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01/27/2004 - City Council Special AGENDA CITY COUNCIL WORKSHOP TUESDAY, JANUARY 27, 2004 EAGAN ROOM EAGAN MUNICIPAL CENTER 5:30 P.M. 1. STAFFORD PLACE PARKING PERMITS II. ALTERNATIVE FUNDING STUDY III. HOLZ FARM MASTER PLAN I PARKS AND RECREATION 5-year CIP IV. DONOR NAMING POLICY V. JANUARY 20 COUNTY BOARD ACTION / DNR GRANT APPLICATION VI. CHARTER COMMISSION UPDATE VII. OTHER BUSINESS I ,z MEMO city of eagan TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANUARY 23, 2004 SUBJECT: JANUARY 27 SPECIAL CITY COUNCIL WORKSHOP A Special City Council Workshop is scheduled for Tuesday, January 27 at 5:30 p.m. in the Eagan Room at the Eagan Municipal Center. Members of the Advisory Parks and Recreation Commission (APrC) and members of the Charter Commission have been invited to attend the workshop per the Council's direction. In order to accommodate schedules for the evening, it was communicated to the APrC that the items they would like to discuss with the City Council would begin at approximately 6 p.m. Likewise, the Charter Commission was informed that there would be time set aside for an update from the Charter Commission following the APrC items at approximately 7:30 p.m. The following items are scheduled for discussion. STAFFORD PLACE PARKING PERMITS In July of 2003, the City Council approved changes to Chapter 9 of the City code to address neighborhood concerns over on-street parking in the residential area just east of Eagan High School. Since that time, the Council has heard concerns from a resident relating to the design of the parking permit required during certain hours in that area. Chief of Police Therkelsen will be present at the January 27th special meeting to provide the council with information on parking enforcement in the Stafford Place area. Attached on pages 5 through _2_ is a memo from the Chief discussing the issues. 6 p. m. APrC ALTERNATIVE FUNDING STUDY In the fall of 2002, Council requested the APrC look into funding alternatives. In March of 2003, the APrC presented a report summarizing the alternatives they explored and analysis of each alternative. The Council requested additional information from the commission, such as information about Adopt-a-Park programs and suggestions for funding sources. These have been prepared in a memo dated October 20, 2003, which are included on pages through. The Commission is prepared to discuss their findings with the City Council. ACTION TO BE CONSIDERED: To discuss the alternative funding study completed by the APrC and provide any further direction to the APrC. HOLZ FARM MASTER PLAN At the August 12, 2003 Special City Council meeting, the Holz Farm Master Plan was accepted by the City Council. Funding approval was withheld pending determination of priorities specific to the historic segment of the park. The APrC worked with Friends of the Farm and staff to create a list of priorities for the historic segment of the farm, which was completed in a series of workshops in fall and winter of 2003. Priorities were based on a list generated by historic preservation specialists Miller-Dunwiddie, and reviewed by the APrC and Friends of the Farm to determine where costs could be decreased, priorities, and the timeline for implementation. Enclosed on pages mot- through 115 are the recommendations from the APrC and Friends of the Farm. The APrC is recommending that the projects identified within the Holz Farm Master Plan be considered as part of the 5-year Parks and Recreation CIP, which is a suggestion that the Commission would like to discuss further with the City Council. ACTION TO BE CONSIDERED: To discuss the priorities recommended for Holz Farm and provide direction to the APrC on any further research or information desired. DONOR NAMING POLICY At the request of Council, over the past few onths an APrC subcommittee has developed and refined a Donor Policy. Enclosed on pages through a is the proposed City of Eagan Donor Policy. The policy was developed to provide guidance to the City in cases of large donations, while at the same time making it flexible enough to allow case-by-case evaluation and interaction with Council in determining the appropriate recognition. The APrC is recommending Council approval for a Donor Naming Policy to be applied in cases where substantial donations are made toward parks, recreation, and Park's facilities. As the APrC was discussing the proposed Donor Policy, the Commission thought of another concept-a City of Eagan "Gift Book". It was suggested that a brochure (to represent the gift book) could be created to reach out to those persons that desire to provide the City with donations of a smaller scale. For example, the gift book could suggest donations such as park benches, picnic tables, and trees, all of which could be identified for specific locations at the choosing of the donor. The idea of a gift book is something that an APrC subcommittee has been exploring, and it is the desire of the subcommittee to explore the concept further with the City Council. a ACTION TO BE CONSIDERED: To discuss the City of Eagan Donor Policy as proposed and explore the possible opportunity for a "Gift Book" concept. JANUARY 20 COUNTY BOARD ACTION / DNR OUTDOOR RECREATION GRANT AND NATURAL AND SCENIC AREA GRANT Parks and Recreation Director Vraa has spoken to Al Singer, Dakota County's Farmland and Natural Area Grant Coordinator, and he is prepared to give a verbal update at the January 27 Council workshop regarding the recommendations by the County Board at the January 20 Board meeting. Official action by the County Board of Commissioners regarding the grant allocations will be taken at the February 17 County Board meeting. In addition to the grant funding being considered by Dakota County, the DNR has announced funding for both the Outdoor Recreation Grant and the Natural and Scenic Area Grant, both of are potential opportunities for the City of Eagan. The DNR Outdoor Recreation Grants are typically used in the development of park sites, construction of park facilities, or creation of new recreational space. The `pre-application' deadline for