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12/10/2007 - City Council SpecialSPECIAL CITY COUNCIL MEETING MONDAY DECEMBER 10, 2007 5:30 P.M. EAGAN ROOM-EAGAN MUNICIPAL CENTER AGENDA 1. ROLL CALL AND ADOPTION OF THE AGENDA T • 1 II. REVIEW BIDS FOR CIVIC ARENA SOUND SYSTEM 5 ' III. CONCEPT PLAN REVIEW-UNITED PROPERTIES DEVELOPMENT ALTERNATIVES FOR NORTH DISTRICT OF CEDAR GROVE REDEVELOPMENT DISTRICT IV. 2008 COMMUNITY DEVELOPMENT BLOCK GRANT (.S7 VII. CONSIDER CHARTER COMMISSION APPOINTMENTS APPLICATION 1 I? V. FINANCE COMMITTEE UPDATE: HIGH SPEED INTERNET / BROADBAND I • P9 VI. PUBLIC WORKS COMMITTEE UPDATE: PROPERTY MAINTENANCE ORDINANCE VIII. OTHER BUSINESS IX. VISITORS TO BE HEARD X. ADJOURNMENT Agenda Memo December 10, 2007 City Council Workshop II. Review Bids for Civic Arena Sound System ACTION TO BE CONSIDERED: To provide feedback and direction to staff regarding the response to bids for the Civic west arena sound system. FACTS: • The issue of an enhanced sound system in the Civic west arena has surfaced several times over the past 5 years. • The Finance Committee met on October 16 to assess how this project might be prioritized and funded. A loan from the Community Investment Fund was identified as a funding option with the caveat that it would be paid back by the Civic Arena during the life of the sound system. • At the direction of the City Council on November 5, 2007 competitive bids were solicited for an enhanced sound system with minimal ancillary acoustical treatments in the west rink to meet identified sound objectives. The bids were to be brought back to the Council for further review and discussion to determine if this project would proceed. • The bid process has been completed but resulted in only one bid. It is also unlikely that there is a defined revenue source that will be derived from this enhancement. • This is being brought back to the Council for further discussion and direction. • The attached background memo outlines the details of the bid response and provides some options for the Council to consider. ATTACHMENTS: • Background memo dated December 5, 2007. Vq- Q-+ City of Eap NO To: Juli Seydell Johnson, Director of Parks and Recreation From: Cherryl Mesko, Superintendent of Operations Date: December 5, 2007 Subject: Civic Arena West Sound System Bids Background • The issue of an enhanced sound system in the Eagan Arena West Rink has surfaced several times over the past five years. • After much discussion this issue was reviewed by the Finance Committee on October 16 to assess how this project might be prioritized and funded. A loan from the Community Investment Fund was identified as a funding option with the caveat that it would be paid back by the Civic Arena during the life of the sound system. • Current retained earnings would be left in the Civic Arena Fund for other future improvements. If the operating revenue in a specific year is not sufficient to pay back the Community Investment Fund, the payment will then come from the Civic Arena's retained earnings. • At the direction of the City Council on November 5, 2007 competitive bids were solicited for an enhanced sound system with minimal ancillary acoustical treatments in the west rink to meet identified sound objectives. The bids were to be brought back to the Council for further review and discussion to determine if this project would proceed. Bid Process • Requests for bids were advertised immediately following the November 5 City Council meeting with a bid deadline of November 27. • Bid packages were sent to 9 separate vendors on November 6, 2007. • A pre-bid meeting was scheduled for November 13 to answer any questions pertaining to the project however none of the vendors attended. • At the bid opening of November 27 only one bid was submitted: Best Buy Gov, LLC 1. Sound System Equipment 2. Acoustical Enhancements 3. Add Alternate $67,059 5,245 Total: $72,304 $12,856 (remove equipment from west arena $85,160 and reinstall in east arena) 4. This bid did not meet the requested acoustical levels. The bidder provided an alternative measure of acoustics that staff has not been able to verify as meeting the objectives of the project. a Follow-up • Because of the very limited response to the bid, staff called all the vendors who had been sent a bid package in an attempt to determine why they did not submit bids. • Several reasons were given including: o. Meeting some of the identified benchmarks was cost prohibitive and/or impossible in this location. o Didn't know how (or if) they could meet the identified benchmarks from the sound study. o They are designers and not engineers and could design a system that could work in the arena but don't necessarily have the technical expertise to measure the actual results. o Didn't have enough time. o Didn't have experience/knowledge of the acoustical piece. Next steps: 1. Assess the payback to the Community Investment Fund based on the $72,304 or $85,160 bids. o $72,304 over 15 years = $4850/year (plus $4850 annual renewal/replacement allocation) o $85,160 over 15 years = $5700/year (plus $5700 annual renewal/replacement allocation) 2. If there is long term revenue potential to sustain the capital expenditure, consider awarding the bid and begin the project. Note: The proposed sound system by itself is not seen as an amenity that justifies an additional or increased fee to users. It has been expressed that an amenity such as this should be expected in a facility rather than be seen as a fee based enhancement. Therefore the payback for this project would need to come from current revenue projections. 3. If there is not a viable long-term revenue stream consider the following: a. Hire a sound engineer to work with a designer to develop an overall master plan and specifications that can be implemented over a period of time (3 years, for example). o Advantages • Formalized design that will outline very specific equipment and acoustical parameters that can be phased in over a period of time. • May be easier for companies to bid. o Concerns • Cost for formalized design would add $3-5,000 to cost. • Bids may still come in at the same range as received. • Project would be delayed and costs will continue to rise. b. Look for additional/different enhancements or programs in the building that would provide greater opportunities for revenue generation. Can this enhancement/addition be packaged with something else that would provide a new revenue stream to offset the costs? c. Reject the bid and do not move forward with the project at this time. d. Develop a timeline when the sound system will be replaced as part of the budget process or through potential partnerships. 3 City Council Considerations: 1. Since the one received bid was submitted with acoustical standards different from those specified in the bid, the Council may reject the bid or may choose to hire a sound engineer to determine whether or not the current bid meets the needs of the Civic Arena. 2. If the bid is acceptable, the Civic Arena will need to consider payback to the Community Investment Fund of $4,850 - 5,700/year. ($9700 - 11,400/year with renewal and replacement). No additional fees/revenues are likely to be collected due to this project. 3. The Council may reject the bid and discontinue the project at this time. 4. The Council may reject the bid but consider this project as part of a larger group of enhancements in the future that may offer greater success in meeting payback potential. Agenda Information Memo Eagan City Council Workshop Meeting December 10, 2007 III. CONCEPT PLAN REVIEW - UNITED PROPERTIES CEDAR GROVE DIRECTION TO BE CONSIDERED: To provide direction to the developer and staff regarding United Properties proposals for alternatives to the development of Class A office space in the Cedar Grove North District and next steps for the implementation of the preferred alternative(s). FACTS: > The Cedar Grove Redevelopment District has been among the City's priorities for a number of years. The City has made substantial progress toward the redevelopment of the area through property acquisitions, road and stormwater improvements, business relocations, environmental reviews and development projects around district. The two areas in which new development has not been initiated to date are the core area and the property on the north side of Hwy 13 that has been designated for redevelopment by United Properties. ? In July, the City selected Doran-Pratt as a new development partner and asked them to work with staff to prepare a master plan for the redevelopment of the core area for consideration by the City. A preliminary concept plan was reviewed and approved by the Council and EDA this fall. ? United Properties has requested the opportunity to present several alternatives for the redevelopment of the northern properties. As the City has done in the past in redevelopment districts, the developer is being given an opportunity to present the proposal in concept to receive additional direction in advance of preparing more detailed plans or financial analyses. ? The concept review does not amount to the approval of a plan or presuppose the outcome of the formal development review process. It does permit the developer to concentrate on concepts that have the potential for further consideration. ? The City and United Properties currently have a preliminary development agreement under which United agrees to develop a 255,000 Class A office project, in exchange for which the City agrees to do the following: o Sale of City Property - The City would sell the remnant of the old Cedar Grove wastewater treatment