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02/28/1994 - City Council RegularAGENDA REGULAR MEETING EAGAN CITY COUNCIL EAGAN, MINNESOTA MUNICIPAL CENTER BUILDING MONDAY. FEBRUARY 28. 1994 6:30 P.H. I. 6:30 - ROLL CALL & PLEDGE OF ALLEGIANCE (BLUE) II. 6:30 - ADOPT AGENDA & APPROVAL OF MINUTES (BLUE) III. 6:35 - VISITORS TO BE HEARD (10 MINUTE TOTAL TIME LIMIT) IV. 6:45 - DEPARTMENT HEAD BUSINESS (BLUE) A. FIRE DEPARTMENT 1. Fire Prevention Poster Contest Awards P .42. Recognition of John & Karen Flood/Twenty-five Years of Fire Department Service G/ 3. Recognition of New Firefighters q) V. 6:55 - CONSENT AGENDA (PINK) 0. It A. PERSONNEL ITEMS I .13 B. LICENSES, Plumbers /(C. RATIFY Contract Amendment, Thorbeck and Associates, Police Department/Municipal Center 'I Architectural Services , o D. RATIFY Contract Amendment, E&V Incorporated, Police Department/Municipal Center Q Construction Management Services f),() E. AUTHORIZE Advance of Cable Franchise Fees, Joint Cable Commission Budget ().2..N F. G. 1994 Fee Schedule, Water and Sanitary Sewer Rates PROJECT 650, Receive Final Assessment Roll/Order Public Hearing (Hawthorne Woods 3rd rjHAddition - Utilities) . RATIFY Ordinance Amendment, Mayor & City Council Salaries Effective January 1, 1995 g).:2 I. CONTRACT 94-02, Approve Plans and Specifications/Authorize Advertisement for Bids, Wescott Commons & Lexington/Diffley Parks 4.2� J. FINAL PLAT, Four Oaks Estates �? t K. APPROVE Supplemental Agreement #16 to County Contract 30-06 (City Project 607, Diffley • Road - Pond Excavation) 3�L. PROCLAMATION, AFS Host Family Recognition Week, March 6-12, 1994 Y / VI. 7:00 - PUBLIC HEARINGS (SALMON) 5 It A. PROJECT 659, Dodd Road (Stage II Street Construction & Trail Improvements) VII. OLD BUSINESS (ORCHID) Si ( A. APPOINTMENT, Economic Development Commission Vacancy P0 B. RECEIVE Bids/Authorize Sale, Lexington Meadows Subdivision, City of Eagan P' NEW BUSINESS (TAN) LICENSE, Off -Sale Liquor, Asmita & Kantibhai Patel/Blackhawk Liquors, 4130 Blackhawk Road VARIANCE, Michael Devos, of 8' to the required 30' front yard setback for Lot 6, Block 3, Wilderness Run 6th Addition, located at 4257 N. Nybro Lane, NW 1/4 of Sec 27 PLANNED DEVELOPMENT AMENDMENT, New Ulm Enterprises, to allow a pylon sign on Lot 2, Block 2, Rahncliff 3rd Addition in the Rahncliff 2nd Addition Planned Development, located along the west side of I -35E south of Cliff Road in the NW 1/4 of Sec 32 IX. ADDITIONAL ITEMS (GOLD) X. LEGISLATIVE/INTERGOVERNMENTAL AFFAIRS UPDATE (GREY) 1017/615 A. Economic Development Commission recommendation regarding memberships XI. ADMINISTRATIVE AGENDA (GREEN) XII. VISITORS TO BE HEARD (for those persons not on agenda) XIII. ADJOURNMENT 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. MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 25, 1994 SUBJECT: AGENDA INFORMATION FOR THE FEBRUARY 28,1994 CITY COUNCIL MEETING IPPR tun After approval is given to the February 28, 1994 City Council agenda, the regular meeting minutes for the February 15, 1994 City Council meeting, and Special City Council minutes for the February 22 Special City Council meeting, the following items are in order for consideration. A. Fire Department Item 1. Fire Prevention Poster Contest Awards --Three City of Eagan elementary school students have been awarded honorable mention in the statewide Minnesota State Fire Chiefs Association poster contest. This is the first time that City of Eagan students have been so honored. Plaques have been made to honor the three students and the Fire Department would like to pr sent the pla es at the February 28, 1994 City Council meeting. Enclosed on pagesthrough._ is a copy of a memo and attachment from Fire Chief Nelson regarding this item. The three students to be recognized are Paul Frydenlund, Ashley Goetz and Jacqui Vainik. ACTION TO BE CONSIDERED ON THIS ITEM: To present honorary plaques to Paul Frydenlund, Ashley Goetz and Jacqui Vainik for receiving honorable mention awards in the recent Minnesota State Fire Chiefs Association poster contest. 1 MEMO city of eagan DATE: February 14, 1994 TO: Tom Hedges, City Administrator FROM: Dale Nelson, Fire Chief SUBJECT: FIRE PREVENTION POSTER CONTEST AWARDS Tom, as you are aware, Fire Prevention Week is promoted the first full week of October each year in Minnesota and across the country. Fire Prevention Officer Dave Childers conducted a poster contest throughout the Eagan elementary schools. Students submitted posters depicting the year's theme, "Get out! Stay outl--Your fire safe response." First and second place winners were chosen from each school and were each awarded a fire truck (a toy one, obviously) at a ceremony conducted at Station 3. Our Fire Prevention Officer forwarded the winning posters to the Minnesota State Fire Chiefs' Association to be entered in the statewide contest. Recently, we were notified (see attached letter) that three Eagan young people won Honorable Mention in the statewide contest: Paul Frydenlund for grades K-1, Ashley Goetz for grades 2-3 and Jacqui Vainik for grades 4-5. Over the past year, Eagan firefighters have made me extremely proud, but this time it's our City's youth that are making Eagan shine. I think that is special and should be made known publicly. Dave has had plaques made to honor these three individuals, and I hope you will give consideration to having the plaques awarded at the next City Council meeting to recognize these kids for their hard work in getting out the message that is so important to helping save lives. If you need more information on this, please contact me. Thank you. DN/tp MPosters.DN Presiders BRIAN HOLZER. Chief Bumsv»J. Fin Nihau'men! 100 Civic Center Dnv. Burnsville. MN 55337 Ines Pnaident DAN FORMATO. Chief E. Grand Forks Fire D.oartm.nt P. a Box 327 E. &and Forks. MN 56721 Executive Secretary JAMES K. HEIM 107 Norton St. Duluth. MN 55803 January 11, 1994 Dale Nelson, Fire Chief Eagan Fire Department 4431 Mallard Court Eagan, MN 55123 Dear Chief Nelson, Chairman, Beare or Oir.Ge,a DENTS ERICKSON. Chia Cottage Grow Fre Nowt/new 6641 , 80th St. So. Conng. Grow. MN 55016 Director or Prohss,onar R.Nra WILUAM F. THOMPSON 10600 Arrowhead St. Coon Rapids, MN 55433 Editor. Minnesota Fre Chet ANTONA RICHARDSON 317 S. Owasso BMT. SL Pau. MN 55113 Congratulations. You have winners in the Poster Contest. Paul Frydenlund has won an Honorable Mention in K-1($10.00), Ashley Goetz an Honorable Mention in 2-3($10.00)and Jacqui Vainik Honorable Mention in 4-5($10.00) please cash this check and present the cash to the winners. Please forward a copy of any publicity you receive malting the presentation to our magazine. editor Antona Richardson at 317 South Owasso Blvd, St. Paul, Mn 55113. erely, ame K. Heim We.9itive Secretary -Treasurer JKH/pmp EncL DON'T GIVE FIRE A PLACE TO START Agenda Information Memo February 28, 1994 City Council Meeting Item 2. Recognition of John & Karen Flood, Twenty -Five Years of Fire Department Service- -John Flood and Karen Flood have each contributed 25 years of service to the Eagan Volunteer Fire Department, John as a volunteer firefighter and Karen as a member of the auxiliary. The Fire Departmenywould like to recognize this service at the City Council meeting. Enclosed on pages 5 through IL are copies of two memos from Fire Chief Nelson detailing their service. ACTION TO BE CONSIDERED ON THIS ITEM: To recognize John and Karen Flood for 25 years of Fire Department service. MEMO city of eagan DATE: TO: FROM: SUBJECT: February 18, 1994 Tom Hedges, City Administrator Dale Nelson, Fire Chief RECOGNITION OF JOHN & KAREN FLOOD FOR 25 YEARS OF SERVICE TO EAGAN FIRE DEPARTMENT The members of the Eagan Fire Department would like to recognize John and Karen Flood at the February 28 City Council meeting. John has recently been awarded a plaque for 25 years of dedicated service to the Eagan and its citizens. John's 25 -year commitment so far is the second longest continuous service record on the Department. He has been instrumental in the growth and direction of the Department's development. His influence is reflected in his diverse duties and assignments. Highlights of his career to date include: Administration Officer Lieutenant Bylaws Committee Chiefs Committee Election Process Comm. Grievance Committee Asst. MIS Officer Pay Committee S.O.P. Committee Public Relations Officer March 1, 1971 - present April 1, 1987 - October 1, 1987 January 1, 1991 - present January 1, 1994 - present October 1, 1992 - present January 1, 1977 - March 1, 1977 October 1, 1993 - present January 1, 1990 - January 1, 1992 October 1, 1992 - present January 1, 1971 - December 31, 1974 Karen Flood has played an active role in the Eagan Fire Department Auxiliary for 25 years, contributing her time and skills to serve the Fire Department and the community. On behalf of the members of the Eagan Fire Department, City officials, staff and citizens of Eagan, we would Tike to thank John and Karen Flood for their unselfish, dedicated service. MFloods.DN MEMO city of eagan DATE: February 22, 1994 TO: Tom Hedges, City Administrator FROM: Dale Nelson, Fire Chief SUBJECT: CITY COUNCIL MEETING Since we will be honoring Karen Flood at the February 28 City Council meeting for her 25 years of service in the Fire Department Auxiliary, I thought you might like the attached background information on what the Auxiliary does. DN/tp (4, EAGAN FIRE DEPARTMENT AUXILIARY • HISTORY The Eagan Volunteer Fire Department Auxiliary is a nonprofit organization which was established in September, 1967. Our main purpose was to lend support to the firefighters at the fire scene by providing food and drinks when necessary. We soon began fund raising by holding annual spring raffles. The money raised from these raffles was used to purchase kitchen equipment for the fire stations. As time went on, we began donating funds to a few community organizations such as Orvilla Home, a community home for retarded adults. In the more recent past, while maintaining support of the firefighters, we have expanded our fund raising to include two very successful ventures. We published and currently sell an Auxiliary Cookbook. Secondly, we coordinate and teach babysitting skills to young teenagers in the community on a quarterly basis. With these funds, we have been able to equip three kitchens in our new fire stations, as well as donate to our community. During the past year we have made donations to the Community Action Council, firefighters' families in crisis, Police Fund to Help Needy Families, Armful of Love and the Dakota County Library. In addition, our funds were used to publish 911/Poison Control emergency telephone stickers which are distributed yearly to every Eagan family. A recent donation of $600 was made to help the Eagan Fire Prevention Program purchase a Fire Safety House to teach children fire safety. The Auxiliary holds an annual Christmas party for children of firefighters and police officers and children from the Lewis House (a home for battered women and their children). We have provided community services which include: Assisting The American Cancer Society in raising funds, assisting in a local Health Fair, and organizing CPR and first aid classes for firefighters' spouses. We attend an annual State Fire Department Auxiliary Conference where auxiliaries from all over the state combine efforts and share ideas. The Eagan Fire Department Auxiliary hosted this event in 1992. Our future plans include maintaining support of Eagan firefighters and continuing to expand our outreach into the community. • MISSION STATEMENT 'The members of the Eagan Volunteer Fire Department Auxiliary work to support our firefighters and Fire Department; we strive to educate and improve awareness in our Auxiliary and community on child care, CPR, first aid and the 911/Poison Control system. We are committed to working for the betterment of our Fire Department and community." (Eagan Fire Department Auxiliary Constitution, adopted July 1990) 1 • GEOGRAPHIC AREA AND CLIENT GROUPS SERVED The Eagan Fire Department Auxiliary serves the City of Eagan and the immediate surrounding communities. • FUNDING SOURCES Sources of funds include dues, fund raisers such as food concession stand, ice cream socials, babysitting clinics, and donations from the community. • RELATIONSHIP TO THE UNITED WAY The Eagan Fire Department Auxiliary is not associated with the United Way. • VOLUNTEER vs. PAID STAFF The Auxiliary is 100% volunteer. • OFFICERS Renee McIntyre, President Karen Flood, Vice President Cathy Sportelli, Treasurer Sharon Seelig, Secretary Auri1.Des 11/1/93 4512 S. Hay Lake Rd, Eagan 55123 1518 Lone Oak Rd., Eagan 55121 3785 Dresden Way, Eagan 55123 1774 E. Bluestone Dr., Eagan 55122 681-1976 454-2631 452-5253 452-4669 Agenda Information Memo February 28, 1994 City Council Meeting Item 3. Recognition of New Firefighters --A number of firefighters have completed their probationary period with the Eagan Volunteer Fire Department. It will be appropriate at this City Council meeting for the Mayor and the Fire Chief to present these new firefighters with their badges. Enclosed on page to is a copy of a memo from Fire Chief Nelson regarding this item. ACTION TO BE CONSIDERED ON THIS ITEM: To present badges to and accept the new volunteer firefighters: Tim Bush, Jeff Deming, Tony Mahowald, Eric Marx, Al Taylor and Bruce Tillery. oc( MEMO _city of eagan DATE: February 18, 1994 TO: Tom Hedges, City Administrator FROM: Dale Nelson, Fire Chief SUBJECT: ACCEPTANCE OF APPRENTICE FIREFIGHTERS Tom, as you are aware, when firefighters join the Eagan Fire Department, part of the training is an 18 -month probationary period. Throughout this 18 -month period, they are instructed in Firefighter I requirements, EMS, and hazardous material handling. The Executive Board has reviewed the training and performance of the apprentice firefighters listed below. During their 18 -month probationary period, they have satisfactorily completed their course of study and have performed well in emergency situations. It gives me a great deal of pleasure to recommend the following firefighters be accepted at the February 28, 1994 City Council meeting as regular active members of the Eagan Fire Department: Tim Bush Jeff Deming Tony Mahowald Eric Marx Al Taylor Bruce Tillery DN/tp MHedg.s App tc) Agenda Information Memo February 28, 1994 City Council Meeting There are twelve (12) items on the agenda referred to as consent items requiring 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 Additional Items unless the discussion required is brief. PERSONNEL ITEMS A. Personnel Items Item 1. Investigator -- Testing and interviews have been completed for the vacant investigator position in the Police Department. It is the recommendation of Chief of Police Geagan that Officer Jonathan Moldstad be appointed to the position effective February 14, 1994. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the appointment of Officer Jonathan Moldstad as an investigator in the Eagan Police Department effective February 14, 1994. Item 2. Election Judge Compensation Rate -- The 1994 compensation rates for temporary and seasonal employees were approved at the December 21, 1993 City Council meeting, with the exception of the rates for election judges. The Director of Finance had requested that the election judge rates not be considered until his department had had a chance to survey rates in other communities, because there had been difficulty in recruiting and retaining judges. The survey is now complete and it is the recommendation of Director of Finance VanOverbeke and Administrative Assistant Witt that the 1994 rates for election judges be set at $5.50 per hour and t e 1994 rates for election judge supervisors be set at $6.50 per hour. Enclosed on page is a memo from Director of Finance VanOverbeke concerning this item. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the 1994 compensation rates for election judges at $5.50 per hour and for election judge supervisors at $6.50 per hour. Il MEMO _ city of eagan MEMO TO: ASSISTANT TO THE CITY ADMINISTRATOR DUFFY FROM: FINANCE DIRECTOR/CITY CLERK VAN OVERBEKE DATE: FEBRUARY 23, 1994 SUBJECT: ELECTION JUDGE SALARY SURVEY It is the recommendation of Administrative Assistant Liz Witt and I that election judge salaries be increased to $6.50 per hour and $5.50 per hour for supervisors and other judges respectively. Eagan's rates are currently $5.50 and $5.00 for the two classifications. Liz's survey of 10 other communities has indicated that we have fallen behind what others are paying. Our rate probably adds to the difficulty in recruiting and retaining judges. The average for supervisors in the other 10 communities is $6.40 per hour and is $5.69 per hour for other judges. The supervisors range from a high of $7.00 per hour to a low of $5.75 per hour. The range for the other judges goes form $6.15 per hour to $5.00 per hour. There is an adequate appropriation in the 1994 budget to pay the proposed rates for the two scheduled elections. Although the percentage increases are fairly large we feel it is appropriate and necessary to bring the rates into line. We have also determined that an additional $1.00 per hour provides a more appropriate differential between the supervisors and other judges. The current differential is $.50 per hour. Please let me know if you have any questions. Fin cc: Administrative Assistant Witt EJV/jeh ( a Agenda Information Memo February 28, 1994 City Council Meeting PLUMBERS' LICENSES B. Licenses, Plumbers --The City Code requires that all plumbing contractors oper ng within the City of Eagan be licensed on at least an annual basis. Enclosed on page are those contractors whose applications are in order for consideration at this time. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the plumbers' licenses as presented. PLUMBER LICENSES FOR APPROVAL - YEAR 1994 1. A -J PLUMBING 2. BUTLER PLUMBING, INC. 3. ERICKSON PLUMBING, HEATING & COOLING, INC. 4. JANECKY PLUMBING 5. KINGSWAY PLUMBING 6. MCQUILLAN BROTHERS PLUMBING & HEATING CO. 7. SWANSON PLUMBING & HEATING, INC. For February 28, 1994 City Council Meeting Agenda Information Memo February 28, 1994 City Council Meeting CONTRACT AMENDMENT/MUNICIPAL CENTER ARCHITECTURAL SERVICES C. Ratify Contract Amendment, Thorbeck and Alsociates, Polig Department/Municipal Center Architectural Services --Enclosed on pages A through is correspondence from Thorbeck and Associates covering their requested amendment of the contract for services for the above -referenced project. An itemized detail of the changes is included in the attachment. Staff has reviewed the proposed modification with Mr. Thorbeck and has negotiated a reduction in the proposed fee to the amount shown. The proposed amendment covers a not -to -exceed amount. This is consistent with the terms of the initial Request for Proposals requiring that a fee be established rather than a percentage of the contract. The construction manager has included an allowance for fees and consultant services in the cost projections included in the budget authorization. As a consequence, this amendment does not require any change to the budget amount previously approved by the Council. ACTION TO BE CONSIDERED ON THIS ITEM: To ratify a contract amendment with Thorbeck and Associates for the Police Department/Municipal Center architectural services for a not -to -exceed amount of $411,750 as presented. 'I'Ilorbeck Architects Ltd. February 9, 1994 Mr. Thomas Hedges City Administrator City of Eagan 3830 Pilot Knob Road Eagan, MN 55122-1897 Re: Architectural/Engineering Fees Dear Tom: 1I►.l 1 0 As you requested at our fee discussion meeting on February 2, 1994, I am writing to outline and explain our request for an addendum to our contract with the City of Eagan to cover architect/engineer fee increases due to the increase in the scope of the project. Background We are working on a time and expense basis against a not -to -exceed amount under our current contract with the city as follows: Finalize Architectural Program for Police and City Hall $ 12,320 Professional Architect/Engineer Fees $ 199,120 Other costs and reimbursables $5.600 $217,040 Our original proposal was based on the RFP Budget and assumed a construction cost of $2,500,000 for a new police station with relatively minor remodeling of the existing city hall. A competitive fee for professional services for a new police station (with or without a Construction Manager) is 8.0 - 8.5% of the construction cost. As we discussed, a police station is far more complex than an office building. We based our fee, however, on the time to accomplish the work which is slightly under 8% plus costs for finalizing the architectural program and expenses. If we had based our fee on a combination of new construction as well as remodeling, the fee would have been higher. Increase in Scope of Project The Eagan City Council approved the Schematic Design and scope of the project for the Police and expansion/remodeling of the existing City Hall on December 21, 1993 as follows: • Phase I. Police facility construction cost of $2,875,323, including the option to design the upper floor for future expansion. • Phase II. City Hall remodeling/expansion construction cost of $1,791,491, including the options for a new council room, lunch room, and expansion to the north. The additional architect/engineer fee is directly related to the size, complexity, and estimated construction cost. As stated before, a competitive fee for a new police facility is 8 - 8.5% of the construction cost. If we were remodeling a police station the fee could be 9.5-10% the because of the increased complexity working with an existing building. 14(10 Willow Street / Minneapolis. Minnesota 554113 / 612-01-7979 / Fax: 612-R71-)tt» For a new City Hall project a competitive fee would be 7.0-7.5% of the construction cost, and remodeling 8.5-9.5% depending on complexity. In this case we are working with a building which was built at two different times with two different mechanical systems. The scope of work includes remodeling and additions on two sides, new office construction, and a new council chamber (which has greater complexity that office space). We also need to upgrade the exiting HVAC system and add new systems to take care of the larger building. Another issue affecting the work is the fact that to meet the schedule separate construction documents are being prepared for each of the construction phases. We also have to design the project so that the police can stay in operation while the new facility is being constructed, and in Phase II, the remodeling must also be done in stages in order to minimize the impact on daily city hall functions. We will be working closely with the Construction Manger and Staff on this issue as well as all others for both Police and City Hall. For Police and City Hall we are working with special consultants hired by the City for communication and telephone systems, and will incorporate their requirements into the project. We are also working with Staff to design the site work which they will be implementing as a separate project. Additional Fee Request The additional architect/Engineer fee to the current not -to -exceed amount that we request for the increase in scope of the work is as follows: 1. Increase in size of Police (Schematics through Construction in Phase I) Professional Personnel $18,750 Support Personnel $1,000 Consultants $9.900 Professional Fee: $29,650 (Note: this fee is 7.90% of the increase in the Construction cost) 2. Phase II remodeling of the existing City Hall with new additions for council room, lunch room, and expansion to the north (Schematics through Construction) Professional Personnel $104,630 Support Personnel $3,400 Consultants $51360 Professional Fee: $159,760 (Note: this fee is 8.91% of the Construction cost) 3. Estimate for other reimbursables and expenses for the work $5,300 Current Not -To -Exceed amount in existing contract: $217,040 Plus - 1. Increase in size of Police $29,650 2. Increase for Phase II remodeling/ expansion of City Hall $159,760 3. Increase for other reimbursables and expenses S5.300 New Not -To -Exceed amount: $4 1 1,750 I believe this request is in line with the reduced amount we discussed at our meeting. Options At the meeting on February 2 you asked if there were any options to lower the fee. After discussion with the engineers we have come up with the following: 1. Provide no new controls for the existing HVAC in City Hall system to improve comfort 2. Make no changes to the existing hot water distribution system and terminal devices. Existing heating system zoning and controls to remain 3. Minimize meetings with steering committee and individual departments in developing floor plan layouts in office areas Deduct $1,300 Deduct $1,300 Deduct $3,000 We recommend against these options. It does not make sense to save a small amount on the fees and construction while jeopardizing function and operational efficiency and comfort for the staff for years into the future. Summary If the new Not -To -Exceed amount of $411,750 is acceptable to the City, an addendum to the contract should be prepared and signed by both parties. We are enjoying and challenged by our professional relationship with you, the Staff, the Construction Manager, and the City Council. We are proud to be working for the City of Eagan and are confident that the building project that is emerging out of the process will be a credit to all involved and a symbol of civic pride for years to come. If you have any questions, please let me know. Sincerely, Dunne Thorbeck F President 1, 'c. Agenda Information Memo February 28, 1994 City Council Meeting CONSTRUCTION MANAGEMENT CONTRACT AMENDMENT D. Ratify Contract Amendment, E&V Incorporated, Police Department/Municipal Center Construction Management Services—E&V, Inc. has contacted staff requesting a contract amendment for construction management services for reasons similar to that noted in the Thorbeck Architects' letter. At present, staff is yet to receive correspondence covering the proposed modifications. Staff had anticipated having the formal request in hand at this time. That not being the case, it would be appropriate for the Council to continue this item indefinitely until such time as the information is received. ACTION TO BE CONSIDERED ON THIS ITEM: To continue consideration of a contract amendment for E&V, Inc. for the Police Department/Municipal Center construction management services. CABLE COMMISSION BUDGET FRANCHISE FEE ADVANCE E. Authorize Advance of Cable Franchise Fees, Joint Cable Commission Budget --The Burnsville/Eagan Cable Communications Commission is funded by contributions from retained franchise fees from each of the Member Cities. It has been past practice of the Commission to request their franchise fee payments after completion of the Commission's financial audit. Each year in the interim, the Commission has operated from its previous year's fund balance. In 1993, the Commission's expenditures were closer to the actual budget amount and, as a consequence, the Commission will be expending its balance prior to completion of the audit. Enclosed on pager2P is a memorandum from the Cable Coordinator outlining the extent of the requested advance. As noted in the memo, the Commission is requesting a partial advance such that the audit can define final balances at which time the Commission would request the difference in the typical timeframe for franchise fee payments. ACTION TO BE CONSIDERED ON THIS ITEM: To authorize a partial advance of cable franchise fees to the Joint Cable Commission budget as presented. 