07/22/2003 - City Council Special~~ r=-
AGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday
July 22, 2003
5:30 p.m.
City Hall Community Room
I. ROLL CALL & AGENDA ADOPTION
II. VISITORS TO BE HEARD
III. RECEIVE APrC RECOMMENDATION FOR THE CAPONI
LAND ACQUISITION
IV. STATUS UPDATE 2004 GENERAL FUND OPERATING
BUDGET
V. CONSIDER 2004 CIVIC ARENA BUDGET
VI. PERSONNEL POLICY: PROHIBITING FIREARMS AT WORK
VII. OTHER BUSINESS
VIII. ADJOURNMENT
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TO:
FROM:
DATE:
SUBJECT:
MEMO
City of Eagan
MAYOR AND CITY COUNCIL
CITY ADMINISTRATOR HEDGES
JULY 18, 2003
SPECIAL CITY COUNCIL MEETING /JULY 22, 2003
A Special City Council meeting is scheduled for Tuesday, July 22 at 5:30 p.m. in the
Community Room of Eagan City Hall. The following items are scheduled for
consideration.
RECEIVE APrC RECOMMENDATION FOR THE CAPONI LAND
ACOUISTION
Per the direction of the City Council at the June 24, 2003 joint City CounciUAPrC special
meeting, the APrC has been further researching and discussing the four directives that the
Council provided on the 24th. Those four items included: 1.) Explore the options of a
referendum for the acquisition of the Caponi property; 2.) Discuss funding options for the
50 percent of the funding that would not be covered by the Parks Site Fund; 3.) Provide
further detail into "Option 2" (two phased approach with no purchase obligation); and, 4.)
Prepare suggested nominees for the Caponi Art Park Board and the timeframe for
completion. The APrC discussed the Council's four directives at their July 14, 2003
Commission meeting. Enclosed on pages ~ through ~ are the minutes from the July
14, 2003 APrC meeting, which reflect the discussions that the APrC had on the Council's
directives.
APrC Chair Terry Davis will be present at the June 22 Special City Council meeting to
provide a summary of the APrC's discussions and recommendations regarding the four
directives provided by the City Council on June 24th
ACTION TO BE CONSIDERED:
To consider the recommendations of the APrC regarding the Caponi parcel.
STATUS UPDATE 2004 GENERAL FUND OPERATING BUDGET
Since the 2004 budget preparation information was presented at the June 24 Special City
Council meeting, City Councilmembers have provided their recommendations and input
into the process via e mail to the City Administrator. Two matrices summarizing the
Councilmembers' input were distributed to the City Council in the July 14 Administrative
Memo, and were also provided to each of the department directors. During the week of
July 7-11, the City Administrator met with each of the department directors to discuss the
details of the 2004 budget. Currently, the City Administrator and staff are preparing
various budget scenarios and information in preparation for the City Council's
comprehensive review process of the 2004 Operating Budget to take place in mid-
August.
ACTION TO BE CONSIDERED:
This item is intended as an update for the City Council.
2004 CIVIC ARENA BUDGET
Traditionally, the Civic Arena Budget is acted upon in advance of the other Enterprise
Funds and the General Operating Budgets due to the fact that the Civic Arena operations
are run on a seasonal basis starting in September as opposed to the calendar year. To
provide for proper communication with the various organizations and individuals that are
users of the facility, it would be helpful to have rates, revenues and expenditures all
formally set by City Council action at the August 4, 2003 regular meeting. The rates
would be effective September 1, 2003 while the budget including the revenues,
expenditures, and capital improvements covers the calendar year 2004.
Civic Arena Manager Vaughan, Director of Parks and Recreation Vraa, City
Administrator Hedges, Director of Administrative Services VanOverbeke and Chief
Financial Officer Pepper recently met and reviewed the proposed rates, revenue
estimates, and expenditure requests included in this budget. The budget as presented is
balanced, provides for the appropriate level of renewal and replacement funds, and
includes an allocation for capital equipment. Hourly ice time rental rates remain
competitive at approximately the average of surrounding ice arenas.
