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08/04/1998 - City Council Special Minutes of the Special City Council Meeting, August 4, 1998 page 1 00279 MINUTES OF THE SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA AUGUST 4, 1998 Present: Mayor Tom Egan, Councilmember Pat Awada, Councilmember Bea Blomquist, Councilmember Sandy Masin, Councilmember Ted Wachter, City Administrator Hedges, Director of Parks and Recreation Vraa, Recreation Superintendent Peterson, Intern to the City Administrator Hertel. Mayor Egan called the meeting to order at 5:03. REVIEW PROPOSAL FOR USE OF CIVIC ARENA MEZZANINE FOR TEEN ROOM City Administrator Hedges provided an overview on the item. He stated that the Council had been considering two locations for a potential teen center, including the YMCA and the mezzanine area in the Civic Arena. He reminded the assembled group that the City Council had appropriated $75,000 to the YMCA to create a teen center. He introduced Karen Lucia as a representative of the teens, who stated that she was available to answer questions. Councilmember Awada arrived at 5: 11. Councilmember Masin asked if the purpose of the meeting was to obtain feedback from the members of the audience. Ms. Lucia stated that the teens were present to seek approval from the Council and to inquire about possible funding options. She stated that they had been talking to members of the community and area businesses, but that those entities were hesitant to donate funds to the project without knowing that the City is supporting the teen's proposal. Superintendent of Recreation Peterson stated that the teen center, as proposed by Ms. Lucia and others had not been budgeted as part of the General Fund Budget for 1999. She further stated that the City has not applied for any grants for the start-up costs or the operational costs. She stated that she expected a project of this magnitude wouldn't be up and running until Fall or Winter 1999. Councilmember Wachter inquired about compliance of the proposed facility with the City's fire codes. Superintendent of Recreation Peterson stated that they were aware of the issue and ensuring compliance would constitute a considerable portion of the start-up costs. Councilmember Wachter inquired about scheduling conflicts with hockey events. Superintendent of Recreation Peterson responded that the area would be blocked out for events at the Civic Arena, including hockey games, and also commented that some people are used to watching the games from the mezzanine area. Councilmember Masin stated that the City of Bumsville has been very active on the teen center issue. She stated that Eagan should learn from the experiences of communities that have been unsuccessful in their teen center ventures, emphasizing the importance of having the backing of the teens for the location and format of the teen center. She commented that the appropriation to the YMCA would attract only teens who would have gone there regardless and that Eagan has enough teens to warrant multiple teen center locations. She also stated that the opportunities for grant monies should be pursued and commented further that the Civic Arena needs more rooms. Minutes of the Special City Council Meeting, August 4, 1998 page 2 00280 M\~yor Egan inquired about the capital costs and staffing needs for the teen center. City Administrator Hedges stated that he could prepare that information for another work session, but stated that they would not have significantly more information at that time. He also clarified that the functions between the YMCA site and the mezzanine site would be different; the YMCA would have the capacity for functions like programs and lock-ins, whereas the mezzanine area would be more of a drop-in center. Ms. Lucia stated that the mezzanine area would be more relaxed and may be a place to coordinate trips or post job opportunities. Council member Wachter asked if there would be supervision and if it would consist of staff or volunteers. Superintendent of Recreation Peterson stated that because the Civic Arena is a City facility, it would be appropriate for the City to staff the teen center with several seasonal temporary employees and one staff person to oversee those employees. Councilmember Masin suggested the City partner with Community Education. Councilmember Blomquist expressed concern about potential for public misconception that the teen room would be only for teens involved with the hockey program. Ms. Lucia responded that the answer to that concern would come through advertising to teens other than the ones who would already come to the Civic Arena. Mayor Egan questioned how the block-outs would work. Superintendent of Recreation Peterson said that staff would coordinate those times with Civic Arena Manager Mark Vaughn. Councilmember Blomquist stated that nearly the entire months of December through February would have to be blocked out. Superintendent of Recreation Peterson explained that reference to a park shelter was a staff scenario of using a Park Shelter rather than the mezzanine for a teen center; she further stated that the black-outs refer to the outdoor skating season. Councilmember Awada asked what would be done with the TVs and furniture during black-outs. Mayor Egan commented that this seemed like a manageable but significant cost as we enter the budget season. Council member Masin asked that the park shelter idea be pursued further; she asked that several locations across the City be included in City Administrator Hedges' proposal. City Administrator Hedges summarized the Council's request, stating he would prepare 2-3 scenarios with estimated costs and varying locations to be considered before the General Fund Budget is approved. Councilmember Masin suggested again that the City consider partnering with Community Education. Councilmember Awada suggested contacting the school districts. Mayor Egan commented that the City Council should be consistent in their policy toward the teen centers, reminding the Council that they had committed only a one-time cost with the YMCA proposal and stated that they should do the same for subsequent proposals. Councilmember Wachter expressed concern about jeopardizing the YMCA's program by creating an additional teen center. Mayor Egan said it would be hard to know if the two would be complementary or competitive. Councilmember Wachter asked how many teens they expected to use this facility at any given time. Ms. Lucia stated that she expected between 100-150. Superintendent of Recreation Peterson stated the teen center that existed when the population was around 20,000 was supported by about 30-40 teens. The Council directed staff to prepare the