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09/19/2000 - City Council RegularI. ROLL CALL PLEDGE OF ALLEGIANCE II. ADOPT AGENDA APPROVAL OF MINUTES III. VISITORS TO BE HEARD (10 MINUTE TOTAL TIME LIMIT) IV. RECOGNITIONS PRESENTATIONS e A. CONVENTION VISITORS BUREAU 2000 -2001 Marketing Plan and Budget V. COMMENTS BY CITY COUNCIL, CITY ADMINISTRATOR DEPARTMENT HEADS VI. CENTRAL PARK UPDATE VII. CONSENT AGENDA 3 A. PERSONNEL ITEMS 2000/2001 D.A.R.E. and Police Liaison Agreement between School District #196 196 and the City of P p y B. Eagan pc C. FINAL SUBDIVISION, Slumberland D. FINDINGS OF FACT, Conclusions Resolution of Denial Crane Creek Addition 1 E. FINAL PLAT and FINAL PLANNED DEVELOPMENT Life Time Fitness Addition, FCA Real Estate Holdings, LLC 9/5 F. SUBMISSION of the 2001 Funding Application to Dakota County for the Community Landfill Abatement Funds "/8 G. PROJECT 784, approve Easement Acquisition Agreement (Louis Lane Street Utility Improvements) 10 H. PURCHASE data network equipment for the Institutional Network (INET) along with Independent School District 191 and the City of Burnsville P 0 I. PROJECT 99 -J, acknowledge completion /authorize City maintenance (Southern Lakes West Street Utilities) J. HIRING of Stahl Construction Company as the Construction Manager of the Central Park Community Center Complex p K. METROPOLITAN 9 -1 -1 Board Non Disclosure Agreement L. CONTRACT 00 -01, approve Change Order 2 (Water Treatment Facilities Masonry Restoration) AV M. TELECOMMUNICATIONS Antenna Lease Agreements 'pia EXTENSION for recording the Final Plat, Northwood Business Park 2nd Addition (Rock Cliff Development) e I 3 It O. RECEIVE petition /order public hearing right -of -way vacation (Robert O'Neill Homestead) II. 6:45 PUBLIC HEARINGS IX. OLD BUSINESS f3 X. NEW BUSINESS AGENDA EAGAN CITY COUNCIL REGULAR MEETING EAGAN MUNICIPAL CENTER BUILDING SEPTEMBER 19, 2000 6:30 P.M. CLARIFICATION of conditions of approval for Mega Excavating Conditional Use Permit p yo A. REZONING Mendota Homes, Inc., of approximately 1.25 acres from A (Agriculture) to R -1 (Single Family) and a PRELIMINARY SUBDIVISION (Cliff Woods of Eagan) to create three lots, located on the southeast corner of Cliff Road and Galaxie Avenue in the NE V of Section 32 XI. LEGISLATIVE /INTERGOVERNMENTAL AFFAIRS UPDATE XII. ADMINISTRATIVE AGENDA XIII. VISITORS TO BE HEARD (for those persons not on agenda) XIV. ADJOURNMENT XV. EXECUTIVE SESSION The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation, or status with regard to public assistance. Auxiliary aids for persons with disabilities will be provided upon advance notice of at least 96 hours. If a notice of less than 96 hours is received, the City of Eagan will attempt to provide such aid. Updated 9/15/00 -11:35 a.m. MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota September 5, 2000 A regular fleeting of the Eagan Ci}jai ouncil was held on Tuesday; September 5, 2000 at 6:30 p.m. at the Eagan Municipal Center. Present w'i v1ayor Awada and Councilmembers Masin, Blomquist, Carlson and Bakken. Also present were Gyp:A t3 3:s04Iedges, Senior Planner Mike Ridley, Director of Public Works Tom Colbert, anck: t ugherty. TR OF OFFICE Police Chief Therkelsen introduced Richard Evans, Thomas Fadden and Nathan Taarud and highlighted each of their backgrounds. City Administrator Tom Hedges administered the oath of office to the police officers. A City Administrator Hedges noteiftat itemak i r der Old Business regarding the appointments to the Community Center Task Force and FogV,s:Ts:R1pswas lackin. information on applicants that had been submitted via e-mail over the holi2t Cei#tc;Ii;2L�'u agreed to continue the issue until a special Council meeting to be held September 19; 2 00fil:' Councilmember Carlson moved, Councilmember•Bakken seconded a motion to continue the appointments to Community Center Task Force and Focus Groups until a workshop to be held on September 19, 2000. Aye: 5 Nay: 0 Councilmember Masin requested t1 t :i 9i i Tq d'n'sent Agenda regarding Project 779 and item V of the Consent Agenda regar :a' ajSprovy}or Wescott Commons basketball court be pulled from the Consent Agenda for diicus5i.... Councilmember Carlson moved, Counciiii?6tiiiipii.. ?r isep seconded a motion to approve the agenda as amended. Aye: 5 Nay: 0 MINUTES OF THE AUGUST 15, 2000 SPECIAL MEETING Councilmember Masin asked Mayor Awada if she owned a sign business. Councilmember Masin stated she thought it might present a con t :Qf.g terest reg ng the Mayor's vote on a motion on page three of the minutes regarding a public, sign ordinance. Mayor Awada stated she did own a sign company but that ft :tad no'1 aI'nce to the sign ordinance issue. Councilmember Bakken movgt ouncilygolber Carlson seconded a motion to approve tlie minutes as presented. Aye: 5 Nay: MINUTES OF THE AUGUST` 1S, 0 REG".4 4001/4q Councilmember Bakken requested the following changes to the minutes of the August 15, 2000 meeting: The first sentence in the third ItiRligfiph on pagi i t should be revised as follows: "Mayor Awada stated that Personnel Item 7;*`e4i of the W$ loyment of David Koski, a utility EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE 2 maintenance worker, would be separated from the Consent Agenda and considered separately at the request of Mr. Koski's attorney." The first sentence in the third parag¢ph on page three should be revised as follows: "This item was pulled from the Consent Agenda at tlfdguest of Mr. Koski's attorney." After the first sentence in the sec under Minor. Subdivision Bruce Konold (Konold Addition), the following �it�tici�fsfti}t #ji d: "All voted in favor." Councilmember Bakken moved, fftor Awada seconded a motion to approve the minutes as amended. Aye: 5 Nay: 0 VISITORS TO 8E BEARD Tom King informed the Council:if a plat b Royal Oaks Realty on the border of Inver Grove Heights and Eagan which had been previttsly revid and commented on by the Eagan City Council had been revived and was being reviewea.1 y the hili?kr Grove Heights City Council He stated that changes had been made regarding a thiraiccess byy of a private easement that he felt the Council should be aware of. Councilmember mt :fix e i,cpJ .Aver the size of the easement and loss of control by Eagan. City Attorney Doughy 391i#:Cftck into the matter and provide the Council with further information. COMMENTS BY CITY COUNCIL, CTIY ADMINISTRATOR AND DEPARTMENT HEADS City Administrator Hedges stated that 1400 letters wR be going out to residents to inform them that FEMA is extending their time in Eagan u41 :aloof the month and that loan applications for storm damage from the July 7, 8 and .0k: 1. t.kg:sti3:being accepted. He further stated that debris pickup will also continue every Friday;; CEN'T`1 :15;31 R!4.WDATE City Administrator Hedges updated the Council iCgdience on the progress of the Central Park. He stated that the architectural firm TDKA has been selected and will collaborate with a firm in Columbus, Ohio. A. Personnel Items Item 1. It was recommended maintenance worker. Item 2. It was recommended Item 4. It was recommended to approug:Ittg, worker. CONSENT AGENDA to apprpve hiring of Thomas Stephes as a part -time building to appratf2' llif1tiriitg'=1sauf #'fitaerson as a building inspector. Item 3. It was recommended to approve the hiring of Bryan Duerr, Martha Wilfahrt and Lindsay Stemig as seasonal park attendants. Banaszewski as a seasonal park maintenance EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE3 Item 5. It was recommended to approve the hiring of Brad Champlin, Jeff Freeman and Ken Freeman as seasonal football officials. Item 6. It was recommended to approve the hiring of David Schomburg and Bruce Barry as seasonal basketball scorekeepers. B. Confirmation of Findings of Fact, Conclusions and Resolution of Denial Konold Addition. It was recommended to confirm the Findings'iiimoggywozw Resolution of•Denial of the Minor Subdivision request of Bruce Konold located north of Lone Oak Road and west of Pilot Knob Road in the SE 1/4 o•§''. ion 4. C. Resolution declaring October 8 -14, 2000 as "Building Quality Communities Week It was recommended to declare October 8 -14, 2000 in the City of Eagan as "Building Quality Communities Week D. Verdant Hills 2nd Addition. It was re0) ended to approve the Escrow Agreement for the Verdant Hills 2nd Addition and authorize the l t, or and puty City Clerk to execute all related documents. E. Commercial Trash Hauler License foi' kimor Wieti System. It was recommended to approve a commercial trash hauler license for 8:5R4I;3?bg F. Permit Renewal to Operate Motorized Golf Cart, Michael Krolick. It was recommended to approve a permit renewal to operate a motorized golf cart on designated streets for Michael Krolick. G. Comprehensive Guide Plan Amendment and Rezoning City of Eagan. It was recommended to approve and implement a Comprehensive Guide Plan Anpeittiment to establish a land use designation of D -I, Single Family Wiiiately .46 acres of land located south of Hwy. 55 and northeast of Black Oak D n?e,gitO :t43+2;3*� of Section 12. H. Extension for Recording Final Subdivisig: er Atdition) Gene and Brenda Pfeifer. It was recommended to approve a 60 day exten.46i> S td n8 the final subdivision for Pfeifer Addition. I. Appointment Data Practices Coordinator. It was reconiiit to approve appointing Administrative Secretary /Deputy Clerk Maria Karels as the City's Data Compliance Official in conformance with the requirements of the Data Practices Law. J. Project 779, Dodd Road Diffley Road to. Wescott Road Street Utility Improvements. This item gi was separated from the Consent Age K. Proj 742, Wescott Woodlands Fig 'IZoll. It was recommended to receive the Final Assessment Roll for Project 742 (ott Wog W�+,,c finds Street and Utility Improvements) and schedule a public hearing to be he} In Octo15f ii 2000. L. Project 790, Central Parkway Streef X ilitylltiproi i itts. It was recommended to receive the draft feasibility report for Project 790 (Central Parkway Street and Utility Improvements) and schedule a public hearing to be held on October 3, 2000. M. Approve Right -of -Way Facilities Use A >;'r tricom. It was recommended to approve the Right of Way Facilities Use AgreenvEgge f*Ei 3c., and authorize the Mayor and Deputy City Clerk to execute all related docurij$ i: :i: :1 :Efi :I:::::::::: EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE4 N. ROW Ordinance Amendment Authorize Publication of Summary. It was recommended to approve the official summary of the Right of Way Ordinance as provided by the City Attorney's office. O. Contract 00 -12, MVTA Eagan Transit Station Sanitary Sewer Improvements. It was recommended to receive the bids for Contract 0042 (jt?l 7A Eagan Transit Station Sanitary Sewer Improvements), award the contract to Design Excavatiitc., for the Base Bid in the amount of $88,555.00, and authorize the Mayor and Deputy City clerk to execute all related documents. P. Contract 00 -08, Utility Improvements `ti It was recommended to approve the final payment for Contract 00-08 (pel Hill Baptist Church Utility Improvements) in the amount of $3,264.30 to Burschville Cofuction, Inc., and accept the improvements for perpetual City maintenance subject to warranty provisions. Q. Project 96-X, Eagandale Corporate Center. It was recommended to acknowledge the completion of Contract 96-X (Eagandale Corporate Center Grading Improvements) and authorize perpetual City maintenance subject to warranty pro#i bns. R. Project 709R, TH 13 /Blackhawk RoaCi Traffic Val Agreement. It was recommended to approve a Traffic Control Signal Agreement forlictiject 70910TH TH 13 /Blackhawk Road Divided Four -Lane Upgrade) with the Minnesota Depar(ti+� p tip nd authorize the Mayor and Deputy City Clerk to execute all related doci2fiifs:. S. Project 50, Hwy 55 /Blue Water So. Frontage Road. It was recommended to cancel Project 750 (Hwy. 55 /Blue Water South Frontage Road) and the public hearing scheduled for September 19, 2000 and authorize the preparation of a revised Feasibility Report for Project 750"R" (Hwy. 55 /Blue Water Signal and Access Modifications). T. Cinnamon Ridge 2nd Addition (Lot 1,•.$3,c.aS[ fit Vacation. It was recommended to approve the corrected legal description of the viii ii6h of a pqs on of a public drainage and utility easement for Lot 13, Block 1, Cinnamon Ridge 2 :Ai#t lien. U. Park Planner Consultant Community Center/ Ceiifi4'roject. It was recommended to recommend the hiring of Damon Farber Associates, Inc.'fi'it: he master parks planning for the Central Park site. V. Consent to sign for a 2 -year lease of basketball court space at 916 Wescott Square from John Sowards, Theresa Sowards and J.A. Management. This item was separated from the Consent Agenda. W. 2000 LOCAL Water Resources Ma eifiefit• it:Afplication, Metropolitan Council. It was recommended to submit a grant ai3ication tca'Metropolitan Council to support development and incorporation into city code ordines. Councilmember Bakken mov#�- '�,Qi}i:2it$3ithiquist seconded a motion to approve the consent agenda as amended. Aye: 5 Nay In regard to Item J, Project 779, Dodd Road Diffley Road to Wescott Road Street Utility Improvements, City Administrator Hedges provided an overview and stated that an informational meeting is scheduled for September 18, 2Q9R00iLB,s be sent out. He further stated that the public hearing for this item would be h i:£ t:A ;1i; QO. Jim Yarosh, an attorney representing the citizens gip "Neighbors First" requested an extension of one month before the neighborhoo{eeting to allow the.,up to gather more information in an effort EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE5 to offer informed ideas and suggestions in response to the draft feasibility report. The Council agreed to a request for an extension of time. Public Works Director Colbert suggested that Council attend the information meetings to help give direction to staff throughout the process in response to citizen suggested alternatives. Mayor Awada moved, Councilmei i i• Carlson seconded a motion to receive the draft feasibility report on Project 779, (Dodd Road Diffley:to Wescott) and set a workshop date for October 26, 2000, a public hearing on November 21, 2Q00 and egiaggfi.fRiATAfingonnational meeting before each Council meeting. Aye: 5 Nay: 0 In regard to Item V, Consent to Sign fc la Lease of Basketball Court Space at 916 Wescott Square From John Sowards, Theresa Sowards and 1.A. Management, City Administrator Hedges discussed the liability for the basketball court space. City Attorney Dougherty stated that the City's general liability coverage would include the leased basketball court space. Councilmember Bakken moved, Cousmember Masin seconded a motion to authorize Mayor Pat Awada to sign a lease agreement for bas14 all cour lace at 916 Wescott Square. Aye: 5 Nay: 0 'LTC i#NGS VARIANCE DONOVAN BEa tit( 't, „'cTO THE 20% MAXIMUM LOT COVERAGE ALLOWED IN AN R -1 I� SIIStNTfAL ZONING DISTRICT City Administrator Hedges provided an overview on this item. Senior Planner Ridley gave a staff report. Mayor Awada opened the public hearing awing to speak. There being no one, she closed the ublic hearing and turned the p g .