regulations relating to outdoor water usage for the more effective method of enforcement. He stated that enforcement could include surcharges added to the utility bill in lieu of enforcement as an ordinance violation through District Court. Director of Public Works Colbert stated that the reason for raising the issue in addition to minimizing non-compliance is the need to shave peak usage or face the alternative to construct more deep wells, pump stations and reservoirs to meet the increased water demands at significantly more cost. City Councilmember Masin stated that she would prefer more education as to why the odd/even program is necessary before implementing the proposed ordinance. Mayor Egan stated that it is also his opinion that the City should Page 6/Special City Council Minutes May 26, 1998 0018'1 maintain the current system and would prefer to defer any consideration of an ordinance. After discussion, there is a concurrence by the City Council that the City would continue and increase the water conservation education program with additional flyers, monitor compliance and the odd/even restriction would be enforced on a voluntary compliance basis for the time being. ARCHITECTURAL DESIGNIDISCUSS OPERATIONS FOR THE F AMIL Y AQUATIC POOL FACILITY The City Administrator Hedges stated that staff is meeting and discussing operations such as staffing, marketing, admission costs and other related activities that require advance planning to open the facility on June 1, 1999. He further stated that the City Council had asked for pictures regarding the architectural design of the buildings which include the bath- house and administration. Director of Parks and Recreation Vraa presented a number of pictures of bath-houses and administration buildings that were supplied by Water Technologies, the City's design consultant. The photos were from a number of cities, primarily in the upper mid-west. After reviewing the pictures, there was a general consensus that an attempt should be made to blend the elevation, image and construction materials with the library, Civic Arena and Municipal Center/Police Department buildings. There is also consensus that the buildings should be playful, project a vertical element, consist of masonry materials for quality purpose and make a positive statement for entrance to the Aquatic Pool Facility complex. Director of Parks and Recreation Vraa stated that he will take this direction back to the architect as they begin to prepare some preliminary designs for City Council consideration. Director of Parks and Recreation Vraa stated that he had a recent meeting with representatives of the Dakota County, commenting that there should be no problem with the County granting an easement for the City to include approximately 5,000 square feet of library property into the Aquatic Pool Facility. He further stated that as part of the condition for approval of the easement, the library wanted eight (8) conditions met. They requested directional lighting and that the sound system not play music. Director of Parks and Recreation Vraa stated that lighting should not be a problem in that the library would be closed the majority of the time lights would be used at the pool facility. He stated that in regards to the sound system, there has not been any policy decision reached by the City Council, however, it might be more appropriate that the City and County approve an acceptable decibel level. Director of Parks and Recreation Vraa reviewed other conditions mentioned by the County, indicating this item would be on the County Board's workshop agenda for Tuesday, June 2. Director of Parks and Recreation Vraa also discussed a season pass concept that would work similar to the picture card that is issued by Life Time Fitness to its members. He further stated that either a bar code or magnetic strip would be included on the card that would provide the City with appropriate information about attendance and other related data. He further stated that if the card is designed with the magnetic strip, it could be used as a Page 7/Special City Council Minutes May 26, 1998 00185 debit card for purchase of concessions. Director of Parks and Recreation Vraa gave an estimate, based on population and sales of season passes in other communities, that the City could sell up to 8,800 passes and provided some additional appreciation for the City Council on how involved just that aspect is for the staff to coordinate. Director of Parks and Recreation Vraa stated that the staff has not projected the rates for admission fees, however, it is anticipated that each person at the complex will spend a minimum of $1.00 on concessions. He stated that the estimate is 100,000 participants during the first year. City Councilmember Blomquist stated that she has had a lot of input from the community and the expectation for admission charges is in the $2.00 to $3.00 range. City Councilmember Awada stated that it is her understanding that other communities are charging admission rates that are higher than that. City Councilmember Masin stated that she has heard some concern from residents who have enjoyed use of the wading pool at no cost and a concern that the rates will prevent them from attending the pool complex on a daily basis. She stated that without the season pass, it could be prohibitive for a family or an individual to utilize the pool each day, which in her opinion should be given consideration. Mayor Egan thanked staff for the update on the planning for future operations of the Aquatic Pool Facility. LEXINGTONIDIFFLEY PICNIC SHELTER BUILDING Director of Parks and Recreation Vraa and Superintendent of Parks Olson reviewed the design elements and cost of a park shelter building that is proposed at the Lexington/Diffley Athletic Park. Director of Parks and Recreation Vraa stated that the dimension of the picnic shelter is 2200 square feet and will incorporate beams that were salvaged during demolition during the Fire Administration Building. He stated that there were 17 beams salvaged at a cost of $4500 and the replacement value for the beams is approximately $1700 each for a value of $29,000. After further discussion reviews, City Councilmembers concurred with the design and drawing as presented. City Councilmember Awada asked if there are any plans for the wading pool that will be dismantled once the parking lot is constructed. She further stated that it would make sense to locate wading pools throughout the City for use by young families. After a brief discussion, staff was directed to research locations and whether it is feasible to locate wading pools at two or three sites throughout the community. OTHER BUSINESS There being no further business, the meeting was adjourned at 9:00 p.m. DATE TLH May 26, 1998