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11/25/1997 - City Council Special 00404 MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota November 25,1997 A special meeting of the Eagan City Council was held on Tuesday, November 25, 1997 at 5:00 p,m, in the Eagan Municipal Center Community Room, Present were Mayor Egan and City Councilmembers Awada and Wachter, City Councilmember Blomquist arrived at 5:50 p,m. and City Councilmember Masin arrived at 6:10 p.m, Also present were Communications Coordinator Foote, Assistant to the City Administrator Hohenstein, Chief Building Official Reid, Chief of Police Geagan, Superintendent of Parks Olson, Superintendent of Recreation Peterson, Director of Parks & Recreation Vraa. Director of Public Works Colbert, Director of Finance VanOverbeke and City Administrator Hedges, MLC VIDEO PRESENTATION/BUILDING YOUTH ASSETS City Administrator Hedges stated that the League of Minnesota Cities has made a commitment to programs that support "Healthy Youth/Healthy Cities." He stated that the LMC, in partnership with Lutheran Brotherhood and other foundations, hired The Search Institute in Minneapolis to develop a videotape entitled, "Healthy Communities Healthy Youth," A copy has been loaned to the City for viewing, The seventeen minute tape was viewed by the City Council. City Councilmembers expressed their appreciation for the tape and Mayor Egan thanked the City Administrator for sharing the tape and other information about the various programs the City is participating in to help the youth initiative. 1998-2002 CIP City Administrator Hedges explained Part I of the draft five (5) -year CIP (1998-2002). He stated that an outdoor swimming pool and parking are proposed during 1998; the funding source is the Community Investment Fund, The City Administrator also stated that remodeling Fire Station #2 at a cost of $250,000 with the source being the Community Investment Fund has been delayed to 1999 by the Fire Department Building Committee, He also stated that upgrade to Fire Station #3 at a cost of $150,000 with the funding source being the Community Investment Fund has been delayed to the year 2000. The City Administrator further stated that it is the intention of the City to make roof repairs to Fire Station #2 to prevent any further damage to the building, City Administrator stated that at the November 3 City Council work session, staff was directed to prepare a timeline for construction of an outdoor swimming pool on the Municipal Center Campus, The City Administrator indicated at that work session that Chris Gears, Parks & Recreation Director for the City of St. Louis Park, would be present for this work session and share some comments about the St. Louis Park Aquatic Park Center. Director of Parks & Recreation Vraa presented the swimming pool timeline, stating that the first step is to select a pool architect/engineering consulting team during the month of January, hold public hearings during February and March. During the spring and summer, final design approvals and contract awards would occur for the facility. The Director of Parks & Recreation further stated that construction would need to begin in late July. 1998 in order for the soft opening to occur in late May and the pool to open for the 1999 season beginning June 1. He introduced Chris Gears, Director of Parks & Recreation for the City of St. Louis Park, who commented on the family aquatic center that was recently constructed and opened in his city. Mr. Gears spoke to the history and rationale for construction of the new pool. He indicated that the City of St. Louis Park did a survey, which focused on the swimming pool project only, and appointed a task force that involved teenagers and community representatives to study the need. Mr. Gears further stated that the family aquatic center would serve up to 3,500 people on days when the temperature was 85 degrees or warmer. City Councilmember Wachter asked about user fees. Mr. Gears indicated that the City charges one price for admission, which allows a customer to use the entire facility. He further stated that the City issues season passes, which have been very popular in the community. Mayor Egan asked how the City can ensure a state-of-the-art facility that won't breed any obsolescence. Mr. Gears stated that the City of St. Louis Park intends to reinvest every two to three years, depending on the revenue stream, which ensures improvements for maintaining a state-of-the-art facility. Mr. Gears showed a number of slides that emphasized the importance of zero depth, water slides and other amenities important to a family aquatic center. He further stated that the City received some valuable information from the youth committee that the pool needs to be exciting or it won't be used, He stated that the City of St. Louis Park took this challenge very seriously in developing the type of amenities that would be utilized by all ages. 00405 Page 2/Eagan Special city Council Meeting Minutes November 25,1997 City Councilmember Awada asked about the cost for the St. Louis Park facility if only the aquatic water park were to be constructed. Mr, Gears stated that to duplicate the St. Louis Park facility without a land purchase, the cost would be $4 million - $4% million. He further stated that the construction and ongoing operation has been an enormous task for his staff. Mr. Gears also stated that the Eagan location is excellent at the Eagan Municipal Center Campus, especially the trail network that would provide opportunities for youth to access the facility on the Municipal Center Campus. City Councilmember Awada asked about the fees that are charged at the St. Louis Park facility. Mr. Gears stated that it is important not to charge at the lowest common denominator. He stated that youth that cannot afford a daily or season pass are funded through community programs. He stated that the rates in St. Louis park are $100 for a family of four for a season pass or $5 apiece. City Councilmember Blomquist arrived at 5:50 p.m. and stated that she had experienced car problems, delaying her