�,.;Q�?;Gk:*'tfie Council. Councilmember Masin moved, Ma!ai tada se coded a motion to approve a variance for Donovan Beverley Wolfe, of 2% to the 2OVii4X n:]ut coverage allowed in an R -1 (Single Family Residential zoning district for Lot 7, Block 10, CedarCiio-.V 14 i ;P, located at 4093 Halite Lane in the SE 1 /4 of Section 20. Aye: 5 Nay: 0 APPOINTMENTS TO COMMUNITY CENTER TASK FORCE FOCUS GROUPS Under the Adoption of the Agapi ;�vAt3+: ?{dp Hedges noted that this item was lacking information on applicants that had be pbmitte' ;ta=e -mail over the holidayweekend. The Council agreed to continue the issue until a spgcial Counciil''eeting to be held September 19, 2000. The subsequent motion was made: Councilmember Carlson wova: Vicbdtaaxxen seconded a motion to continue the appointments to Community Center Task Force and Focus Groups until a workshop to be held on September 19, 2000. Aye: 5 Nay: 0 OLD! BUSINESS EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE 6 AMENDMENTS TO THE DRAFT COMPREHENSIVE GUIDE PLAN CITY OF EAGAN City Administrator Hedges provicieck an overview on this item. Senior Planner Ridley gave a staff report and referenced the voluminou ;l*ters received and included in the Council packet. Mayor Awada opened the meetin:; Two residents spoke in favor of tkte.Ruggested changes in land use of the four areas citing the need for affordable housing in Eagan for *first -time homebuyer, the elderly and employees who work in Eagan. A resident spoke in opposition to the change in land use of the site located in the SE Eagan /Gun club area citing the following reasons which were also discussed at the Advisory Planning Commission meeting: Ample multi- family housinggeady e>t9 in Eagan Incompatibility with the exisiirk area Increase in traffic and safety.. Lack of capacity at Red Pine:0 fii Decrease in property values No access to other resources, i.e. bus lines, retail Safety regarding the proximity of gun club Several residents spoke against changing the land use,.signation in the SW Thomas Lake area because multi- family is too dense and because of tiNogig1R npact on the water quality of Thomas Lake. Other reasons for opposition incl .0.0: itice ns, potential drainage problems, and the density impact on schools. i' Two residents spoke in favor of the ehaii}ge .ise designation in the SW Thomas Lake area because of topography and proximity to adjacent comes Mayor Awada noted that a petition had been received from area residents opposing the change in land use designation in the SW Thomas Lake area. NEW BINESS ....US Councilmember Bakken stated he did not support changing the land use designations in any of the areas. Councilmember Bakken movA i4ayor a seconded a motion to reaffirm the current proposed guide plan land use designs. Councilmember Blomquist st ;i a b.* Q 3 **fordable housing in Eagan. She further stated that there are infrastructure prObtaiictlianniiifirigiiiidressed prior to the land use designation issues. Councilmember Bakken stated that the infrastructure issues were addressed in the concerns that were previously discussed. He stated there is a waiting list for housing in Eagan and would not want the City to repeat mistakes made by other areas in increasing density, but would rather focus on current housing. Councilmember Masin stated itftuTe needs to be addressed before any more development in Eagan occurs. She aske 'itk tlO .that could possibly be used for multiple housing developments. City Achnini#Wir Hedges staf that staff is evaluating the Cedarvale area for possible life cycle housing. EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE 7 Mayor Awada discussed the Metropolitan Council standards for livable communities. She stated that the Metropolitan Council had asked the City of Eagan tb consider more multiple housing. She asked the City Attorney about the legal authority of the Metropolitan Council in regard to denying the City's Comprehensive Guide Plan. City Attorneyppugherty stated that the Metropolitan Council cannot legally deny the City's plan. Mayor Awadif:i ted she supported the motion to make no changes to the current proposed land use designations. da4iiicilmember Masin stated she was in favor of rezoning the SE Eagan/Gun Club area. Councilmembetgligmlftsmokt4390t the issue is premature, that there are other issues that need to be dealt with. A vote was taken on the motion. ;We: 6: 3 Nay: 2. Coundlmembers Masin and Blomquist opposed. Mayor Awada stated that this action does not preclude multi- family housing in the future, but would prefer the Council see specific development proposals. FINAL PLANNED DEVELOPMENt;iESND PRARY SUBDIVISION (CRANE CREEK), WENSMANN REALTY, TO ALLOW ME CON%iUCTION OF 64 TOWNHOMES (WITHIN 17 BUILDINGS) UPON A SITE LOCATIOOUTT-00 TRUNK HIGHWAY 55 AND EAST OF RITA COURT IIY.W1;17 OF SECTION 12 City Administrator Hedges present'e'd' f'i :proposed subdivision. Senior Planner Mike Ridley provided background on the proposal and discussed the recommendations of the Advisory Planning Commission made at their August 22, 2000 meeting. Mayor Awada opened the meeting for public comment:,. A property owner, adjacent to the su.t49gc b) Ii poke referencing a petition that 80 90% of the neighborhood had signed in opposit*giiklidIff6pogift development. Several other residents spoke in opposition to the proposal citing trafl'it; ?ty for chiln, access, substandard road width, assessments, emergency vehicle access, bu i%t ffig;ty, possibility of the townhomes becoming rental units, and lack of a trail. Mayor Awada asked about the turn around radius for emergency vehicles. Senior Planner Ridley stated it had been evaluated and was sufficient. Mayor Awada asked the residents to voice their opinion regarding the current zoning of the subject property. Several residents stated they felt the zoning was improper for the area. Terry Wensmann, applicant, sta otitlittiiiiiidimits for the proposed development had been decreased from the original plans cu potential number of children in the complex versus the potential number if the dev'cigment w'cf 'single family. He stated there would be less children in the townhome developme4pie furtMt %tated he would be willing to install fencing adjacent to the single family neighbors. The Council, staff and Mr. Wennsman held a discussion regarding the number of projected daily trips to and from the proposed development, street size, and proper access into the development. Mayor Awada stated that the City ho dxty to provide safe access to the site and suggested that access could possibly be made via ChapsOfdi40; Councilmember Blomquist stated she felt that the maximum number of units th4two'ilfj mainti{hf y on the streets would be 40 units. Councilmember Masin stated she felttfieliroperty is impitttrly zoned and her main concern is safety. fre EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE 8 Councilmember Carlson stated she felt the property should be down zoned. City Attorney Dougherty stated that the City could rezone the property to a lower density designation. Councilmember Blomquist made a motion to approve the final planned development and preliminary subdivision to allow only 40 uxt5. City Attorney Dougherty stated that the Council cannot reduce the number of units requested for 4oval unless the applicant is in agreement. Councilmember Blomquist moved "'ijg~rpn seconded a motion to direct the preparation of Findings of Fact, Conc1usid ii*A sign* for the final planned development and Preliminary Subdivision (Crane Creek}; Wensmann Realty, to allow the construction of 64 townhomes (within 17 buildings) upon a 8 south of Trunk Highway 55 and east of Rita Court in the NE 1 /4 of Section 12. Aye: 5 Nay: U Councilmember Carlson moved, Councilmember Bakken seconded a motion to direct staff to refund application fees to the applicant. Aye: 5 Nay: 0 Councilmember Carlson moved; yor Aw a seconded a motion to direct staff to review a potential change to the guide plan desig ion. Ay i S Nay: 0 CERTIFICATION OF THA.pgyAtilil PROPERTY TAX LEVY APPROVAL OF THE 2001 PRELllii i y: 0100a FUND OPERATING BUDGET, APPROVAL OF THE TRT 1lsT HEARING DATES AND CHANGE DECEMBER 2000 CITY COUNCIL MEETING DATE(S) City Administrator Hedges presented an overview of the items. Councilmember Bakken moved, Councilmemlrg a motion to approve certification of the Preliminary 2001 Propeity.;T5:4:;1.y t Nay: 0 Councilmember Bakken moved, to membe tlomquist seconded a motion to approve the preliminary 2001 General Fund Operating 13 i#ggt;: g; 5 Nay: 0 Councilmember Bakken moved, Councilmember seconded a motion to approve the Truth -in- Taxation hearing dates of December 4, 2000 and December 11, 2000. Aye: 5 Nay: 0 Council Bakken moved, Councilmember Carlson seconded a motion to reschedule the December 5, 2000 City Council meeting date to December 4, 2000. Aye: 5 Nay: 0 City Administrator Hedges st ited that da Wneed to be set for Council workshops. Mayor Awada moved, Count i LEN ed a motion to set two Council workshop dates, for September 19, 2000 at 5:00 p tkai�'tcl'tft o> (;:2000 at 7:00 p.m. Aye: 5 Nay: 0 Councilmember Bakken moved, Councilmember Masin seconded a motion to hold a workshop regarding Cedarvale on September 26, 2000 at 5:30 p.m. Aye: 5 Nay: 0 .NT Councilmember Bakken moveif,' seconded a motion to adjourn the meeting at 10:35 p.m. to an Executivikkission to discuss ths.Alomquist vs. City of Eagan assessment EAGAN CITY COUNCIL MEETING MINUTES; SEPTEMBER 5, 2000 PAGE 9 appeal. Present were Mayor Awada and Councibnembers Masin, Carlson and Bakken, City Administrator Tom Hedges, Director of Public Works Colbert, Acting Finance Director Tom Pepper, City Attorney Mike Dougherty and Jack Clinton, attorney for the City of Eagan. 6 If you need these minutes in an altemative forch as large print, Braille, audio tape, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, (651) 681-4600, (TDD phone: (651) 454-8535). Date The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to r.pRf> color, creed, religion, national origin, sex, disability, age, sexual orientation, marital status or status with regafti'D public tiK e `c.::•:" .7,....... City Clerk MLM MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA September 14 2000 A special meeting of the Eagan City Council was held on Thursday, September 14 2000 at 1:00 p.m., at the Eagan M ao Rfe nt were Mayor Awada, and City Councilmembers Bakken, Carlson e liiiiigiOas City Administrator Hedges and Cyndee Fields. VISITORS TO BE HEARD There were no visitors to be heard. CANVASS OF BALLOTS /S 'EMBL 12 2000 MUNICIPAL PRIMARY Mayor Awada called ttio-ineetina order at 1:00 p.m. City Administrator Hedges submitted the results of the Municipat:l :k pp. .pn September 12 2000. City Councilmember Bakken moved and CbiitiY:tsA seconded a motion to approve the results of the Municipal Primary Election, with all members voting in favor. There being no further business, the meeting was adjourned at 1:05 p.m. Date Deputy City Clerk If you need these minutes in an alternative form such as large print, Braille, audio tape, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, (651) 681 -4600, (TDD phone: (651- 454- 8535). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard tor ;:oq cre .skt.5 p, national origin, sex, disability, age, sexual orientation, marital status or status with re �0'pti$:�:: city of eagan ADOPT AGENDA/APPROVE MINUTES MEMO MEMO TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 15, 2000 SUBJECT: AGENDA INFORMATION FOR SEPTEMBER 19, 2000 CITY COUNCIL MEETING After approval is given to the September 19, 2000 City Council agenda, the minutes of the September 5, 2000 regular City Council meeting and the minutes of the September 14, 2000 special City Council meeting, the following items are in order for consideration. Agenda Information Memo September 19, 2000 Eagan City Council Meeting ACTION TO BE CONSIDERED: To approve the 2000 -01 Marketing Plan and Budget for the Eagan Convention Visitors Bureau. FACTS: The by -laws of the Eagan Convention Visitors Bureau require City Council approval of the operating budget. Staff has reviewed the revenue projections and feels they are reasonable. Ann Carlon, Executive Director of the CVB, will be present at Tuesday's Council meeting to discuss the proposed budget and marketing plan. ATTACHMENTS: RECOGNITIONS PRESENTATIONS A. CONVENTION VISITORS BUREAU 2000 -01 MARKETING PLAN AND BUDGET Budget document and marketing plan enclosed without page number. Eagan Convention Visitors Bureau 2000 -2001 Marketing Plan 2000 -2001 Board of Directors: Chairman Michelle Steffens Vice -Chair Patricia Spanheimer Representative Michael Cocherell Tim Dunn Todd Byhre Tom Hedges Nita Murphy John Isaacson Jeff Hayes Christin Soltis Jason Mercord Gary Highland Jason Sloan Kathy Dauer Carol Thomas Tim Staley Gene Crapser Jan Stapleton Cindy Johnson Ann Carlon Eagan Convention Visitors Bureau 2000 -2001 MARKETING PLAN Mission Statement: To promote Eagan as a preferred destination and to advance the economic impact of tourism in the Eagan area. 2000 -2001 Goals Objectives: 1 Direct market the hotels telephone and email numbers 2. Increase Corporate advertising in feeder cities 3. Co -op advertising to increase ad frequency and occupancy 4. Increase sales missions and trade shows to larger, regional feeder cities 5. Increase Internet marketing promote monthly hotel specials through email 6. Improve internet site to include Jingle, video; 3 -D images 7. Add Cable -TV advertising to drive website inquiries 8. Create image that Eagan is your "value- added" destination The Eagan CVB is responsible for promoting Eagan as a year -round business and leisure destination to domestic and international travel trade producers, to increase overnight stays and generate a greater economic impact for the Eagan area. Strategies: Through telemarketing, research and direct involvement of hotels, track where the leisure and business travel business is coming from and target sales missions, advertising and direct mail marketing. Develop monthly e-mail specials and send to list- agents, consumers, meeting planners, group operators, etc. We are increasing travel trade shows as an opportunity to generate weekend and soft season business and to provide venues for our hotels to distribute their packages to the consumers. These regional trade shows will be in conjunction with domestic sales missions targeted to the key tour operators, travel agents and receptive operators to generate leads and increase the Eagan area product for business and leisure travelers. The travel agent market will also continue to be pursued in 2001 with packages and monthly specials emailed to agents in our database. This too, is excellent business for those slower times throughout the year. It is also an opportunity to reach out to the business traveler. Packaging continues to be a trend in the travel trade and the more partnering there is, the more successful we will be in developing off -season business. We will add marketing efforts in the domestic motorcoach markets by attending the National Tour Association and American Bus Association conventions to meet one -on- one with motorcoach operators. In the U.S. alone, motorcoaches carry 774 million passengers, easily surpassing the airline industry with 568 million. There are an estimated 4000 companies with each motorcoach carrying an average of 20,000 passengers per year. Produce and develop an advertising campaign to target key travel trade producers to stimulate new corporate business to Eagan and extend leisure travel business. Produce Cable -TV advertising tied -in to the video to increase internet traffic/bookings and showcase our destination to the region. Organize the Eagan portion of FAM tours for international and domestic tour operators and travel agents, allowing them to experience our product first -hand. Provide domestic and international travel trade producers with information on the Eagan leisure product through automated systems. Produce 2000 -2001 brochure to be distributed via direct mail and trade shows. Produce direct mail campaigns to targeted key accounts throughout the world in our specific markets showing Eagan as a year -round destination. Partner with other tourism entities in various publications and websites promoting Minnesota. To keep the Eagan image fresh and exciting, purchase new VIP amenities and create definitive and identifiable image representative of the Eagan product at trade shows. 