4 EAGAN WiA J AC A cn COMMUNICATIONS z COMMISSION 3830 PILOT KNOB ROAD, EAGAN, MN 55122-1897 m (612) 681-4608 • FAX 681-4612 • TDD 454-8535 NEMO TO: CITY ADMINISTRATOR HEDGES /1/1/4, FROM: CABLE COORDINATOR REARDON DATE: FEBRUARY 17, 1994 SUBJECT: REQUEST FOR ADVANCE ON 1993 FRANCHISE FEES As has been past practice, the Commission carries over from the previous year those funds still in its budget and banking accounts, and uses those dollars to supplement the current year's expenditures until the Member Cities subsidize their portion of the Commission's budget for the new year. The Member Cities traditionally contribute their share of funds upon audit completion of the Commission's financials for the past year. This usually happens in late March or April. This year, however, the Commission has limited dollars remaining in its carry-over budget, approximately $10,000 as of March 1. This amount will not be enough to meet March expenses. Therefore, I am requesting an advance on the franchise fees contribution from a Member City to assist with the support of the Commission's activities in the interim. The Commission's 1994 total budget amount is $149,215. I am anticipating an approximate $10,000 final carry-over from 1993. Therefore, assuming that the total City of Eagan contribution will be approximately $70,000 (half of $140,000), I am requesting an advance of $60,000. I am requesting that the City of Eagan's $60,000 advance be forwarded to my office as soon as possible, preferably by March 1. The regaining difference will be requested upon audit completion. As always, the cable operator's franchise fee check will be issued to you upon staff's receipt, by March 2, and a final account of all funds will be made available as has been past practice. I thank you for your immediate attention to this matter. Should you have any questions, please do not hesitate to contact me. cc: Gene VanOverbeke, Finance Director/City Clerk Jon Hohenstein, Assistant to the City Administrator Nancy Thompson, Secretary/Treasurer, BECCC MR/vmd EaD Agenda Information Memo February 28, 1994 City Council Meeting 1994 FEE SCHEDULE/WATER & SANITARY SEWER RATES F. 1994 Fee Schedule, Water and Sanitary Sewer Rates --When the City Council approved the 1994 fee schedule on December 7, 1993, the rate studies had not been completed for sanitary sewer and water. The original plan was to incorporate these rate studies into the more comprehensive study proposals being considered in the overall utility operatives. Time has not permitted that process. Consequently, Financial Consultant Wobschall, at the direction of the Finance Director, has completed the rate study. Enclosed on page2—is a copy of page 19 of the 1994 fee schedule which shows the 1994 proposed rates written in by way of comparison to the 1993 rates. The philosophy incorporated into the rate setting process is the same as in previous years and that is that rates should cover current operating costs and provide a certain level of contribution to reserves which are set up to cover future costs. Balances for renewal and replacement of the systems are funded, the appropriate level of debt service is being collected and the financial integrity of the utility fund is being maintained. The proposed water rate is increased by 7.4% at the level of the minimum bill which is 10,000 gallons per quarter. At 25,000 gallons per quarter, the increase is 7.8%. The proposed sanitary sewer rate increases by 8.7% at the minimum bill level and by 10.0% at a billing level of 25,000 gallons of water consumption. The sanitary sewer rate is determined primarily by the MWCC as approximately 80% of the billings are paid to them for treatment. There was no formal survey undertaken of other communities, although all indications are that the rates are consistent when the unique funding process is considered. Consistent with existing City policy, the new rates will be effective beginning with the March billings. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the 1994 water and sanitary sewer user rates. UTILITY RATES AND FEES FEE TYPE Sanitary Sewer Single Family, Townhouse and Similar Residential f l to • Apartment, Institutional Commercial & Industrial #` .to‘ Sewer only (no water connec- tion/meter to measure flow) Water Works All users Storm Water Drainage Water Account Deposit Sewer Account Deposit Street Veiahborhoo4 Single Family/Twin Homes (R-1, R-2) Townhouses (R-3) Multiple Residential & C/I non -continuous C/I continuous Individual Lights 100 WHPS 150 WHPS 250 WHPS Community and Signal Lights Rl/R2 R3 R4 Non -Residential 1993 FEE 4 Mos cto D$44 kctQ4 MN 4464.00/Qtr. for 10,000 Gal. 31. et/1000 Gal. for All Usage Over 10,000 Gal. Based on Winter Quaer Meter Reading I1.OS MN $i&r'& /Qtr. for 10,000 Gal. 1.4 /1000 Gal. for all Usage o er 10,000 Gal 3405 Flat Rate - Set-AO/Qtr. 4 1'1.40 MN $+6-r90/Qtr for 10,000 Gal. & $/1000 Gal. for All Usage Over 10,000 Gal 1994 FEE $5.00/REF/Qtr. (R3 Zoning 20% Credit) $15.00/Residential Account $15.00/Residential Account Lights/signal Lights $3.20 Per Qtr Per Lot $2.56 Per Qtr Per Unit $10.00/Qtr./Billing Acct. $4.30/Qtr./Ac. .148/L.F./Qtr. 22.25/Ac./Qtr. $19.45/Light/Qtr. 31.45/Light/Qtr. 43.00/Light/Qtr. $1.80/Unit/Qtr. $1.40/Unit/Qtr. $1.25/Unit/Qtr. $5.30/Unit/Qtr. Use Ra dy nding Agenda Information Memo February 28, 1994, City Council Meeting RECEIVE FINAL ASSMT ROLL/ORDER PUBLIC HEARING (HAWTHORNE WOODS 3RD ADDN) G. Project 650, Receive Final Assessment Roll/Order Public Hearing (Hawthorne Woods 3rd Addition - Utilities) --The installation of utilities to service the Hawthorne Woods 3rd Addition has been completed, all costs tabulated and the final assessment roll prepared. This roll is being presented to the City Council for their consideration of scheduling a public hearing to formally present the final costs associated with this project to the affected property owners. ACTION TO BE CONSIDERED ON THIS ITEM: To receive the final assessment roll for Project 650 (Hawthorne Woods 3rd Addition - Utilities) and schedule a public hearing to be held on April 5, 1994. a3 Agenda Information Memo February 28, 1994 City Council Meeting ORDINANCE AMENDMENT/MAYOR & CITY COUNCIL SALARIES H. Ratify Ordinance Amendment, Mayor & City Council Salaries Effective January 1, 1995 --In official action at the February 15, 1994 Eagan City Council meeting, the Council approved an ordinance amending City Code, Chapter 2, Administration and General Government, Section 2.11, raising the salary of the Mayor to $750 per month and the salaries of the City Council to $540 per month effective January 1, 1995 and directed that the ordinance amendment be r ified on the Consent Agenda for the February 28, 1994 meeting. Attached on page AS a copy of the proposed ordinance amendment. ACTION TO BE CONSIDERED ON THIS ITEM: To ratify an ordinance amending City Code, Chapter 2, Administration and General Government, Section 2.11, raising the salary of the Mayor to $750 per month and the salaries of the City Council to $540 per month effective January 1, 1995. SEM' BY: 2-23-84 ; 16:29 ;SEVERSON WILCOX SEEL 612 681 4612;# 2/ 2 ORDINANCE NO. 2310 SERIES AN ORDINANCE OF THE CITY OF EAGAN, MINNESOTA, AMENDING EAGAN CITY CODE CHAPTER TWO ENTITLED "ADMINISTRATION AND GENERAL GOVERNMENT" BY AMENDING SECTION 2.11 REGARDING SALARIES OF MAYOR AND COTJNCILK IBERS; AND BY ADOPTING BY REFERENCE EAGAN CITY CODE CHAPTER 1 AND SECTION 2.99. The City Council of the City of Eagan does ordain: Section 1. Eagan City Code Chapter 2 is hereby amended by changing 2.11, to read as follows: SEC. 2.11. Salaries of Mayor and Counoilmsmbers. Salaries of the Mayor and Council are hereby fixed as follows, which amounts are deemed reasonable: Bubd. 1. The monthly salary of the Mayor shall be weerOO S75Q.00. eubd. 2. The monthly salary of each Councilmember shall be O -540.00. Dubdi, 3. The salaries provided for herein shall become effective January 1, 1990 1995. Section 2. Eagan City Code Chapter l entitled "General Provisions and Definitions Applicable to the Entire City Code Including 'Penalty for Violation" and Section 2.99, entitled "Violation a Misdemeanor" are hereby adopted in their entirety by reference as though repeated verbatim. Section 3. Effective Date. This ordinance shall take effect upon its adoption and publication according to law. ATTEST: CITY OF EAGAN City Council By: E. J. VanOverbeke By: Thomas A. Egan Its: Clerk Its: Mayor Date Ordinance Adopted: Date Ordinance Published in the Legal Newspaper: R-95% (("4-6 432 3780 02-23-94 04:28PM P002 #21 Agenda Information Memo February 28, 1994 City Council Meeting CONTRACT 94-02/APPROVE PLANS & SPECS I. Contract 94-02, Approve Plans and Specifications/Authorize Advertisement for Bids, Wescott Commons & Lexington/Diffley Parks --In the fall of 1993, it was determined that the Wescott Commons Park Project would be combined with the Lexington Diy athletic site for purposes of bids for construction. Attached on pages througho2S is a copy of a memo from Director of Parks & Recreation Vraa regarding this item. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the plans and specifications for Contract 94-02 (Park Construction of Lexington Diffley athletic site and Wescott Commons Park) and to advertise for bids for this contract. MEMO city of eagan DATE: FEBRUARY 24, 1994 TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION SUBJECT: CONTRACT 94-02 — PARK CONSTRUCTION LEXINGTON DIFFLEY ATHLETIC SITE WESCOTT COMMONS PARK ISSUE To approve the plans and specifications for Contract 94-02 - Construction of Wescott Commons Park and Lexington Diffley Athletic Fields; and to advertise for bids. BACKGROUND In the Fall of 1993, detailed plans and specifications were prepared for Wescott Commons Park. The project was advertised and bid for construction. Upon receipt of bids, it was decided that the project was over budget for a number of reasons and it was determined that bids should be rejected in favor of bidding the project in conjunction with Lexington Diffley Athletic Site. Plans and specifications have now been prepared for the Lexington Diffley Athletic Site and are ready to be advertised for bids. At the time of preparation of this memorandum, three issues are outstanding relative to final completion of these plans and specifications for this park project. Staff believes that this work will be completed by the time the City Council meets or shortly thereafter. BUDGETING Funding for the construction of the Wescott Commons Park will come from a HUD/HRA Grant in the amount of $100,000. Funding for the Lexington Diffley Athletic Site comes in part from a Lions Club donation of $100,000 previously made to the City and the remainder coming from Parks Site Acquisition Development Fund. Staff is currently estimated first phase development of the Lexington Diffley Athletic Site at approximately $600,000. Page -2- FOR COUNCIL ACTION Approve the plans and specifications for Contract 94-02 - Park Construction of Lexington Diffley Athletic Site and Wescott Commons Park and to advertise for bids for this contract. KV/Ik 14/LEXWES.BDS Agenda Information Memo February 28, 1994 City Council Meeting FINAL PLAT/FOUR OAKS ESTATE J. Final Plat, Four Oaks Estate --Final plat documents are in the process of being finalized by the applicant and City staff. If they are completed and executed in time for Tuesday's meeting, this item will be in order for consideration by the City Council. If not, staff will recommend that it be continued at the time of agenda approval. For Asopy of the final plat as it appears for recording at Dakota County, please refer to page. ACTION TO BE CONSIDERED ON THIS ITEM: To approve a final plat for Four Oaks Estate as presented. a.° • AM. .,111. 4111111M 9 w w • 1 0111111I A 1P11 1 IP%PIV 1 1%.011.1.1S1 SI • 1 111./ .1AIP ' % PIA I I 1 61v1A1%Jw nn /%1 r v C•1 1 s.I V11 r• 1 I.r v 1 11 IN v V V 1 a OP NOME. . r wry --. J0i1 •. . .... \ 14604..2 4; • "1". a kaon >1 r • 0 1- 0 W 0 X W 17'1.7": 1 / N / / ill r / / 11 .. ..,g ►";4 - �▪ ``-1 I • .1 ..T.°. Agenda Information Memo February 28, 1994, City Council Meeting APPROVE SUPPLEMENTAL AGMT #16 (DIFFLEY RD - POND EXCAVATION) K. Approve Supplemental Agreement #16 To County Contract 30-06 (City Project 607, Diffley Road - Pond Excavation) --As a part of the above -referenced project, through the Joint Participation Agreement, the City contracted for the excavation and development of the 2 -cell pond (JP -26.2) located in the northwest corner of Diffley Road and TH 3. Because the size of this water quality/storm water detention pond required the acquisition of the majority of the 12 -acre Sewell Gordon parcel, the parcel was acquired in its entirety through condemnation. Upon completion of the construction of these ponds, the residual parcel located near the intersection of Diffley Road and TH 3 is of a size that is available for development in accordance with the present Comprehensive Land Use Guide Plan of Neighborhood Business (NB). In order to make this piece marketable, it would require the placement of approximately 28,000 cubic yards of compacted fill and the installation of storm sewer and sanitary sewer services. By performing this work under the above - referenced contract, through a Supplemental Agreement, the City can realize a substantial increase in value for resale with an additional $13,130 of improvements for grading, sanitary sewer, and storm sewer facilities. ACTION TO BE CONSIDERED ON THIS ITEM: To approve Supplemental Agreement #16 to County contract 30-06 (City Project 607, Diffley Road - Pond Excavation) for a net increase of $13,130 and authorize the Mayor and City Clerk to execute all related documents. 