center site to United for $1, to offset extraordinary costs associated with the assembly and development of the project. This is a 7 acre parcel of which approximately ''V2 is buildable. o Property Assembly - If United has exhausted its good faith efforts to acquire the Goodyear parcel privately, the City would assist in the acquisition of the parcel, including consideration of eminent domain, if necessary. While the Goodyear building was not among the structures found to be substandard when the district was created, the City Attorney indicates that the City may use eminent domain to assemble the property. If the Council were to consider this option, however, it would be necessary to schedule and 5- hold a public hearing for that purpose and file a petition to begin the process prior to the February 1, 2008 statutory deadline. o Financing Assistance - the City would consider public financing assistance to the extent that it is possible. Even though the City has the authority to acquire the Goodyear property, the fact that the building was not substandard precludes the City from providing TIF redevelopment assistance, because the development would not eliminate a condition that caused the district to be created. This clause was included in the original agreement in the event that the TIF law were to change in such a way as to permit financing assistance to the project before the development occurred. Since TIF may not be used in this case, if the City were to acquire the Goodyear site for redevelopment, United would need to reimburse the City for the full cost of acquisition, relocation and demolition. > On behalf of United, Brian Carey has submitted a packet of information overviewing the company's request. Mr. Carey outlines their unsuccessful efforts to market the property for Class A development purposes over the past four years and their assessment of the potential market and competition for such development in the immediate future. It also outlines the efforts United has made to attempt to acquire the Goodyear property by direct purchase or property trade. It is their conclusion that the current owners of the property will not sell the property willingly. > In addition to United's internal analysis, the Maxfield Research Market Study update for the Cedar Grove Area completed earlier this year indicated that there is a likely market for a maximum of 210,000 s.f. to 260,000 s.£ of office space in the submarket between now and 2020. The Doran-Pratt proposal introduces a 150,000 s.£ office development in the redevelopment district's core area. Pure office development on both sides of Hwy 13 would likely compete for the same tenants. > United's analysis of the merits of the alternative development plans is summarized in the cover letter in the information packet. Staff analysis of the proposed options are as follows: o Class A Office Building - This is the standard of comparison for the other options. Since United is not prepared to move forward with the project at this time and the costs of carrying the property may be prohibitive for the company, the City would need to determine whether it would carry the property until the Class A tenant could be secured. o Office Showroom/Warehouse Alternatives - These alternatives would represent a departure from the Class A vision, but would represent an opportunity to continue to serve the goals of creating a positive visual entrance to the area, while creating jobs in this area of the redevelopment. The nature of the uses and finishes of the buildings would define how much it would depart from the previous vision. An office-office/showroom development would represent the least departure from the prior vision. Current code defines office/warehouse as 15% office (min) and office/showroom as 30% office (min). Options 2 and 3 show a majority of sq ft in the office/warehouse category. The CGD does not currently allow office/warehouse or office/showroom uses and the property would most likely have to be rezoned to a Planned Development. If so, the City would want to consider controlling the percentage of warehouse or "mixed" uses such as quasi-retail to avoid excess distribution or other heavier and higher-traffic uses for that location. ¦ A commercial redevelopment of the area could work around or temporarily incorporate the existing Goodyear property. Site Plan I does not require the acquisition of the Goodyear property. The CGD zoning district does not permit heavy vehicle repair or other industrial uses. If this plan were pursued, Goodyear could continue to operate as a legal non-conforming use, but it could not expand its use or the building, without coming into conformance with the Cedar Grove Zoning District uses and standards. ¦ Site Plan I could be accomplished without acquiring the Goodyear property, but would require that the development that occurs on the City parcel be accommodated within its extremely narrow boundaries. Site Plan 2 contemplates the acquisition of a portion of the Goodyear parcel to increase the initial development, but would permit the Goodyear building itself to continue in operation. Site Plan 3 contemplates the replacement of the Goodyear building. Such replacement could occur either in the short or long term. ¦ As proposed, Site Plan 1 would expose truck docks to Hwy 13 views. This would need to be mitigated through redesign of other visual screens to reinforce the gateway goal for the development area. ¦ Site Plan 2 and 3 show the joint use of Tesseract Place by private drives for all uses. This appears to be unavoidable and may emphasize the need to limit truck traffic (distribution uses) in the area. ¦ One level office/showroom/warehouse structures typically require circulatory access to both the front and rear of the building, in turn, requiring the frontage to be parking lots or dock access. In Site Plan 2 and 3, the use of finished side toward Hwy 13 is good, but visual impact is disturbed by the private drive. ¦ Staff concurs with the developer's conclusion that all of the office/showroom scenarios would create fewer peak hour trips than the planned Class A office project. ¦ While TIF assistance cannot be provided to the project itself, TIF revenue created by development in this area will support expenditures elsewhere in the district. o Multi-Family Alternative - This would represent the most substantial shift from the City's previous vision for the site. Just as the introduction of office development in the core area may impact the feasibility of pure office development in this portion of the district, the introduction of a multifamily residential project in this location may slow or limit the redevelopment of the core area, where multi-family residential has been anticipated to support the mixed use goal for the district. The multi-family proposal is in the buffer zone at the edge of MSP Noise Zone 4. While the recent condominium and apartment approvals that have occurred on the north side of Hwy 13 have been regarded as in-fill, with the focus being primarily on the need to meet noise attenuation standards, the introduction of an area of residential in an area historically defined as commercial would cause it to be defined as "New Development", which requires additional findings to justify the land use change. While this is not unprecedented in the region, following the development of the Bloomington Central Station project across the river, it would be a substantial policy shift in Eagan, whose primary policy has been to not introduce new residential development in known noise impact areas. Further, the Bloomington project met a sound attenuation standard substantially beyond the MAC Program standards. ¦ In the buffer zone, if residential development is to be considered, individual entrance units are to be avoided in favor of shared entry buildings in which substantial noise attenuation is more feasible and cost effective. As a consequence, the "Big House" product may be prohibited on portions of the property- • At minimum, a land use change would be subject to Met Council review and the introduction of a substantial residential area within close proximity to Noise Zone 4 would be closely scrutinized. ¦ Staff concurs with the developer's conclusion that a residential project would reduce competition with certain commercial industrial traffic during the peak hours. Additional traffic analysis would be necessary, however, to determine whether turning movements and traffic volume would create other conflicts in the system. ¦ This alternative would require the acquisition of the Goodyear property, because the residential use would not be compatible with continuation of the heavy vehicle repair use. ¦ The developer indicates that the implementation of the residential plan would require the removal of this property from the existing Cedar Grove Redevelopment District and the creation of a new Housing TIF District. While the City could choose to pool TIF proceeds from one district to another, it is unclear at this point what level of assistance the housing project would require and what revenues would be available for other uses. Further pooling is limited to 25% of the increment in a district. ? Following the presentation and the Council's discussion with the developer, staff would request that the Council give the following direction: o Understanding the history and projected market projections for the area, is the Council open to alternatives to the Class A office development anticipated in the predevelopment agreement? o Are any of the proposed concept plans consistent with the City's expectations, goals and vision? o If