the Outdoor Recreation Grant is January 31, 2004. The deadline for full application is March 31, 2004. The APrC is prepared to dialogue with the City Council regarding any potential projects in which the City could submit an application for the DNR Outdoor Recreation Grant. Funds are also available for the DNR Natural and Scenic Area Grant application. The Scenic and Natural Area Grant is typically used for projects focusing on acquisition or preservation of open passive use public space. Again, the pre-application deadline is January 31, and the deadline for full application is March 31, 2004. The APrC is prepared to offer their thoughts on possible projects to seek funding for through the two DNR grant programs. ACTION TO BE CONSIDERED: To discuss whether the City should submit an application for the DNR Outdoor Recreation Grant and/or the DNR Natural and Scenic Area Grant, and if so, identify which projects to focus on within the applications. 7:30 p.m.-Charter Commission CHARTER COMMISSION UPDATE Members of the Charter Commission came before the City Council at the September 16, 2003 Listening Session to provide an overview of the issues currently being reviewed by the Charter Commission. At that time, the Charter Commission members indicated that they would be ready to present to the City Council in January. Per the request of the City Council, the Charter Commission has prepared a list of issues /topics to be discussed with the City Council. Enclosed 3 on pageJJS7throughQT-,0.- is correspondence from Ms. Bette Fedde, which includes a handout that responds to questions about Charter Cities. ACTION TO BE CONSIDERED: To dialogue with the members of the Charter Commission regarding the issues they are currently exploring. /s/ Thomas L. Hedges City Administrator MEMORANDUM EAGAN POLICE DEPARTMENT r , 3830 Pilot Knob Road Eagan, MN 55122 ~'OLICE 651-675-5700 651-675-5707 FAX DATE: January 22, 2004 TO: Tom Hedges, City Administrator FROM: Kent Therkelseni;~Chief of Police SUBJECT: Stafford Area Parking Enforcement Issues As requested, I am providing information regarding parking enforcement issues in the Stafford Place neighborhood, following the City Council Action of July 15, 2003, which amended Chapter 9 of the City Code. The result of the amendment was new parking restrictions in the residential area immediately east of Eagan High School, including a requirement for residents to display a vehicle permit to park on streets during certain hours. Prior to the effective date of the changes, the Public Works Department and Police Department sent letters to all affected residents, describing the changes, as well as the enforcement procedures. Additionally, information was provided in the local papers and City Web site. The overall compliance with the new requirements has been very good. Between September 1St and November 1, 2003 the police department issued 94 parking citations in the area, mostly during high school football games. Many of the citations were issued in response to complaints from residents, although we did provide a highly visible presence during football games in an attempt to prevent violations. In early September, the city Council was contacted by a resident of the area who had received a parking citation after he forgot to display his permit. The Police Department was asked to prepare information for the City Council regarding permit design issues. Discussion between staff, council and residents over the Stafford Place parking problems lead to the decision to use a permit designed to by hung from the rear view mirror of the vehicle. Window stickers were considered, but decided against because they cannot be transferred between vehicles, used by guests of residents, or pooled by residents for large events. Each residence is entitled to three permits. The current permit is approximately 4" x 7 t/2", bright yellow and constructed from rigid plastic. This design was intended to provide easy visibility for police officers and residents. The permits were purchased by the street department for a cost of $977. Attached for your information are actual size copies of three mirror hung parking permits. (Stafford area permit, MN House of Representative permit and Minnesota Disable Persons permit). The three permits represent common permit designs found in this area. Stafford Place Parking January 27, 2004 Page Two Assuming that the choice in permit size is between our current permit a smaller permit, or a window sticker, I offer the following comparisons, from an enforcement perspective: Switch to a smaller permit: • Advantages o Small size allows more permanent display without interfering wit$ driver's field of vision. • Disadvantages o Difficult for police officer or resident to observe without close examination of vehicle. More appropriate for parking lot enforcement than on-street. o Expense associated with switching styles. Maintain current permit: • Advantages o Size and color allow for easy observation. o Visible permit reinforces parking requirements when viewed by non-resident drivers. o Current supply adequate for all affected residents without additional expense. • Disadvantages o Size requires removal for driving. May forget to display. Window Sticker: • Advantages o Always displayed. • Disadvantages o Not sharable or transferable. (guests, sharing between neighbors, vehicle sales) Recommendation: I recommend that we maintain the current permit as part of the Stafford Place parking enforcement plan. As stated previously, the current process is working well. In addition to the gentleman who contacted the City Council after receiving a citation, the Police Department is aware of only two other instances of residents who were cited after forgetting to display their permit. In both of those cases, the citations were voided by the Police Department after the residents brought their permits to the police station. I also recommend that the residents of the affected area receive a reminder of the parking restrictions and permit requirements on an annual basis, preferably during the late summer. Included in the reminder would be the process for dismissal of