Revenues
Enclosed on page ~ is a copy of the Civic Arena revenues including actual
revenues for 2001 and 2002, the approved budget estimate for 2003, and the proposed
2004 estimate for City Council consideration. The 2004 revenue estimates are based on
slight hourly increases (3.4% for $145 to $150) in most rental rates as shown in the
comparative tables. The $2 differential between the rates for the Eagan and Eastview
Hockey Associations included for 2002-03 is maintained in the proposed 2003-04 rates.
None of the other fees listed in the notes are proposed to change. Also included on the
revenue page is a summary of proposed 2003-04 rates in the surrounding communities
showing Eagan's competitive position relative to those facilities. The average of the rates
in the first column as a proxy for the overall rates is $152 for those eight cities compared
to Eagan's proposed rate of $150. Three cities are lower, one is the same, and four are
higher, again as compared to the $150 for Eagan. The increase in total revenues from ice
rental incorporates the increased hourly rates and total rental dollars from events that
previously have been netted against expenditures (explained in expenditure account
#6327 below).
It should be noted in reviewing the historical revenue numbers that the 2002 revenue for
Arena Program Revenues is an accounting anomaly and is not a valid predictor of future
revenues. The four year average is $108,665 consequently, the 2004 budget estimate is
reasonable.
Staff continues to aggressively market the use of the facility to increase revenues and is
making every effort to operate a successful business venture per City Council direction.
Expenditures
Enclosed on pages ~ through ~~ is a copy of the detailed line item budget
information for the Civic Arena. On a comparative basis the 2004 budget is increased by
9.5% from $744,900 in 2003 to $815,800 in 2004. 2.7% of that increase results directly
from the change in accounting for event activities explained below with line item 6327.
On a direct year to year comparison the increase is therefore 6.8%.
Significant expenditure changes include the following:
Personal Services is increased by 9.4% reflecting an additional $5,000 of part time
salaries allowing for step changes with experienced staff and for additional part time
staffing to cover more events. The budget increase incorporates the appropriation for a
previous market adjustment for the arena manager approved by the City Council in late
2002. Also, there is a significant increase in health insurance costs for the regular
employees budgeted within this enterprise.
Line item 6230 "Repair/Maintenance Supplies-General" is increased by $4,000 to reflect
the refurbishing of a resurfacer in 2004. With 2 machines on a three year schedule, two
out of every three years should include this cost.
Line item 6327 "Sporting Event Officials" is increased by approximately $20,000 to
properly account on the expenditure side for the cost of providing this service. There is a
corresponding increase in revenues in ice rental to off-set this expenditure increase. Prior
to this budget the numbers had been shown as an off-set to one another, generating net
revenue, however per accounting requirements, that is not an acceptable practice and
needs to be changed. Sporting event officials provide for the cost of referees, announcers
and similar event costs directly tied to revenue generation.
Line item 6357 "General Advertising" shows a $5,000 increase from 2003 to continue to
enhance advertising, primarily to increase revenues from the equipment washing
machine, general programs and dry floor activities. The account does not include an
appropriation to advertise the Home and Leisure Show. This budget relies on the ECVB
continuing to provide for that $3,000 expenditure.
Enclosed on page ,~~ is a reconciliation that allows a comparison of the budget
format on a cash basis to the actual financial report which is reported on a full accrual
basis. This page has no budget implications; however it helps explain the differences
between the budget and the official financial report as certified to by the independent
auditors.
3
Capital Expenditures
The 2004 expenditure line items show an account for a Capital Outlay Allocation with an
appropriation of $10,000. Staff is suggesting that Civic Arena capital needs could best be
addressed by setting aside some money from each year's operations through the operating
budget process and combining that with the use of available retained earnings to provide
for capital needs to renew and enhance the facility beyond what is available through the
renewal and replacement account. This process would clearly designate a Civic Arena
use for retained earnings while preventing spikes in annual operating budgets caused by
fluctuating capital needs.
Enclosed on page ~_ is list of proposed capital items for consideration. Renewal
and replacement items are included in the first section of the list and are funded by the
annual allocation set aside from operations for that purpose. The second section of the
list shows replacement items that are not funded by the renewal and replacement account.
The third section includes new items that would either enhance operations at the arena
with the goal of increasing utilization of the facility thereby increasing revenues or by
maximizing other revenue opportunities. The second and third sections of the list would
be funded through the annual capital allocation from the operating budget ($10,000 in
2004) and from retained earnings as available and appropriate.