3/ Agenda Information Memo February 28, 1994 City Council Meeting PROCLAMATION/AFS HOST FAMILY RECOGNITION WEEK L. Proclamation, AFS Host Family Recognition Week, March 6-12, 1994 --Anne McKinney of the South Metro Chapte o the AFS has asked that a proclamation be placed on this agenda. Enclosed on page is a copy of the proclamation requesting that the week of March 6-12, 1994 be procl ed American Field Service Host Family Recognition Week. ACTION TO BE CONSIDERED ON THIS ITEM: To approve the proclamation designating the week of March 6-12, 1994 as AFS Host Family Recognition Week. 5 PROCLAMATION AFS HOST FAMILY RECOGNITION WEEK MARCH 6-12, 1994 WHEREAS, AFS Intercultural Programs is the leadin gsponsor of intercultural exchanges in the world; and WHEREAS, more than 350,000 students, teachers and families have experienced the program since its founding in 1947; and WHEREAS, more than 6,000 students, teachers and families in Minnesota have been touched by the AFS program insce its creation in 1947; and WHEREAS, AFS mothers, fathers, brothers, sisters and their extended families have opened their homes and their hearts; and WHEREAS, those students, teachers and families have created bonds of love and understanding which encircle the glode; and WHEREAS, students and teachers from around the world have learned from these facilities what it really means to be an American; and WHEREAS, they have all greatly contributed to attaining the AFS mission of intercultural understanding and world peace; and WHEREAS, AFS students and families help change the world one person at a time; NOW, THEREFORE, we, the City Council of the City of Eagan, do hereby proclaim the week of March 6-12, 1994, to be AFS Host Family Recognition Week in the City of Eagan. Motion Made By: Seconded By: Those In Favor: Those Opposed: CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk CERTIFICATION I, E. J. VanOverbeke, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 28th day of February, 1994. E. J. VanOverbeke, City Clerk 5,.5 City of Eagan Agenda Information Memo February 28, 1994, City Council Meeting DODD ROAD (STAGE II STREET CONSTRUCTION & TRAIL IMPROVEMENTS) A. Project 659, Dodd Road (Stage II Street Construction & Trail Improvements) --On February 1, the City Council received the feasibility report for the above -referenced project and scheduled a public hearing to be held on February 28 to formally present and discuss the improvements associated with this project. On January 20, 1994, an informational neighborhood open house was held in the Council Chambers to resent the pr liminary proposal to all affected property owners. Enclosed on pages', throu . ( is a cop of the comments received from that meeting. Enclosed on pages through is a copy of the final revised feasibility report for the Council's refere ce. A variety o sli es and overheads will be used by City staff and consulting engineers to explain the various aspects associated with this project. All notices have been published in the legal newspaper and sent to all potentially affected property owners informing them of this public hearing. ACTION TO BE CONSIDERED ON THIS ITEM: To close the public hearing and approve/deny Project 659 (Dodd Road - Stage II Street Construction & Trail Improvements) and, if approved, authorize the preparation of detailed plans, specifications, and representative property appraisals. MEMO city of eagan TO: FILE FROM: MIKE FOERTSCH, ASSISTANT CITY ENGINEER DATE: JANUARY 31, 1994 SUBJECT: PROJECT 659, DODD ROAD PHASE 2 STREET & STORM SEWER IMPROVEMENTS SUMMARY OF INFORMATIONAL OPEN HOUSE MEETING At 7:00 p.m., on Thursday, January 20, 1994, the Public Works Department hosted an open house Informational meeting for all property owners adjacent to Dodd Road between Cliff Road and Diffiey Road. Of the 54 notices that were sent out notifying the adjacent property owners of the informational meeting, approximately 20 of the property owners were in attendance at the meeting. The attached sign -in sheet reflects those who documented their attendance at the meeting and staff has referenced those in attendance on the attached she plan. A coordinated presentation was made by the Director of Public Works; Superintendent of Streets & Equipment; Superintendent of Utilities; Assistant City Engineer; and representatives from Maier, Stewart & Association, the City's consulting engineer on the project. Tom Colbert summarized the history of the Phase I construction which took place along Dodd Road in the late 1970's, early 1980's, and explained that the proposed improvements are the 2nd Phase of the planned construction of Dodd Road. At the conclusion of approximately a 75 -minute presentation, members of the presentation team met Individually with property owners to attempt to address any concems which the residents may have addressed. This one-on-one question and answer period lasted until approximately 9:00 p.m. Following Is a list of various issues and concerns that were shared with staff: • 4395 Dodd Road (Parcel 060-29) -- The resident's concern basically centered around two issues: 1) the effect of the installation of trailways adjacent to their property and its effect on 5 or 6 100-150 year old oak trees located approximately 10-15' from the existing curb line of the road and, 2) the two -lot equivalents which were assigned their parcel. At this point, the details of the trallway location has not been determined to a level which would identify what effect it would have on the existing vegetation adjacent to their property. The 2 -lot equivalents which the report Identifies as being the assessment obligation of the parcel would be reviewed in further detail and the property owner would be notified on both issues prior to the public hearing for the improvements. • 4464, 4466, & 4468 Reindeer Lane (Lots 2, 3, & 4, Block 4, Fawnridge Addition) -- These property owners have installed berming and landscaping adjacent to the roadway across their lot frontage and were concerned with the Impact of the trailway installation on the existing landscaping. They also expressed concern about the speed limit currently posted on Dodd Road. The details of the extent of the effect the roadway and trallway construction on the existing landscaping and the location of the existing landscaping in relation to the existing right-of-way for Dodd Road had not been determined at the time of this informational meeting. The effects of the roadway and trallway construction on the existing landscaping would be determined, at least in concept, prior to the public hearing for the improvements and the property owners would be so Informed. There are no plans as a part of this improvement to change the existing speed limit on Dodd Road. • (Parcel unknown) The property owner questioned if the burying of all of the existing power lines along Dodd Road was included as a part of the project. The burying of the existing electrical utility lines is beyond the scope of the Phase 11 roadway improvements. • 4420 Dodd Road (Parcel 010-52) — The property owner had the following concerns: • 3 -lot equivalents assigned to the parcel were not justified given the setback requirements from the power tine. • The 1981 Phase I improvements were never stated as such that they were only Phase I. • Are horses a permitted use on the City's trailways. • Does the City have sufficient right-of-way to provide for the proposed Improvements adjacent to this property. • Does the Autumn Ridge storm sewer drain into the pond on Parcel 010-52. • How and when did the water level control go in for the pond on Parcel 010-52. • Is the area currently encumbered by the existing power line easement included In the calculation in determining the 3 -lot equivalents allocated to the parcel. The existing grade of the boulevard area adjacent to her property would determine to what extent right-of-way and temporary construction easements are required from the parcel for the construction of the roadway and trallway. The necessity for right-of-way and construction easement is minimal if the grades along the parcel are fairly consistent with the existing profile of Dodd Road. The acreage of the parcel included under the power tine would be included to the density calculations for determination of the number of lot equivalents assigned to the parcel. The parcel shows property ownership to the north line of the 200' highline easement. Buildings could be constructed up to the south line of the 200' power line easement with the lot lines extending to the north line of the parcel. Horses are not a permitted use on the City's trallway system. With respect to the storm sewer questions, ponding questions, and the manner in which the 1981 Improvements were presented to the existing property owners will require research by staff, and this information would be available to the property owner prior to the public hearing for the Improvement. • 4517 South Hay Lake Road (Lot 2, Block 2, Overhiil Farm 2nd Addition) --Requested a copy of the draft feasibility report. • 699 Calvin Court (Lot 1, Block 1, Dodd Farm Addition) --Property owner had concerns with the scope of the improvement and what effect it would have on his side property line. The details of the easement requirements were not available at the time of the informational meeting and the property owner would be contacted within the next 4-6 weeks to see if easements are required from his parcel for the proposed Improvements. • 4428 Summer Court (Lot 8, Block 2, Summer Place 2nd Addition) --Expressed concern with the extent the berm along their easterly property line would be affected by the proposed construction, could it be preserved, and could retaining walls be constructed to preserve the berm. The existing berm in this area is in violation of the grading plan which was reviewed as a result of the Summer Place 2nd Addition development. This past Summer and Fall, staff had been in contact with the property owners along this section of Dodd Road as well as the developer of the Summer Place 2nd Addition Informing these Individuals of the existing noncompliance with the existing grading plan. This area needs to be regraded In conformance with the grading plan submitted with the Summer Place 2nd Addition. • 4230 Dodd Road (Lot 2, Block 1, Eveland Addition) -- The property owner had concerns with the existing traffic volumes, questioned the need for widening the road vs. just a resurfacing project to Its current width, and questioned the need for sidewalk or trallway along both sides of the roadway. The proposed construction for Dodd Road Is the 2nd phase of the initial construction for Dodd Road in accordance with the City's Comprehensive Street System Plan. The traffic counts are current as of the Summer of 1993. The roadway width is being narrowed by 4' on each side from the initial construction concept as proposed In 1981. The Installation of trailways on both sides of the road is in accordance with the City's Master Traiiway Plan. • Praise Lutheran Church — Generally questioned the need or the rationale for the proposed assessment to their property. Staff responded in saying that the preliminary draft of the feasibility report prepared on the project proposed approximately a $20,000 assessment. However, further research has indicated that the assessment was prepayed with the platting, and no further assessment will be required. • 4280 Dodd Road (Parcel 024-25) -- Questioned the City's rationale for determining 4-Iot equivalents for approximately 760' of street frontage. Staff explained the credit allocation for the existing wetland on the property and the existing structures before applying the minimum 85' frontage requirement for single-family lots. • 4275 Dodd Road (Lot 1, Block 2, Saddlehorn Addition) -- Property owner objected to the installation of the trallway along her property line as well as the financial impact of the proposed assessments for the street improvement. Staff informed her that the trallway would be contained completely within the existing public right-of-way and the methodology for calculating the proposed assessments to her property. Since she owns a corner lot, if she relocated/omitted her driveway access from Dodd Road and took street access from the side street, there would be no street assessment proposed for Dodd Road improvements. • 4283 Dodd Road (Lot 2, Block 2, Saddlehorn Addition) -- The property owner objected to being assessed again for Dodd Road while still paying for the first roadway improvement and the proximity of the trallway to relation to the front door of the existing home. The original partial street Improvement was assessed in 1980 under City Project 241 and spread over a period of 20 years. The project proposed at this time Is the final stage (Phase 11) of the street improvement which was not included in 1980 and would be spread over a period of 15 years. The trallway construction will be contained entirely within the existing public right-of-way for Dodd Road. Staff informed the property owner of the house setback and the existence of dedicated right-of-way for Dodd Road. • 4370 Dodd Road (Parcel 042-30) -- Property owner questioned the City's appraisal process and the schedules for the completion of the appraisals. Staff explained that appraisals would be performed and the results of the appraisals would be completed and presented to the