2000 -2001 Marketing Plan Research Trends Response Vacations are becoming longer lifestyles have changed many business trips include children people want to travel no more than 3 hours to get to their destination consumers are prepared to pay a premium for convenience. American Traveler Survey (ATS) Target Market: Primarily out -of -state consumers within a 300 mile radius who are interested in traveling to the Twin Cities. Varying age and income $30,000 $120,000 Geographic Markets: Wisconsin, Iowa, Illinois, Minnesota, Nebraska, Missouri, Kansas, Michigan, Canada, North and South Dakota, southern states, national international. Our goal is to increase corporate and leisure visitation in Eagan through sales and marketing efforts to domestic and international travelers. Through advertising inquiries from leisure travelers and sales leads from travel agents, corporate, groups, meetings, trade shows, reunions, sports groups, etc., our Eagan hospitality industry will have an opportunity to increase awareness of their products and services. Internet reservations systems add links to major travel destination sites including Expedia, Travelocity, CitySearch, etc. Attractions partnerships to provide discounts and tickets for our guests, promoting "added value" in Eagan. Eagan will use Cable television advertising to drive traffic to the website for on -line bookings. With the help of the hotels, we will determine low occupancy periods and use proactive, immediate target advertising to fill rooms with value -added specials. Co -op marketing with the hotels will help increase our message to the traveling public through increased advertising, direct mailings and promotions. Group Tour Marketing will increase with FAM Tours for qualified tour operators and attending NTA and ABA. Update Trade Show Booth with video and interactive promotions. We are adjusting our marketing programs for 2000 -2001 to reflect the trends in the marketplace, both domestically and internationally. Marketing strategies designed to address the goals objectives: Our advertising, when possible, will include the participating Eagan hotel phone numbers and email addresses to encourage direct booking through ads placed by the Eagan Convention Visitors Bureau. We will also contract with a clipping and monitoring service to research our marketing efforts. BROCHURE /COUPON BOOK Timeline COST Leisure Market Distribute Official Visitor Guide which includes essential travel information on attractions, accommodations, dining, events, recreation, etc. 1. Eagan's 2000 -01 Tourism Brochure Print 70,000 10/1-9/30/001 $25,000 Suggestion to offer advertising to reduce costs. 2. Eagan Coupon Book Print 70,000 10 /1- 9/30/01 $15,000 (attractions restaurants only- printed quarterly for Calendar) Postage for direct mail fulfillment $23,000 3. Minnesota Brochure Distribution I- 35South to Albert Lea Dec -Mar $40 /mo $160 Explore Minnesota Store Mall of America Av. 500 /day $250 AdLit Wisconsin I -90 -94 South May August $1,712 10m brochures Evaluation: a) number of brochures distributed b) number of telephone calls and coupons redeemed from brochures Total $65,122 4. PRINT ADVERTISING Timeline Leisure Group Corporate- International- Meetings Advertise in regional, international magazines to attract visitors to Eagan. AAA Travel Planner November 00 Better Homes Gardens Travel Central. Mar Oct $2,839 per insert Circ 7.6 mil Spent $2.5 billion on domestic vacations Chicago Tribune Oct. /Mar /April Brochure Pages Circulation 2.7 mil Cincinnati Enquirer Brochure Page Sept. 10 /00 /April 01 Contact USA Eagan Telephone Book 12/1/00 FM Greeter Summer Visitors Guide Fargo Good Housekeeping March 01 Chicago/North Central Home Away Travel Directory 4/c March 01 3" Kansas City Star Brochure Page Oct. /Jan. Mall of America Destination Planning Guide Metro Iowa Plus Brochure Page March/May /Sept/Nov 940,534 subscribers in Iowa, 7th largest market in the U.S. Cedar Rapids, Quad Cities, Des Moines, Dubuque, Iowa City, Omaha, Sioux City, Waterloo COST national and $3,612 $5,678 $4,755 $1,360 $150 $185 $200 $4,783 $5,425 $600 $500 $4,785 Midwest Living Sep -Oct 01 4" b/w 2 1/4" x 4" Circ. 852,000 $2,000 Nov -Dec 00 4" 4c 2 1/4" x 4" $3,440 Spring Mar /April 01 Travel Planner 4/c $4,335 Best Vacations 4" 4c $1,025 Midwest Vacation Guide Newspaper Insert-TMG April Insert Midwest 4,100,00 $4,500 Fall/Winter Vacation Guide Newspaper Insert Sept. `01 $4,500 Circ. 4.1 million Des Moines, Kansas City, St. Louis, Detroit, Chicago, Michigan, Minneapolis, Indianapolis, Ohio, Madison and Milwaukee Sunday Newspapers Brochure File Folder Mid -Jan 2001 625 Circ. 10,000 Tour Operators, Travel Writers, AAA Milwaukee Journal Sentinal Brochure Pages Oct 00 /Mar 01 $2,270 Minnesota Meetings Events Dec 2000, Apr.2001 $4,350 3 issues of 25,000 to local, regional national Meeting Planners ASAE, ATD, MPI, MBPA, SITE Corporate Travel Agents, MN Film Board, RCMA, SME Destination Minnesota Jan. $2,000 20,000 to Group Tour Planners UBOA ABA, NTA, ACTA, Educational, Jack Rabbit, Jefferson, Midwest Motorcoach, MN Chamber, Ontario Motorcoach Annual Resource Directory 2001 $595 Minnesota Explorer Summer 1 col x 4" 4c $2,100 Listing $250 Fall $700 Winter 1 col x 4" 4c $3,050 Parade Magazine March 2001 (Deadline 1/3/00) $6,225 Circulation 3 5mil Midwest Regional Twin Cities Business Monthly 2/01 1/9 Page $395 Twin Cities Visitors Guide Spr /Sum Fall/Win 11/2/99 -00 $4,981 375,000 circ. 6mil out of state visitors will have spent more than $4 billion in the Twin Cities during 1998 USA Weekend Nov `00 Mar `01 $11,390 MN, WI, IL,OH,IA,KS,NE,ND,SD,MI circ.6,400,000 Wisconsin Trails Destinations May /June 01 and Sept 01 $750 Listings in Publications at no charge: Meeting News Regional Guides /Convention Center Listing N/C ASAE Directory "Who's Who in Assoc. Mgmt." N/C Travel Agent Magazine Listing 2000 Directory N/C Global Travel Billboard Directory N/C Publication editorial stories included with advertising N/C The 2000 Travel Tourism Market Research Handbook N/C SUB -TOTAL $90,564 5. Advertising Agency Creative ad production/Flyers, Direct Mail $7,000 6. Co -op Advertising with Hotels in strategic markets hotels can access co -op funds for ads, direct mailings, etc placed in new and non competing publications. 6a Co -op Ad Partnerships with CVB's St. Paul Roseville develop Chicago, IL market "Minnesota's Capitol Connection" Connecting you with hotels, new attractions shopping! USA Today, Chicago Tribune $25,000 $5,000 6b. Co -op Industry Partnerships (Costs in affiliated sections) MOT Receptive Agents -LA NYC, Pow Wow, Jack Rabbit Lunch, Winnipeg Show, ITB, FAM Tours Bloomington Affordable Meetings Burnsville- Icelandair Seminar MSAE Golf Tournament Sponsor with Burnsville /Lakeville South Minneapolis Bureaus Legislative and Tour Travel Show SGMP National Conference June 2001, Kansas City MO. Partner with Bloomington, North Metro, Duluth, St. Cloud, Rochester RCMA Religious Conference Expo 1/30- 2/2/01 Milwaukee, WI Partner with Bloomington, St. Paul and North Metro Partner with Dakota County CVB's and Dakota Electric 7. Winter Promotion Guests requesting the 25% discount from Oct 1 June 3 will receive 1. Mall of America Coupon Book $4 /ea x 3,500 $14,000 2. Camp Snoopy 6pt ride pass —5,000 tickets at $2.50 /ea compared to regular $3.90 /ea $7,000 Guests with the Eagan Brochure Scratch -Off card (mailed) Guest has a chance to win either the MOA Book, Camp Snoopy Ride Pass or an Eagan Beach Ball 5,000 $4,000 Redeemable at Hotels throughout the year. Newspaper ads $30,000 Coupon Ads in Newspapers for 10/00 -5/01 25% off specials Iowa, Wisconsin, Minnesota, Nebraska Illinois 2" x 4" ad 150 Newspapers throughout Ill. Large, medium small markets including: Milwaukee, LaCrosse, Eau Claire, Rochester, Fargo, Des Moines, Omaha. Evaluation: Measure number of hotel rooms booked from the ad specials conduct a cost to room ratio to determine effectiveness of ad strategy. TOTAL $55,000 8. Cable -TV Advertising in strategic markets Milwaukee, Madison $20,000 Des Moines use CNN, ESPN, HGTV, Weather Channel 9. Public Relations Travel Trade Media Program MOT N/C America Travel Journalists Association DAY Book Wire service $250 East -West News Bureau Membership e- newsletter to North Travel Publicity Leads $177 Partyline Travel Media Leads $180 Travel Information Center: Sponsor displays during slow times $500 Christmas, 4 of July, Labor Day Parades: Duluth Christmas City Parade; LaCrosse Octoberfest $200 Northfield -Jesse James Days, New Ulm, Austin Hotels to furnish vans /drivers ECVB to produce banner and pay entry fees Eagan Royal Ambassador may be in attendance at selected parades to trade pins with Royalty hand out brochures Newsletter 4 /year Increase circulation $15,500 Slides Update slides for distribution $500 Warren. Assoc. 3 3/4 x 9 Mailer 2 slides 500 $1 $500 Clipping Service 4 months $1.000 TOTAL $18,807 10. Internet Advertising Hotel reservations are projected to grow from $31 million in 1996 to $938 million in 2000 and $2.4 billion by the end of 2002. 16.5 million U.S. adults or 20% of current Internet users have used the Internet to make travel reservations in the past year. Baby Boomers and GenXers are the age groups most likely to use the internet for reservations for a family vacation. (Age 21 -52). WCCO Channel 4000 April, 1999 had .4% click through rate (avg .2 -.6 71,927 impressions and 291 clicks for $2,000 Advertising links: 1. www.homeandawavmagazine.com hotlink Nov/Dec Mar -Apr Over 1 million hits per month 2. www.GH AtYourService.com Good Housekeeping hotlink March 3. www.midwestliving.com 3 web travel listings with hyperlink Nov Dec/Mar- Apr /Sep -Oct 4. www.usaweekend.com hyperlink March, 2001 5. www.meetings- and events.com weblink with www.freeRFP.com a) www.leadblaster.com Global Travel Billboard Directory N/C b) www.travelingusa.com hotlink member benefit N/C c) www.seeamerica.org hotlink member benefit TIA N/C d) www.hospitalitymn.com member benefit Hospitality MN N/C e) www.officialtravelinfo.com hotlink member benefit IACVB N/C f) www.exploreminnesota.com hotlink N/C g) www.buses.org member benefit ABA N/C h) www.ntaonlin.com member benefit NTA N/C i) www.mn- tma.org member benefit TMA N/C a) Chicago Tribune advertising link to website $400 b) Milwaukee Journal Destinations on Demand-jsonline.com $450 11 million impressions /mo 12 month contract c) CitySearch $1,200 d) Expedia $1,500 e) Travelocity $2,500 TOTAL $6,050 11. Internet Web Site www.eagammn.com Monthly Updates and hosting of site $5,500 Add 3D photos of hotel rooms, add Meeting Planners Guide, Music, streaming video 3 days shooting web hosting $7,500 Increase links to our site from other sites, ie: TCFSA Rugby N/C TOTAL $13,000 12. Metro Association of CVB's Dues $120 Statewide guide ad production, 800 connection, postage $285 TMG ad, postage and envelopes divided by all metro bureaus $570 Winter Promotion Direct Mail- Drive inquiries between Nov -Mar. $900 FAM in conjunction with Travel Counselor Inst. $60 OVG space at Explore MN store $27 TOTAL $1,962 13. Travel Trade Shows a) Kansas City Travel Show 1/9 -14/01 $2,500 Booth $700 Sales Calls b) Jack Rabbit Show 2/2 -4/01 Sioux Falls SD $1,200 Booth $450 Sales Calls c) LaCrosse Sports Travel Show 2/8 -11 /01 $1,200 Booth $400 Sales Calls d) Duluth Travel Show 2/14 -18/01 $2,000 Booth $525 Sales Calls e) Des Moines Travel Show 2/28- 3/3/01 $2,000 Booth $550 Sales Calls f) Red River Travel Show Fargo 3/1 -4/00 $2,000 Booth $700 Sales Calls g) TIA International Pow Wow May 19 -23 FL. $2,500 Largest international show held in the US- partner MOT $1,000 h) MOT Sports Shows Chicago, Omaha, Milwaukee $200 Update Trade Show Booth Graphics signage $750 Trade Show Bags 2,500 with 8 sponsors at $250 /square $1,500 Trade Show give -aways and outfits for workers $3,000 TOTAL $19,850 14. Travel Agents Travel Agent Promotion Promote Sleep Fly, Winter packages $1,000 Partner with Carlson Destination Marketing Services Directory consumer promotions $2,500 Travel Agent FAMs (Tickets, food, etc.) $1,000 TOTAL $4,500 15. Corporate Marketing Sales Missions to Corporations, Travel Agents and Meeting Planners Feeder cities in Chicago, Milwaukee, Madison, Fargo, Kansas City, Duluth, Des Moines, Austin, Omaha/Lincoln $6,000 (4 in conjunction with Trade Shows) Promotional gifts/ Follow up $4,000 Corporate Travel Journals advertising regional $2,500 Sales Missions/Bookings /Direct Mail/Specialty items $5,000 FAM's Meeting Planners twice a year $800 Corporate Appreciation Party $8,000 (Invitations, postage, decorations, food, theme props, extra supplies) SGMP National