Enclosed on pages ~~ through ~,~ is an explanation of each of the proposed
capital items. Also enclosed on page ~_ is a worksheet showing the infrastructure
included in the renewal and replacement funding process. The worksheet shows the cost
being recovered and the useful life of each capital item.
Cash Position
Enclosed on page ~_ is a copy of an analysis showing the cash position of the Civic
Arena Fund from inception through the 2003 budget. In summary the analysis shows
$277,264 in the official renewal and replacement account and $166,902 of retained
earnings over the nine year period. It should be noted that 2002 was the first year of
positive cash flow after the incorporation of debt service requirements added with the
second sheet of ice.
Eagan Civic Arena Future
The 2004 operating year is the 10th year for the first arena and it maybe timely to engage
in some type of organized process to chart the course for the future as the arenas age and
as the community demographics change. Staff would appreciate direction from the City
Council either as part of the budgeting process or as a later task regarding the Council's
desire for or interest in some type of long range visioning process.
Summary
There is a great deal of material presented with this budget proposal to assist the City
Council in its consideration of the ice rates for the 2003-04 season and for the 2004
budget. The 2004 budget as presented is balanced, provides for the appropriate level of
renewal and replacement funds, and includes an allocation for capital equipment as well
as an allocation for some capital improvements funded from retained earnings. Hourly
ice time rental rates remain competitive at approximately the average of surrounding ice
arenas.
Staff continues to efficiently operate the arenas and to aggressively market the use of the
facility to increase revenues and is making every effort to operate a successful business
venture per City Council direction.
The cash position is an indicator of previous success as a business. However, the
competition from surrounding rinks and customer expectations demonstrate the need to
remain efficient and to remain a preferred vendor for the services provided through the
arena operations. The proposed capital improvements assist in meeting that objective.
DIRECTION TO BE CONSIDERED:
To provide direction to staff on the 2003-04 ice rental rates and on the 2004 Civic Arena
operating budget and to direct that the item be placed on the August 4, 2003 City Council
Meeting Consent Agenda for formal ratification.
PERSONNEL POLICY: PROHIBITING FIREARMS AT WORK
In response to the City Council's discussion regarding restricting employees from
possessing or carrying firearms, a proposed personnel policy has been drafted. Enclosed
on page,~is a draft personnel policy prohibiting firearms at work, which contains both
the Council's recommendations, as well as the recommendations of the League of MN
Cities and the City Attorney's office.
The draft policy is being presented to the City Council for their review at the July 22
meeting. Should it be the Council's desire to proceed in implementing the policy, the City
Administrator is suggesting that the policy be scheduled for ratification at the August 4
City Council meeting, as a consent item. Prior to the August 4 meeting, the draft policy
could be shared with City employees via e mail to allow employees the opportunity to
comment on the policy. Any written feedback received from the employees would then
be included in the Council's August 4 meeting packet.
ACTION TO BE CONSIDERED:
To provide direction to staff regarding the proposed personnel policy and direct that the
policy to be included on the August 4 City Council agenda for ratification.
/s/ Thomas L. Hedges
City Administrator
S
Subject to~Uroval
ADVISORY PARKS COMMISSION
EAGAN, MINNESOTA
MINUTES OF WORKSHOP JULY 14, 2003
The Advisory Parks Commission was called to order by Chairman Terry Davis at 6:00 p.m. on
July 14, 2003 with the following Commission Members present: Terry Davis, Margo Danner, Joseph
Bari, Dorothy Peterson, Elizabeth Perry, Phil Belfiori, Richard Pletcher and Ken West. Commission
Members N Mark Filipi and Melvin Williams were not present. Staff present included Ken Vraa,
Director of Parks and Recreation; Paul Olson, Parks Superintendent; Jeff Asfahl; Superintendent of
Recreation; CJ Lilly, Parks Planner; Eric Macbeth, Water Resources Coordinator and Cherryl Mesko,
Recording Secretary
Member Davis recapped the Council's direction to the Advisory Commission at their June 24`~
joint meeting. The Commission was directed to:
1. Explore the option of a referendum and attach a monetary value to it,
2. Brainstorm where the City would find the 50% of the funding not covered by the Park Site
Fund,
3. Provide further detail into Funding Option 2: two phased approach with no purchase
obligation and
4. Be prepared to suggest nominees for the Caponi Art Park Board and the timeframe for
completion.