citations issued when permit holders simply forget to display their permits. I will be present for the City Council discussion of this item on January 27`}'. Thank you. C/ Captain Rick Swanson Director of Public Works Tom Colbert Assistant to the City Administrator Dianne Lord l~ i LEGEND ,2 Parking by Permit Only 860 656 852 846 eu 8:00 AM to 9:00 PM (7 days/week) 3992 840 Aq ono Parking by Permit Only 3996 4004 4008 836 ~~RO4o (When school is in session) 4012 xxxx No Parking (Anytime) 4007 4 4016 4043 4013 ~y2 e16 • Mailboxes 3999 Q20 4019 ~L 820 4110 T 4023 4028 4114 4002 • • 4120 10¢7 4036 4118 4090 4124 4031 4LZ 4044 4122 4725 4, 4041 4,26 045 4048 4130 4129 j 4126 4087 4049 Q R 1132 4065 4052 4133 4089 4053 4734 M 4137 0 4136 p 4083 4W9 4055 IL. JI``" JI 4136 4141 4140 ~ 4079 J 4091 4063 No Scale 412 4093 'F 4080 ~ 4145 4144 4146 ~i 4099 4088 408D U 1 4148 4076 4066 Q VENTNOR 4103 4095 859 4072 f' 870 866 M 4100 4041 662 ~ 655 4107 4D76 in 4404 4061 Me 851 4111 4,58 4080 EAGAN 4708 4M 854 847 4084 HIGH 4162 850 639 635 831 Q 4112 4om w 4088 SCHOOL 4166 4783 W 4116 4093 Z 846 4092 ti > 4179 842 836 4123 N 4120 4097 ~ 4096 4175 4127 Z 4171 4124 41D1 a 4167 1102 "tN 4176 4163 4131 4105 4174 4159 4128 4106 4109 4182 4173 4172 -1 4155 4132 4110 4162 4113. 4186 4183 4180 4158 414 4117 4114 4190 4767 iy 4188 41 41 4143 4139 4125 4118 4194 4146 4,96 4191 414 4,22 4195 861 41 4134 4130 4128 DIFFLEY ROAD f Parking Restrictions July 8, 2003 City of Eagan 7 W HOUSE OF Must be displayed from rear view mirror REMESENTATIVES, And visible through front windshield STAFF Residential Parking Permit Eagan, MN Permit No: Address Date Issued: Property of the City of Eagan Users of this permit hereby agree to comply with all other City of Eagan Parking Regulations (i.e. Odd/Even Winter Restrictions, etc.) city of eagan IMPORTANT: DEPARTMENT OF PUBLIC SAFETY REMOVE HANG TAG BEFORE DRIVING VEHICLE Disabled Persons Parking Identification Placard EXPIRES: AUG 2 MN 0 O MN 7 NOT VALID WITHOUT YEAR STICKER MINNESOTA DRIVER & VEHICLE SERVICES SPECIAL PLATES 445 MINNESOTA ST. STE, 164 ST. PAUL, TVIN. 55155-5164 VOICE : 651-297-3377 TDD/TTY: 651-282-6555 411~1 -alto of eaaan ME1vto To: Tom Hedges CC: Ken Vraa, Director of Parks and Recreation Paul Olson, Superintendent of Parks Jeff Asfahl, Superintendent of Recreation Dianne Lord, Assistant to the City Administrator FtRoM: Beth Wielde, Parks Research and Special Projects DATE: October 28, 2003 RE: Alternative Funding Recommendations At their October 20, 2003 regular meeting, the APrC recommended the findings of the Alternative Funding Workshop group be presented to City Council. These findings are the result of over a year developing and analyzing potential alternative revenue sources. The APrC focused on sustainable sources of revenue, meant to supplement and eventually replace funds currently acquired from developer's park and trail dedication fees. Attached is a memo that summarizes the findings of the APrC. The memo also includes additional information investigated as a result of the discussion with Council at the March 25, 2003 workshop session. At this session, it was requested that volunteerism, Adopt-a-Park, and similar programs be looked in to as part of the study. To address this matter, a survey was distributed. Survey results are summarized in the attached memo. I would be happy to provide the full analysis of the Adopt-a-Park, Sponsorship, and Volunteerism Survey if you wish to see it. Contact me at extension 5508. Ken has suggested this item may be best addressed at a Council workshop. This would give Council and the APrC a chance for dialogue about the findings, and clarify any questions Council may have. If you feel this is an appropriate workshop item, please contact Ken at extension 5506 to determine the best time. We will then invite the APrC to attend the discussion. 0!ote - Be Wielde Research and Special Projects City of Eagan Parks and Recreation ---CIEII OF e04oA MEMO To: Ken Vraa, Director of Parks and Recreation CC: Paul Olson, Superintendent of Parks FRoM: Beth A. Wielde, Parks Research and Special Projects DATE: October 20, 2003 RE: APrC Findings- Alternative Funding Study COUNCIL CHARGE In recognition that funding through parks and trail dedication would not sustain the parks system indefinitely, Council charged the Advisory Parks Commission (APrC) with identifying alternative revenue streams for the Park Site Fund. In June of 2002, the APrC began a series of workshops to brainstorm ideas and determine which of these ideas would bring a continuous stream of funds to support parks projects. METHODOLOGY The APrC received the findings of a survey conducted nationwide to see what methods other communities with high buildout rates used to fund their parks projects. Survey results indicated that aside from user fees, General Fund contributions, and bonds, the 33 respondents had no long-range planning strategy for sustaining revenue sources. It became clear that Eagan was pioneering a study of this sort. The survey was also notable for the low response rate. 117 surveys had been distributed, 48 in Minnesota, 117 nationwide. The low response rate may indicate that people felt the survey asking about creative funding methods just didn't apply to them. Learning of the disappointing results of the survey, the APrC workshop participants brainstormed any idea that could possibly generate revenue for the Park Site Fund. Out of this first pool of ideas, the APrC identified 10 that they wanted to discuss further. These items were: • Park tax • Charitable gambling proceeds • Volunteer "Check Off' on utility • Increase park dedication fees bills • Charge the Public Works • Volunteerism department for utility easements in • Adopt-A-Park programs parks • Tax levy funds • Mandatory water utility "round up" • Park renewal/replacement fee on water bills Some of the ideas were discussed and were determined as not feasible as a sustainable revenue source. The APrC then challenged staff to create projections of potential revenue from the sources that seemed to be sustainable. Investigation into the items that were considered "potential" revenue