Conference June 2001, Kansas City MO. $1,300 Partner with Bloomington, North Metro, Duluth, St. Cloud, Rochester TOTAL $27,600 16. Meetings Marketing The recent IACVB convention income survey delegate spending is up nearly 4% totaling $218.43 per day per d Sales calls, direct mail, telemarketing Meeting Planners Guide 2,500 pcs. Midwest Meetings Magazine Circ. 29,000 1/2 pg ad edit 12/1/00 Spring Issue Fall Issue ($1,850 /ea) MSAE Expo May, 2001 MSAE Golf Tournament Partner with Burnsville /Shakopee Affordable Meetings Midwest Expo 4/4 -5/01 Partner with Bloomington TOTAL 17. Group Tour Marketing Direct Mailings 6x/year plus postage Group Tour Gifts FAM tours Qualified Media reps Qualified Tour Operators $100 Gift Certificates (12) $50 Rebates (10) Group Tour Planner Update Group Tour Planner —MOT 2000 -2001 Tour Operator Sales Calls Eau Claire, Milwaukee, Chippewa Falls, plus existing NTA Annual Meeting November, 2000 Salt Lake City UT ABA Annual Meeting January, 2001 Baltimore, MD estimates that elegate. $1,000 $12,000 $3,700 $500 $400 $2,500 $20,100 $1,500 $4,000 $900 $1,700 $1,000 $1,700 $3,000 $2,500 $2,500 Group Tour Committee Meetings 2x/year Annual Meeting $300 Minnesota Tour Travel Expo 2001 Partner with Southern CVBs $400 Minnesota Valley Birding Trail FAM $400 American Church Lists $300 Escortnotes.com Listing $500 TOTAL $20,700 18. Sports, School and Church Groups Sports marketing Direct Mail Program State Tournaments $500 MN High School Mailing List 95 RCMA Religious Expo 1/30 2/2/01 Milwaukee, WI $1,200 Partner with Bloomington, St. Paul and North Metro Disseminate Brochures in Bags $800 Trading Pins Ambassadors of Eagan $880 TOTAL $3,475 19. Military Reunions Produce new Brochure Direct Mail $3,000 Family Reunions Mailing labels from TRN -MN, WI, IA, IL 1,041 $1,041 TOTAL $4,041 20. International Marketing Asia International travelers to the US spend $218 million per day trip expenditures average $5,600 per travel party. Asian FAM Media Programs with MOT $500 Japanese Receptive Operators LA partner with MOT -Feb 2001 $2,000 Conduct sales calls to Japanese receptive tour operators Based in L.A. NYC Japanese Guide ad 11 /1 /00 $1,800 150,000 circ. Japan is the top market for Minnesota second only to Canada and they purchase more goods TOTAL $4,300 21. International Marketing Europe Icelandair Mid Atlantic Seminar Feb 8- 11,2001 $1,200 Trade show Sweden, Finland, Norway, Denmark, Iceland Format features trade show and seminars hosted by exhibitors Partner with Burnsville European Advertising American Journal German $690 TOTAL $1,890 22. Canada Marketing sales calls to Thunder Bay (ACTA) a) Twin Cities Show Thunder Bay 10/5 -6/00 Travel Trade Shows $550 b) Addison Travel Show Winnipeg March 2001 (Sales Calls) $2,000 Co- exhibit with MOT $500 plus travel TOTAL $2,550 23. Outdoor Billboards -New board in Wisconsin on I -94 (pending) $10,864 24. Airport posters at carousels $5,500 25. Maps Travel Graphics, Eagan Lions Club $4,370 26. Video Produce 7 minute video for web, Travelago, booth, etc. $10,000 27. Events special promotions, festivals, direct mail, ads, parades $12,000 Partner relationship with the City of Eagan Parks Rec. 28. BEST organization funding $50 Legislative Breakfast November, 2000 29. Education MOT Annual Meeting 1/16 -18/01 $800 IACVB Staff 7/15 -18/01 $2,700 Annual Meetings/Education (MPI $250, MSAE $250, MCTA $200, TMA $108, SGMP $240,MACVB $410) $1,458 30. Travel Counselor Institute, April, 2001 Minneapolis North $500 Booth, 2 Registrations, 10min Presentation to Travel Counselors 31. Meetings Board of Directors, EHA, clients $800 32. Technology Updates new database system $1,200 33. Digital Camera $900 34. Computer Server Computer Training for staff $3,000 35. Wall Organizer for Brochures /rack cards $125 36. Annual Meeting Luncheon November 2000 $1,200 37. Research Conversion study Internet Reservations $1,000 38. Associations MACVB $475, IACVB $750, TMA $205, TCTAA $450, MPI $300, NTA $485, ABA $425 MSAE $175, SGMP $250, TIA $450 ASTA $465, Hospitality Minnesota $275, MCTA $225, PRSA $250 $5,180 39. Charitable Donations Rotary, city functions, events etc. $1,000 Sub -Total Marketing Advertising $479,158 OPERATIONS: PERSONNEL: Rent $15,650 Wages $168,400 Utilities Cleaning $2,250 Payroll Taxes 16,000 Accounting Audit $4,500 Health Insurance 3,500' Depreciation $5,050 SEP /IRA 5,200 Insurance $1,800 Sub -TOTAL 193,100 Supplies $7,500 Auto Expenses $5,500 Telephone $5,000 Reserve Fund $10,000 Administration Fee $4,200 Equipment Leases $4,500 (Telephone, Copier, Postage) Equipment Maint. $2,000 Sub -TOTAL $67,950 2001 TOTAL $740,208 Estimated Income for 2000 -2001 3% Lodging Tax $690,850 (estimate 1.5% increase in ADR) Membership Dues -cash 600 (4 Cash members 27 non -cash) Advertising/Coupons 3,020 Events 5,000 MOT Co -op Fund 20,000 Investment Income 600 Money Market 20,000 TOTAL $740,070 Non -Cash Member Certificates $6,750 27 members $250 (Possibility of increased ad revenues by advertising in Brochures, Internet, etc.) Income Comparison to: Reserve Fund $85,000 1999 $654,500.00 1998 $555,930.00 1997 $446,435.00 1996 $349,851.00 1995 $278,957.00 1994 $176,842.69 2000 -2001 ECVB Marketing Plan Review COMPONENT BUDGET Advertising/TV/Internet $166,759.00 22.5% Promotions $123,209.00 16.7% Brochures /Coupon Books /Postage fulfillment $81,122.00 11% Travel Trade Shows $32,650.00 4.4% Co -op Promotions $30,000.00 4% Sales Missions Corporate, Group, FAMS $21,860.00 3% Events $12,000.00 1.6% Education Associations, Meetings $11,908.00 1.6% MARKETING BUDGET 64.8% Personnel $193,100.00 26% Operations $67,950.00 9.2% OPERATIONS BUDGET 35.2% Ann Carlon SALES: Rhonda Omodt Sue Hegarty Roberta Ryan ECVB Staff Assignments for 2000 -2001 Budgets, City Council, Payroll, Accounting, Board meetings Advertising with direct hotel reservations quarterly Coordinate Internet reservations bookings Develop partnerships with MOT, CVB's, EDC, Wild, etc. International marketing Japan, UK, Germany, Canada Television ads Cable buy Chicago, Milwaukee, Promotional Brochures, Video, TV Co -op funding Hotel co -op advertising Research Hotel Bookings Annual Meeting Schedule Sales Missions to the main cities plus Des Moines, Milwaukee, Kansas City, Fargo, Duluth, Madison, Austin, Omaha. Schedule Trade Show Booth and Shows Kansas City, Duluth, Des Moines MSAE, MCTA, SGMP, MPI Association meetings, Expo, Show etc. Affordable Meetings SGMP Government rates pursue winter leads Small meetings leads Boards, training, etc. telemarketing Corporate sales leads work with sister hotels for leads Meeting Planner and Travel Agent FAMS Meeting Planner Guide Travel Agent packages monthly Corporate Appreciation Party Newsletter Stories Schedule Trade Show Booth and Shows LaCrosse, Jack Rabbit, Winnipeg, Thunder Bay, Fargo Sales Missions to Eau Claire, Milwaukee, Chippewa Falls plus existing ABA NTA sales Develop Media list with travel writers and send feature stories and press releases on a regular basis clipping service Media FAMs and Group Tour FAMS Sports School Groups, Reunions marketing Motorcoach Direct Mail and sales calls telemarketing $100 and $50 rebates Develop one major event to bring in out -of -state visitors Work with Parks Rec. on scheduling sports events Military Reunion Direct Mail Develop packages with hotels events Internet updates Membership sales cash or trade -outs Newsletter writing and production Schedule Trade Show Booth and Shows LaCrosse, TIC's Update search engines on a monthly basis Technology update Develop database of leisure inquiries by city or zip code for ECVB and hotel use and mailing labels Telephone requests and Inquiry table Occ Adr graphs Assist Sales Direct Mailings for sales and newsletter Coupon Book sold to Attractions Restaurants Provide Extended Stay Properties leads from Chamber on people and businesses moving to the area. FAM trip for guest service personnel at Eagan hotels Agenda Information Memo September 19, 2000 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. PERSONNEL ITEMS Item 1. Seasonal Park Maintenance Worker- ACTION TO BE CONSIDERED: To approve the hiring of Thomas Murry as a seasonal park maintenance worker. Item 2. Seasonal Touch Football Official- ACTION TO BE CONSIDERED: To approve the hiring of Guy Dawson as a seasonal touch football official. Item 7. Seasonal Recreation Leader- ACTION TO BE CONSIDERED: To approve the hiring of Noel Voss as a seasonal recreation leader. Item 8. Seasonal Preschool Instructor/Recreation Leader- ACTION TO BE CONSIDERED: To approve the hiring of Melissa Franson as a seasonal preschool instructor /recreation leader. Agenda Information Memo September 19, 2000 Eagan City Council Meeting B. APPROVE 2000/2001 D.A.R.E. AND POLICE LIAISON AGREEMENT BETWEEN SCHOOL DISTRICT #196 AND THE CITY OF EAGAN ACTION TO BE CONSIDERED: To approve the 2000/2001 D.A.R.E. and police liaison agreement between School District #196 and the City of Eagan. FACTS: For a number of years, the City and School District #196 have had agreements to provide police officers to instruct elementary school students in D.A.R.E. and to act as school liaison officers at the middle schools and at the high school. ATTACHMENTS: A copy of the agreement will be included with Additional Information in Monday's packet. zf Agenda Information Memo September 19, 2000, Eagan City Council C. FINAL SUBDIVISION (SLUMBERLAND ADDITION) C.M. ARCHITECTURE, INC. ACTION TO BE CONSIDERED: To approve a Final Subdivision to create two lots, on 6.7 acres located on Northwood Parkway north of Byerly's and south of The Home Depot in the SE 1/4 of Section 10. FACTS: The Council approved the preliminary subdivision on April 18, 2000. All documents have been signed and are in order for execution at the regular meeting of the City Council. ATTACHMENTS: Final Plat, page 4 s if I° S r owe'. Mi.. STS rn» a if is i 3 D 6 0 1 7 C •r 7 Ai n w r i V r v L' e 4 'p....J i CI v 3 Q Ie r r v w Cj 1 JIK DlI .L I.OI.I y`' a�w 7//� T op i l a R 0 J h 1 i t s 3 i f t i v nc m i., WON 2; 1 C3 3 0 r< A a �L l a m 0 0 r Q 1 1 11 5 3 1 s it 18 F 8 61 I§ Agenda Information Memo September 19, 2000 Eagan City Council Meeting D. CONFIRMATION OF FINDINGS OF FACT, CONCLUSIONS RESOLUTION OF DENIAL CRANE CREEK ADDITION ACTION TO BE CONSIDERED: D To confirm the Findings of Fact, Conclusions Resolution of Denial of the Final Planned Development and Preliminary Subdivision request of Wensmann Realty to allow the construction of 64 townhomes (within 17 buildings) upon a 13.7 acre site located south of Trunk Highway 55 and east of Rita Court (within the northeast 1 /4 of Section 12). FACTS: At its regular meeting on September 5, 2000, the City Council directed staff to prepare Findings of Fact, Conclusions Resolution of Denial regarding the Final Planned Development and Preliminary Subdivision request of Wensmann Realty to be considered at the September 19, 2000 regular Council meeting. ATTACHMENTS: (1) Findings of Fact, Conclusions Resolution of Denial, pages d through SEP.15'2000 11:32 612 432 3780 612 432 3780 SEVERSON SHELDON DOUGHERTY #7449 P.002 /004 BEFORE THE CITY COUNCIL. CITY OF EAGAN, DAKOTA COUNTY, MINNESOTA In Re: Application of Wensmann Realty and FINDINGS OF FACT, J.G. Sander for Preliminary Planned CONCLUSIONS AND Development and Preliminary Subdivision RESOLUTION for Crane Creek Addition. This matter came before the Eagan City Council at its meeting of September 5, 2000. The Council received, considered and discussed the August 17, 2000, Planning Report, the minutes of the public hearing held by the Advisory Planning Commission on August 22, 2000 and input from City staff, testimony from the applicant and residents, together with all existing files, records and prior proceedings and material as presented to the Council. Based upon all the files, records and input which was presented at the meeting, the City Council makes the following Findings of Fact, Conclusions and Resolution. FINDINGS OF FACT 1. The application by Wensmann Realty and J.G. Sander (the "Applicant for the Preliminary PIanned Development and Preliminary Subdivision for Crane Creek Addition is properly brought before the Eagan City Council. 2. The Applicant presently owns 13.7 acres of land located south of Trunk Highway 55 and east of Rita Court (the "Property"), which land is vacant and consists of mature trees and a pond. 3. The Property is presently designated D -III (Mixed Residential, 6 —12 units per acre) under the City's Comprehensive Guide Land Use Plan and present zoning on the Property is R -4 (Multiple Residential). SEP.15'2000 11:32 612 432 3780 612 432 3780 SEVERSON SHELDON DOUGHERTY #7449 P.003/004 4. The proposed Preliminary Planned Development and Subdivision consists of the creation of sixty -four (64) townhomes within seventeen (17) buildings. Fifteen (15) of the proposed townhouse buildings contain four units while two structures are proposed to have two units. (See Exhibit "A" attached hereto). 5. Access to the Property is by means of a frontage road along Highway 55 which intersects with the northwest corner of the Property. The frontage road does not provide direct access to Highway 55, but rather circulates any anticipated traffic from the Property through a residential neighborhood to the west and southwest. 6. The Highway 55 frontage road is a 28 -foot wide (face to-face curbed) roadway with a cul -de -sa adjacent to the Property. 7. The proposed development of the Property anticipated a creation of a private street that would run from the Highway 55 frontage road cul -de -sac to the west edge of the Property. The private street is depicted as a 28 -foot wide right -of -way. 8. Traffic generation from the proposed development of the Property is estimated to be 375 total vehicles trips as determined by the ITE Traffic Generation Manual 5 Addition. 9. The City Code requires that all subdivisions meet City Code requirements. 10. Chapter 13 of the Eagan City Code regulating subdivisions states that 28 -foot wide right -of -ways may accommodate low density development when the average daily trips is estimated to be 300 vehicles or less. CONCLUSIONS 1. The matter is properly brought before the Eagan City Council. 2. The proposed development plan exceeds the City standards for the average daily trips that may be generated from the Property, through the use of a 28 foot wide right -of -way. SEP.15'2000 11:32 612 432 3780 612 432 3780 SEVERSON SHELDON DOUGHERTY #7449 P.004/004 3. The proposed development lacks a secondary access, for the purpose of providing an alternate means of ingress and egress to Highway 55 from the Property. 4. The Property continues to enjoy a viable use in a manner consistent with City ordinances. 