the City's preferred alternative requires acquisition of the Goodyear parcel, would the Council be prepared to authorize the use of eminent domain to accomplish that? o If the City's preferred alternative is the multi-family residential project, would the Council consider removing the property from the Cedar Grove Redevelopment District and creating a new housing district for that purpose? o What issues should be addressed and what options should be included as the developer prepares the next level of detail in the development plan? ATTACHMENTS: > United proposal packet enclosed without page number. Agenda Information Memo Eagan City Council Workshop December 10, 2007 IV. PRELIMINARY REVIEW OF 2008 CDBG APPLICATION DIRECTION TO BE CONSIDERED: To discuss the program and improvement alternatives for inclusion in the City's FY 2008 Community Development Block Grant (CDBG) Application and provide staff direction regarding the specific items to be included in the application when presented to the Council at its next regular meeting. FACTS: • The US Department of Housing and Urban Development (HUD) provides block grant funding for programs that conform to national objectives and eligible activities that meet Community Development Block Grant (CDBG) Program regulations. • The City of Eagan's CDBG allocation is administered through a subrecipient agreement with the Dakota County CDA. The coordination of the program by the CDA permits various cities within the County to focus on a range of specific eligible activities unique to their situations and the CDA is able to balance the activities countywide to ensure that the overall County allocation meets all HUD eligibility requirements. • The CDBG fiscal year begins July 1. The application deadline for local governments has been set at December 14, 2007. Preliminary budget information is being provided at this time to permit staff to prepare background for the formal Council action on December 18t". CDA Staff will accept the Eagan application past the established deadline. • For application purposes, the CDA indicates that the City should use the 2007 allocation amount for Eagan's FY 2007 application. That amount is $214,500. • Eligible activities under the HUD rules must either remove slum and blight or provide benefits to low and moderate income (LMI) persons and families. • The CDA requires that at least 50% of each City's application be designated for LMI uses, which can be either programs or acquisitions. For HUD purposes, this means that 51 % of the benefiting families be at or below 80% of the median income for the region. In 2007, a family of four making $59,600 met this criteria. In addition, when CDBG funds are used for slum and blight removal, a portion will be repaid to the City's CDBG account at the time the property is resold for development. Ultimately, the account will need to be used to provide for LMI benefit. • CDBG applications may be amended. The process to reallocate dollar amounts among previously approved line items is a minor amendment, but it is a major amendment requiring higher levels of review if dollars are to be shifted to new activities. • As a consequence of the percentage requirement and in consideration of the level of amendment necessary to reallocate dollars among activities, staff is offering a range of 9 Agenda Information Memo December 10, 2007 Eagan City Council Workshop Page 2 of 2 programs and activities that have at least some allocation for 2008, including a number of activities that meet the LMI standard. • As in recent years, staff is proposing that a portion of the CDBG funds be allocated to the Cedar Grove Redevelopment. As in the past, allocations are noted in this category for acquisition, relocation and demolition of properties both for general removal of substandard buildings and for acquisitions and relocations. Since low and moderate income housing development is required as a part of the Cedar Grove Redevelopment, it is hoped that the LMI property development partially funded by CDBG funds will occur within the near term. As such, funds used in the short term for blight removal and repaid by the developer can be used for an LMI purpose at that time. • It should be noted that CDBG funds may not be used for activities associated with properties acquired using eminent domain. Implications of these restrictions on Cedar Grove activities are not fully known at this time. City Staff will be working with the CDA to make sure all funds are used appropriately or reallocated to other approved activities. • The CDA is recommending, and City Staff concurs that a placeholder activity for housing rehabilitation be included in the 2008 application. The CDA administers a County-wide housing rehabilitation program for eligible housing upgrades and recipients. Although several rehabilitations occur in Eagan every year, the City does not currently fund this activity. Instead, funding comes out of a County-wide allocation and revolving dollars from older rehabilitation loans. Also, recognizing the existing affordable housing stock in the area, the City and CDA are in initial discussions with Pratt Homes to potentially create a housing regeneration program for the Cedar Grove area. This program would be designed to help facilitate a move of empty-nester/senior populations to new lifecycle housing in the redevelopment area by upgrading their existing older housing stock for purchase by LMI families. By creating a placeholder for this activity, potentially unspent funds could be moved into this activity if warranted in the future. • In the last two years, the LMI documentation requirements have been revised to require information of greater scope and detail of beneficiaries. For public service programming, the level of detail is such that the City Staff believes it is no longer cost effective to allocate funds for LMI programming, unless it is for a population that is assumed to be eligible or eligible under another program, such as seniors or free school lunch participants. • As a result, public service allocations were limited to $35,000 for senior activities in 2007. The Parks Department is proposing a similar budget but with two additional programs in 2008 for after school and recreational programs serving school age children as summarized in the attached memo. • The budget alternative spreadsheet shows requested allocations in a number of categories. Staff will request direction at the workshop to compile items for the formal application to be considered at the Council meeting on December 18. ATTACHMENTS: • Draft Budget alternatives on page • Parks narrative on pages ID c L L N m co a E E _ _ -j O U) U) -j -j 'o co CD C) C) C) 0 C) W o to O O O G> r t-: Lri Q (O N r- 0 p 64 69 69 LL Ooo Cl 0 fC O c r LLO 0 0) N O N t- C) Lf) 69 69 O 69 O O p C) O CD LF) d ff) N 0 V 69 EH O O LO O O ` O a) O 04 L O EA co a) Co O O) s (0 0, d lqr Im O 04 69 O ca O . C m M 04 J O O 0 O_ V) 00 00 00 LU N Ef3 64 CD 0 O O O O O O O 69 0 0 0 O O) O J ns 0) co W 4- O U V N U o 0 co U Q) a) N c o N m in- E UI) QQ O d o U C 0) 0 (a LL 'a 0 a `a a )2 Q U 0 i 2 U . Q N •5 U 0 cav CTo E iz V a) U U U a) a) co Q C) C 0 ca 0) N O 2 N m c) G C J _ CF) c O a C. 69 d m c) m E ca c `C) (1) o Q. ac) 0 O E w a) (L) tY > m O N ?EQ-E M U) fm co c LL 2a o -a a. c C (o U O L a) C_ f- L ^, f? W f 2 0 0 < O 0 LO LO N 6R 64 ?O O LO v ? 11 N O 0 U) N O O U) a) M N 64 0) (fl 0) U) N 69 (N N M N N 64 g ca O H o O O U) N 69 a) Co E x 0 Q. CL 0) c LL a) L (o CU Q City of Eagan - Parks and Recreation 2008-2009 Community Development Block Grant Request The purpose for CDBG funds is to provide a flexible source of annual grant funds for local governments that can be devoted to the activities that best serve their own particular development priorities provided that 1) the benefit low and moderate income persons as outlined by federal standards; 2) prevent or eliminate slums or blight and meet community development needs. With this in mind, Parks and Recreation is proposing the following public services: 1. Public Service Project /Activity: After School Program Youth 6-8th grade. Describe the proposed project/activity: CDBG funds will be used to support an afterschool program at a local City of Eagan middle school 70% of the student participants will be in the school's free/reduced lunch program based on poverty levels (meets CDBG income limits). The program is a collaboration with Independent School District 196 (ISD 196). The program will be held at the middle school over a 6 week period in the fall of 2008, winter of 2008/9, spring of 2009and fall of 2009. The program will be developed and coordinated by the City of Eagan Recreation Supervisor and the middle school counselor will serve as the coordinator for the school. The program will be staffed with one ISD 196 employee, two Eagan Parks and Recreation employees and 2 teen volunteers from the Eagan Teen Advisory Board. Two of the City of Eagan staff will be paid with CDBG funding (salary and benefits) along with the coordination hours of the City of Eagan Recreation Supervisor. The recreation based program will include sports and games that targets youth who are underserved and/or disenfranchised from school and community. The goal of the program is to interest youth in activities that will improve their connection to school and community in a safe environment. In addition, the youth will be taught by both adult and teens that will serve as appropriated role models encouraging healthy youth development. CDBG funds will also pay for materials, supplies and transportation and admissions to activities. Budget a. $5,300 Staff wages for 24 weeks of afterschool programming b. $1,350 Recreation Supplies and Equipment for 120 participants c. $1,350 Admission Fees for 90 participants d. $ 2,400 Transportation for 90 participants e. $ 250 Marketing and promotion Total Cost of Program: $ 10,650 Evaluation and Accountability ?a All project activities will be evaluated and monitored. Evaluation and monitoring methods will track service quality, goal outcomes and project expenditures. In addition, there will be ongoing measures of programs and staff practices to align services with participant needs as a basis for gauging program viability. 