City Council before awarding the contract for the Improvements. • 667 Atlantic Hills Drive (Parcel 010-01) -- Property owner indicated a concern with the existing drainage problem at the Intersection of Atlantic Hills Drive with Dodd Road. Staff's response was the detailed design will evaluate and address street and boulevard drainage. • 670 Atlantic Hills Drive (Parcel 010-02) -- Property owner questioned If he is proposed to be assessed under the improvements. The property has no driveway access to Dodd Road and will not be assessed for the improvements. He was notified of the improvements because of the potential Impact to his property being adjacent to Dodd Road. • 716 North Hay Lake Road (070-02) -- Property owner expressed concern with the poor crown and street drainage on North Hay Lake Road and the amount of drainage coming from the 3� east onto Dodd Road. Also inquired as to how to protect her existing sprinkler system presently located in the boulevard. Informed the property owner the final detailed design would determine If additional storm sewer and catch basins should be Installed and/or the intersection reconstructed with Dodd Road. The field Inspector for the City would be In contact with the property owner well In advance of the construction to see if the sprinkler system would be impacted and provide Information on how and when to protect or relocate as necessary. • 4512 Whitetail Way (Lot 3, Block 4, Fawn Ridge 2nd Addition) -- Property owner was concerned with the existing location of the right-of-way for Dodd Road as well as if their property would be assessed by the Dodd Road improvements. Informed the property owner that with no driveway access to Dodd Road there is no assessment to their property. During the construction or the preparation of the final detailed plans and specifications, the right-of-way stakes would be placed in the field and informed the property owners that the right-of-way is approximately 40' from the existing centerline of the roadway. (tt, 01/ Assistant Cit) Engineer cc: Steve Gatlin, MSA Annette Margarit, City Attomey's Office MPF/jJ Enclosure: Sign -In Sheet C7o 0.3 e oa 060-079 030 0� E,sgno 010 Oa- '- na 1. 41, NAME NEIGHBORHOOD MEETING DODD ROAD PROJECT 659 THURSDAY, JANUARY 20, 1994 ADDRESS 7i,U. r/ay Waite 2. N. i3a,,4."..t1 x t_, i 3gPIIAl, d(19 fora ��>� ‘A.d,..--.a,, 5. A S ((too:, 4. .141150 03o c/ 6. .?5 Goo 670 oy Paxodh ot/Q 36 B. 4,c. .�G 41'2 n rJ1 co5Oo Co zi of 010 Oil 2o0 Dago py at; 4Gt.5 U3o oy asB0 (no of 7c9q Od o 01 /2s o Oac O� 1 961 080 0a 15 '' i m toi); 71Z 41s'/td /vJ (7 41 +(&' 1 x_029_ 4t?40. Oak a • is,d D oD. sa,. F t1H64 (e ll4.1ctee✓t LN L 4(do C-' eit Nite r q V ' 7e 72,6-/ &c iL Cl/ 41v d/s- , i)gdC'd 16� i- J /Luie 4sce1 CL'j-i1 Erv-i'In 2. ' : k.,.rw� c 8v� Mi KE`s ._ bro�5.18. oio o 14.Aat Vfike8 :.... c't° 20. -7,(‘',/ feXti% 41 k Leo, I (66 IzAD kqui at! r7 "OkY, CovE►Jry Piss NAME &seoo WC' 0s- 1 NEIGHBORHOOD MEETING bobb ROAb PROJECT 659 THURSDAY, JANUARY 20,1994 ADDRESS sEici vac, oa 2. n reit. 18',01 13o Od 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 6vv Cotiom 4/4-s Grip FEASIBILITY STUDY FOR DODD ROAD PHASE II STREET & DRAINAGE IMPROVEMENTS City of Eagan Project Number 659 JANUARY, 1994 I hereby certify that this Feasibility Study was written by me or under my direct supervision and that I am a duly registered Professional Engineer under the laws of the State of Minnesota. ruce A. Irish, P.E. eg. No. 14974 Reg. No. 14440 Prepared for City of Eagan, Minnesota 112-007-10 22i 199Y Date Date January 21, 1994 File No: 112-007.10 Honorable Mayor and City Council City of Eagan 3830 Pilot Knob Road Eagan, Minnesota 55122 RE: FEASIBILITY STUDY DODD ROAD; PHASE TWO IMPROVEMENTS (City Project Number 659) Dear Mayor and City Council: Please find enclosed the preliminary feasibility study for the referenced project. This report addresses the Phase II street reconstruction and drainage improvements for Dodd Road. Also included is a preliminary cost estimate and preliminary assessment roll for the project. This project is eligible for Municipal State Aid funding under the MSA program. Please contact our office if you have questions or require further information regarding this project. Sincerely, MSA CONS TING ENGINEERS John B. Stewart, P.E. Presi•ent nce Department n Dat - Date TABLE OF CONTENTS Transmittal Letter 1 Table of Contents 2 Introduction 3 Scope Exhibit One - Project Location Map Existing Conditions 4 5 Proposed Improvements 6 Exhibit Two - Street Improvements 7 Exhibit Three - Street Improvements 8 Exhibit Four - Street Improvements 9 Easements and Permits 10 Exhibit Five - Typical Cross -Sections 11 Exhibit Six - Storm Sewer Improvements 12 Exhibit Seven - Street Lighting Improvements 13 Project Cost 14 Financing Table One 14 Assessment 15 Project Schedule 16 Exhibit Eight - Assessment Area 16 a Recommendations 17 Conclusion 1 7 Appendix A - Cost Tabulation 1 8 Appendix B - Preliminary Assessment Roll 2 0 INTRODUCTION This feasibility study is submitted as required under Minnesota State Statute 429 regarding public improvements. The City of Eagan has initiated the study for the phase two improvements of approximately 5400 linear feet of Dodd Road between its intersections with Cliff Road and Diffley Road. As Dodd Road requires various improvements, this feasibility study was authorized by the Eagan, Minnesota City Council to investigate the implementation of the Phase Two improvements on Dodd Road between Cliff Road and Diffley Road. Phase One of the Dodd Road Project was completed in 1981 when the street was constructed as a 32 -foot wide roadway. The original intentions for the Phase Two improvements were to widen the roadway to a 44 -foot wide section; however, the scope of the Phase Two improvements has been revised to account for more recent population and traffic projections. The revised Phase Two improvements include the widening of the roadway to a 36 -foot wide, 9 -ton roadway with a design speed of 35 miles per hour. Collector streets such as Dodd Road experience a greater volume and a heavier type of traffic than typical residential streets and are, therefore, constructed of a heavier pavement section than local streets. Based upon a comparison of traffic counts obtained during 1993 and the MnDOT recommended volume for a collector street, Dodd Road is classified as a collector. This roadway is shown as a Municipal State -Aid street and is eligible for funding as an MSA roadway under the Minnesota State Aid program. Storm drainage improvements at intersections within this area are addressed to improve local storm drainage to an acceptable level. Eight -foot wide bituminous walks along both sides of the roadway within the project limits will also be addressed. The location of the area of study and proposed improvements are presented on Exhibit 1. Exhibits 2, 3 and 4 show the proposed improvements specific to each area within the project limits. The area under study is currently zoned as Rl single-family residential and PD, Planned Development. SCOPE The purpose of this report is to analyze the feasibility of completing Phase Two of Dodd Road to include widening the roadway from 32 feet to 36 feet and implementing storm drainage improvements at intersections and other necessary locations. Exhibits 2, 3 and 4 presents the project scope while Exhibits 7 and 8 present the proposed street section and storm drainage improvements, respectively. The existing street section on Dodd Road will be milled and 3 IP PARK EAGAN HIGH SCHOOL ADDITION AGAN KENSI • PLACE 1st ADO. WALNUT HILL 1//H�mar kin/n.1MEW a" .hlt�►, s 1- z. z. • lat nom oil VOA =LI LI 110 la Limo mialt, um n NEWATilf v4flisNB HS X111 08 NIB fa la Win MI II al gm MOM I' 01 AM fit& 1�WS4 •W, NV. 1 ion DTFFLLT ROAD CO. RD. NO. 30 i meniffiZIV ic,/�y1111/ iii �� !111i4�! •�= '= .- -- Z2 ' ��1.4;"4.,171;-- 1:10 ..— 11106t. I ! -1:107-- SI VA:477/1 PROJECT SITE • .• IIIIR %IAlll■ •MP14N 1■ w.//a 0201640.1: S LUT . CHURCH 4.•;,,yar, I ci.i>>rua --� �%/i11111111 t nst I/Yd\. \tI/llr.:Hi ta. ' R £ • ..� i• ♦tti _, iJ1F 7( c1 •i AI N ti f lPit !1110411 920/411111,7 FS ire 4,t40 * 0 Q AUDITOR'S SURD. N0.42 KESIDE PARK l7 111 :qc,1 r WOO 4 • Ili (121 lean Vint tilladilimAal CLIFF ROAD (CO. RD. NO. 32) DAKOTA COUNTY PAR K E XCEPT seN (NOT INCLUDED IN PARK) thai NIB Mir NEMO ARC AD MSS MEM OEM DODD ROAD CITY of EAGAN PROD. NO LOCATION recycled and reconstructed as necessary to meet the 9 -ton design standard. The road will be widened by two feet on either side and improved with subgrade drainage trenches. Storm drainage improvements will include the installation of catch basins and piping to drain storm runoff from intersections within the project area. Bituminous sidewalks and street lighting will also be implemented within the scope of this project. Project funding will be addressed within this report. As Dodd Road is a Municipal State Aid roadway, it will be eligible for MSA funds. The costs outlined in this report include an estimated construction cost based upon 1993 construction bids received on similar projects. A preliminary assessment roll was prepared in accordance with the City of Eagan's current assessment policy. This money will assist in the funding of the project. EXISTING CONDITIONS A soil boring program was completed at approximately 500 -foot intervals along the entire 5400 - foot length of Dodd Road to evaluate the existing pavement section, subgrade soil conditions and the necessary requirements to meet a 9 -ton design standard. The cold, in-place recycling method will be utilized throughout the majority of the project while the northern end of the project will require some subcut to conform with existing elevations. The subgrade soils encountered consisted primarily of sand with silt with an estimated R -Value of R-51. The borings B-1 and B-2 at the south end of the project showed a soil consisting of clayey sand with an assumed R -Value of approximately R-30. For design purposes, the assumed R -Value, R-50 was used as the boring program indicated that the roadway was predominantly underlain by a sandy material. The areas which indicated otherwise will be subcut and provided with edge drains to bring the subgrade to a minimum of R-50. Based upon on-site visual observations, the area within the street adjacent to Wilderness Run Road shows visible signs of deterioration, possibly caused by a shallow ground water table or seasonal springs within the subsurface. With the exception of this section of roadway, only minor subgrade excavation and treatment is expected. Storm Drainage Conditions The existing storm drainage system along the entire length of Dodd Road from Cliff Road to Diffley Road will require relocations or upgrades to improve intersection drainage. The existing storm drainage consists primarily of a 24 -inch RCP trunk storm sewer pipe which extends from north of Summer Lane, south to Wilderness Run Road and the associated laterals and catch basins which were located for a future roadway, 44 -feet in width. Most of the storm runoff flows within the street section to either Cliff Road to the south, Diffley to the north or toward the catch basins at the sag point near Wilderness Run Road. 5 PROPOSED IMPROVEMENTS STREET IMPROVEMENTS The proposed street section will consist of a 36 -foot wide roadway constructed to meet a 9 -ton MnDOT design standard as outlined in the MnDOT Road Design Manual. The roadway will be designed for 35 mile per hour travel. The improvements are presented in Exhibits 2, 3 and 4, while the proposed pavement sections are presented in Exhibit 5. The proposed pavement section was determined using the data obtained during the soil borings program and traffic counts; from which, a granular equivalency factor was obtained from the Minnesota Department of Transportation (MnDOT) design specifications for a 9 -ton roadway. The MnDOT standard 20 - year growth factor of 2.0% per year and the standard assumed traffic distribution were used in the pavement calculations. Based upon a one way ADT of approximately 1,640 an approximate equivalent single axle loads (ESAL) value of 73.3 resulted and a G.E. value of 19 -inches was obtained. Using a GE of 19 inches, the following pavement cross section meets the 9 -ton design standard for an R-50 subgrade: Material Thickness Granular Equivalency Type 41 Bituminous Wear Course Type 31 Bituminous Base Course Class Five/Recycled Aggregate Base 1.5" 4.0" 8.0" 3.38" 8.00" 8.00" TOTAL GRANULAR EQUIVALENCY 19.38" Street construction in the vicinity of Wilderness Run Road and the adjacent seasonal springs will include the installation of perforated drain tile to enhance subgrade drainage. Ail street construction will include the installation of B618 concrete curb and gutter and striping in accordance with standard plate 635, type B striping. The costs associated with the construction of the 9 -ton roadway, subgrade drainage and concrete curb and gutter are presented in the cost section of this feasibility study (Appendix A). STORM SEWER IMPROVEMENTS Storm sewer improvements will be implemented in accordance with the City's Comprehensive Storm Water Management Plan. The improvements will be designed for the 10 -year storm along the length of Dodd Road, with the exception of sag points, where the design storm will be the 25 -year storm. The storm sewer improvements along Dodd Road will consist of the installation of additional catch basins along the vertical curves extending from Hackmore Drive to Caribou 6 KEY Hoo 1411.3_/RECYCLE/OVERLAY GELDEN MEADIV RIAD` 1 2 3 4 5 6 7 DRIyE COSMIC MORS DODD RO SD CITY OF EAGAN PROJ. 659 PROPOSED IMPROVEMENTS EXHOBOT city of aciaan Lane. Catch basins