5. By the greater weight of the record and information presented, it is hereby determined by the City Council of the City of Eagan that approval of the Preliminary Planned Development is not warranted. 6. By the greater weight of the record and information presented, it is hereby determined by the City Council of the City of Eagan that approval of the Preliminary Subdivision is not warranted. RESOLUTION The City Council of the City of Eagan does hereby resolve that the Applicant's request for a Preliminary Planned Development and a Preliminary Subdivision to be known as Crane Creek Addition is hereby denied. Dated at Eagan, Minnesota this day of September, 2000. CITY OF EAGAN By: Patricia E. Awada Its: Mayor By: Maria Karels Its: Deputy Clerk Agenda Information Memo September 19, 2000 Eagan City Council Meeting E. FINAL PLANNED DEVELOPMENT AND FINAL PLAT (LIFE TIME FITNESS ADDITION) FCA REALESTATE HOLDINGS LLC. ACTION TO BE CONSIDERED: To approve a Final Planned Development to allow a 159 stall parking lot upon 2.4 acres of land located north of Cliff Road and west of Thomas Center Drive (comprising the northern one third of Outlot A, Safari at Eagan 2nd Addition) within the southwest Vs of Section 28. To approve a Final Plat (Life Time Fitness Addition) combining the northern one third of Outlot A, Safari at Eagan 2nd Addition with adjacent Lot 1, Block 1, Safari at Eagan 2nd Addition. FACTS: At their regular meeting on May 16, 2000, the City Council approved a Preliminary Planned Development Amendment to allow three commercial uses upon Outlot A, Safari at Eagan 2nd Addition. The Planned Development allows the construction of a 10,000 square foot restaurant, a 35,000 square foot office development (within four buildings) and a 159 stall parking lot upon the property. The Amendment was prompted by the applicant's desire to expand the off street parking supply for the Lifetime Fitness Health Club. In conjunction with the Planned Development Amendment, the Council also approved a three lot, Preliminary Subdivision (Safari at Eagan 3 Addition) that coincided with the three proposed uses. The Preliminary Subdivision illustrates the 159 stall parking lot upon an independent and landlocked parcel (Lot 3). No changes to the uses identified in the Preliminary Planned Development have been proposed. As a condition of Final Planned Development approval, the applicant shall be required to enter into a Final Planned Development Agreement with the City (expected to be executed by September 19, 2000). ATTACHMENTS (3) Approved Preliminary Planned Development, page ia. Final Plat drawing, page /3 Site Plan, page /y 1/ F/1 fool pc. `II s W H N0. 32 (CLlii ROAD) 8 2 z N89 3 58-w ta�9Ay N891.3 58 se'w fa" OK 0 K MiN 7 sic fy -J DAKOTA WAY COUNTY AP T NO. 27 27A 10- 4"3 APPROVED PRELIMINARY PLANNED DEVELOPMENT i i' 4 JYva 3HY•1 ;YNEON: C) 4- �lt-- 1 r i r ry s -1J f F' :1'j III o 1 I 1 t �J IIa A." C 1 1 m I1 i t I, I 1 t I iii 1 i I`: I S I I I I SI I 1 1 1 '1 II III 11 L- 11 11 1, I I F' 1 1,,4 II at 11 s I ta 42:' It 1,! 1� v In Y J. (1e IV I I% I 1 it btu NJiC 1 1 .J \rinn J1 Y /VVVfVI 1 1 1 r 1 18 eii 1 1N 1 2: f 4 ix 1 IT N 2 z /3 wee 0 i .3 s' w a s a :g It it is fi a ij tv ti 1. 4 s =,t ea 1 3 El li s 3 i'itt: 1. it tI 1*.U t. t i 1 1;i11. II -a 3 ias•- t is ill !i: ii 39 s psi g= i 1 1.41 :z 1 I 1. ;;i! 3 41= ii i e ji ^x i3! :t 3 ?i .r3 l; "t 1•°x.1 FINAL PLAT Is 11 a a OV08 3)Itll SVN10Ml Agenda Information Memo September 19, 2000 Eagan City Council Meeting F. SUBMISSION OF THE 2001 FUNDING APPLICATION TO DAKOTA COUNTY FOR THE COMMU1MMITY LANDFILL ABATEMENT FUNDS ACTION TO BE CONSIDERED: To approve the submission of the Cities of Burnsville/Eagan 2001 funding application for $83,560 from Dakota County to operate a recycling program for the Cities of Burnsville and Eagan. FACTS: Dakota County has funds available annually to help constituent cities promote and operate landfill abatement programs. The Cities of Burnsville and Eagan combined their recycling program as of March 2000. The Cities of Burnsville and Eagan have prepared one application for both cities that will be submitted to Dakota County. The application for the 2001 Community Landfill Abatement Program follows Dakota County's solid waste guidelines and recommendations. The funds will be used for the Cities of Burnsville and Eagan's annual recycling and waste reduction program. The total proposed Burnsville/Eagan Landfill Abatement Program budget for 2001 is $105,078. Dakota County has set their maximum share of the budget at $83,560 ($41,754 for the City of Eagan and $41,806 for the City of Burnsville). It is proposed that each City add $10,759 to the budget. The grant will fund a full -time recycling coordinator, a full -time recycling intern, printing and distribution of recycling brochures, hosting events such as Earth Day, and answering disposal questions from residents. The specific work accomplished each year is reported to Dakota County in an end -of- the -year report. ATTACHEMENT: Attached on pages l6 through 7 is the proposed 2001 residential recycling budget for the Community Landfill Abatement application. /5' BUDGET BASE FUND Administrative Costs: Direct Salaries Direct Mileage Direct Membership /Training Subscriptions Consultant Services and/or Temporary Help Software Other (List Describe) $35,000 $700 $1,200 $18,000 $18,000 $2,000 $53,000 $700 $1,200 $20,000 Promotional Education: Printing Costs Distribution Costs Advertisements Videos/Billboards Promotional Items Special Events (Displays, Performance fees, Etc.) Other (List Describe) County Share Community Share* $16,000 $7,000 $1,660 $3,000 $1,000 $1,518 TOTAL $17,518 $7,000 $1,660 $3,000 $1,000 TOTAL Amount of Base Fund Requested from County*** $83,560 $83,560 $21,518 Communities may list program contribution in this column (community contributions are not required). Unexpended 2001 Base Fund amounts may not be carried over to 2002. Base Fund Request may not exceed that amount shown on page 2. $105,078 Agenda Information Memo September 19, 2000 G. PROJECT 784R, LOUIS LANE EASEMENT AGREEMENT ACTION TO BE CONSIDERED: To approve an Easement Acquisition Agreement for Parcel 10- 03800- 011 -01 (660 Lone Oak Road) regarding said easements for Project 784R (Louis Lane Street and Utility Improvements) and authorize the Mayor and Deputy City Clerk to execute all related documents. FACTS: Project 784R provided for the installation of streets and utilities for the upgrade of Louis Lane in conjunction with the development of Cherrywood Knoll (Northeast 1 /4 of Section 12). On May 2, 2000, the City Council authorized condemnation proceedings for the acquisition of public right -of -way and easements for Project 784R, if necessary. New public easements and right -of -way for Project 784R were required for the utility and street improvements. Vern and Malvina Rosenberger are the owners of the property at 660 Lone Oak Road (Parcel 10- 03800 011 -01). The alignment of the sanitary sewer force main for Project 784R is along the west property line of the Rosenberger's property. An agreement between the City of Eagan and Vern and Malvina Rosenberger has been prepared providing for the acquisition of these needed public easements. This agreement was pursued to delete this parcel from further condemnation proceedings. Public Works staff and the City Attorney's office have reviewed this agreement and found it to be in order for favorable Council action. Agenda Information Memo September 19, 2000 Eagan City Council Meeting H. PURCHASE DATA NETWORK EQUIPMENT FOR THE INSTITUTIONAL NETWORK (INET) ALONG WITH INDEPENDENT SCHOOL DISTRICT 191 AND THE CITY OF BURNSVILLE ACTION TO BE CONSIDERED: To approve the purchase of data network equipment for the Institutional Network (INET) along with Independent School District 191 and the City of Burnsville. FACTS: Independent School District 191 and the Cities of Eagan and Burnsville have investigated the feasibility of upgrading and replacing the Institutional Network (INET) equipment at the public education and government access (PEG) facility. This upgrade was originally placed in the 2001 budget. However, the current equipment is not reliable and is no longer adequate for the growth and technology that the three organizations are experiencing. Therefore, staff is recommending that the purchase be made in the year 2000. The cost of the upgrade of the equipment will be split equally between the Cities of Eagan and Burnsville and School District 191. Eagan's share of the cost is $21,000 and will be paid for from franchise fees and/or some PEG fees. Agenda Information Memo September 19, 2000 I. PROJECT 99 -J, SOUTHERN LAKES WEST ACTION TO BE CONSIDERED: To acknowledge the completion of Contract 99 -J (Southern Lakes West Street Utility Improvements) and authorize perpetual City maintenance subject to warranty provisions. FACTS: Southern Lakes West was constructed northeast of the intersection of Cliff Road (County Road 32) and State Highway 3. This development required the installation of sanitary sewer, water main, and storm sewer, as well as grading and new street construction, Alicia Drive and Alicia Circle, which was all performed privately by the developer under the terms and conditions of the development contract agreement. The improvements have been completed, inspected by representatives of the Public Works Department and found to be in order for favorable Council action for acceptance for perpetual maintenance subject to warranty provisions. a o Agenda Information Memo September 19, 2000 Eagan City Council Meeting J. APPROVAL OF STAHL CONSTRUCTION COMPANY AS THE CONSTRUCTION MANAGER OF THE COMMUNITY CENTER/CENTRAL PARK. ACTION TO BE CONSIDERED: Approve Stahl Construction Company as the Construction Manager of the Community Center /Central Park. FACTS: RFP's were available for construction management of the Community Center with seven firms responding. Four firms were interviewed on August 25, 2000 by Tom Hedges, City Administrator, Ken Vraa, Director of Parks and Recreation, Bill Anderson, architect with TKDA, and Russ Mathys, City Engineer. Stahl Construction Company proposed a fee of $325,000 of an estimated $9,050,000 construction cost. ATTACHMENTS: Proposed fee breakdown, page cz2c) Firm Name Design and Eng Pre -bid, Award Constr. Phase Post Const./ Proj. Closeout Total Field Expenses Grand Total Based upon constr. cost of Stahl $67,500 $33,750 $112,500 $11,250 $225,000 $100,000 $325,000 $9,050,000 Fees for Construction Management Service- Stahl Construction Co. Central Path Communitti Center Complex, Eagan, MN August, 2000 Agenda Information Memo September 19, 2000, Eagan City Council Meeting ACTION TO BE CONSIDERED: Council approval of the Metropolitan 9 -1 -1 Board Non Disclosure Agreement. The agreement requires the signatures of the Mayor and Deputy Clerk. FACTS: Technology advancements have made it possible to identify the location of a 9 -1 -1 cell phone call and route the call to the appropriate Public Safety Answering Point (Dispatch Center). Previously these 9 -1 -1 cell phone calls went to the State Patrol and then had to be transferred to the appropriate law enforcement dispatch center. The Metropolitan 9 -1 -1 Board requires each Public Safety Answering Point to sign a Non Disclosure Agreement governing the release of non public data. This is to protect the technology and proprietary interests of the cell phone companies. The law firm of Severson, Sheldon, Dougherty Molenda, P.A. has reviewed the Non Disclosure Agreement and recommends council approval. ATTACHMENTS K. M etropolitan 9 -1 -1 Board Non Disclosure Agreement 1) Cover letter review by Staci L. Herr, Assistant City Attorney. p i� y' 2) Memo from Nancy Pollock of the Metropolitan 91 1 Board, along with 2..5 1: copies of the Non Disclosure Agreement for signatures. TO: Captain Rick Swanson FROM: Staci L. Herr, Assistant City Attorney DATE: September 11, 2000 RE: Metropolitan 911 Board Non Disclosure Agreement Upon the City's request, this firm has reviewed the attached Non Disclosure Agreement with Metropolitan 911 Board, which is the most recent version. The changes between this version and the prior version which this firm also reviewed, appear to be insignificant. Accordingly, this firm maintains its opinion that the Agreement is sufficiently narrow to apply to only non public data. In addition, as we discussed, the Agreement should be signed by both the Mayor and Deputy Clerk I have faxed a sample signature page to Nancy Pollock, and she will incorporate the signature page into the Agreement and forward it to you for execution by the City. Please feel free to contact me should you have any further questions or concerns regarding this matter. SLH/wkt Enc. cc: James F. Sheldon, City Attorney SEVERSON, SHELDON, DOUGHERTY MOLENDA, P.A. Memo To: Capt. Rick Swanson, Eagan Police Department From: Nancy Pollock, Metropolitan 911 Board Date: 9/8/00 Re: Non Disclosure Agreement Capt. Swanson as Metropolitan 911 Board I had a conversation with Staci Herr regarding some modifications requested to the Non Disclosure agreement between the Metropolitan 911 Board and the City of Eagan. I have made the requested changes to the attached two original documents enclosed. Please return the two originals to me and upon execution of the document with all signatures, I will forward a signed original to you for your records. Thanks very much for your assistance. Do not hesitate to call me if you have additional questions or comments. You can reach me at 651- 603 -0106 or npollock @mn- metro911.org. This Non Disclosure Agreement is dated this day of 2000 by and between the City of Eagan and the Eagan Police Department "PSAP with an address at 3830 Pilot Knob Road, Eagan, Minnesota 55122, and the Metropolitan 911 Board, a governmental joint powers entity, with an address at 2099 University Avenue West, Suite 201, St. Paul, MN 55104 -3431 (the `Board Recitals: Non Disclosure Agreement Between Metropolitan 911 Board and the City of Eagan WHEREAS, the Board from time to time enters into non disclosure agreements at the request of telecommunications providers; and WHEREAS, such non disclosure agreements require the Board to follow certain procedures in the handling of Trade Secret Information received from such telecommunications providers: and WHEREAS, such non disclosure agreements also impose upon the Board the obligation to secure the cooperation of other parties with which it shares such Trade Secret Information in order to ensure its confidentiality. NOW THEREFORE, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows. A. Scope. 1. As used herein, the term Trade Secret Information shall have the same meaning as provided in Minnesota Statutes Section 13.37, subd. 1(b), and shall apply to information which is: 1) marked as Trade Secret Information, 2) received by the PSAP from the Board and 3) governed by a non disclosure agreement between the Board and a telecommunications provider. 