2. Project/Activity: Summer Recreation Program at Homeless Shelter Youth K-8 Describe the proposed project/activity: CDBG funds will be used to support an art and movement class for children kindergarten through eighth grade. The program will be held at Dakota Woodlands homeless shelter in Eagan, Minnesota in July/August of 2008. 75% of the children participating in the program will have met the school free/reduced lunch program based on poverty levels (meets CDBG income limits) The goal of the program is to help develop physical and social skills of youth in a safe environment. One City of Eagan Parks and Recreation staff person will be paid with CDBG funds. In addition, CDBG funds will also be used to pay for the coordination hours of the City of Eagan Recreation Program Supervisor and arts and movement materials and supplies. Budget a. $787 Staff wages for 6 weeks of programs b. $800 for art and movement equipment and supplies Total Cost of Program $1,959 Evaluation and Accountability All project activities will be evaluated and monitored. Evaluation and monitoring methods will track service quality, goal outcomes and project expenditures. In addition, there will be ongoing measures of programs and staff practices to align services with participant needs as a basis for gauging program viability. 3. Public Service Project /Activity: Seniors Describe the proposed project/activity The senior population is a presumed benefited population approved by the HUD guidelines for CDBG funds. In addition, the 20/20 plan has identified the older adults as an increasing underserved population. These two factors coupled with national research 1) identifying an alarming increase in overweight and obese individuals, and 2) support for fitness, recreation and leisure activities to enhance and improve our quality of life support the investments outlined below. The additional services would provide opportunities to meet the needs of working seniors and outreach to seniors living in multi-unit complexes or senior high rise buildings. These proposed services will include programs within the Lone Oak Room at the Eagan Community Center and at two multi-housing unit complexes in the City of Eagan. These supportive and enriching programs will comprise of include nutrition, fitness, and personal training, dance and art classes. 1. Providing public service Seniors: Is a. $6,900 facility cost for extended senior center hours one evening a week for 3 hrs. b. $1,680staff extended hours of the senior center c. $8,400 staff wages/mtrls (outreach & classes at 2 senior living complexes) d. $3,400 fitness instructor for outreach class at 2 senior living complexes e. $1,300 materials and supplies for fitness and art classes f. $700 Marketing and promotional materials Total Cost of Program $ 22,380 Justification: 1. Seniors are a limited clientele presumed benefited population. CDA defines guidelines for minimum age for senior housing projects as 55. These programs will target adults / seniors 55 and older. 2. All requests meet the guidelines outlined by CDGB. 3.. Responding to changing community needs, aging population. 4. Programmatically in line with 20/20 vision for recreation; young seniors, arts, health and wellness. 5. Research shows that individuals live longer, healthier and happier when engaged in healthy life style choices, including proper nutrition, physical activity, and social interaction. 6. Funding request blends outreach, facility fees, staff wages and equipment costs for a holistic approach to expanding services for the senior population. Evaluation and Accountability All project activities will be evaluated and monitored. Evaluation and monitoring methods will track service quality, goal outcomes and project expenditures. In addition, there will be ongoing measures of programs and staff practices to align services with participant needs as a basis for gauging program viability. 4 Agenda Information Memo December 10, 2007 Special Eagan City Council Meeting V. FINANCE COMMITTEE UPDATE: HIGH SPEED INTERNET/BROADBAND ACTION TO BE CONSIDERED: Accept the Finance Committee recommendations to: 1) authorize the immediate preparation and distribution of a request for proposals (RFP) for a specialized broadband consultant; and 2) direct the sending of a letter to current providers who have not given written response to the Eagan Technology Working Group regarding the City Council's established broadband goal. FACTS: • In February, 2007 the Eagan City Council passed, as part of its 2007/2008 goals, the following broadband goal: "Pursue world class Internet speeds, connectivity, and access to all Eagan residents and businesses, by developing a master plan, including finance options and policies, for the installation of high speed fiber optic broadband. " • Since then representatives of the Eagan Technology Working Group met with all current telecommunications providers in the Eagan market and numerous potential providers to assess their interest in the Eagan opportunity. • The Working Group recommends several specific concepts that have potential to meet the City Council's announced broadband goal, but which bear further technical and financial scrutiny to narrow to the most appropriate option(s) for Council consideration. • On December 3, 2007 the City Council's Finance Committee met to review these concepts and consider the Tech Working Group's recommendations. • Specifically, the Finance Committee recommends that the full City Council authorize the preparation and distribution of an RFP for a specialized consultant. The consultant would assist Eagan in evaluating the technical merit and financial feasibility of its broadband options in the next few months, with the task of reporting back to the full Council which option is best, how it can be built and financed, and how it meets the Council's stated goals. • It was recognized by the Finance Committee that the requisite skills of the required consultant are beyond those of staff or the excellent volunteer work of the Eagan Technology Working Group. It was also noted that the City Council has made no policy decision about whether such ultra high speed Internet services are best provided by the private sector along, the City, or in partnership. Those recommendations will come after the consultant's work is completed. • The Committee also concurred with the recommendation to send a letter to those current providers who have not yet given any written response to the Eagan Technology Working Group regarding the City Council's established broadband goal. • The Finance Committee may wish to additionally update the Council on its discussions and potential implications for future decision making /S- ATTACHMENTS: • On pagef-1 1' ' q, see the memo from Director Garrison briefly summarizing the work of the Technology Working Group in 2007 and discussion highlights from the 12/3/07 Finance Committee meeting. A-P 411? City of Eagan demo To: CITY ADMINISTRATOR HEDGES From: COMMUNICATIONS DIRECTOR GARRISON Date: December 7, 2007 Subject: TECH WORKING GROUP RECOMMENDATIONS & HIGHLIGHTS OF FINANCE COMMITTEE RECOMMENDATIONS You asked for a brief overview of the work of the Eagan Technology Working Group in 2007 leading to their recommendations to the Eagan City Council and the Finance Committee discussion of those recommendations this past Monday, December 3, 2007. BACKGROUND: • Following the establishment of the City Council's broadband goal last February, the Tech Working Group was encouraged to have conversation with all of Eagan's current providers and potential new providers desiring to serve the Eagan market, to gauge their interest in, and reaction to, the Council's stated goal. • For six months representatives of the Working Group, in association with Eagan's business community, studied numerous broadband business models in use in the US and across the world. Eight different firms were interviewed including all three incumbent providers. • Discussions were held separately with Eagan's two largest Internet service providers, Comcast and Qwest (twice each), but no written expression of interest in providing ultra high speed broadband to Eagan residents or businesses has been received by the City, but others are interested in the Eagan opportunity. • A number of different business models-from private sector only to City-owned, to partnerships in between-were examined. In September the Tech Working Group recommended four specific concepts should be further evaluated by a specialized technical consultant because they offer promise in meeting the City Council's stated goal. • On December 3, 2007 the Finance Committee of the City Council pared those concepts down to three and concurred that an expert is needed to help Eagan determine the most viable option for ensuring world class Internet speeds, connectivity and access for Eagan residents and businesses. (The fourth concept was recognized not so much as a business model, but rather an additional tactic which could be employed later as one of the methods to obtain greater connectivity.) 