scenarios for potential sites, costs and staffing needs before the approval of the General Fund Budget. Councilmember Wachter expressed concern about stretching staff resources. Minutes of the Special City Council Meeting, August 4, 1998 page 3 00281 REQUEST TO COMPLETE CIVIC ARENA TEAM ROOM City Administrator Hedges gave an overview and brief history on this item. He introduced Mr. Wally Larson from Eagan High School and asked Director of Parks and Recreation Vraa to review the proposal with the Council. Director of Parks and Recreation Vraa stated that interest in completing the team room had been generated by the high school and the Boys' and Girls' Hockey Booster. He informed the Council that there was no room for financing this project within the current budget. The booster groups suggested partnering with the school and the City to complete the project. He stated that the Boosters were willing to fund the project over the course of several years and that they also wanted to use their own labor resources as sweat equity to keep the costs down. Mr. Larson stated that the support for completing this project will be constant and will not waver in the coming years. He commented that the Eagan Hockey Boosters are a group that gets things accomplished. In regards to the sweat equity component of the project, he stated that the infrastructure can't be completed with only their resources, but offered laborers to complete any tasks they could manage. He asked that the payment for the estimated cost of $34,200 be distributed over the next 7 years. Councilmember Masin asked if the sweat equity arrangement would cause labor relations problems with unions. Director of Parks and Recreation Vraa stated that the City employs both union and non-union contractors on the current project. Councilmember Blomquist stated that she would like to see this extend beyond the hockey boosters to the community at large. Council member Masin asked if the City invested in this room, could it be rented as a revenue producer. Director of Parks and Recreation Vraa said that it would not be a room appropriate for raising revenue. Councilmember Wachter asked the audience how badly this room was needed. Mr. Brian Johnson from the high school responded that this would be a big step-up for the Eagan Hockey program. He commented that most arenas in the conference have team rooms and what an asset those are for teams to prepare for games. He also stated that the facility would be an area that the players could keep their equipment. Mayor Egan stated that he remembered settling the dispute with the former Minnesota Moose and inquired as to where those settlement funds had been allocated. City Administrator Hedges stated that the funds had been directed to compensate for the construction on the team room that had already begun. Mr. Larson asked if they could be assured they would have access to the team room after investing their resources in the construction, expressing concern that another hockey team may wish to make use of the Civic Arena and then the room would be unavailable to the Eagan Hockey program. He further commented that the mezzanine is typically filled during hockey games. Council members Wachter and Blomquist stated their desire to see that area still be available to hockey fans. Mayor Egan thanked the hockey organizations' representatives for coming to the meeting. CONSIDER APPOINTMENT PROCESS FOR ADVISORY COMMITTEE TO REVIEW A CITY CODE OF ETHICS POLICY Minutes of the Special City Council Meeting, August 4,1998 page 4 00282 City Administrator Hedges provided an overview of the item. He encouraged the Council to consider determining an appointment process and then allow the task force to review the policies and make their recommendation sometime this fall. Councilmember Masin stated that she had asked for this many times, but that there had never been support for using a policy other than the one outlined by the League of Minnesota Cities. Mayor Egan asked what would be a reasonable expectation for an ethics policy. City Administrator Hedges stated that the City has copies of several policies from other Minnesota cities from a month ago when Councilmember Awada requested those policies. He commented that the policies follow closely to the State law, but that there is benefit to adopting in ordinance format the policy of the State or adopting a modified version of our own. Mayor Egan commented that he would like to see this become part of the City Code. Councilmember Blomquist stated that this would make the meetings run better; she also stated that she has wanted to institute an ethics policy for a long time. Mayor Egan commented on the importance of delegating this task to a neutral committee, in spite of the challenge to find neutrality amongst the long- standing relationships between the Council and the community. Councilmember Masin suggested bringing in outside persons from the Citizens' League, the League of Women Voters, consultants, etc. Councilmember Blomquist stated that she had read the policies from the League of Minnesota Cities and thought Bumsville's policy would be a good policy for the committee to model. Councilmember Masin expressed concern at the lack of process about this policy, stating that through her work with the MVT A, they took two and a half years to complete their ethics policy. Councilmember Awada stated that there should be enforcement provisions in the policy and that it should outline appropriate behaviors and what can and should be done by public officials. Mayor Egan concurred that an effective ethics policy must be enforceable, but cautioned against infringing on first amendment rights. Councilmember Blomquist suggested the entire Council read the policies from the LMC. Councilmember Wachter concurred and requested that copies be provided to the Council. He further stated that an ethics policy is a guideline, but is difficult to enforce. Councilmember Awada suggested that each of the advisory commissions to the City Council appoint a member to serve on the Ethics Policy Task Force. City Administrator Hedges stated that it would take approximately 30 days for the commissions to appoint these members. Councilmember Awada stated that they should meet only to make a recommendation on a policy and then only on an as-needed basis. City Administrator Hedges confirmed that the Ethics Policy Task Force would consist of one appointed member from each of the Council's six advisory commissions plus one person from either the Citizens' League or the League of Women Voters to ensure an odd number of task force members. ADJOURNMENT The Special City Council Meeting adjourned at 6: 15 p.m. ~~~ August 4, 1998 Date