2. The term Trade Secret Information does not include information which is not Trade Secret Information in the hands of the Board. B. Use. As a condition to receiving the Trade Secret Information, the PSAP shall not, without the prior written consent of the Board or the telecommunications provider, use or disclose the Trade Secret Information or any part thereof except as necessary for its official duties. The Trade Secret Information shall not, without the prior written consent of the Board or the telecommunications provider, be disclosed to any person or entity other than employees or agents of the PSAP who need to know the Trade Secret Information. No �6 other rights, and particularly no licenses, trademarks, inventions, copyrights, patents, or any other intellectual property rights are implied or granted under this Agreement or by the conveying of Trade Secret Information between parties. C. Reproduction. Trade Secret Information supplied is not to be reproduced in any form except as required to accomplish the intent of this Agreement, or as may otherwise be required by law. D. Return of Information. In further consideration of the disclosure to be made by the Board, the PSAP agrees to promptly redeliver to the Board upon request or upon termination and without relieving PSAP of any obligation of confidentiality all written material containing any Trade Secret Information (including all copies, extracts or other reproductions) except as required by the Minnesota Records Retention Act or other law. E. Protective Orders. If the PSAP is requested to disclose any Trade Secret Information, it will promptly notify the Board and the telecommunications provider and provide sufficient information to permit the telecommunications provider to seek a protective order or take other appropriate action. If, in the absence of a protective order, the PSAP believes it is compelled as a matter of law to disclose the Trade Secret Information, it may disclose to the party compelling the disclosure only the part of the Trade Secret Information as is required by law to be disclosed (in which case, prior to such disclosure, the PSAP will attempt to advise and consult with the telecommunications provider as to such disclosure and the nature and wording of such disclosure, provided such consultation does not delay the PSAP in disclosing such Trade Secret Information within an applicable time period required by law). F. Equitable Relief. Because money damages may not be a sufficient remedy for any breach of the foregoing confidentiality provisions, the affected telecommunications provider shall be entitled to seek specific performance and injunctive and other equitable relief as a remedy for any such breach in addition to all monetary remedies available at law or in equity. G. No Warranty As To Accuracy. The Board makes no representation or warranty as to the accuracy or completeness of the Trade Secret Information. H. Assignment. These confidentiality provisions shall inure to the benefit of the respective parties, their legal representatives, successors, and assigns. a I. Minnesota Law. This Non Disclosure Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. J. Severability. If any provision of this Non Disclosure Agreement is illegal or unenforceable, its invalidity shall not affect the other provisions of this Non Disclosure Agreement that can be given effect without the invalid provision. If any provision of this Non Disclosure Agreement does not comply with any law, ordinance or regulation, such provision to the extent possible shall be interpreted in such a manner to comply with such law, ordinance or regulation, or if such interpretation is not possible, it shall be deemed to satisfy the minimum•requirements thereof. K. Effective Date and Term. This agreement shall be effective on the latest date opposite the signatures set forth below. The term of this agreement shall be until terminated by written agreement of the parties. IN WITNESS WHEREOF, the parties have executed this Non Disclosure Agreement City of Eagan, a Minnesota municipal corporation By: Patricia E. Awada Its: Mayor Date By: Maria Karels Its: Deputy Clerk Date STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA The foregoing instrument was acknowledged before me this day of 2000 by Patricia E. Awada and Maria Karels, the Mayor and Deputy Clerk of the City of Eagan, a Minnesota municipal corporation, on behalf of the municipal corporation. Metropolitan 911 Board c CIAl21-vc/_ Signature jCeco-n b► ►2Fciz Title Date q f' 0 a Date aP Notary Public Approved as to form: Signature Title Agenda Information Memo September 19, 2000 Eagan City Council Meeting L. CONTRACT 00 -01, CHANGE ORDER (WATER TREATMENT FACILITY RESTORATION) ACTION TO BE CONSIDERED: Approve Change Order 2 to Contract 00 -01 (Water Treatment Facility Masonry Restoration) and authorize the Mayor and Deputy City Clerk to execute all related documents. FACTS: Contract 00 -01 provides for the masonry restoration of the south (Cliff Rd.) and north (Coachman Rd.) Water Treatment Facilities. During the progression of the work, it has been discovered that the scope of the previously approved work needs to be expanded in some areas and reduced in others resulting in the need for a formal change order to the contract. There are 4 major elements described as follows: Part I. Upon removing isolated sections of brick at the North treatment plant, it was discovered that the originally installed "through- wall" flashing was cut back 1" or more from the face of the brick, causing water to run directly into the cavity of the wall instead of being directed to the outer face. Therefore approximately 164 ft. of base wall flashing along the north side only has to be removed and reconstructed at an additional cost of $23,780. Part II. With this base wall flashing being performed, it is no longer beneficial to reconstruct the weep holes. The deletion of the weep holes results in a deduct of $9,240. Part III. At the north plant, approximately 105 individual bricks have to be removed and replaced because of their cracked or deteriorated condition. This results in an additional cost of 2,310. Part IV. The original contract provided for the cutting and tuckpointing of the masonry bond of the entire soldier (vertical) course brick section at the South treatment plant. Upon further inspection during construction, it has been determined that only approximately 15% needs to be repaired. This results in a deduct of $30,690. The overall impact to the current contract is a net deduct of $13,840. This proposal has been reviewed by the City's consultant Engineer and representatives of the Public Works Department and found to be in order for favorable Council consideration. 30 Agenda Information Memo September 19, 2000 Eagan City Council Meeting M. APPROVE TELECOMMUNICATIONS LEASE AGREEMENTS ACTION TO BE CONSIDERED: Approve the telecommunication lease agreements with Metricom for antenna installations on the Safari and Yankee Doodle Reservoirs and authorize the Mayor and City Clerk to execute all related documents. FACTS: The City has received applications from Metricom for the installation of wireless communications system antennas and ground support equipment to serve as data translation stations for wireless equipment installations approved under the Wireless Facilities Use Agreement at the 9 -05 -00 City Council meeting. These applications have been reviewed by the City's radio communication consultant, City Attorney's office and Public Works Department personnel and found to be consistent with other past lease agreements and in order for favorable Council consideration. 3/ Agenda Information Memo August 19, 2000 Eagan City Council Meeting N. EXTENSION FOR RECORDING FINAL PLAT (NORTHWOOD BUSINESS PARK 2 ADDITION ROCK CLIFF DEVELOPMENT ACTION TO BE CONSIDERED: To approve a 30 -day extension for the recording of the final plat for Northwood Business Park 2' Addition. FACTS: At its regular meeting of August 1, 2000, the City Council approved the final plat of Northwood Business Park 2" Addition. The representative for the owner has submitted a letter explaining the reason for the requested extension. ATTACHMENTS: 1 Letter from Gary Harris of John Oliver Associates, Inc." 33 3.2 sot West Travelers Tr•li Sofia 100 C/dlIngineerin/ dnraid/k. MN31337 Lana Surveying (Sit) 104 3041 Paz (1S) 114 1049 land Planning www./ollverassocatom September 15 2000 Attn: Marilyn Planning Department City of Eagan 3830 Pilot Knob Road Eagan MN. 55122 -1897 Fax: 651.681.4694 (1 page) Re: Northwood Business Park 2 "a Addition Final Plat extension Dear Marilyn: Per our telephone conversation of this morning, I am hereby writing on behalf of Jim Ostenson to request an extension for filing the filing the final plat of NORTHWOOD BUSINESS PARK 2ND ADDITION. Jim is out of the country until the end of September. The plat will be ready to file early in October. I have included a check for $75 with the original of this request to cover the required processing fee. If this can be added to the council's September 19t agenda it will be appreciated. Sincere A Ift ary f j's, John Oliver Associates, Inc. cc: Jim Ostenson John Oliver Associates, Inc. Offices in Elk River Burnsville �33 Agenda Information Memo September 19, 2000 FACTS: O. ROBERT O'NEILL HOMESTEAD (LOT 5) RIGHT -OF -WAY VACATION ACTION TO BE CONSIDERED: To receive the petition to vacate public right -of -way and schedule a public hearing to be held on October 17, 2000. On September 7, 2000, City staff received a letter from Jack Hoeschler, attorney for Dart Transit Company /Atlas Investment Company, requesting the vacation of the existing public right -of -way for Mendota Road on Lot 5, The Robert O'Neill Homestead, southwest of the northerly intersection of State Highways 55 and 149. The right -of -way was originally dedicated as Mendota Road in 1904 as part of The Robert O'Neill Homestead. Mendota Road does not exist as a public roadway in this location. The purpose of the request is to allow Atlas Investment Company to replat Lot 5 as the Atlas Addition for development of the site. The vacation of this right -of -way would clean up the proposed plat by avoiding an underlying recorded dedication. The request would vacate the portion of the existing right -of -way on Lot 5, as it has been previously vacated on adjacent property. The right -of -way is not necessary for public road or easement purposes. Notices will be published in the legal papers and sent to all potentially affected and/or interested parties for comment prior to the scheduled public hearing. ATTACHMENTS: Legal Description, graphic, page35 Location Map, page., 3 9 D e0 c s�G 7 T l s. 4 AJ O s' N o s o. 9 �O 7' 6� <J c 1/4"):::-.7/ Y A. 1 7 4.. A,'>, cl <J 's u n� L J' bL7 We hereby certify thot this sketch, pion or report was prepared by me or under my instruction and that 1 om o duly Registered Lond Surveyor under the lows of the State of Minnesota. SUNDE LAND SURVEYING, LLC. By DESCRIPTION OF PROPOSED VACATED MENDOTA ROAD That port of Mendoto Rood os dedicated in THE ROBERT O'NEILL HOMESTEAD, DAKOTA COUNTY, MINNESOTA. occording to the recorded plot thereof, lying between the northwesterly and southeasterly lines of Lot 5 of soid THE ROBERT O'NEILL HOMESTEAD, DAKOTA COUNTY, MINNESOTA. T/ r7L_ re 'A /r V VL_ /L.L. Doted this 14th day of September, 2000. K. Barnes, R.L.S. Minn. Reg. No. 16456 1 rj LJ r L/ T 1 'L., L_ 1 //l r ^rr 6 rl A 1//1TA 4 LJ/ 0 0 4 urv 7 `Ie. A A" •'A VACA TIC w SKETCH Foes- DART TR A/S/T COMPANY p /‘/l /A l'7 0 A //A /A r"C's/ A V/ VL_ v L./ /""I 35' I 9 Sunde Land Surveying, LLC. 9 -182 -0 T27, R., S2 384/66 TLS 99182004.OWG RECEIVED SEP 1 vVL/ /V 2000 tI) GIASSESSMENTS /EXHIBITS /742ASS_SUMMARY.dwg MENDOTA WAGON RD. TO BE VACATED r Low ow RDAD YANKEE DOODLE ROAD CO. AD a) 4 /1: City of Eagan MENDOTA WAGON ROAD PROPOSED VACATION 346 9 -15 -2000 Agenda Information Memo September 19, 2000 Eagan City Council Meeting OLD BUSINESS A CONDITIONAL USE PERMIT CLARIFICATION MEGA EXCAVATING ACTION TO BE CONSIDERED: To Clarify the Conditions of Approval for a Conditional Use Permit allowing the outside storage of various construction, landscape and refuse (hauling) related equipment on property located at 4841 Biscayne Avenue, legally described as Lot 4, Block 1 Halley's Addition in the SE 1 /4 of Section 36. FACTS: At their regular meeting on May 2, 2000, the City Council approved a Conditional Use Permit to allow the outside storage of equipment upon the subject property subject to the fulfillment of the following conditions: 1. The rights granted by the conditional use permit shall apply only to Lot 4, Block 1 Halley's Addition. 2. A revised site plan shall be submitted which specifically defines outdoor storage locations on the westerly 200 feet of the lot except for setback areas the materials to be stored in such locations. 3. Materials stored on site shall be in accordance with revised site plan and be limited to 16 rubbish trucks, 15 containers, 8 refuse containers and 2 storage trailers and all inoperable equipment and spare parts shall be stored inside the building or in storage trailers. 4. Outside storage within the front yard of the property shall be prohibited. 5. Outdoor storage areas west of the building shall be surfaced with bituminous asphalt or crushed bituminous. 6. The outdoor storage area within Lot 4 shall be completely fenced. 7. The parking area east of the building shall be surfaced with bituminous asphalt with concrete parking bumpers. 3 7 The requested conditional use represented an effort to correct present CUP violations. The proposed materials to be stored and the diesel fuel storage tank presently exist on the property. Adjacent Lot 5 to the north of the subject property is also utilized by the applicant and is subject to the terms of a separate conditional use permit for outside storage. While the conditional use permit allows the storage of pallets and trailers on the property, recent inspections have revealed that numerous materials, other than pallets and trailers, are being stored on site. Specific materials being stored include, but were not limited to, construction equipment, garbage trucks and supplies, and landscape trucks and supplies. ISSUES: The applicant has requested clarification on the following two conditions: 1. Condition #3 (Storage Materials) The applicant wishes expand the list of acceptable outside storage to include excavation equipment. Specifically, he would like to store the following additional items on the subject property: D. 5 dump trucks 3 bobcats 2 back hoes 2 bulldozers 2 scrapers 2 compactors 1 motor grader 2. Condition #4 (Fencing) Considering that the applicant utilizes both the subject property and the adjacent property to the north, he would like to postpone the erection of the fence between the two properties until such time when one or both of the properties are sold. Numerous outdoor storage violations (beyond the materials and quantities specified by the Conditional Use Permit) presently exist on the property. ATTACHMENTS (1) Applicant correspondence, papa, 3 g September 7, 2000 City of Eagan To Whom it May Concern: It was my understanding that I would be allowed to have excavation equipment with garbage trucks in the storage area behind the building at 4841 Biscayne Ave, Eagan, MN. Also it was my understanding that I would not have to fence the middle property line as long as I had a fence and berm around all four sides of both properties. I would like a clarification on these two points. 