sources found that each idea, while having merit, had some inherent problems: • Park tax: Impose a tax from sales of goods such as gasoline or similar. Since the APrC has no authority to impose a tax, this idea was immediately deemed "not feasible." • Volunteer "Check Off" on utility bills: When checking with another city who has implemented this program, it was clear that this does not generate substantial revenue. Roseville says that this system has generated "a few thousand dollars" a year and about 20% participation for their parks system. The APrC determined that this, along with administrative costs of tracking such a system, would not sustain CIP projects. • Tax levy funds: While dedicating a portion of the tax levy is desirable, concern was brought up about the distribution of funds, and why parks CIP projects should be funded from the General Fund. Because of levy limits, this would mean a decrease in funding available to fund current General Fund programs. • Mandatory water utility "round up": When projected income was tallied, initial income was determined not to support a one- year CIP project list. With additional administrative costs to handle the program, it was determined that the cost far outweighed the benefit, and the idea was determined as "not feasible" as a sustainable revenue source. There was also an equity issue, since the amount paid per resident would be different for each person; if rounded to the next dollar, a person with a $40.56 water bill would pay $.44, while someone with a $40.98 water bill would only pay $.02. • Park renewal/replacement fee on water bills: While this idea would have generated a reasonable amount of revenue to sustain the CEP and been a reliable, sustainable revenue source, City Attorney Bob Bauer determined this idea had no legal basis to proceed. Thus the legality of the idea determined it to be "not feasible." This analysis meets Council's request to eliminate options that are not legally feasible. A confidential memo from the City Attorney's office reiterates this point, that legally this is not a feasible option. • Charitable gambling proceeds: State statute allows municipalities to receive a 101/0 contribution from charitable gambling operations within their community. While this system would generate some funds, the total amount would not be enough annually to sustain more than one or two projects on one year's CIP list. Income would potentially range from $24,000 to $40,000 each year, if gambling remains steady. Decline in legal gambling would decrease the amount of income. This idea was determined to not generate enough revenue to be considered a sustainable revenue source. • Increase park dedication fees: This idea will, in fact, generate revenue. It has been the primary revenue source for decades, sustaining CIP projects. Each year, fees are adjusted/ increased to reflect market value of land. However, this source of revenue will decrease and eventually cease as land is developed and the City begins its "maintenance and l~ replacement" mode. This source may not be reliable in the near (10-20 year) future to sustain CIP projects. • Charge the Public Works department for utility easements in parks: Staff developed a report that projected potential buildout over 10 and 20 years, and potential park dedication income that might be derived from this buildout. These findings were reported to Council at their workshop meeting on March 25, 2003. Council requested that additional information be investigated, such as: • Volunteerism: While volunteerism definitely benefits parks systems and can save some labor costs, it is not a revenue generator. Volunteers typically volunteer for one-time projects for service groups. Volunteers who Figure 1: Adopt-A Park Considered a commit regular service are not allowed to use the Sustainable Revenue Source heavy equipment such as groomers or mowers due to potential liability problems. A survey was conducted to inquire about volunteerism and adopt-a-park income in other Minnesota communities. 93% of the 39 respondents said that • volunteers produced no revenue for their parks system. This idea was determined as "not feasible" as a long-term revenue source. • Adopt-A-Park programs: Respondents to the Figure 2: Adopt-a-Park Duties volunteerism and adopt-a-park survey indicated that Adopt-a-Park programs do not generate Financial 5% Omer revenue for the department (see Figure 1), and o% certainly not enough to sustain CEP arks projects Financial and Y P maintenance Heavy at Eagan's level. Figure 2 shows that 68% of 27% Maintenance respondents indicate that their Adopt-a-Park 0% program was a "light maintenance only" program where there is no fee charged for participation. This idea was deemed "not sustainable as a revenue source." • Lottery Grants: Staff investigated the process by which lottery funds are distributed. State lottery funds are distributed to the Legislative Commission on Minnesota Resources (LCMR), who allots it for grant funding. The City of Eagan has received LCMR-allotted funds through the Minnesota Department of Natural Resources in the form of grant funds. According to the LCMR, individual municipalities are not eligible to apply directly for State Lottery funding. • Partnership Opportunities: Eagan Parks and Recreation has historically welcomed sponsorship and partnership opportunities. In recent years, a sponsorship policy has been developed to guide the City on its dealings with external sponsors. The APrC is currently working on a donor recognition policy that will help with those opportunities. While partnerships are always welcome and a valuable part of the Parks system, they tend to be ~a project or amenity specific rather than supportive of general parks operations or CIP lists. As such, they are typically not perceived as a revenue stream to fund CIP projects. COUNCIL CHARGE: SET GOALS FOR FUTURE FUNDING INITIATIVES AND DETERMINE FUNDING SOURCES FOR SPECIFIC GOALS The APrC met in September of 2003 to discuss future steps to supporting CIP funds. They reviewed the annual cost of maintaining the parks system as-is, with no new development and no additional