arrival at the special work session. Mr. Gears suggested that a pool project would need to be presented to the community, possibly a video presentation followed by a community survey. In response to a question, Director of Parks & Recreation Vraa stated that an RFP has been drafted, but needed further refinement. It was the consensus of the Council that it should be completed and sent out. City Councilmember Masin arrived at 6:10 p.m. Mayor Egan thanked Mr. Gears for his presentation and information he shared with the City Council. City Councilmember Blomquist questioned what the status of the Community Investment Fund is at the present time. The City Administrator reviewed the financial status of the Community Investment Fund, stating that with money set aside for the Fire Administration building, the current balance is $6,464,741. Director of Finance VanOverbeke stated that there are some special assessment funds that will be closed out, generating some additional revenue for the Community Investment Fund. City Councilmember Awada stated that the pool facility would generate revenue to pay back a portion of the Community Investment Fund. City Councilmember Blomquist stated that the City should look into all the funding options before the aquatic park facility is given final consideration. City Councilmember Masin stated that, in her opinion, the City needs to look at the whole project in relation to other park uses. She further asked when the park advisory commission will have an opportunity to review the aquatic facility and further, if this is the correct site for the project. Mayor Egan stated that because of the time sensitivity of the project, it is kept close to the City Council. However, it would be appropriate for the park commission to review the proposed pool project during this early phase of consideration. City Councilmember Masin stated that she is concerned about the need to have a positive process if a family aquatic center is to be given further consideration. City Administrator Hedges explained the process as outlined in the Park Director's memorandum, stating that to date the family aquatic center has emerged out of the Municipal Center site plan study. The next step is to determine project feasibility with the consultant and then hold informational meetings. City Councilmember Wachter stated that this might be an opportunity to provide some cable programming and other media opportunities to inform the public. City Councilmember Awada stated that this is another opportunity, such as the ice arena facility, to develop a capital project without the use of tax dollars. Mayor Egan commented that a family aquatic park would be an excellent opportunity for the community and is consistent with the survey results that were conducted by The Wallace Group that support a swimming pool for the community. Mayor Egan stated that this item will be placed on the December 16 City Council meeting for further review and consideration, but that staff should continue with the RFP process. City Administrator Hedges reviewed Part II of the Capital Improvement Program which is designated to provide vehicles and equipment used to carry out City services. He reviewed the history of the Part II CIP, stating that the 1993 departmental allocation system totaling $500,000 was established and has been used for the past five (5) years. The City Administrator further stated that since these allocations were implemented based on historical expenditures, there has been no adjustment for inflation and the allocation does not reflect changing needs or priorities. As a result, concerns have arisen that suggest a change in the system. The City Administrator explained the rationale for changing the Part II Vehicles and Equipment allocation into three (3) subparts that include: 1) vehicles and equipment between $5,000 and $150,000 which are replacement only, 2) MIS equipment that provides for a City-wide benefit, and 3) specialized equipment which is primarily new vehicles and equipment and the replacement of vehicles and equipment 00406 Page 3/Eagan Special City Council Meeting Minutes November 25, 1997 in excess of $150,000. He stated that there are more detailed factors for each of the three (3) subparts. General questions were raised by City Councilmembers and responded to by staff regarding certain equipment. The Council specifically directed that the $38,000 request to network the fire stations be removed from the 1998 budget portion of the 1998-2002 CIP. After reviewing the three (3) subparts for each of the departments in detail, it was suggested by the City Council that reconsideration be given to an increase in the $500,000 allocation to fund the Part II Vehicles and Equipment. City Councilmembers stated that this mechanism is simpler and provides a greater accountability for monitoring the vehicle needs. Staff was directed to complete a revised Part II CIP which would cover all vehicles and equipment. Department Heads will be charged with the City-wide allocation of the total budget. The City Administrator stated that staff had given consideration to an increase in the original allocation method as suggested by the City Council. Discussion of the CIP Part III was deferred to a subsequent meeting due to time constraints. McCARTHY HOUSE City Administrator Hedges stated that City staff has completed the analysis of the McCarthy house, specifically the cost effectiveness of using the property for rental income. He further stated that a cost analysis has been performed, which is outlined in detail by the Director of Parks & Recreation. Director of Parks & Recreation Vraa provided background on all the City's rental properties and a detailed analysis of; the rental option, civic use by non-profit option, and utilize the building for City storage of equipment and materials. Mayor Egan asked about the operating costs for those proposals that consider rental of the property. Director of Parks & Recreation Vraa responded and further stated that the City is not certain how long it will be before the Patrick Egan Park is developed; therefore, it