It was the consensus of the Commission to focus this workshop on directives 2 and 3 first.
Member Davis noted that Member Perry had prepared some considerations for the Option 2 Funding and
Member Bari had prepared a recap of existing City funding after he had met with Director VanOverbeke.
Member Pent' presented three scenarios for consideration within the Option 2 financing. Those
scenarios included:
A. Work with Trust for Public Land to obtain a 12 month option on the 10 acres and a separate 36
month option on the southern 20 acres with both options reflecting a best effort attempt to obtain
alternative financing sources during the term of the option, with no guarantee to purchase.
B. Work with Trust for Public Land to obtain an 18 month option for the northern 10 acres and a
separate 18 month option on the southern 20 acres with both options reflecting a best effort
attempt to obtain alternative financing sources during the term of the option, with no guaranteed
purchase.
C. Work with Trust for Public Land to obtain a single 18 month option to purchase on both the 10
and 20 acre parcels for 18 months with the option reflecting a best effort attempt to obtain
alternative financing sources during the term of the option, with no guaranteed purchase.
Understanding that the Trust for Public Land would look for a partner to front the dollars to obtain
any of the options, several commission members expressed concern that $5,000 - 10,000 was not
significant enough for Mr. Caponi to tie up his property for 12 - 18 months waiting to see if additional
funds could be acquired to purchase his property. Several members thought that a larger "up-front"
monetary amount should be considered. Member Perry responded that the Trust for Public Land would
6
help broker some of the funding options and reiterated that the City Council direction had been that there
is no obligation for the City to purchase the property using internal funds. Member Peterson opined that
the 18 month option (B) allows for the preparation of a referendum in 2004 with the advantage of it
occurring at a larger election and that perhaps other park considerations could be included in the
referendum. Member Belfiori opined that the referendum should be the last option after all other
financing means have been exhausted. Member Davis noted that that is the approach the Commission is
taking.
Several concerns were expressed for the funding source for the matching funds. Member Bari
recapped his research and conversation with Director VanOverbeke regarding potential City funding
resources. Bari reviewed the status of several funds including the Park Site Fund and the Investment
(reserve) fund. He noted that it is difficult to pass a referendum for a single issue and added that it will be
very difficult to get the City Council to allocate dollars from the investment fund because many of those
dollars are already earmarked or in reserve to offset the elimination of state aid. An area of interest to
some Commission Members was how the interest earnings in the Park Site Fund might be used and
Member Davis threw out the idea of using these dollars for this purpose. Director Vraa clarified that
although that is an option; projected interest earnings are currently being used in the calculation of
available CIP dollars and projected expenditures.
Member Peterson asked if Mr. Caponi is even interested in an 18 month deal. Director Vraa stated
that although he can't speak for Mr. Caponi, based on previous conversations Mr. Caponi had with Trust
for Public Land, he was not interested in tying up a large piece of property for a long period of time for
such a small amount of money.
Further discussion by the Commission revealed that members were interested in pursuing an idea
whereby Mr. Caponi could be compensated at a higher dollar amount for an 18 month option. As the
discussion evolved the idea of using $200,000 from the acquisition fund of the CIP to acquire however
much property as possible from Mr. Caponi sparked interest. The $200,000 would be used to secure the
option, in addition to funds that would come from the Trust for Public Land. If the referendum was
successful, the balance of the park could then be purchased. This option, Belfiori opined, would not
preclude the Trust for Public Land from soliciting additional funding. If the referendum and/or funding
options failed at the end of 18 months, the City would then own the property originally purchased with
the $200,000 acquisition funds. Member Pletcher suggested that in identifying the property that is being
considered it would be important to make sure that it is contiguous to Patrick Eagan Park and that it be
purchased as an extension to the park. His suggestion was that it be a parcel south of Patrick Eagan Park
connecting to Diffley Road. Elizabeth Perry asked the Commission to consider what they were looking
for long-term; an art park or a 3-4 acre addition to Patrick Eagan Park.