amenities. They determined that to maintain the status quo of the parks system, it seemed reasonable to depreciate current Park Site Fund assets at $245,000 per year. Hypothetically, if no additional funds were added, the Park Site Fund would run out in 12 years just on holding the current park system, replacing depreciated amenities and regular replacements such as playground equipment, tennis courts, etc. Park Site Funds are used for CEP park development projects only, and by statute are not to be used in the general maintenance of a park or its amenities. Of course, there will likely be some income from parks dedication, so the estimated 12 years may be conservative. On the other hand, maintaining the status quo has not been the only function of the Park Site Fund. It is also used for acquisition, park development, Master Planning, new amenities, and the like. The status quo of expenditure actually reduces the 12-year estimate for depletion of existing Park Site Fund. Therefore, as revenue from parks and trails dedication decreases, it becomes urgent that a solid, identifiable source of revenue be identified before Park Site Funds can not support a conservative CIP. The APrC carne up with three recommendations for Council to consider. RECON EVIENDATIONS After over a year of research, workshops, discussion, and analysis, the Advisory Parks Commission has compiled its findings pertaining to alternative funding streams for City of Eagan parks. • Short-term: Discuss the logistics of a referendum to be used for acquisition and development projects. Also, use the existing park site fund for renewal/replacement, at approximately $245,000 per annum. • Long-term: Consider raising the levy, within the boundaries set by the state legislature. Consider a dedicated fund for renewal, development, and purchase of park amenities. • Continuous: Grants, donorships, and sponsorships will be pursued whenever possible. Grant funds tend to be project-specific and can not be considered a replacement to a continuous funding stream, but they are a very welcome supplement. 13 HOLZ FARM IMPROVEMENTS Project Cost Estimate Priority - Ones A. Barn siding/Battens $5,000 - 7,000 Barn paint $15,000 - 20,000 B. Barn - Fire Protection $36,000 - 48,000 House - Fire Protection $12,000 - $20,000 Total - $68,000 - $95,000 Barn - Review threshholds $1,000 Priority - Twos A. Granary - Review piers/east beam $6,000 Granary - repair siding $8,000 B. Coop - Repoint foundation $4,000 C. House - Review windows - repair - porch, $10,000 Security screens - House - Repaint Priority - Threes A. Granary - Replace/repair metal roof/siding - $12,000 tree { B. Smokehouse - Repair vertical siding $1,000 Smokehouse - Repair concrete foundation $1,500 Smokehouse - Repair door $1,500 Priority= Fours A. Corn crib - new piers $3,000 Corn crib - new roof $1,000 Corn crib - repaint $1,500 B. House - replace floor grate House - Mechanical/electrical work - patching $20,000 C. Chicken Coop - Regrade N/C D. House - Remove bathroom $10,000 * * Repair chicken fence Priority - Fives Barn - roof cap - contractor $1,000 Bam - concrete foundations $5,000 Barn - wood windows $3,500 Brooderhouse - build $3,000 House - install gutters/downspout $7,500 House - Repair chimney & flashing $5,000 House - Repair chimney leak (inside) $5,000 House - Move the phone N/C Stocktank - review concrete $1,500 Granary - Replace concrete stoops? $1,000 Hogbarn - Remove portable toilet screen $ 500 Hogbarn - Document, remove concrete slab N/C Garage - Remove/reside $10,000 Landscape - stairway N/C = Friends of the Farm g:\parks04\holz farm improvements i i ~s SUBJECT TO RECOMMENDATION/APPROVAL: DONOR NAMING POLICY Note: Draft has been reviewed by City Attorney. Revised 12-09-2003 DONOR NAMING The City of Eagan seeks to recognize donors who wish to support the City's Parks and Recreation department through distinguished effort or substantial financial endowment, by naming facilities in their honor. This policy offers a guideline to determine when such cases are appropriate and which may be better served by a formal recognition by the City Council. For the purposes of this policy, "Substantial Gift" is defined as at least 50%, of the estimated cost: (a) of new construction, remodeling, or renovation; (b) of developing a new real property, i.e. park buildings. strue#ure's, real estate, etc; or (c) the replacement of an existing, unnamed facdit} or Jandmark that requires substantial renovation at the time of the gift. This policy determines procedures, for a fixed period orlindefinitely, for naming of amenities found within Eagan parks. Items under this policy include, but are not limited to, items of personal property such as park;structures pavilions, wainiin- houses, sun shelters, nature center, etc), real estate to be used for parks, 'or open space,"sporE`s fields or courts, pools, nature centers, or other large-scale proiects as discussed ~N ith the Director of Parks and Recreation. RECOGNITION The City of Eagan will consider naming opportunities for outstanding financial contributions toward facilities, specifically those which enable the amenity to be initially built (i.e., without the donation the amenity would not be constructed). The City of Eagan will give special recognition to commemorate long term service to the community or to a distinguished citizen and such recognition is contingent upon Council review and approval. Donors and Donation "Donors" and "Donation" as defined by this policy, means a substantial financial contribution toward the cost of an amenity or project. This is defined above as at least 50% of the total estimated cost. Naming may be in honor of donor or donors, who may be individuals, groups of individuals, or corporations. Naming guidelines detailed in the City of Eagan Parks Naming Policy will apply. -1- (a) The nature of the donation will assist in determining the naming opportunity. (b) Donors or donor representatives must sign a donor agreement that delineates terms of the contribution, unless donor wishes to remain anonymous. (c) An amenity may be named in honor of a Donor that has contributed all or a substantial part (defined by this policy as 50%) of the full costs relating to its establishment. (d) The option of funding the amenity for life of said amenity is negotiable and would require assurance of sufficient funding. There is no exclusive right to sole naming in cases of expansion or other structural modifications. (e) A plaque, or negotiated signage may be placed on a building, room, or facility to acknowledge a Donor. The design, wording, and location of the plaque require the approval of the City Council. Naming rights carry no power of direction to the City on matters of schedule, design, furnishing, or priority of use. PROPOSALS (a) Any proposal for naming shall be made through a formal submission to the City Administrator and Director of Parks and Recreation. (b) A proposal for naming after a person shall be accompanied by a comprehensive citation. (c) The Advisory Parks Commission (APrC) will examine all formal proposals. The APrC will make a recommendation to Council on proposals. (d) Proposals must have the written approval of the person or corporate representative for whom the naming is to recognize. If the person is deceased, the approval of the family or designated representative should be obtained. If the person is deceased and there is not family or a designated representative, naming can proceed. PROCEDURE Procedures governing approval of naming proposals are set forth below and may also be supplemented by such operational guidelines as the City of Eagan may adopt from time to time. Exceptions from policy requirements must be authorized by the City Council in advance of completion of the donation. Before Donation: To be considered for naming, donation commitments must come during the schematic design phase of the project. Schematic design will be overseen by the appropriate departments of the City of Eagan according to established procedure. -2- 17 i (a) New construction, substantial renovation, or replacement projects will be considered for naming opportunities. (b) All negotiations for naming rights will be conducted in the first instance by the City Administrator and the Director of Parks and Recreation, under the authorization of City Council. These steps should be followed: Step One: Contact the City of Eagan Parks and Recreation Department to discuss the procedure for donation. This will include a formal proposal submitted to the City Administrator and Director of Parks and Recreation. Step Two: The individual, group, or corporation will present their request to the Advisory Parks Commission. The APrC will then make a recommendation to City Council. Perpetual naming will be at the discretion of the City Council. Step Three: Upon approval by City Council, the Donor Agreement contract will be signed and kept on record with the City of Eagan. REQUIREMENTS (a) All donations to be considered for naming rights must be approved by City Council. (b) Each donation must be memorialized in a donation agreement approved by the City Council and the donor or their representatives. The agreements shall be executed following final approval of the gift as specified by the City of Eagan. No naming commitments shall be made to donors or other parties before final approval is granted by the City Council. Records of donation agreement will be kept by the City of Eagan. (c) The Director of Parks and Recreation or an appointed staff person is responsible for overseeing compliance with Policy requirements, including completion of consultations and approvals, securing signatures on donation agreements by donor, donor representative, and City of Eagan. (d) The City of Eagan will be responsible for groundbreaking, dedication, or other ceremonies relating to named gifts, when appropriate. (e) Physical recognition of donors such as signs, placards, etc. will be reviewed and approved by City Council before being affixed to the amenity unless already provided for in the existing design guidelines established by the City of Eagan. -3- GENERAL GUIDELINES (a) The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless Council determines otherwise, a persons or corporations name may be used in naming a City facility only once. (b) Where the name of a corporate entity is used, the period of naming will be limited to the life of the corporate entity. (c) In the event of demolition or deconstruction of a structure, its name or any part of it shall be the subject of fresh recommendations. (d) Naming a building in honor of a person who has given extraordinary distinguished service to the city will not normally be considered until after their substantive formal relationship with the city has ended. (e) The style of naming of structures and facilities should be consistent with the city's visual standards, or adhering to any city ordinances. (f) City Council may rescind a donor's name for just cause. (g) Facilities will not normally be named to honor persons who have no formal connection with the City of Eagan unless they are substantial Donors. (h) The City Council will consider the naming of a building in recognition of a corporation which is a benefactor when that corporation: • Provides not less than 50% of the capital cost of the building, or • Supports the City with endowments exceeding a specific dollar amount. TIMING Proposed naming will come at the time of amenity design schematic. Naming may not be allowed after the amenity is operational except by Council review and approval. Method of donor recognition must be agreed upon and formally approved by City Council prior to signing the donor agreement. METHOD OF PAYMENT (a) Donation associated with naming proposals can be made by the donor in cash or appreciated property, through legally binding pledges fulfilled within no more than five (5) years, or by the creation of an endowment. -4- i (b) Individual donors may gift a portion of their contribution though an irrevocable trust or a contractual bequest mechanism. (c) The City Council reserves the right to remove a naming opportunity when pledges remain unpaid beyond the agreed upon period. Should this occur, the City Council may consider and/or approve another naming opportunity, or seek another