is difficult to forecast and amortize the operating expenses. Councilmember Awada stated that it is very difficult for the City to know the future of the parkland during the next three (3) years. City Councilmember Masin stated that in her opinion there is more of a benefit to the community if the McCarthy is used by the Arts & Humanities Council and Advent United Methodist Church than a single family rental property. Kay Gustafson, representing the Arts & Humanities Council, and Pastor Sauer, from Advent United Methodist Church, addressed the City Council. Ms. Gustafson stated that there is a need and growing awareness in the community for more art, which requires the space for classes and other programs. She further stated that the house could be used for humanities to allow for the coordination of lectures and other volunteer uses. Ms. Gustafson stated there are fourteen (14) members from the community who are organizing the Humanities & Arts Council. Ms. Gustafson gave some examples of program, stating that the facility could be used for pre-school art - grades 3-6, theater production opportunities for youth and various classes for adults. Mr. Bob Doane, Chair of the Administrative Council for Advent United Methodist Church, stated that the church has 300 families and could use the facility at various times for Sunday School classrooms. Both Ms. Gustafson and Mr. Doane stated that their uses are compatible in the same facility. Kay Gustafson stated that the necessary building modifications could be performed by volunteers with the appropriate fundraising. City Councilmember Masin asked if the programs designed for the McCarthy house are different from the Caponi Art Park facility. Ms. Gustafson stated that the Caponi Art Park facility would also be used and they would not be in competition, however, would enhance the arts in the community for both facilities. Mayor Egan stated that the City has choices to either rent the property with the minimal return or allow the property to be used for public non-profit use. City Councilmember Blomquist stated that she likes the idea of allowing the Arts Council and the United Methodist Church to utilize the property, however, with minimum upfront cost. City Councilmember Wachter agreed that the facility is most appropriate for the church and Art Council. Mayor Egan stated that the two (2) groups would need to raise approximately $8,500 to retrofit the building. After further discussion, Mayor Egan summarized the direction of the City Council, stating that Advent United Methodist Church and the Council for Humanities & Arts need to bring back a plan for review by the City Council with the understanding that non-profit dollars would used to retrofit the facility and that both organizations would be responsible for utilities and further, that the City could not commit the property beyond three (3) years. 00407 Page 41Eagan Special City Council Meeting Minutes November 25, 1997 RAHN DIFFLEY SIGNALIZATION Director of Public Works Colbert stated that both the City and County have recognized the growing congestion associated with the four-way stop at the intersection of County Road 30 (Diffley Road) and Rahn Road. He stated that both the City and County have included in their five (5) year CIP a study to address the problem and propose a public improvement. Mr. Pete Sorenson, from the Dakota County Highway Department, appeared and participated in the discussion. Mr. Colbert stated that the alternatives include: 1) do nothing, 2) install a traffic signal with the existing intersection geometrics, 3) reconstruct Diffley Road to provide left-turn lanes with a split phase signal and 4) reconstruct Diffley Road to provide left-turn lanes with a signal and a raised center median. Mr. Sorenson stated that if the City selects alternative #1, the increasing traffic will need to go somewhere else. He stated that projections show 27,000 cars a day using this intersection. He stated that the current situation is 17,000 trips. Both Director of Public Works Colbert and Mr. Sorenson discussed alternative #2 (a split phase) which could accommodate 21,000 trips per day. Mayor Egan asked if there were any other choices. Director of Public Works Colbert stated that the only choice the City has is to encourage traffic on local neighborhood collectors, which is not a good choice. City Councilmember Wachter suggested that the City leave the intersection as it is, Mr. Sorenson stated that the crash rate is higher than normal. City Councilmember Masin stated that people residing near the intersection of Rahn and Diffley may not want a signal and proposed that the City hold an informational meeting for the area residents. City Councilmember Awada agreed and suggested that the City send out a letter and hold a meeting at a location in the general area of Rahn Road and Diffley Road. Mayor Egan summarized the discussion and direction, stating that staff will facilitate a meeting of an extended neighborhood adjacent to the Rahn Road/Diffley Road intersection for the purpose of holding an informational meeting. Staff was directed to report back to the City Council after the neighborhood meeting is held for further consideration on the intersection improvements. WETLAND BANKING City Administrator Hedges stated that at a previous Council meeting, authorization was given to staff to proceed with further investigation of the wetland banking opportunity in E'ureka Township located five (5) miles south of Lakeville, He stated that Water Resources Coordinator Brasch has evaluated the technical feasibility of the Eureka Township banking project and identified the City's share of the cost for purchase of banking credits. City Administrator Hedges presented a document prepared by Water Resources Brasch for review. He stated that if the City was no longer interested in proceeding, the City should withdraw at this time. Mayor Egan noted that it appeared the Council was supportive of this banking project, because of the benefit, and that staff should proceed with participation in the joint project. November 25, 1997 Date , . TLH