17 • Since two of the current providers to Eagan offered no written response, the Finance Committee further endorsed a Working Group recommendation to write them a letter with a reminder of the City Council's adopted broadband goal and that we are moving ahead with the Council's process to determine how to provide world class broadband. I would be happy to answer any questions you or the City Council may have in regard to this matter. Some members of the Tech Working Group may be present at the meeting as well. Respectfully submitted, dw Tom Garrison Communicate ns Director ATTACHMENTS: Attached (without page number) for the Council's consideration is the complete Finance Committee information packet. Noting that the information shared includes not yet refined concepts, and discusses proprietary business information shared by providers and Eagan's business community, the Council is asked to respect the restricted nature of the information until such time as formal proposals are received, evaluated and brought back to the Council for public discussion and decision making. Agenda Information Memo Eagan City Council Workshop December 10, 2007 VI. UPDATE AND PRELIMINARY FINDINGS REGARDING PROACTIVE PROPERTY MAINTENANCE PROGRAM DIRECTION TO BE CONSIDERED: To receive an update from the Public Works Committee regarding its discussions of the Council's proactive property maintenance goal and to provide feedback to the Committee and staff for further review. FACTS: • As Eagan has evolved from a rural area to a high growth city to a mature community, the need to not only set appropriate standards for private development and improvements, but to develop strategies to maintain them, has grown. At their goals retreat in January, the City Council identified a proactive approach to residential and commercial property maintenance as one of its goals for 2007-2008 and for the future. • The matter was referred to the Public Works Committee for review and recommendation. At its workshop to review the status of its goals on September 25, the City Council discussed this goal further and expressed interest in an update on the findings in its regard. • The Public Works Committee discussed the issue of private property maintenance at its meeting of March 27 and December 5. The Committee provided staff direction regarding various aspects of the matter and background work that has been under way between the two meetings. • The discussion and direction of the Committee is summarized in the attached staff memo. • Staff from the various departments that play a role in property maintenance and rental property issues will be present at the workshop to respond to questions. Staff will combine the Committee's direction with the discussion at the Council workshop to take each of the issue areas to the next level for review and recommendation by the Committee. ATTACHMENTS: • Staff memo summarizing Public Works Committee discussion and direction from December 5, 2007 meeting on page/ through,?a-t- 4 Agenda Information Memo Eagan City Council Workshop Public Works Committee Update December 10, 2007 Page 2 • Public Works Committee December 5, 2007 cover memo on pagesAS through • Pub Works Committee March 27, 20007 cover memo on pages c through • Public Works Committee minutes of March 27, 2007 related to property maintenance on pages a through • able comparing other city property maintenance programs on pages through • W st St. Paul PACE and CASE program brochures on pages Ll) through • Table cogting other city rental licensing/registration programs on pages through L77) -0 • Draft outline ("menu") of different aspects of current and potential maintenance standards for consideration of private non-residential properties on pageea?O_ • Photos of several of these maintenance issues are also enclosed. to better illustrate these concerns. pct. nJ. h€g . QD 4000 City of Eajan Memo TO: TOM HEDGES, CITY ADMINISTRATOR FROM: JON HOHENSTEIN, COMMUNITY DEVELOPMENT DIRECTOR DATE: DECEMBER 6, 2007 SUBJECT: SUMMARY OF PUBLIC WORKS COMMITTEE MEETING DIRECTION OF DECEMBER 5, 2007 At the December 5, 2007 Public Works Committee meeting is summarized as in the attached memo. • Rental Licensing - The committee reviewed staff research on the licensing of rental properties and directed staff to further develop a potential program based on the Burnsville model. o The advantages cited in such an approach were that it focuses on education and manager participation, it can build on Eagan's existing Multi-Family Housing Program (Police Department), fire safety inspections (Fire Department) and exterior maintenance standards (Code Enforcement and Protective Inspections), it keeps costs low for properties that are well managed and do not create extraordinary calls for service. o The Police and Code Enforcement staff indicate that the majority of Eagan multi-family properties are well managed and limited benefit would come from a labor intensive annual inspection program for those properties. They indicate that the application of a uniform and progressive enforcement system (Burnsville fine system and expansion of the repeat call ordinance) would provide tools to compel the other property owners and managers to address issues as they arise. o Staff also indicated that owner registration, education and progressive consequences would assist in addressing issues associated with individual property rentals and less sophisticated property owners and managers. They indicated that a program would need to apply to the ownership and management of both multi-family and single family rentals. o Such a program can continue to apply standards to exterior maintenance to preserve general property values, while providing additional tools to compel interior maintenance and curb tenant behavior issues. o Police and Code Enforcement staff indicate that one of the areas of concern is single-unit rentals or situations in which owners/landlords may not be as sophisticated or capable of managing rental issues as some professional managers can be. While the Committee indicated that it did not believe that a program of extensive inspections of the interiors of units al was necessary, discussion occurred around whether a licensing ordinance could be structured to compel an owner to permit access to a rental unit in certain circumstances or after repeated reports of violations. o The Burnsville program was developed in cooperation with the state Multi-Family Housing Association. MHA indicates that the Burnsville model works well for its members and, as such, if it meets Eagan's needs, code amendments to implement such a program would likely be supported by the City's larger rental property owners and managers. o The Committee has asked that staff develop a staffing plan for rental licensing by determining the number of FTE's and ongoing costs that Burnsville applies to its program and analyzing how the responsibilities and resources could be incorporated to complement existing functions. • Proactive Residential and Commercial Property Maintenance - The Committee reviewed staff background and research relative to proactive property maintenance and directed staff to further develop standards and methods for both the complaint based enforcement system and a proactive enforcement program for both residential and commercial property maintenance. In general terms, City's property maintenance ordinance can be applied equally to residential and commercial properties and staff has been able to use it as a tool to address a range of maintenance issues around its retail, commercial and industrial areas. The Committee. directed staff to further develop both programs. o The focus of the programs should remain to achieve compliance with City standards, rather than to punish property owners. It was noted that between 75 and 80 percent of the cases in which enforcement steps are taken, the violation is corrected by the property owner after the initial violation letter(s). Additional enforcement action and tools are only necessary for a minority of the violations reported to the City. o The City should continue its education program and expand it in the area of property maintenance expectations and resources that can assist those who have difficulty meeting them. The City should consider developing informational brochures similar to those used by the City of West St. Paul in its PACE and CASE Programs, to be included with violation notifications. o Staff and the Committee reviewed the property maintenance enforcement information received from other cities. While it was determined that detailed, on-site inspections would not be a cost effective approach, the Committee directed staff to develop a potential program that would provide for regular windshield inspections of all residential and commercial properties in the City, using a checklist system of key indicators of property deterioration. For properties where those conditions were identified, they would be documented and education and enforcement steps would be taken. In internal discussions and in its research with other cities, staff suggests a list that would include: peeling paint, damaged or missing siding or trim, damaged doors or windows, outdoor storage of refuse or furnishings, tall weeds and grass, missing address numbers, traffic sight line obstructions, obvious life safety issues and, in the case of commercial properties, conditions of parking lots, drive aisles, sidewalks and other standards to be determined. o All Code standards would continue to be enforced on a complaint basis as well. In