3 q Thank You —1 c '`Q- Mark Pieper o Agenda Information Memo September 19, 2000 Eagan City Council X. NEW BUSINESS A. REZONING, PRELIMINARY SUBDIVISION AND VARIANCE, (CLIFF WOODS OF EAGAN) MENDOTA HOMES, INC. ACTION TO BE CONSIDERED: A. To approve a Rezoning from A, Agriculture, to R -1, Single family Residential, for approximately 1.25 acres located at the southeast corner of Galaxie Avenue and Cliff Road in the NE 1/4 of Section 32. B. To approve a Preliminary Subdivision (Cliff Woods of Eagan) to create 3 single family lots on approximately 1.25 acres located at the southeast comer of Galaxie Avenue and Cliff Road in the NE 1/4 of Section 32, with a Variance to create two lots with access provided only by private easement, subject to the conditions listed in the APC minutes. FACTS: The property is vacant and unplatted. The site is wooded with slight variations in topography. This site contained a single family home until 1986, when the house was moved off the property. The applicant proposes to create three lots for single family development. Access to the site is proposed via a private drive serving all three lots. The driveway access Galaxie Avenue at the southwest corner of the site. Since Dakota County will not allow direct street access to Cliff Road, access to Lots 2 and 3 is provided only by private easement for the proposed private drive, which requires a Variance. The Advisory Planning Commission held a public hearing on August 22, 2000, and recommended approval of the Rezoning, Preliminary Subdivision and Variance. ISSUES: The City Forester has expressed some concern about the sensitivity of the significant trees on this site (many of which are large oaks) and their susceptibility to damage from construction activity. The preliminary plans show 23 of the 29 significant trees on the site having some construction encroachment within the critical root zone, and the City Code requires no encroachment, grade change or construction activity within this protected zone. Therefore, the Forester recommends that an additional condition be attached to approval of the Preliminary Subdivision that states as follows: To ensure the survival of many large oak trees intended to be preserved within this site, the applicant shall have a Tree Preservation Management Plan, prepared by a certified consulting forester or arborist with experience in tree preservation as it relates to construction activities. This tree management plan shall be submitted and approved by the City Forestry Department prior to commencing any grading or construction activity and prior to final plat approval. ATTACHMENTS: August 22, 2000 APC Minutes, pagesL f through 4.2 Staff report, pages4,3 through 1 Z Eagan Advisory Planning Commission Minutes; August 22, 2000 Page 8 problems will be alleviated with another alternative in the future. She added that the City Council agreed to construct the frontage road at a 28 -foot width. She noted that this development is much smaller than the previous proposal. She mentioned that there are other areas in the City where the traffic situation is less than desirable. Member Steininger said he did not think the traffic problems would be alleviated unless the Schaafs agreed to allow the road connection. He added that he thought it was important to solve the traffic problem priot to approving this development. The motion passed 4 -3. Steininger, Huusko and Tilley opposed. REZONING PRELIMINARY SUBDIVISION MENDOTA HOMES, INC. Chair Heyl opened the next public hearing of the evening regarding a Rezoning from A (Agriculture) to R -1 (Single- family Residential), a Preliminary Subdivision to create three lots on approximately 1.25 acres located at the southeast corner of Cliff Road and Galaxie Avenue in the NE 1 /4 of Section 32 and a Variance to create two lots with access provided only by private easement. Planner Dudziak introduced this item and highlighted the information presented in the City staff's planning report dated August 17, 2000. She noted the background and history, the existing conditions and the surrounding uses of the subject property. Pam Larkin stated that she was not opposed to the rezoning; however, she said that they would prefer that the house be shifted to the north so that it is further from their property line. She expressed some concern about the traffic flow. There being no further public comment, Chair Heyl closed the public hearing. DRAFT The developer's representative stated that the street issue is the most difficult to resolve. She added that the homeowners could add certain restrictions due to the private nature of the road. She added that Dakota County would not allow access onto Cliff Road. She further added that they have developed the best possible access to the site. She noted that they have agreed to move the house as far north as possible and still meet setback requirements. She further noted that they are accepting of the Larkins' desire to plant additional trees in the side yard easement. She discussed the tree loss on this site and commented on the number of trees that will be installed. Discussion occurred about a possible alternative access to this development. Member Tilley asked if signage could be installed on Cliff Road informing motorists of the development. Assistant City Engineer Gorder stated that staff could evaluate the feasibility of signage. Member Huusko moved, Member Segal seconded a motion to recommend approval of a Rezoning from A (Agriculture) to R -1 (Single- family Residential) of approximately 1.25 acres located at the southeast corner of Cliff Road and Galaxie Avenue in the NE 1 /4 of Section 32. All voted in favor. Member Huusko moved, Member Segal seconded a motion to recommend approval of a Preliminary Subdivision to create three lots, and a Variance to create two parcels with access provided only by private easement, on approximately 1.25 acres located at the southeast corner of Cliff Road and Galaxie Avenue in the NE 1 /4 of Section 32 subject to the following conditions: `f/ Eagan Advisory Planning Commission Minutes; August 22, 2000 Page 9 GRAFT 1. The developer shall comply with these standard conditions of plat approval as adopted by Council on February 3, 1993: Al, 51, B2, B3, C1, C2, Dl, El, and H1 2. The property shall be platted. 3. Grading for the proposed house pads shall maintain slopes of a minimum of 2 4. A cash water quality dedication will be required in lieu of on -site ponding. In accordance with City policies, the amount of the cash dedication is based on the cost of the land and pond volume needed to reduce phosphorus export to undeveloped conditions. 5. The final plat shall dedicate an additional ten feet of right of way to the County for Cliff Road. Restricted access along the entire length of the development adjacent to Cliff Road shall be dedicated on the final plat. 6. Cross easements for use and maintenance of the private drive shall be executed prior to final subdivision approval and recorded with the final plat. 7. The applicant shall install 12 Category B trees (Sugar Maple and Greenspire Linden) throughout the site as shown on the planting plan dated 8/8/00, which shall be revised to show no trees planting within the public right -of -way. 8. To maximize survival chances of the large oak trees that the applicant is attempting to preserve on this site, tree protection fencing shall be installed at the greatest distance possible from the trees and also shall be inspected by the City Forestry Division before any grading or construction on the site begins. 9. A cash park and trail dedication will be required and is payable prior to recording of the final plat at the rate in effect at that time. All voted in favor. Member Huusko moved, Member Tilley seconded a motion to adjourn the August 22, 2000 Advisory Planning Commission meeting at 9:50 p.m. y Secretary Eagan Advisory Planning Commission SUMMARY OF REQUEST AUTHORITY FOR REVIEW Subdivision: PLANNING REPORT CITY OF EAGAN REPORT DATE: August 17, 2000 CASE: 32- RZ- 07 -07 -00 32- PS- 10 -07 -00 APPLICANT: Mendota Homes, Inc. HEARING DATE: August 22, 2000 PROPERTY OWNER: Amoco Oil Company PREPARED BY: Pamela Dudziak REQUEST: Rezoning and Preliminary Subdivision LOCATION: Southeast corner of Cliff Rd. and Galaxie Ave. COMPREHENSIVE PLAN: D -I, Single Family Residential ZONING: A, Agriculture Mendota Homes, Inc. is requesting approval of a Rezoning from A (Agriculture) to R -1 (Single family Residential), and a Preliminary Subdivision to create three lots on approximately 1.25 acres located at the southeast corner of Cliff Road and Galaxie Avenue in the NE Y. of Section 32. The proposal includes a request for a Variance to create two lots with access provided only by private easement. City Code Section 13.20 Subd. 6 states that "In the case of platting, the Planning Commission and the Council shall be guided by criteria, including the following, in approving, denying or establishing conditions related thereto: A. That the proposed subdivision does comply with applicable City Code provisions and the Comprehensive Guide Plan. B. That the design or improvement of the proposed subdivision complies with applicable plans of Dakota County, State of Minnesota, or the Metropolitan Council. C. That the physical characteristics of the site including, but not limited to, topography, vegetation, susceptibility to erosion and siltation, susceptibility to flooding, water storage 'f 3 Planning Report Mendota Homes, Inc. August 22, 2000 Page 2 and retention are such that the site is suitable for the type of development or use contemplated. D. That the site physically is suitable for the proposed density of development. E. That the design of the subdivision or the proposed improvement is not likely to cause environmental damage. F. That the design of the subdivision or the type of improvements is not likely to cause health problems. G. That the design of the subdivision or the improvements will not conflict with easements of record or with easements established by judgment of court. H. That completion of the proposed development of the subdivision can be completed in a timely manner so as not to cause an economic burden upon the City for maintenance, repayment of bonds, or similar burden. I. That the subdivision has been properly planned for possible solar energy system use within the subdivision or as it relates to adjacent property. (Refer to City Handbook on Solar Access). J. That the design of public improvements for the subdivision is compatible and consistent with the platting or approved preliminary plat on adjacent lands. K. That the subdivision is in compliance with those standards set forth in that certain document entitled "City of Eagan Water Quality Management Plan for the Gun Club Lake Watershed Management Organization" which document is properly approved and filed with the office of the City Clerk hereinafter referred to as the "Water Quality Management Plan". Said document and all of the notations, references and other information contained therein shall have the same force and effect as if fully set down herein and is hereby made a part of this Chapter by reference and incorporated herein as fully as if set forth herein at length. It shall be the responsibility of the City Clerk to maintain the Water Quality Management Plan and make the same available to the public." BACKGROUND/HISTORY A single family home was constructed on this site in the 1950s. The house was moved off the property in 1986 and according to City records, the remaining basement was filled in at that time and the site is currently vacant. Amoco Oil Company submitted a development application to the City in 1988 for a motor fuel station, but the application was withdrawn and no action was taken by the City. v y Planning Report Mendota Homes, Inc. August 22, 2000 Page 3 EXISTING CONDITIONS The property is currently vacant and unplatted. The site is wooded with slight variations in topography. SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: North Single family residential; zoned R -1 (Single family Residential); guided D -I (Single family Residential) South Single family residential; zoned R -1; guided D -I East Single family home; zoned A (Agriculture); guided D -I West Daycare center; zoned PD (Planned Development); guided LB (Limited Business) EVALUATION OF REQUEST Compatibility with Surrounding Area The proposed development is consistent with the City's Comprehensive Guide Plan, which designates this parcel, and those to the south, east and north for D -I (single family residential) development. The proposal is also consistent the Draft Comprehensive Guide Plan, which has those properties designated for LD (low density residential). The daycare center across Galaxie Avenue is a use that is considered compatible with residential development. While it is acknowledged that Cliff Road is a major county road and carries relatively high levels of traffic, development along both the north and south sides of Cliff Road east of I -35E is primarily single family residential. The exceptions to this are the townhomes southeast of Johnny Cake Ridge Road and the commercial businesses at Thomas Lake Center. Airport Noise Considerations The development site lies outside of the airport noise exposure zones established by the Metropolitan Council. Density The proposed three -lot development on 1.25 acres has a net density of 2.46 units per acre. Lots The applicant proposes to create three lots, all of which exceed the 12,000 square foot minimum lot area. The City Code requires lots to have a minimum street frontage of 50 feet, which is satisfied. The purpose of this code requirement is to provide access to each lot, however, a single shared access to the public street will be provided for this development because of the site's location on a County Road and near a major street intersection. 