will also be relocated or installed as necessary at intersections along the entire length of Dodd Road from Cliff Road to Diffley Road. The relocation of existing catch basins and installation of approximately 12 new catch basins in conjunction with approximately 1,820 linear feet of RCP storm sewer piping will remove storm runoff from the streets and intersections, rerouting it beneath the surface to prevent road surface and gutter erosion as well as promoting a safer driving environment. Exhibit 6 presents the proposed storm sewer improvements and the costs associated with those improvements are shown in Appendix A. BITUMINOUS SIDEWALKS Also included in the scope of this project is the installation of eight -foot wide bituminous sidewalks along both sides of Dodd Road. A graphic presentation of the bituminous sidewalk cross section is presented on Exhibit 5. The costs associated with the sidewalk construction are included in 'the Street Construction costs in the cost tabulation section of this report. STREET LIGHTING Street lighting improvements are proposed for the intersections along Dodd Road. These improvements would be consistent with the City of Eagan standard street lighting, plate 720A, in accordance with Dakota Electric lighting standards. The intersections at Cliff Road and Diffley Road would receive two street lights as major intersections, while other unlit intersections would receive one street light. The relocation of existing street lights will also be completed to conform with the City standards as presented on Exhibit 7. The costs associated with these improvements are presented in the cost tabulation section of the feasibility study. SEWER AND WATER REPAIRS There are no substantial sanitary sewer repairs required along Dodd Road; however, two watermain stub removals and the addition of a butterfly valve are required. The costs for these repairs are included in Appendix A. EASEMENTS AND PERMITS All storm sewer pipe required to upgrade the storm drainage within the area will connect to existing storm sewer and/or remain within the existing Dodd Road right-of-way. Permit acquisition is not anticipated for the storm drainage improvements as these improvements will be discharging only to basins which were previously utilized for Dodd Road drainage. As the majority of the storm sewer will be constructed within the existing storm sewer easements, no additional easements should be required. 10 NOT TO SCALE COSMIC DMZ e y.. 01171.EY MAID D DDRO VII 1 OFEAGAN',' A STO DRAINAGE IMPROVEMENTS RELOCATE CB's RELOCATE CB's EXbUBU`P city of eagan Permits may also be required for the construction taking place at the intersections of Cliff Road and Diffley Road as those are county roads and permits are required to conduct work within the Dakota County right -of way. The need for these permits will be investigated by the Engineer and included in the project specifications. The required bonds for such permits are generally provided by the Contractor after the construction bid has been awarded. There is approximately 150 feet of right-of-way which will require an easement to construct the bituminous walkway a minimum of eight feet from the roadway. Other construction will be conducted within the existing Dodd Road right-of-way; therefore, no additional easements or permits are anticipated. PROTECT COST The estimated construction costs for the proposed storm drainage and street improvements are presented in Appendix B. The estimated indirect costs such as engineering, city administration, fiscal and legal expenses have been estimated at 30%. Based upon an anticipated construction cost of $626,153, the estimated total project cost is $814,000. FINANCING The recommended means of financing the reconstruction of Dodd Road is through a combination of special assessments of benefitted properties and the City's enterprise funds. The benefitting properties are only those that have direct access to Dodd Road. These properties are proposed to be assessed in accordance with the City's current assessment policy. A cost tabulation is enclosed as Appendix A. The cost tabulation section outlines street construction costs, storm drainage construction and street lighting costs. Table One, below, presents the anticipated costs split between the City and adjacent properties. Table One Construction Item Total Cost Assessment Revenue S_421 Street Reconstruction $662,000 $66,300 $995,700 Bituminous Walkways $ 78,000 $ 0 $ '78,CCO Storm Sewer $ 58,000 $ 0 $ 5 Street Lighting $ 11,000 $ 0 $ 11 Utility Repairs $ 5,000 $ 0 $ 5 TOTALS $814,000 $66,300 $747,700 14 Project Area Summer Place, Block 2, Lots 6,7,8 & 13 Fawn Ridge, Block 4, Lots 1-7 & 15 Fawn Ridge, Block 6, Lot 1 Fawn Ridge 2nd, Block 4, Lots 1-3 & 15 Fawn Ridge 2nd, Block 5, Lot 12 Overhill Farm, Block 2, Lots 1 & 2 Overhill Farm 2nd, Block 2, Lots 1-5 & 7 Overhill Farm 2nd, Block 4, Lot 1 Patrick Addition, Block 1, Lots 1 & 8 Lakeside Estates, Block 2, Lots 1 & 5 Lakeside Estates, Block 1, Lot 1 NW 1/4 Section 25, 041-30 NW 1/4 Section 25, 042-30 SW 1/4 Section 25, 010-52 Sterns Addition, Block 1, Lot 1 NW 1/4 Section 25, 024-25 Eveland Addition, Block 1, Lots 1-3 A detailed presentation of assessment calculations is presented in Appendix B. The anticipated revenues from the 21 property assessments as outlined would be approximately $66,300. PROTECT SCHEDULE Informational Meeting January 20, 1994 City Council Receives Feasibility Report February 2, 1994 Public Hearing / City Orders Plans and Specifications February 28, 1994 City Council Receives Plans and Specifications / April 5, 1994 and Sets Bid Opening Bid Opening May 12, 1994 City Council Receives Bids / Awards Contract May 17, 1994 Construction Begins May 30, 1994 Assessment Hearing September 6, 1994 Construction Complete Sep 27, 1994 First Payment Due October 1995 16 RECOMMENDATIONS ■ Street Reconstruction - Based upon the soil boring program conducted by Braun, R -Values, traffic analysis, projected use and on-site observations, the reconstruction of Dodd Road as a city standard, 36 -foot wide, 9 -ton roadway would be appropriate. The roadway will be designed for 35 mile per hour travel and will be constructed after the existing surface is milled and recycled in-place. The cross-section shown on Exhibit Three represents the proposed cross section and subgrade drainage improvements. ■ Storm Sewer - Storm drainage improvements required at intersections and along the length of Dodd Road will be installed to improve the runoff conditions and general traffic safety along this length of roadway. These improvements would consist of the relocation and installation of additional catch basins and the associated RCP sewer pipe. ■ Structure Adjustment - All utility structures would be adjusted to match the newly constructed street surface. ■ Driveway Entrances - All affected driveway entrances will be reconstructed to conform with the City Standard detail plate 440 regarding the respective type of zoning. ■ Street Lighting - Street lighting will be installed at intersections along the length of roadway to conform with Dakota County Electric's street lighting standards. ■ Bituminous Walkway - An eight -foot wide bituminous walkway will be installed on both sides of the new roadway for pedestrian traffic. ■ Restoration - All boulevard areas that are disturbed during construction will be restored to their original condition. CONCLUSION The cost of the reconstruction of Dodd Road in conjunction with the associated storm drainage, street lighting and walkway improvements is estimated at $814,000. The project would be completed in accordance with the schedule provided in this report in the spring and summer of 1994. The project would be funded by the City's enterprise funds as well as special assessments to the benefitted properties. The City of Eagan will fund $747,700 utilizing city funds. The approximate residential and commercial assessments are $1,840 per lot equivalent and $61.30 per front foot, respectively. The revenue generated from the assessment of the Phase II construction would be $66,300. This Dodd Road Phase II Street and Storm Drainage Improvements project is technically feasible from an engineering standpoint. 17 Co 0 111 Street Lights Relocate Street Light Install New Street Light IV Stone Sewer Costs 15" RCP Pipe 18" RCP Pipe 21" RCP Pipe Standard Manholes Standard Catch Basins 18" FES Rip Rap V Utility Repairs Costs Remove Watermain Stub and Valve Add Butterfly Valve Estimated Street Cost Estimated Walkway Cost Estimated Street Lighting Cost Estimated Storm Sewer Cost Estimated Utility Repairs Cost EA EA 14 $300.00 3 $1,800.00 Estimated Construction Cost 20% Overhead Cost Estimated Street Lighting Cost LF LF LF EA EA EA CY $4,200 $5,400 $9,600 $1,920 $11,520 380 $20.00 $7,600 320 $23.00 $7,360 300 $26.00 $7,800 3 $850.00 $2,550 20 $800.00 $16,000 1 $350.00 $350 20 $50.00 $1,000 Estimated Construction Cost 5% Contingency Cost 30% Overhead Cost Estimated Storm Sewer Cost LS LS $42,660 $2,133 512,798 $57,591 2 $1,500.00 $3,000 1 $650.00 $650 Estimated Construction Cost 5% Contingency Cost 30% Overhead Cost Estimated Utility Repairs Cost ESTIMATED TOTAL PROJECT COST $3,650 $183 S1,095 $4,928 $662,074 $77,963 $11,520 $57,591 $4,928 $814,075 Lot 1, Block 1 Legal Description Feet of Number of Lot Unit Lot Frontage Equivalents Assessment NW 1/4 Sec 25 428.5 3 $5,520.00 042 - 30 SW 1/4 Sec 25 410 3 $5,520.00 010 - 52 Lakeside Estates Addition 117.06 1 $1,840.00 Block 2, Lot 5 Sunset Fifth Addition 95.55 1 $1,840.00 Block 1, Lot 1 Sunset Fifth Addition 101.11 1 $1,840.00 Block 1, Lot 2 Saddle Horn Addition 108 1 $1,840.00 Block 1, Lot 1 Saddle Horn Addition 105.38 1 $1,840.00 Block 2, Lot 1 Saddle Horn Addition 115 1 $1,840.00 Block 2, Lot 2 NW 1/4 Sec 25 200 2 $3,680.00 060-029 TOTALS 2638.92 20 $66,326 (04.2 Agenda Information Memo February 28, 1994 City Council Meeting ECONOMIC DEVELOPMENT COMMISSION APPOINTMENT A. Appointment, Economic Development Commission Vacancy --As a part of its organizational business, the City Council appointed Bradley Folkert to a three-year term on the Economic Development Commission. Shortly afterward, Mr. Folkert contacted the City indicating that he would be unable to fill this position. At that point, the Council authorized staff to solicit applications from interested parties for this position. Staff has received correspondence from Paul Abbott expressing such interest. A copy of Mr. Abbott's letter is enclosed on page or your review. ACTION TO BE CONSIDERED ON THIS ITEM: To make an appointment to the Economic Development Commission for a three-year term. ABBOTT SERVICE co. February 14, 1994 City of Eagan !iunicipal Center 3330 Pilot Knob Road Eagan, TIN 55122-1897 Attention: Thomas Hedges Dear sir. Hedges: Received you letter of February 2 on the Eagan Economic Development 1994 regarding a vacancy nt Commission. As a business owner in E f Commerce, Eagan and a member of the Eagan Chamber -. T could be very interested in serving on this of Commerc I appreciate your invitation to express forward to serving if that is the Citywish ofvthettCoand un loo; ouncil. 411111.°.(-. Paul Abbott 3504 DODD ROAD ST. PAUL, MN 55123-1303 (612) 452-8700 Agenda Information Memo February 28, 1994 City Council Meeting LEXINGTON MEADOWS SUBDIVISION SALE B. Receive Bids/Authorize Sale, Lexington Meadows Subdivision, City of Eagan --Following the Requests for Proposal and its extension, staff received one proposal on February 14, 1994 for the purchase of the Lexington Med Subdi i from the City of Eagan. A copy of that proposal is enclosed on pages !through for your review. The bid for the property is in the amount of $165,000 for eight lots with the terms defined in the proposal. This equates to an average of $20,687.50 per lot. Staff had been estimating comparable lot costs at approximately $29,000 graded and ready for construction. The comparable total for eight lots would be $232,000. While the proposed terms of agreement are generally within the parameters required in the RFP and details could be negotiated, the principal issue is whether the total bid for the property represents a fair market value which is required by statute. If the Council deems the price to be appropriate, it should direct staff to negotiate the details of the purchase agreement and return it to a future Consent Agenda for ratification. If the Council finds that the proposed bid is not a fair market value, it is appropriate for the Council to reject the bids as permitted in the Request for Proposals and consider other alternatives including: 1. Complete grading and finish lots with buildable pads and sell through a second RFP process. 2. Complete grading and retain a realtor for individual lot sale. 3. Prepare a second RFP process for retained realtor without completing grading. 