responding to zoning complaints, staff will apply the 360 degree approach that was developed for the enforcement of campaign sign complaints, to determine whether substantial violations of standards apply in the vicinity of the complaint and not just on the specific property. o Staff and the City Attorney should investigate the extent to which the repeat call ordinance can be applied to additional violations or areas of enforcement to provide an alternative to separate enforcement of individual violations. o In those situations in which education and notices have not achieved compliance, staff and the City Attorney should investigate the extent to which the City may enter property to correct infractions and bill the property owner as can currently be done to mow long grass and weeds, remove junk furniture and appliances and board up unsecured properties. In particular, can the City amend the City Code to add this tool to remove ordinary garbage and refuse, to clear vegetation from sight lines, to repair pavement or curbing or bring other conditions into compliance with the code. If the City has the authority to enter property for these purposes, the Committee recommends that the services be contracted rather than being performed by City staff. o The Committee reviewed the list of potential non-residential maintenance standards prepared by staff that may expand on the current property maintenance code and directed staff to further refine the list, to work with the City Attorney to determine which of the items may be enforced and by what means and provide additional information at a future Committee meeting. o The Committee discussed current and potential standards for the maintenance of vegetation, specifically trees and shrubs. The City Code currently has requirements for the removal of diseased or fallen trees and the storage or removal of tree and vegetation waste, but currently does not have requirements relative to the removal of dead trees or vegetation. The Committee directed staff to work with the City Attorney to determine the legal and practical aspects of expanding standards to include such items. o Along with investigating the expansion of the repeat call ordinance, the Committee directed the staff and City attorney to determine how the City Clerk could serve as a hearing officer in certain cases in lieu of the court system. o Staff and the City Attorney should investigate the program that the City Attorney indicates has been developed by West St. Paul, South St. Paul and Dakota County to focus zoning cases to a specific court rather than having zoning cases share the docket with other issues and prosecutions to determine whether they have been successful in getting stronger enforcement from the bench. o Once the major areas are identified that require code amendments, they should be brought forward in chunks to permit specific policy areas to be addressed separately, rather than having the entire property maintenance program being shaped or limited by specific issues. • Outdoor Storage of Recreational and Other Vehicles - At its March 27 meeting, the Committee determined that the City has the tools and policies necessary to manage outdoor storage of recreational vehicles and other vehicles on private property on a complaint basis. The City Council also discussed this aspect of property maintenance at its retreat on September 25. The Committee members indicated that it would be appropriate to discuss this specific matter further with the full Council at Monday's workshop. aiq Public Works Committee 12-04-07 Agenda III. UPDATE AND PRELIMINARY FINDINGS REGARDING PROACTIVE PROPERTY MAINTENANCE PROGRAM ISSUE: As Eagan has evolved from a rural area to a high growth city to a mature community, the need to not only set appropriate standards for private development and improvements, but to develop strategies to maintain them, has grown. At their goals retreat, the City Council identified a proactive approach to residential and commercial property maintenance as one of its goals for 2007-2008 and for the future. The matter was referred to the Public Works Committee for review and recommendation At its workshop to review the status of its goals on September 25, 2007, the Council discussed this goal further and expressed interest in an update on the findings in its regard. BACKGROUND: • The Public Works Committee discussed the issue of private property maintenance at its meeting of March 27, 2007. The Committee provided staff direction regarding various aspects of the matter and background work has been under way, but it has not been before the Committee since that time. In order to proceed with the development of proposed program options in each of the areas, staff will provide a status report and ask for further Committee direction. • As outlined in the March 27 Committee minutes, the Committee direction was summarized and the status of work on that direction is as follows: • Investigate feasibility of an expanded property maintenance program that would focus on maintenance issues that have a direct impact on the City's infrastructure system (i.e. stormwater, water, streets, etc.) o Staff is requesting further discussion by the Committee on this direction. It is not clear whether this was intended to be a separate item or the overarching goal for the program elements that follow. • Investigate whether the City has statutory authority to enforce against a commercial property if they are out of compliance with surface property standards (entrance aprons, private drives, potholes in parking area, etc.) and, if the property owner chooses not to correct the problem, could the City then contract to make the necessary repairs and then bill the business for the service rendered (using the same system the City currently uses regarding noxious weeds)? o In general terms, the City's property maintenance ordinance can be applied equally to residential and commercial properties and staff has been able to use it as a tool to address a range of maintenance issues around its retail, commercial and industrial areas. o While the property maintenance code speaks generally about the condition of hard surfaces, such as driveways and sidewalks, it does not go into detail' about specifics unique to commercial areas. In response to the Committee's discussion of commercial maintenance standards, staff has compiled a discussion list, which is enclosed. o Two issues regarding enforcement are outstanding - whether certain improvements (i.e. installation of dumpster enclosures or new surface water improvements) can be compelled in the absence of a development application and the entry into property to make corrections or improvements if the property owner fails to do so. o Initial discussions have been held with the City Attorney and, at first blush, it appears that the City may enter a property to correct a nuisance (mow tall weeds and grass, board up an unsecured building or remove refuse from a yard), but cannot act to make physical repairs or improvements against the property owner's will. Staff will continue these discussions and provide an update when it is available. Recommendation: Conduct 360 degree assessments in both commercial and residential areas as a proactive approach for code enforcement and commercial property maintenance standards. o This recommendation can be incorporated in the final program. Recommendation: The committee recommends that if the City has the authority to make repairs on business properties, those repairs should be contracted rather than using City FTEs to make the repairs. o Pending a final determination by the City Attorney on the authority to enter the property, this recommendation can be incorporated in the final program. The committee requested additional information about how neighboring communities are currently addressing commercial property maintenance. o It does not appear that other cities differentiate substantially between property maintenance enforcement strategies for commercial or residential properties. While the standards themselves may vary, the cities enforce violations of standards on either a complaint or proactive basis. o All of the cities contacted indicate that compliance and not punishment is the focus of their enforcement efforts. Like Eagan, they use a combination of education, warnings and citations as the means to gain compliance. o One of the areas that has been identified, which is already available in Eagan, but may be expanded, is the repeat call ordinance, which the Police and Code Enforcement offices use as a means of creating an additional consequence for owners or tenants of problem properties that require multiple contacts by City staff. While the tool is already present in our toolbox, the possibility of expanding its use would provide additional "teeth", as suggested at the Council's September Goals retreat, where its use is necessary. A co o Staff has compiled research on property maintenance programs from other cities. Preliminary data is enclosed and, following discussion with the Committee, further analysis will follow. • The committee asked for staff's opinion on how aggressive the City can/should be when it comes to property maintenance to make a noticeable difference. What authority does the City have (i.e. how far can we go?)