donation of the magnitude that is deemed substantial. revocable (d) Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming rights shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. STEWARDSHIP Stewardship requires that the City of Eagan honor the expectations of donors and abide by gift agreements, including naming provisions. Naming is generally expected to last the lifetime of the building, facility, unit, program, or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a name, or "re-naming," such as change in use, substantial renovation, or demolition of an existing building, facility, or part thereof, major programmatic changes, failure of a donor to meet the financial commitment of the donor agreement, or other situations unforeseeable at the time of the original naming. When appropriate and feasible, when a name is retired, some form of continuing recognition should be established. In all cases, the City Council must approve re-naming. -5- a~ 4PIP oitu of eeuon DONATION AGREEMENT There is hereby established with the City of Eagan that has agreed to make a charitable donation in the amount of $ (amount) to be used for (brief description). Contact Name: Address: Phone: E-Mail: } { Project Background: (to be filled in at time of negotiation) PROCEDURES 3 The City of Eagan and donor shall adhere to requirements and procedures detailed in the Donor Policy- • To be considered for naming, proposals must be submitted during the schematic design process. New construction,' substantial renovation, or replacement projects will be considered for naming opportunities. • Step One: Contact With the City of Eagan Director of Parks and Recreation and City Administrator to neggtiate terms of the donation. • Step Two: Presentation of proposal to the Advisory Parks Commission and City Council Naming will be at the discretion of City Council. • Step Three: Upon approval, Donor Agreement will be signed and kept on record with the City of Eagan. Naming rights carry no power of direction to the City of Eagan on matters of schedule, design, furnishing, or priority of use. -2- +P. I USES AND PURPOSES Project Intent: (filled in at time of negotiation) Method of Payment: I in at time of negotiation) Method of Recognition: (filled in at time of negotiation) The uses and expenditures of these funds shall be consistent with the City of Eagan policies and ordinances. The funds shall be administered by the Director of Parks and Recreation or his/her designee. Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming rights shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. dated this day of , 20 Donor or Donor Representative dated this day of , 20 City of Eagan Director of Parks and Recreation dated this day of 20 City Administrator, City of Eagan dated this day of 20 Mayor, City of Eagan 0 93") -3- Donor Bill of Rights As accepted by the American Association of Fundraising Council (AAFRC)' PHILANTHROPY is based on voluntary 7. To expect that all relationships with action for the common good. It is a individuals representing organizations of tradition of giving and sharing that is interest to the donor will be professional primary to the quality of life. To assure in nature. that philanthropy merits the respect and trust of the general public, and that 8. To be informed whether those seeking donors and prospective donors can have donations are volunteers, employees of full confidence in the not-for-profit the organization or hired solicitors. organizations and causes they are asked to support, we declare that all donors g. To have the opportunity for their have these rights: names to be deleted from mailing lists that an organization may intend to share. 1. To be informed of the organizations mission, of the way the organization 10. To feel free to ask questions when intends to use donated resources, and of making a donation and to receive its capacity to use donations effectively prompt, truthful and forthright answers. for their intended purposes. 2. To be informed of the identity of those serving on the organizations governing board, and to expect the board to exercise prudent judgment in its DONOR BILL OF RIGHTS DEVELOPED BY American Association of Fundraising Counsel (AAFRC) Stewardship responsibilities. Association for Healthcare Philanthropy (AHP) Council for Advancement and Support of Education (CASE) 3. To have access to the organizations Association of Fundraising Professionals (AFP) most recent financial statements. ENDORSED BY (In Formation) Independent Sector 4. To be assured their gifts will be used National Catholic Development Conference (NCDC) for the purposes for which they were National Committee on Planned Giving (NCPG) National Council for Resource Development (NCRD) given. United Way of America 5. To receive appropriate acknowledgement and recognition. 6. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law. http://www.aafrc.org/choose-counseUdonor.html a3 -4- CITY OF EAGAN VISION STATEMENT City Council 2003: Patrick Geagan, Mayor Peggy Carlson Meg Tilley Cyndee Fields Mike Maguire VIEW OF MISSION The City of Eagan exists to serve the needs and interests of its present and future citizens by providing quality public services, personal and property protection, a healthy environment, a stable tax base, attractive amenities, a sense of community and ethical representation. The City will endeavor to reflect community values in an effective, responsible, efficient and visionary manner. VIEW OF CONSTITUENTS The City of Eagan considers everyone with whom it interacts as a constituent and as a customer. First and foremost among these customers are its citizens. To serve its customers, the City is committed to equal representation, personal dignity, the value of diverse opinions, democratic participation and the importance of honest feedback. In its interactions with citizens and all other constituents, the City of Eagan is committed to the qualities of fairness, openness and responsiveness. Quality customer service will be central to all interactions with the City. VIEW OF SERVICE DELIVERY The City of Eagan is committed to being responsive in meeting the needs