4. Enter into negotiations with those firms or individuals expressing interest in the original RFP process. ACTION TO BE CONSIDERED ON THIS ITEM: To receive bids for the Lexington Meadows Subdivision and either 1) authorize the sale of the property to Hoffman Homes Inc. subject to negotiation of an appropriate purchase agreement or 2) reject bids and direct staff to dispose of the property by separate means. Telephone (612) 894-9807 Fax (612) 894-9878 February 14, 1994 'H► HOFFMAN HOMES, INC. 2214 East 117th Street Burnsville, MN 55337 CONTRACTOR # 9284 Mr. John Hohenstein Assistant to the City Administrator CITY OF EAGAN 3830 Pilot Knob Road Eagan, Minnesota 55122-1897 PROPOSAL TO PURCHASE LEXINGTON MEADOWS SUBDIVISION FROM THE CITY OF EAGAN SUBMITTED BY HOFFMAN HOMES, INC. 2214 East 117th Street Burnsville, Minnesota 55337 Contractor License No. 9284 (612) 894-9807 CONTACT: KEVIN M. HOFFMAN PROPERTY: LOTS 1 through 8, Block 1, Lexington Meadows Addition, Dakota County, Minnesota (herein collectively referred to as the "Property") TABLE OF CONTENTS I. IDENTIFICATION OF PURCHASER II. PROPOSED TERMS OF AGREEMENT FOR ACQUISITION III. TOTAL BID FOR PROPERTY IV. REFERENCES V. ASSURANCES I. IDENTIFICATION OF PURCHASER The purchaser of the Property shall be Hoffman Homes, Inc. ("Hoffman Homes"). Hoffman Homes is a Minnesota Corporation duly authorized to operate its business in the State of Minnesota. Its principal office is at 2214 East 117th Street, Burnsville, Minnesota 55337, telephone number (612)894-9807. The officers and shareholders of Hoffman Homes are Patrick C. Hoffman, Gregory J. Hoffman and Kevin M. Hoffman. Hoffman Homes is a licensed home builder by the State of Minnesota. Its contractor license number is 9284. The principals of Hoffman Homes have been in the development and construction of real estate for over eleven years. A number of the developments have been in the City of Eagan. The residential projects in Eagan have been single family subdivisions consisting of Sun Cliff I, II, IV and V additions; twin home subdivision of Suncliff III addition; and the townhome development at Southpointe. The principals have also been involved in the commercial development of Cliff Lake Centre in Eagan. Other residential and commercial projects have been in the cities of Bloomington, Burnsville, Shakopee. Patrick C. Hoffman is the President of Hoffman Homes, Inc. and has been involved in real estate since 1983. Patrick has a MBA and BA from the University of Saint Thomas, Saint Paul, Minnesota. Pat has been involved in single family and multiple family construction, single family and multiple family subdivisions and commercial development. Gregory J. Hoffman is Vice President of Hoffman Homes, Inc. and has eight years of real estate experience. Greg has a MBA and a BA from the University of Saint Thomas, Saint Paul, Minnesota. Greg has experience in single family and multiple family construction, single family and multiple family subdivisions and commercial development. Kevin M. Hoffman is Vice President of Hoffman Homes, Inc. and has six years of real estate experience. Kevin has a JD from Hamline University School of Law and a BA from the University of Saint Thomas, Saint Paul, Minnesota. Kevin has been involved in single family construction and subdivision, and residential and commercial property management. • 10 II PROPOSED TERMS OF AGREEMENT The City of Eagan shall execute and deliver a warranty deed for the corresponding lots at closing providing clear and marketable title. The City of Eagan shall deliver all resolutions of other documents required to show that the City of Eagan has properly approved the conveyance and that all requisite authority has been given. The City of Eagan shall deliver copies of the most recent survey of the Property, development plans or agreements, any and all documents and information relating to any substances defined as toxic or hazardous under state or federal laws or regulations affecting the Property. The City of Eagan shall guaranty that the lots are approved for the building of eight single family homes and are suitable to build upon the lots. The sanitary sewer and water services are installed on lots 5 through 8 and shall be installed on lots 1 through 4 prior to June 1, 1994. All costs for the installation of roadways, sanitary sewer and water services, park and trailway dedications shall be the sole cost and expense of the City of Eagan and shall be sufficient capacities, volumes, pressures and other pertinent features to serve eight single family homes. The City of Eagan shall be responsible for the removal of the above ground storage tank, if any, and perform soil or ground water correction needed to remedy any contamination, if any. If this proposal is not accepted, the City of Eagan shall return the full amount of the Earnest Money within three (3) days of the City Council Meeting awarding the bid. If this proposal is accepted, the City of Eagan and Hoffman Homes shall enter into a mutually acceptable purchase agreement following the items set out in this proposal. The City of Eagan shall grant Hoffman Homes the right to access the property for inspection and environmental tests Hoffman Homes may perform for the contemplated development. Hoffman Homes shall indemnify and hold the City of Eagan harmless from any claims from said entry. III TOTAL BID FOR PROPERTY The total amount of purchase price ("Purchase Price") for the Property shall be One Hundred and Sixty-five Thousand and no/100 Dollars ($165,000.00). Eight Thousand Two Hundred Fifty and no/100 Dollars ($8,250.00)is submitted with this proposal and shall act as earnest money ("Earnest Money") towards the Purchase Price. The Property shall be purchased in two phases. The first phase ("Phase One") shall be for lots 5 through 8 (four eastern lots connected to sanitary sewer and water services). The purchase price for Phase One shall be One Hundred Thousand and no/100 Dollars ($100,000.00) with the total Earnest Money applying to the purchase price of Phase One. The closing date for Phase One shall be on or about April 1, 1994. The second phase ("Phase Two") shall be for lots 1 through 4 (four western lots needing connection to sanitary sewer and water services). The purchase price for Phase Two shall be Sixty-five Thousand and no/100 Dollars ($65,000.00). The closing for phase Two shall occur on the date three (3) days after the final installation of sanitary sewer and water services (anticipated date of June 1, 1994). Closing costs shall be allocated between the City of Eagan and Hoffman Homes as follows: Real Estate Taxes - Special Assessments - Closing Company Fee - Current Abstract Title Recording fees - State tax/stamps - Conservation fees - Prorated to the date of each closing. To be paid by the City. To be paid by Hoffman Homes. - To be paid by the City. To be paid by Hoffman Homes. Any mortgage releases to be paid by the City. City to pay deed costs. Hoffman Homes to pay any mortgage costs. To be allocated 50/50. VI. REFERENCES 1. RMC CONSTRUCTION CORPORATION Mr. Robert M. Carlson, President 2214 East 117th Street Burnsville, Minnesota 55337 (612) 894-5219 2. SONS CONSTRUCTION COMPANY Mr. Scott Olson 12084 Gantry Lane Apple Valley, Minnesota 55124 3. ARCADIA DEVELOPMENT CORPORATION Mrs. Mildred A. Collins, President 7820 Chicago Avenue South Bloomington, Minnesota 55420 (612) 854-1581 4. AMERIBANK Mr. Larry Albert, President 4337 West Old Shakopee Road Bloominton, Minnesota 55438 (612) 884-9291 5. MILESTONE FINANCIAL SERVICES Mr. Curtis O. Gudmundson, President 681 East Lake Street Suite 246 Wayzata, Minnesota 55391 (612) 476-8516 V ASSURANCES The applicant hereby assures and certifies: 1. That the individual signing the assurance form on behalf of Hoffman Homes, Inc. named in the proposal possesses the legal authority to execute the proposed purchase. 2. That the Earnest Money in the form of a company check in the amount of Eight Thousand Two Hundred Fifty and no/100 Dollars ($8,250.00) which is equal to five percent (5%) of the Purchase Price is attached. HOFF HOMES, INC. By: • W/ - Kevin M. Hoffman Its: Vice President Dated: February 14, 1994 Official Address: 2214 East 117th Street Burnsville, Minnesota 55337 (612) 894-9807 Contractor No. 9284 1 Agenda Information Memo February 28, 1994 City Council Meeting NEVV OFF -SALE LIQUOR LICENSE/ASMITA & KANTIBHAI PATEL A. License, Off -Sale Liquor, Asmita & Kantibhai Patel/Blackhawk Liquors, 4130 Blackhawk Road--Asmita Patel has applied for an off -sale liquor license to be located in the former Tom Thumb store, 4130 Blackhawk Road. Investigator John Stevenson has finished his review and finds no reason to deny this license. Attached without page number is a copy of the application for off -sale intoxicating liquor license. ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny an off -sale liquor license for Asmita Patel for Blackhawk Liquors, 4130 Blackhawk Road. VARIANCE/MICHAEL DEVOS B. Variance, Michael Devos, of 8' to the required 30' front yard setback for Lot 6, Block 3, Wilderness Run 6th Addition, located at 4257 N. Nybro Lane, NW 1/4 of Section 27 --The staff report on this variance request is enclosed on pages "1(, through -11 . The City Council should note that the applicant began construction of this porch without a building permit. He then discovered that he was encroaching into the front setback area. From staff's perspective, there seems to be no real hardship necessitating granting of this variance. Our concern in approving this variance would be sending the message that it is "easier to get forgiveness than permission." ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny a request by Michael Devos for an 8 foot variance to the 30 foot front yard setback for Lot 6, Block 3, Wilderness Run 6th Addition, located at 4257 N. Nybro Lane. SUBJECT: VARIANCE APPLICANT: MICHAEL DEVOS LOCATION: NW 27 EXISTING ZONING: R-1 (SINGLE FAMILY) RESIDENTIAL DATE OF PUBLIC HEARING: FEBRUARY 28, 1994 DATE OF REPORT: FEBRUARY 17, 1994 COMPILED BY: COMMUNITY DEVELOPMENT DEPARTMENT APPLICATION SUMMARY: An application has been submitted requesting a Variance of 8' to the required 30' front building setback to allow completion of an 8' x 8' porch addition on Lot 6, Block 3, Wilderness Run 6th Addition, located at 4257 North Nybro Lane. APPLICABLE REGULATIONS: Chapter 11, Section 11.40, Subd. 3, Variances. BACKGROUND: The applicant began construction of this porch several weeks ago without obtaining a building permit. An inquisitive neighbor telephoned the City and Bill Bruestle, Lead Construction Inspector (Building), visited the site and informed the homeowner that the porch appeared to be encroaching into the 30' front building setback area and he should not proceed without obtaining a building permit. CRITERIA: Chapter 11, Sect. 11.40, Subd. 3.C. Issuance, states that the City Council shall determine that: o Special conditions applying to the structures or land in question are peculiar to such property, or immediately adjoining property, and do not apply generally to other land or structures in the district in which said land is located. o Granting of the proposed Variance will not be contrary to the intent of this chapter and the Comprehensive Guide Plan. • Granting of the proposed Variance will not merely serve as a convenience to the applicant, but is necessary to alleviate a demonstrable hardship or difficulty. According to the applicant, the hardship for this Variance is the design of the home. The peak and valley of the roof results in an ice build up on the front step and sidewalk and the applicant believes the front entryway is too small. "--1 cc) PLANNING COMMENTS: o The applicant began construction on this porch without obtaining a building permit. • City inspectors have stopped the construction. o The home was built in 1984 and is set back 30' from the front property line. • The two homes immediately north and the two homes immediately south of the subject site are set back 30' from the front property line. REQUESTED ACTION: To approve/deny a request for an 8' Variance to the 30' front yard setback. Eagan City Planners and City Council members, This is a written request for a variance. The variance is required in order to build a porch on the front of my house at 4257 N. Nybro Lane. The reasons for the porch are safety issues with the original design of the house in question. There are two safety reasons for the need of this porch. First - Because of the way the house was designed with a peek lowering to a valley over the door, ice in the winter builds up on the front step and side walk. I have tried to control this ice build up with gutters and salt substances, but have been unsuccessful. There has been more than one instance where someone has fallen on the ice. By adding the porch the melting water, which turns into ice, is rerouted away from the sidewalk and step areas. This will eliminate any possible potential for future injury. Second - The entryway on this house is only 4' by 6'. The door is 3' wide. When the door is opened it takes up most of the entryway. There have been numerous times when standing in the entry way taking shoes off, members of my family and others have been almost knocked down the stairs by the opening door. The added porch will eliminate the problem because shoe can be taken off on the other side of the door. This will eliminate any possibility of injury in the future. The Variance is needed because the house is currently sitting on the set back line. I am requesting a variance to allow a 8' by 8' porch. The variance needed is only 8' out from the house and 8' wide. Thank you for your attention. MICHAEL DEVOS 3 Lor c' 1 Roa 3 LO '`1 5tXVk Aoori1O``l EPs t pgKocfl co.) e56/..3, "T\ No>�� ScA�Ei '1_301.-0 Agenda Information Memo February 28, 1994 City Council Meeting PLANNED DEVELOPMENT AMENDMENT/NEW ULM ENTERPRISES C. Planned Development Amendment, New Ulm Enterprises (Holiday Inn Express), to allow a pylon sign on Lot 2, Block 2, Rahncliff 3rd Addition in the Rahncliff 2nd Addition Planned Development, located along the west side of I -35E, south of Cliff Road in the NW 1/4 of Section 32 --Holiday Inn is requesting an amendment to its planned development agreement to construct a 25 foot high pylon sign with a total square footage base area of 125 feet. The Advisory Planning Commission considered this matter at its meeting of January 25, 1994, and recommended approval of the amendment subject to the four conditions set forth in their minutes. 