After further brief discussion, Terry Davis moved, Ken West seconded with all members voting
in favor to present all three scenarios for the Option Two financing as directed by the City Council but to
recommend scenario B as the preferred option:
Work with TPL to obtain an 18 month option for the northern 10 acres and a separate 18 month
option on the southern 20 acres with both options reflecting a best effort attempt to obtain
alternative financing sources during the term of the option, with no guaranteed purchase.
In addition, $200,000 from the CIP acquisition funds would be allocated to purchase as much
acreage from the northern parcel as possible to connect Patrick Eagan Park to Diffley Road. The
funds would be incorporated into the full purchase of the land if additional funding is successful.
However if that does not occur, the land purchased as an expansion to Patrick Eagan Park would
be incorporated into the park system.
Advisory Commission discussion continued regarding the potential for a bond referendum and what
the appropriate timing might be. It was the consensus of the Commission that there would not be enough
time for a referendum ballot in 2003 but that 2004 would be an option, and the preferred time frame, if
necessary. It was also determined that placing the Caponi Art Park as a single item on the referendum
would be short sighted. It was the general consensus that other park opportunities should be incorporated
into a referendum if one was going to be proposed.
Discussion also occurred regarding nominees to the Caponi Art Park Board and the time frame for
completion. Because of the lack of time, a subsequent work session was scheduled for Wednesday, July
16 at 5:30 p.m. Members Perry, West, Pletcher and Belfiori agreed to meet to further discuss how best to
recruit and recommend nominees to the Art Park Board. Member Belfiori was appointed to chair this
work session.
The workshop was adjourned at 7:03 p.m. in order for the regular Advisory Commission meeting to
convene.
Secretary
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n.
Civic Arena Capital Improvement List
Renew and Replacement
Resurfacer Batteries $ 10,000
Sub-total $ 10,000
Replacement Items
Expansion Tank in Refrigeration room $ 3,000
Transformer in East Arena 5,000
Concrete in Front of Arena 5,000
Office Equipment 3,800
Sub-total $ 16,800
New Items
Operation Cameras $ 15,000
Convection Oven 3,000
Vending Machine 2,500
Arena Ductwork for heating 5,000
Awning for Pro Shop 3,000
Sub-total $ 28,500
Total Capital Improvements $ 55,300
/6
Capital Improvement Descriptions
Renewal and Reaacement
Resurfacer Batteries -The replacement of these batteries is provided for in the renewal
and replacement fund on a five yeaz basis. This is the first battery replacement for one
machine and the second replacement for the second machine.
Reaacement Items
Expansion Tank -This is a high priority need. With the addition to the heat of the East
Arena, staff used our current equipment to help produce- this heat. When connecting to
our system, the expansion tank that holds the glycoUwater mixture is made out of
polyurethane plastic and is not capable of holding the warm temperature that we are using
for heat. Staff recommends changing this tank to a metal tank that is able to hold the 180
degree additive. The addition of mixing valves should be installed to help cool the water
headed to the sub floor of each arena floor.
Transformer - As mentioned in the previous request, the Civic Arena is turning into a
multi-purpose facility. This transition leads to the upgrades needed in the facility to help
support the demand of the events. The electrical transformer in the East electrical room
is sized too small for the activity that is in the building, for example the Home and
Leisure Show. With all the electricity needed for the vendors we cannot provide enough
electricity to them without straining our utility needs in the electrical panel Staff has had
a main breaker replaced akeady at $225. The electrician is recommending upgrading that
transformer before we are faced with a "brown out" which can effect our equipment and
the users.
Concrete in Front of Arena -The concrete in the front walk of the azena has cracked
and some broken away creating a potential for a tripping hazard for azena patrons. Staff
has worked with a concrete company and their recommendation is to replace it with 6 "
concrete to help with the abuse it receives from patrons using it as a drive thru azea after
dropping offusers for the arena.
Office Equipment:
Computer for Manager -The computer in the main office is due to be changed.
Staff would like to rotate the computers in the Civic Arena. The current computer
in the mana.ger's office that was purchased in 2000 will be rotated to the main
office and that rebuilt computer from the IT department is sufficient for the data
entry needed in the resufacer room for refrigeration and resurfacer records.