of the community within the fiscal parameters the community will support. Services will be provided effectively and efficiently for the quality and level of service desired by the public through the employment of highly-qualified, creative, dedicated employees and the application of the highest standards of responsible fiscal management. VIEW OF QUALITY OF LIFE The City of Eagan encourages the maintenance and enhancement of all aspects of its quality of life. This includes its commitment to economic opportunity, educational excellence, efficient service delivery, environmental integrity, recreational variety, attractive neighborhoods and community pride. VIEW OF THE ENVIRONMENT The City of Eagan will proactively protect its natural environment. The land, water and air, as well as the things which live in them and on them, are important assets to be preserved and enhanced for our own enjoyment and well-being and that of future generations. The City's role with respect to the environment shall be that of active steward and conservator. Pollution, abuse of the environment and unnecessary modifications of the environment will be opposed. The City, -5- collectively and individually, will endeavor to maintain the environment, mitigate impacts on it and enhance it to the extent possible. VIEW OF DEVELOPMENT The City of Eagan is committed to encouraging and fostering orderly, high-quality development and redevelopment. The City will maintain a balanced variety of housing types, diversity of commercial and industrial development and effective integration of land use types. Eagan is planned to be a fully developed city in the future; and efforts will be made to effect that growth in a rational, deliberate manner in the best interests of all residents, both present and future. The City will maintain its standards while recognizing the need to be sufficiently flexible and creative to permit quality development to occur. VIEW OF ECONOMIC VITALITY The City of Eagan recognizes the need to foster an attractive and desirable business environment in order to ensure employment opportunities for its citizens, a strong tax base, retail services for its citizens and economic opportunities for entrepreneurs. The City of Eagan will encourage the formation of head of household jobs, clean industries, economic diversity, commercial stability and effective relationships with the regional, state, national and international economies. VIEW OF ROLE IN THE REGION AND STATE The City of Eagan recognizes the importance and value of intercommunity and intergovernmental relationships in the advancement of the interests of its constituents. In this regard, the City is committed to active participation in activities and organizations which further these interests. The City is further committed to balancing its interests with the needs of the region and the state and will conduct its affairs in a manner that recognizes the interests of its neighbors. VIEW OF IMAGE The City of Eagan will encourage community identity and community and neighborhood pride by fostering an image of quality in its built environment and excellence in its services and amenities. VIEW OF THE FUTURE The City of Eagan recognizes that its future is shaped by the decisions made today. It is also bounded by current circumstances and their dynamics over time. While growth and economic vitality continue, services must continually adapt over time to meet the changing needs of a diverse population, technological change and a global, service-based economy. To meet these needs, the City must plan with vision, encourage balanced services and welcome orderly change. a~ 1662 Norwood Drive Eagan, MN 55122 City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 January 22, 2004 Dear Mr. Hedges and City Council, On behalf of the Eagan Charter Commission, I would like to thank you for the opportunity to provide background information on the Eagan Charter. We will attend the workshop on January 27, 2004. After the presentation, I hope we will have the opportunity to explain and discuss some of the basic issues. Best Regards, Betty Fedde Chair Eagan Charter Commission r FACT S HEET- What is a Charter City? A city that excercises local control by drafting and accepting its own city charter/constitution. Eagan's citizens define the sturcture of city government. What is the current form of government? Eagan is classified as a Statutory Plan A by the State Legisature. The mayor sits on the council and the full council has responsibility for administration of the city. Why do cities develop their own charters/constitutions? To have greater local control rather than going to the legisature to have special laws passed that only affect that particular city. Who are Charter Cities? There are 107 charter cities in Minnesota. Eight of 10 of the largest cities in the state have drafted and approved their own charter. Bloomington and Plymouth are charter cites. Eagan is the eight largest city in the state. What are the possible changes with a charter/constitution? Number of council members (The city has had 5 council since 1972 when the population was 7000, we now have over 63000 citizens.) Open or ward representation or a combination. Tax and debt limitations Powers of the Mayor City administrator or City Manager Primary or instant run off voting Odd or even year elections Initiative, referendum and recall Special conditions Other issues and misconceptions: Can the city structure be changed without a new charter? Yes, ONLY from plan A (city administrator) to plan B ( city manager). Does the Charter Commission add another layer of government? NO, It is composed of volunteer citizens appointed by the District Judge. How did this movement began? The charter commissions resulted from a citizens petition. Is the Charter Commission a permanent body? After the drafting and citizens vote on the Charter, it continues to meet at least once a year or at the request of the council. The Charter Commission currently meets the second Wednesday of the month at the Wescott Library. Meeting are open to the public at 6:30pm. For more information contact: Betty Fedde 651-452-2966 acs