? What will the cost be to provide the increased service (cost-benefit analysis)? o Data to date suggests that a seasonal, proactive program, focused on key features of a property (residential - peeling paint, damaged or missing siding or trim, damaged doors or windows, outdoor storage of refuse or fu nishings, tall weeds and grass; commercial - similar items and others TBD) are cost effective ways of intervening on the clearest indicators of decline. Proactive education and standard code enforcement methods used. While there are very labor intense programs with more complete inspections of all properties, it appears that a number of cities make use of seasonal staff or complementary positions to manage costs. The most concise system appears to be the West St. Paul CASE and PACE programs. A cost-benefit analysis has not been attempted to date. • The committee asked for additional information and staff s recommendation on the licensing of rental properties (frequency of inspections, cost, etc.) o Rental regulation programs range from simply registering landlord and property information (Apple Valley) to programs with limited base requirements and progressive consequences for problem properties (Burnsville) to labor intensive annual inspection programs (St. Paul). o Staff review indicates that Eagan's current needs are likely at the lower end of the spectrum, due to the multi-family housing program already in place through the Police Department and the cooperation of the major property management companies. o Police and Code Enforcement staff indicate that one of the areas of concern is single-unit rentals or situations in which owners/landlords may not be as sophisticated or capable of managing rental issues as some professional managers can be. o Preliminary data is enclosed and, following discussion with the Committee, further analysis will follow. The Committee previously determined that the City has the tools and policies necessary to manage outdoor storage of recreational vehicles and other vehicles on private property on a complaint basis, as noted in the Committee notes from March 27. The notes of the City Council Retreat of September 25, 2007 indicate that the matter of property maintenance (including the outdoor storage of "toys"-boats, RVs, etc.) was discussed and that the Council was interested in an update on the Committee discussions after November 6. For this purpose, discussion of this item has been tentatively placed on the Council Workshop Agenda for December 10. In anticipation of that discussion, staff requests additional discussion by the Committee on whether to modify the previous direction regarding outdoor vehicle storage. A`7 • Staff has expanded its discussion of both property maintenance and rental regulation to include the Police and Fire Departments. To provide their perspectives for the Committee, representatives of those departments will be present along with Planning, Code Enforcement and Engineering staff. PUBLIC WORKS COMMITTEE March 27, 2007 III. PROPERTY MAINTENANCE T.C.CT TF As Eagan has evolved from a rural area to a high growth city to a mature community, the need to not only set appropriate standards for private development and improvements, but to develop strategies to maintain them, has grown. At their goals retreat, the City Council identified a proactive approach to residential and commercial property maintenance as one of its goals for 2007-2008 and, presumably, for the future. BACKGROUND: The City has addressed the need for private properties to remain compliant with City Code requirements throughout its history. The basis of such regulations is clearly in the health, safety and welfare responsibilities of local government, both to insure a clean, well maintained and safe environment for the property owner and those that visit the property, but also to maintain general property values in neighborhoods, to encourage investment and reinvestment in peoples homes and businesses and to continue to attract strong markets for Eagan properties. Yet another reason for the City to be concerned about maintenance standards is that conditions that become prevalent can be viewed as generally acceptable, which may lead to owners gravitating to the lowest common denominator. Finally, there is recognized correlation between the presence of code and property maintenance violations and other inappropriate behaviors, such as criminal activity, that the City attempts to prevent and control. While there is a range of legitimate reasons why an owner may not be able to keep their property in immaculate condition, such as age, illness, financial situation, etc., the presence of violations can also be an indication of general disregard for societal norms. That is why code enforcement and law enforcement communicate closely and often work in concert to address problem properties and owners. In the past, the City's code enforcement activity has been largely complaint based. While there may be a variety of minor code violations throughout the City, the strategy that staff has followed has been to focus on those violations that create sufficient concern for a neighbor or observer to file a complaint. Complainants identities are required to be kept confidential by the data practices act, so the risk to neighbors for raising concerns is low. The City also makes use of the City newsletter, website and direct mailings as means of communicating the community standards for a variety of property maintenance and zoning issues. That having been said, there are situations in which staff is proactive and does not rely on complaints to initiate code enforcement including obvious life safety situations (something blocking traffic site lines), repeat offenses (recreating a non-compliant situation) and high visibility violations (off-site business signs in rights of way). As with traffic enforcement, staff 1Q ILA may also be asked to do targeted enforcement of particular types of violations or to address similar issues in a geographic area or property type, if circumstances warrant it. The City has also taken steps to begin to address specific property maintenance concerns in the past. An outcome of the 1998 Comprehensive Plan Update (adopted in February 2001) was the creation of property maintenance standards for the purpose of maintaining the quality and viability of the City's housing stock. Specifically, requirements were adopted in ChapterlO of the City Code and they pertain to maintenance from the home to the property line. This includes proper maintenance of roofs, doors, windows, frames, cornices, porches, trim, window moldings, eaves, gutters, downspouts, etc. While the original focus of these changes was to address housing maintenance, they have been applied to commercial structures as well. It may be worthwhile to discuss whether there are particular aspects of commercial building maintenance that have not been covered to date. It is a logical step to place a priority on the City's philosophy regarding property maintenance standards at the same time as the City considers its housing and property policies and priorities in the 2008 Comprehensive Plan Update. The issue encompasses several aspects ranging from the approach to enforcement, the nature of the property maintenance codes in place, the nature of the codes that may need to be considered and the commitment of the City to uphold standards if changes in standards or enforcement philosophy result in pushback from the members of the public. Unlike the response to criminal activity or imminent life safety issues in which fines or penalties are a first line strategy, the general approach to property maintenance and zoning violations in Eagan and many cities is to take steps to bring about compliance with the standards that were violated. The creation of consequences or pursuing penalties is typically a secondary strategy. The process for enforcement is identical to that of any code enforcement effort that entails: ? Complaint based; verified by inspection ? First and second notice letters sent for violations •3 Citation issued for non-compliance ? Liberal extensions granted if enforcement occurs during winter months Use of outside agencies when applicable (i.e. Dakota County Environmental Health; Paint-A- Thon; First Call For Help; currently looking into use of Sentence to Serve crews) Code Enforcement works with Building Inspections, the Fire Department and sometimes the Police Department if Code Enforcement or Building Inspections believe there are relevant Fire or Police issues present. The current property maintenance codes deal primarily with buildings, the condition of yards and the initial establishment of minimum improvements. The first step will be to determine whether current codes address the standards the Council expects. If not, there will be value in identifying what additional issues may be addressed and to research the way other communities address them. The property maintenance standards adopted after the 1998 update focused primarily on housing stock, but the Council expressed interest at its retreat in addressing standards for q I) commercial properties as well. Such standards may relate to buildings and/or to surface issues such as: • Parking Lots (structural - potholes, surface deterioration, water quality sweeping, etc) • Parking Lots (operational - striping, signage, circulation, emergency vehicle access, etc) • Sidewalks (structural) • Perimeter landscaping (safety sight lines, general maintenance, trash cleanup, etc) • Drainage • Other? Finally, while the specifics of enforcement are typically the responsibility of staff, it will be beneficial for the Committee to discuss the philosophy of enforcement. The discussion may address questions such as: • What things should continue to be addressed on a complaint basis? • What are the priority issues that should be addressed more proactively? • Are there elements within the typical enforcement process that require refinement or modification? • What are the elements of more proactive enforcement - education, partnering with outside resources (Sentenced to Service crews), 360 degree area assessment, regular rounds, door to door inspections and/or other elements? • What are the resource and budget ramifications of more proactive enforcement? • What other aspects of the issue arise out of this discussion? ATTACHMENTS: • Section 10.53 Building and structure safety and appearance regulations. MMITTEE RECOMMENDATION OPTIONS: 1. Provide direction relative to current property maintenance Code standards - residential and commercial. 