4 S Planning Report Mendota Homes, Inc. August 22, 2000 Page 4 Setbacks The R -1 zoning district requires minimum setbacks of 10 feet for side yards (five feet for garages), and 15 feet for rear yards. The minimum required structure setback is 50 feet from Cliff Road, and 40 feet from Galaxie Avenue. Landscaping A landscape plan is not required for single family residential development. Grading The site is heavily wooded with relatively flat topography. Grading for the proposed house pads should maintain slopes of a minimum of 2 Storm Drainage Storm water runoff from the development will be accommodated by existing storm sewer systems in the area. No additional storm sewer improvements will be necessary. Wetlands/Water Quality Because of the small size of this development, on -site water quality treatment of stormwater is not practical. Therefore, a cash dedication will be required in lieu of on -site ponding. In accordance with City policies, the amount of the cash dedication is based on the cost of the land and pond volume needed to reduce phosphorus export to undeveloped conditions and is expected to be about $2,091. There are no jurisdictional wetlands on the development site. Utilities The preliminary utility plan is acceptable. Sanitary sewer and water main of sufficient size, depth and capacity are available at the intersection of Galaxie Court and Galaxie Avenue approximately 140 feet south of the site. The developer is proposing to extend these utilities north along the east boulevard of Galaxie Avenue to serve the development. Access /Street Design Although all three lots have frontage on a public street, Dakota County will not allow direct street or driveway access onto Cliff Road (County Road 32). Therefore, the developer is proposing a single 16 -foot wide private drive from Galaxie Avenue to serve all three parcels. The City Code states "As a general rule, the city shall not permit landlocked parcels or parcels that are only served by private easements." Consequently, it is the determination of staff that a Variance to this provision of the City Code is required for Lots 2 and 3, for which access is provided only by private easement. The use of the private drive minimizes the number of direct access points to Galaxie Avenue, and its location at the southern edge of the development minimizes interference with vehicle movements at the Cliff Road and Galaxie Avenue intersection. The private drive should be constructed with a vehicle turnaround in accordance with City Engineering and Fire Department standards. Cross easements for use and maintenance of the private drive should be executed prior to final subdivision approval, and recorded with the fmal plat. Easements/Rights of Way/ Permits Dakota County is requiring the dedication of an additional ten feet of right of way for Cliff Road, which is shown on the preliminary plat. Restricted access along the entire length of the development adjacent to Cliff Road should be dedicated on the final plat for this development. As stated in previously, cross easements for use and maintenance of 1/6 Planning Report Mendota Homes, Inc. August 22, 2000 Page 5 the private drive should be executed prior to final subdivision approval, and recorded with the final plat. Tree Preservation A tree inventory submitted with this application indicates that there are fifty four significant trees on site, consisting primarily of oak and ash. As proposed, the development will result in the removal of 23 significant trees, of 42.6% of the total. According to the City's Tree Preservation Ordinance, the allowable removal is set at 40 With a proposed removal greater than allowed under the ordinance, mitigation is required. The required tree mitigation calculates to eight Category B trees, or any equivalent combination of Category A and C trees. The applicant is proposing to install 12 Category B trees (Sugar Maple and Greenspire Linden) throughout the site. Two of the replacement trees shown on the planting plan should be relocated so that they are not within the public right -of -way. To maximize survival chances of the large oak trees that the applicant is attempting to preserve on this site, tree protection fencing should be installed at the greatest distance possible from the trees and also should be inspected by the City Forestry Division before any grading or construction begins. Parks and Recreation A cash park and trail dedication will be required and is payable prior to recording of the final plat at the rate in effect at that time. The dedication rates in the 2000 fee schedule are $1,272.00 per lot for parks and $168.00 per lot for trails. SUMMARY /CONCLUSION Mendota Homes is proposing a Rezoning from Agriculture to R -1, and a Preliminary Subdivision to create three single family lots on 1.25 acres located at the southeast comer of Cliff Road and Galaxie Avenue. The proposed development also includes a Variance to create two lots where access is provided only by private easement. The proposed development is consistent with both the City's current and Draft Comprehensive Guide Plans and the proposed development appears to satisfy City Code requirements. ACTION TO BE CONSIDERED To recommend approval of a Rezoning from A (Agriculture) to R -1 (Single family Residential) of approximately 1.25 acres located at the southeast comer of Cliff Road and Galaxie Avenue in the NE %4 of Section 32. To recommend approval of a Preliminary Subdivision to create three lots, and a Variance to create two parcels with access provided only by private easement, on approximately 1.25 acres located at the southeast comer of Cliff Road and Galaxie Avenue in the NE %4 of Section 32. If approved, the following conditions should apply: 1. The developer shall comply with these standards conditions of plat approval as adopted by Council on February 3, 1993: Al, BI, B2, B3, Cl, C2, D1, El, and H1 s� 7 Planning Report Mendota Homes, Inc. August 22, 2000 Page 6 2. The property shall be platted. 3. Grading for the proposed house pads shall maintain slopes of a minimum of 2 4. A cash water quality dedication will be required in lieu of on -site ponding. In accordance with City policies, the amount of the cash dedication is based on the cost of the land and pond volume needed to reduce phosphorus export to undeveloped conditions. 5. The final plat shall dedicate an additional ten feet of right of way to the County for Cliff Road. Restricted access along the entire length of the development adjacent to Cliff Road shall be dedicated on the final plat. 6. Cross easements for use and maintenance of the private drive shall be executed prior to final subdivision approval and recorded with the final plat. 7. The applicant shall install 12 Category B trees (Sugar Maple and Greenspire Linden) throughout the site as shown on the planting plan dated 8/8/00, which shall be revised to show no trees planting within the public right -of -way. 8. To maximize survival chances of the large oak trees that the applicant is attempting to preserve on this site, tree protection fencing shall be installed at the greatest distance possible from the trees and also shall be inspected by the City Forestry Division before any grading or construction on the site begins. 9. A cash park and trail dedication will be required and is payable prior to recording of the final plat at the rate in effect at that time. A. Financial Obligations C. Plans and Specifications STANDARD CONDITIONS OF PLAT APPROVAL 1. This development shall accept its additional financial obligations as defined in the staffs report in accordance with the final plat dimensions and the rates in effect at the time of final plat approval. B. Easements and Rights- of -Wav 1. This development shall dedicate 10 -foot drainage and utility easements centered over all lot lines and, in addition, where necessary to accommodate existing or proposed utilities for drainage ways within the plat. The development shall dedicate easements of sufficient width and location as determined necessary by engineering standards. 2. This development shall dedicate, provide, or financially guarantee the acquisition costs of drainage, ponding, and utility easements in addition to public street rights -of -way as required by the alignment, depth, and storage capacity of all required public utilities and streets located beyond the boundaries of this plat as necessary to service or accommodate this development. 3. This development shall dedicate all public right -of -way and temporary slope easements for ultimate development of adjacent roadways as required by the appropriate jurisdictional agency. 4. This development shall dedicate adequate drainage and ponding easements to incorporate the required high water elevation plus three (3) feet as necessitated by storm water storage volume requirements. 1. All public and private streets, drainage systems and utilities necessary to provide service to this development shall be designed and certified by a registered professional engineer in accordance with City adopted codes, engineering standards, guidelines and policies prior to application for final plat approval. 2. A detailed grading, drainage, erosion, and sediment control plan must be prepared in accordance with current City standards prior to final plat approval. 3. This development shall ensure that all dead -end public streets shall have a cul -de -sac constructed in accordance with City engineering standards. 4. A separate detailed landscape plan shall be submitted overlaid on the proposed grading and utility plan. The financial guarantee for such plan shall be included in the Development Contract and shall not be released until one year after the date of City certified compliance. D. Public Improvements 1. If any improvements are to be installed under a City contract, the appropriate project must be approved by Council action prior to final plat approval. E. Permits 1. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to final plat approval. F. Parks and Trails Dedication 1. This development shall fulfill its park and trail dedication requirements as recommended by the Advisory Parks, Recreation and Natural Resource Commission and approved by Council action. G. Water Quality Dedication H. Other 1T515 STANOARO.CON 1. This development shall be responsible for providing a cash dedication, ponding, or a combination thereof in accordance with the criteria identified in the City's Water Quality Management Plan, as recommended by the Advisory Parks, Recreation and Natural Resource Commission and approved by Council action. 1. All subdivision, zoning and other ordinances affecting this development shall be adhered to, unless specifically granted a variance by Council action. Advisory Planning Commission City Council Approved: August 25, 1987 September 15, 1987 Revised: July 10, 1990 so Revised: February 2, 1993 FINANCIAL OBLIGATION Cliff Woods of Eagan Preliminary Plat There are pay -off balances of special assessments totaling $0 on the parcels proposed for platting. The pay -off balance will be allocated to the lots created by the plat. At this time, there are no pending assessments on the parcels proposed for platting. This estimated financial obligation is subject to change based upon the areas, dimensions and land uses contained in the final plat. Based upon the study of the financial obligations collected in the past and the uses proposed for the property, the following charges are proposed. The charges are computed using the City's existing fee schedule and for the connection and availability of the City's utility system. IMPROVEMENT TOTAL -0- USE RATE QUANTITY AMOUNT �tF1 n'�/ 1 a km— 4, ten Ldi ILA aaz,,zeap :t kJ ^9� d. �ee -r i• uuaJ t`,1 mu f s 4 w IJrla r 1 4 7 r7 r 1 J v L �7tr girl= `t e..4 Qcas 1 CG :pp rJ l ►7• Li titogr 1 ll LB' ern o_t___t_u r'� n. rir (1-IM+1'M+1 /may AL 4014 am! �aAi.LL.r.Ct�i r �/.Fad ELI L104-14(44 F aro i Oi r0104 Alik 4 1 0`` I� t, 4s urvomi away Ba. :Or 0 rip I 4 lurid v1lll P v 0 r L x 4 4 Q T t tt+ r+ t� ri 4 ,N Fit `I' l Fat .7 r'1 Fi f7H w c�j •��.i Ea �a f +f' Ci S.1 ti ti ti ti 4 �1�� e r ice' Da n L 'Eag >aiim 4� t� a t� c:4-. 17 e*,. t im O EN Am 07-1 RUIN �l0 r?-444211 se pvet. rtap irzt, r�, 0 4 i ia:o Development/Developer: Cliff Woods of Eagan Application: Rezoning and Preliminary Subdivision Case No.: 32- RZ- 07 -07 -00 and 32- PS- 10 -07 -00 City of Eagan Gm.aany Development Department n. c Location Map 1000 wadded Mop Dakota Laid ERSI w Dreperl and sa anent 2000. 0 ,000 THIS MAP 1S INTENDED FOR REFERENCE USE ONLY of Eagan and Dakota County do not guarantee the accuracy of this Information and are not responsible for soon or omissions. Eagan Boundary Street Contort Intl Parcel Area Building Footprint ZOO Fed !t a Current Zoning and Comprehensive Guide Plan Land Use Map Mendota Homes, Inc. (Cliff Woods of Eagan) Case No. 32- PS- 10 -07 -00 32- RZ- 07 -07 -00 Current Zoning: A Agriculture Zoning Map N• 1205 r..t Comprehensive Guide Plan Land Use Map Current Land Use Designation: D -I Single Family Residential Gee e eee 12119 root Location 4 ii jPI! I 11 P no 115 i1 �sitv.p Aim cis%itzke ice •.ia o I re Aci. •e �a ■e el CI ∎�i� 1111111 I,�� sue o���• r• i 11 It& a b y Dakota County Land Smeary Mprtwrwt 1013/00. -D Mfenutlen 'maintained by City staff. City of Eagan Community Development Department Parcel base THIS MAP 1S INTENDED FOR REFERENCE USE ONLY Tito City of Eagan and Dakota County do not guarantoo the accuracy of this Information. W +E 1 4 Y A r. 4 _J L 1 T 1 C.... M:J J:I.1'1I J .ADDIT »1 L O 61 4 lel ss� i!t a ;Ai rsrr rrrr PAW PPP; N1 r tJ t r Curr FOODS Or SAGAN r ltLUNINUtr Purism Urlurr PLAN S.C., NEDLUND m a nom. R. a MU iras NV) 41111-4.011 aa.� ..o w fi y ..,M .e. W* F M. dole Rams* PC I. n. )u) w.-m �ww G H••••1 rw M �/!f. 4 Y A r. 4 _J L 1 T 1 C.... M:J J:I.1'1I J .ADDIT »1 L O 61 4 lel ss� i!t a ;Ai rsrr rrrr PAW PPP; N1 r tJ t r 5111'111 *81 ;1 111 11 :08QCC4 gj g i Y1 ;x1412.1 0g •il oe 1 A R g mal1 s lia Psi W- pp dyes /1 !.a $8 g Y 1 N i s p 1 1 1 G9.!..�:•:EEE 'L!e': "•p!'!'! i A I A 1 i 81 °s 1 4 U CYY FX J CLIP/ FOODS OP SACAN 12017118 CwNnmoN,/rur GRA MNC PLAN na Mendota Nern.1 P 0 Ow PO I... w... we» Po.. (al) 4114 -ee95 1 Q p 11 �>��i ill ell N 1s f N 1 1 I T i 4 ti 'S.ALAXIE AVENUE r 1 r� rrrrrtrrrrr el rtr Y 1 1 1 1 1 1 1 1 1 1. 1 1 a 1 1 Y/ IVY 1 ttttttifffiffiffilttttttttti 111 /11 ewe 1 11.: /.1 r NEDLUND &YAM aomns 11N111w. MOOS Po OM »1221 e...c fall 401-01ee Is (aq S-w• SS 'SALAXIE AVENUE !�'c�� \:'.ice- 1�, 4 *1 11 II 1 1 IM 1 {-t H 1 N 111 1w M M 1Y1. 1w c woo. 1..... Ia„ 0 x N 1 I N -11 \J1 1 aa_ a A C 4 E k% 11 unuri baNI YI E1 0- II i rTh OLIFF `f ROAD 50' -ROCK CONSTRUCTION /I X Dena s ENTRANCE I 1 i 1:•%-:-.1 d .t" i -At 0 O Tree Lost Oye .0 Grading 6- TREE REPLACEMENT