Digital Camera -There are many opportunities that are being missed for photos
at the Civic Arena. Staffcurrently shares the digital camera from the Parks and
Recreation, this works if planned shooting is used. If the Civic Arena was
/7
provided a camera of their own, there would be two main uses; the first is to
capture instant photo opportunities, the second would be for staffto use on
damaged locker rooms or azeas used for billing purposes. The camera would have
a date and time available for this option
Credit Card Machine -The Civic Arena is receiving a lot of requests for credit
cards/check cards to be used at the Civic Arena. Currently we do accept them but
hand write them on a form to bring to City Hall to get processed. Staff believes
having this machine will help with operations and service that we provide.
New Items
Operation Cameras -The staffat the Civic Arena is requesting the acquisition of
operation cameras for the Civic Arena. The main goal or use of the camera system is to
help staff operate the facility from the West Arena Office and be able to survey the traffic
flow of the East Arena and the hidden spaces of the West Arena, The cameras would
also help prevent and/or solve incidents such as the theft at the Civic Arena this past
winter.
Convection Oven -Staff was overwhelmed with the end of the yeaz team parties and
birthday parties that were held at the Civic Arena in 2002. Currently policies allow
groups to bring in food and beverage for these activities. As part of the vision for the
Civic Arena, staff believes we can offer these services and that users would take
advantage of if it is provided. With that, staff is recommending a Convection oven that
would allow us to produce the product that is used for these events plus allow for more
selection in our menu at the concession stand.
Vending Machines -The Civic Arena currently receives a percentage from a vendor for
product in the crank machines, e.g. gum, tart candies, and novelty items. The current
percentage is 30 % ofthe gross sales. In 2002 we netted $1,694 total dollars from the
two vendors. If we were to purchase the machines and fill and maintain them ourselves,
the payback for the machines would be just over 1 year.
There is a program for this operation available through "Sam's Club" where you can
purchase the machinery and product from them. Staff believes that this would be very
little extra work Load on the crew.
Arena Ductwork For Heating -The Civic Arena East duct work for heating the arena
was installed for ice hockey events and heats the stand area only. Since the opening of
the East Arena in 1998 that portion of the Civic Arena has turned into amulti-purpose
facility, hosting many non-ice events. As a result, the City Council approved adding
extra heat to the facility last year. As staffworked with the contractors on that addition,
it was brought to the arena manager's attention that we will generate overall better air
flow, if the supply portion of the ductwork is extended to the other side of the building
/8
and dumped on the East Side, then pulled across to the West side to recover. Staff
believes this is important addition to help make the heating system more efficient.
Awning -- The Civic Arena is now the only place in Eagan that sharpens skates. We need
to let everyone know of this. Staff has reseazched the addition of an awning that will
advertise pro shop supplies, skate sharpening, and equipment washing to our current
users and fans. There is an area over the skate sharpening room that all spectators from
the West Arena. and all users passing to the locker rooms of the West and East Arena will
see that staff recommends. We don't think we should miss this opportunity to let our
users know of the services that we offer.
/9
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DRAFT
POLICY PROHIBITING FIREARMS AT WORK
The possession or carrying of a firearm by City of Eagan employees, other than sworn
Police Officers, is prohibited while acting in the course and scope of employment for the
City, including working in City buildings, on City property or at any off-site location, and
while driving or riding in a City-owned vehicle in any location on behalf of the City. The
term "possession" includes but is not limited to storing firearms in lockers, desks, file
cabinets, etc., or in City-owned vehicles.
Any firearms brought onto City-owned parking areas by an employee must be placed out
of sight in a personal vehicle. The vehicle must be locked and all precautions taken to
prohibit unauthorized entry into the vehicle.
If a City employee drives his or her personal vehicle on any City business, including
responding to on-call work from home after regular work hours, he or she must remove
any firearm(s) from the vehicle prior to use of the vehicle for City business or, in the
alternative, carry the firearm(s), unloaded, cased, and in the closed trunk of the vehicle.
Non-sworn employees of the Eagan Police Department may handle firearms as necessary
to fulfill their job requirements such as marking or transporting evidence and performing
assigned tasks in the Police Department property room.
Violations of this policy are subject to disciplinary action in accordance with the City's
disciplinary procedures policy.
a~