2. Provide direction relative to potential property maintenance Code standards - residential and commercial. 3. Provide suggestions and expectations regarding the enforcement process. 4. Provide direction with respect to developing information regarding the appropriate level of resources to implement the recommended changes. 5. Other: 31 Public Works Committee Meeting Notes March 27, 2007 Page 2 FOLLOW UP ON U.S. CLIMATE PROTECTION AGREEMENT The committee concurred that they do not want to proceed ahead with the entire Cool Cities program. They expressed concern with the program requirement that a City commission would need to be established to prepare a climate action plan. They did offer their support for the cause, and recommended that the City sign on to the Climate Protection Agreement. The committee also reviewed the list of energy saving measures that the City is currently has in place. Public Works Committee Recommendation to the City Council: The Committee recommended that Mayor Maguire, at the request of the City Council, sign on to the U.S. Mayor's Climate Protection Agreement. The committee also recommended that the City send correspondence to Bruce Goff, who was the resident who requested the City sign on to the agreement, to inform him of the City's actions regarding the agreement and also to share with him the energy saving measures that the City currently has in place. DISCUSS CITY'S PROPERTY MAINTENANCE PHILOSOPHY Community Development Director Hohenstein and City Planner Ridley highlighted the City's current code enforcement practices, noting that the City's code enforcement philosophy has historically been complaint-based. They noted that proactive enforcement occurs with respect to certain types of violations, but that most property violation investigations occur because of neighbor calls. The committee and staff discussed the typical complaints that they receive regarding conditions in residential areas and at local businesses, such as the condition of buildings, disrepair of parking lots and pot holes often located at the business access points. It was noted that the public oftentimes does not differentiate between a public road and private parking lot and therefore expects the City to make repairs. It was noted that the City currently has minimum standards for initial construction of private drives, sidewalks, parking lots, etc., but the code currently does not include provisions for enforcement of standards for such surfaces on an ongoing basis. The committee also discussed their concerns regarding the detrimental effect that a lack of overall maintenance on residential and business properties can have on both property values as well as the City's infrastructure systems (e.g. businesses not sweeping their parking lots results in debris flowing into the City's stormwater system, private fire hydrants not being maintained and thus not operable for the City's Fire department, or landscaping not being maintained and thus sightline issues occur when residents try to access public roads). Staff discussed the way in which the property maintenance (building condition) code has been applied to bring about corrections of deficiencies in both residential and commercial areas. The committee discussed how far the City should go in enforcing maintenance of private property. It was noted that if a more extensive program is implemented, there will be budget ramifications. There was agreement that the focus of any business code enforcement that is implemented should be compliance versus punishment. The committee also discussed the issue Public Works Committee Meeting Notes March 27, 2007 Page 3 of recreational vehicles, boats, etc. on residential property, and it was the consensus of the committee not to aggressively take on that issue at this time; rather, to continue the current complaint based system to address properties that are out of compliance. Public Works Committee Recommendation/Request to be brought back to the Committee: The Committee asked staff to investigate the following to be brought back for committee discussion one more time before a recommendation is forwarded to the City Council: • Investigate feasibility of an expanded property maintenance program that would focus on maintenance issues that have a direct impact on the City's infrastructure system (i.e. stormwater, water, streets, etc.) • Investigate whether the City has statutory authority to enforce against a commercial property if it is they are out of compliance with surface property standards (entrance aprons, private drives, potholes in parking area, etc.) and, if the property owner chooses not to correct the problem, could the City then contract to make the necessary repairs and then bill the business for the service rendered (using the same system the City currently uses regarding noxious weeds)? • Recommendation: Conduct 360 degree assessments in both commercial and residential areas as a proactive approach for code enforcement and commercial property maintenance standards. • Recommendation: The committee recommends that if the City has the authority to make repairs on business properties, those repairs should be contracted rather than using City FTEs to make the repairs. • The committee requested additional information about how neighboring communities are currently addressing commercial property maintenance. • The committee asked for staff's opinion on how aggressive the City can/should be when it comes to property maintenance to make a noticeable difference. What authority does the City have (i.e. how far can we go?)? What will the cost be to provide the increased service (cost- benefit analysis)? • The committee asked for additional information and staff's recommendation on the licensing of rental properties (frequency of inspections, cost, etc.) Adjournment The meting adjourned at 6:20 p.m. 55 K K D U z z w z 1.6 a 0 w a L _Q C O O) Q Q U W cvC o o cL U-C co (0 L = L ? CO oL,o o o >+?+ L N <n E c •- Uco coc•co W'5Ecacm O O L C - O W N U C O (n (9 V Q N N A N Q) 0 T (/) 00 m W C) Q) L > Q L() L) LU LO p M O) -C (o NCO N C (n N (a - N 0) a) 0)(n <O C? Ch E (9 O) ti Q) N m C T O C T co 0) r) C W C CO 0 LO -0 D LU C O( O C J2 ti IN- O co ZIN- UJa) N CO T N O a) T = (2) .0.. '-' -C U N (CO co 7 O = f CO 3 N E U U C Q) O U . O 'a CL r CO E C L a) 0 Q) C Co a)0) o c °' 0 =5 03 cu 3 =5 oQ ?. _ 'v) cn 0 C) a) c o c o CD o °= p `U° c m 0 -Q O Q •C E i am Q y t c co0) w t fn •C a) +-?• °co? 2a)c0. 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U (9 C L c0 a) tq O N 1 Q J (B Fo -0 off E Y c 0 d N CU aE N = N aj CO v w () O a cry U) N a) cco l[) 0 "L - r- 0 Co N D_- LO =- C 0 cu 4) 0 CL C O 0 0z cam w L L 4 ) C C N VO N N _j 0 N L 0UU) V LA O 06 Q C (0 0 ?U OL L U .0 'a > co E 6S PRIVATE PROPERTY MAINTENANCE STANDARDS NON-RESIDENTIAL PROPERTY 1. HARD SURFACES A. Vehicle traffic 1. Structural Integrity (Pavement, concrete aprons/curbing/gutters, etc) a. Pavement/Curb Failures i. Safety Hazards (Potholes) ii. General deterioration (Broken Pvmt, loose sections) iii. Missing? b. Lane/Aisle/Stall width/alignment 2. Striping & Pavement Markings a. Adequate (Appropriate) i. Ped x-walks ii. Lane designations and turn arrows (especially at exits) iii. Handicap parking stalls b. Visible (Effective) 3. Signage a. Fire Lanes b. Handicap Parking c. Turn Lanes d. Stop/Yield Signs 4. Parking a. Stall designations Preserved/Maintained b. Confined to paved lots B. Pedestrian traffic 1. Structural Integrity (sidewalks, trails, ADA ramps) a. Pavement Failures i. Safety Hazards (Panel separation/Potholes/Railings) ii. General deterioration (Broken Pvmt, loose sections) b. Width Preservation (turf encroachment maintained) 2. Obstructions C. Drainage 1. Excessive impervious area 2. Non-compliance with current Water Quality Plan requirements 3. Infiltration opportunities (Low Impact Development - LID) II. LIGHTING A. Vehicle traffic/Parking areas 1. Access points (ingress/egress) 2. Internal parking lot, circulation 3. Excess Spillage/misdirected, outages or illumination obstructions B. Pedestrian traffic areas III. TURF/SOFT AREAS A. Erosion Control 1. Turf established /landscape material in place (rocks, chips, fabric, etc) 2. Sediment removal/cleanup (ponds and/or paved areas) B. Irrigation 1. Coverage control C. Plant Material 1. Trimmed & Maintained 2. Sight obstructions? 3. Inadequate or Missing D. Debris/Refuse Management 1. Litter/Trash Control 2. Refuse Enclosure IV. PRIVATE UTILITIES A. Catch Basins 1. Clean & in good repair B. Gate Valves/Hydrants 1. Clean, accessible and operational C. Manholes/Cleanouts/Grease Traps 1. Clean, accessible and operational Agenda Information Memo December 10, 2007 City Council Meeting VII . CONSIDER CHARTER COMMISSION APPOINTMENTS ACTION TO BE CONSIDERED: To discuss appointments to the Eagan Charter Commission. FACTS: • Per the request of two Councilmembers, this item has been added so the City Council can discus appointments to the Eagan Charter Commission.