'lie staff repon this matter and the minutes of the APC meeting are enclosed on pages x ( through - ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny an amendment to the Rahncliff Planned Development to allow a pylon sign on Lot 2, Block 2, Rahncliff 3rd Addition subject to the four conditions set forth by the Advisory Planning Commission as requested by New Ulm Enterprises (Holiday Inn Express). BD SUBJECT: APPLICANT: LOCATION: EXISTING ZONING: DATE OF PUBLIC HEARING: DATE OF REPORT: COMPILED BY: PLANNED DEVELOPMENT AMENDMENT NEW ULM ENTERPRISES (HOLIDAY INN EXPRESS) LOT 2, BLOCK 2, RAHNCLIFF 3RD ADDITION (RAHNCLIFF 2ND ADDITION PLANNED DEVELOPMENT) PLANNED DEVELOPMENT FEBRUARY 22, 1994 FEBRUARY 14, 1994 COMMUNITY DEVELOPMENT DEPARTMENT APPLICATION SUMMARY: An application has been submitted requesting a PLANNED DEVELOPMENT AMENDMENT to allow a pylon sign on Lot 2, Block 2, Rahncliff 3rd Addition. BACKGROUND: This site is located in the Rahncliff 2nd Addition PD south of Cliff Road, west of I -35E, and east of Rahncliff Road. The Rahncliff PD was approved in 1988 for a mixture of retail and commercial uses. To date, the PD contains a strip retail mall, one Class I restaurant, a Class II restaurant, and a bank. The remaining property within the PD is to contain 34,000 square feet of retail, and 50,000 square feet of office. Also included in the original PD Agreement document was a development plan indicating proposed pylon sign locations. In 1989 an amendment was made to the Rahncliff PD Agreement to revise the original pylon sign plan. Neither the original or the amended sign plan allow for a pylon sign on the Holiday Inn Express site. The Holiday Inn Express use was approved for the Rahncliff PD in 1993. At that time, only building -mounted business signage was proposed. Now, in lieu of any building signs, New Ulm Enterprises is proposing a pylon sign to be located in the south corner of their lot. In the future, the hotel may request building -mounted business signage within the parameters allowed by the sign code. No provisions for building -mounted signs were included in the PD Agreement or subsequent amendments. PROPOSAL: The proposed Holiday Inn Express pylon would be located in the southeast corner of the lot, approximately 60' from the I -35E right-of-way, outside the 60' drainage and utility easement. The plan would meet all other setback requirements. The height of the proposed pylon is 25' with a total square footage of 125'. This is in conformance with the current sign code, which allows for a maximum height of 27 feet, and a maximum area of 125 square feet for pylon signs. The sign, as proposed, would exceed the 300' spacing requirement. ACTION TO BE CONSIDERED: To approve or deny the Planned Development Amendment for a pylon sign for Holiday Inn Express within the Rahncliff 2nd Addition Planned Development. If approved, this PD Amendment shall be subject to the following conditions: 1. A one-time sign fee of $2.50/sq. ft. shall be paid upon application. 2. A Planned Development Amendment Agreement shall be entered into. 3. An updated pylon sign exhibit shall be submitted. .BOUNDARY SURVEY Y KATY DESCRIPTION: 1. OLOCK R•aMCLTif are AOOTTlof. -ling to the f•t •d rlet on file ene of focal' - office of the County flecereer, Duet' Co,ntr. fN Av NOMr+EHTS IaAHNCLIFF COURT w e9'f7.07' t Se 99 b 6t / 0/,`m°1.'3 •\ \ 7• \ 1' 4'6\ .t .• .9. �•+� \ , $, 4. � .,• \ \ •\ \b:. / \ Y / / ` / ��o` / • V•44• / s / ,1/4,Q I, tib A S `•\ ••••• • gy s . ,i1 PROPOSED PYLON SIGN LOCATION oTarff tMe poen roues •.au19. sump ORIGINAL PYLON SIGN LOCATIONS -1988 PD AGREEMENT w1 PROPOSED PYLON SIGN LOCATION X ,/ 1 REVISED PYLON SIGN LOCATIONS -1991 PD AMENDMENT #7. flOMMEMn (=K;t IMMO 4, MEM 1 1 .l 1 t �111111111II1111111111( [ILII1L11 1 1 • • • r 1 AMP Mir • PROPOSED PYLON SIGN LOCATION 2i< • 0 r O -o •m =z --1 r z PLANNED DEVELOPMENT AXENDWT - NEW ULK INTUPRUUES Chairman Vorace]c opened the first public hearing of the evening regarding a Planned Development Amendment to alio a pylon sign on Lot 2, Block 2, Rahncliff Third Addition (Holiday nn Express site) in the Rahncliff Second Addition Planned Development located along the vest side of I -35E south of Cliff Road in the NW 1/4 of section 32. City Planner Sturm introduced this item. He stated that the Applicant is requesting an amendment to the Rahncliff Second Addition Planned Development to allow a pylon sign on Lot 2, Block 2, Rahncliff Third Addition. Sturm explained the site is the Holiday Inn Express site, located south of Baker's Square. The pylon sign is proposed to be located in the southeast corner of the site. Sturm noted that the original Planned Development Agreement and the 1989 Amended Planned Development Agreement for Rahncliff Planned Development did not allow for a pylon sign on the Holiday Inn Express site. Sturm stated the Applicant is proposing a pylon sign in place of any building -mounted signs. Neither the Applicant nor any representative of the Applicant was present for comment. Member Heyl stated that for visibility of the Holiday Inn Express a pylon sign may be necessary. Heyl expressed concern, however, that if a pylon sign is approved today, the Applicant may return in six to twelve months to request approval for a building -mounted sign. Heyl suggested that a condition of approval be added under which no building -mounted sign shall be permitted. Merkely moved, Heyl seconded, a motion to approve the amendment to the Rahncliff Planned Development to allow a pylon sign on Lot 2, Block 2, Rahncliff Third Addition located along the west side of I-358 south of Cliff Road in the NW % of Section 32, subject to the following conditions: 1. A one time sign fee of $2.50 per square foot shall be paid upon application. 2. A planned development amendment agreement shall be entered into. 3. An updated pylon sign exhibit ehall be submitted. 4. No building -mounted signage shall be permitted. 11 .1 1. 11 14111 , u.., _ 1. DEPARTMENT OF PUBLIC SAFETY LIQUOR CONTROL DIVISION ST. PAUL. MN 55101 1612) 296-6430 APPLICATION FOR OFF SALE INTOXICATING LIQUOR LICENSE EVERY QUESTION MUST BE ANSWERED. If a corporation, an officer shall execute this application. If a partnership, a partner shall execute this application. Applicants Name (Individual. Corporatioq'Pettnershipl 1_icenmr I ncatinn (Street Address 1. nt 7k Block No 1 4►_3c' Ioocl< Nc,��.F _ 1-. scce./C /6° M n iripality i=c•.c. Nana. 01 7101f! Mannper C \r c�1.C3kV-k \ _ r i comic'-� liorle 1,1111117. or OSA /ask Haw Lk)► -- 1 i r..e Period j npprr-ane s tinny, Photo, rron, 4- 1 - 94 I. /.g- 31.94 (6,1a) 6&,_k 4LN County Stale Zip Corte (limitless rano, Numher Date of Rirth (Individual Applicant) If a corporation, state name, date of birth, add ess, title, and shares held by each officer. If a partnership, state names, address and date of birth of each partner. anncr1011icer h.O.R Address t -;25 (1 it tcra oA_)c,cic. PartnerYlllic,r 1 0 R. Address rcxx- 3:16 51 rn,tner olrirnr ... R0 13 ASrn,vra - . •_gni Canoe, 011icer DDR. 1. If a corporation, date of incorporation authorized capitalization other corporation, so state__ - corporation — Address . Arahess City title Shares City liUe Sl,nrry 1-rook-\il.' City (tile Shares City , state incorporate 1 in __ Title - Sanies ---- _ amount of , amount of paid in capital . , if a subsidiary of any give purpose of __ if incorporated tinder the laws of another state, is corporation authorized to do business in the State of Minnesota? certificate of authority Number of 2. Describe premises to which license applies; such as (first floor, second floor, basement, etc.) Y S� RoczT - or if entire building, so state 3. If operating under a zoning ordinance, how is the location of the building classified? .._ \_.3_•__ ? 4. Is establishment located near any state university, state hospital, training school, reformatory or prisons _ IJUwf state approximate distance • 5. State name and address of owner of building IC_ rt'.r C• 0 /O5-63, r» 0 )-�I,t rA OW St, has owner of building any cohnection, directly or,IN i .c y, with applicant? . eV 0_.5 511 31 �... ...; : r�: , �r{rf ver 6. State whether applicant, or any of (lie associated in this application, have ever had an application for a Liquor License rejected by any municipality or State authority; if so give date and details Ne,t4 7. Has the applicant, or any of the associated in this application, dining the five years immediately preceding this application ever had a license under the Minnesota Liquor Control Act revoked for any violation of such laws or local ordinances; if so , give date and details C TZ, 8. State whether applicant, or any of the associates in this application, and employees while employed by applicant during the past five years were convicted of any Liquor Law in this state, or under Federal Laws, and if so, give date and details riO 9. Is applicant, or any of the associates in this application, a member of the governing body of the municipality in which this license is to be issued? V 0 . 11 so in what capacity __ FOR OFFICE USE ONLY Mailing Address Mother than Licensing Aulhorlty) Code (Fees Transaction lype Date Approved 1Vinlal(ons Approved Reichert asked the EDC members for a general consensus as to whether they feel this is a good idea. Hohenstein stated that it is likely that public money will need to be spent in thto redevelop this area either now or in the future, and this may be a good solution. Cedarvale Area Traffic Study Hohenstein stated that on January 26 a meeting had been held with Cedarvale area merchants and property owners regarding the proposed traffic redirection/access issues in the area. He stated that people in the area would like something to be done about the access problems in the area, but that not everyone in the area agrees on one particular solution. On February 1, the Engineering Department will ask the City Council to allow them to begin a feasibility study on one or both of the proposed access alternatives. Hohenstein stated that it may be helpful to get a recommendation on one or both proposals from the EDC to the City Council. Morgan stated that there are merits to both alternatives. He believes that no one is opposed to a four-way intersection, but some people are opposed to a three-way intersection. He feels, however, that both alternatives should be studied, so as not to exclude any option. ADJOURNMENT The meeting was adjourned at 8:50 a.m. The next meeting was set for Thursday, February 24, 1994 at 7:00 a.m. in the Municipal Center Conference rooms. Hohenstein pointed out that certain the DCEDP goals are very similar to the Economic Development Goals established for the City of Eagan , specifically #2 (Retain, Expand and Diversify Employment Base), #3 (Nurture a Healthy, User Friendly Business Environment), #4 (Enhance the Image and Visibility of the City), #5 (Attract Primary Dollars from Outside the Community), and #8 (Communicate Effectively with Businesses and Developers). Grinde moved, Oestreich seconded a motion to recommend that the City Council commit funds to join the DCEDP on the basis of it's support of the City's Economic Development Goals as outlined above. All voted in favor. Commercial Land Use Study Schedule Reichert outlined a schedule for the Commercial Land Use Study. She noted that the meetings for this study will be a cumulative learning experience, so it may be beneficial to members to be at the meetings right from the start. Johnson asked for commitments from members who are willing to attend the meetings. Duholm, Oestreich, Clark-Matuszak, and Grinde volunteered to attend as many meetings as possible. Oestreich noted that it may be helpful in the meetings to have the tables set up in such a way that would encourage interaction. Reichert agreed, and stated that it was her intention to have a "round table" set up. Reichert asked for EDC member input as to the meeting with Larry Laukka on January 25. The members discussed what downtown means to them individually, and on a city level. The Convention and Visitors Bureau (CVB) and how it fits into the idea of downtown Eagan was also discussed. Clark-Matuszak stated that she feels that the CVB should be a prime promotor of the entire city, rather than just a promotor of a selected group of businesses. Oestreich agreed, but stated that the CVB is very new and is just building a foundation. He believes that in time, the CVB may be able to expand its resources. CURRENT AND PENDING DEVELOPMENTS Reichert discussed the proposed development of the Red Cross in Eagan, noting that while the facility would create 80 jobs, it will be a tax exempt piece of property. She went on to discuss upcoming development issues in the Gun Club Road area. She noted that the school district wants to build an elementary school in that area, She stated that time and money are issues for the school district. She requested that the EDC members attempt to drive out and look at the area. Morgan stated that development has always chased Eagan, but now it is time to take a more proactive stance in attracting and retaining businesses. Oestreich stated that it is very clear to him what these organizations have to offer. Johnson stated that in his opinion, Eagan's name is noticeably absent on the DCEDP's list of members. Hohenstein stated that any recommendation generated by the EDC should be consistent with the goals in the current Economic Develoment Masterplan. A question regarding the availability of funds for memberships in these organizations was raised. Pederson stated that since the EDC is not included in the budget process, the cost of joining the organizations is not an issue. Johnson concurred, stating that the dollars are not the EDC's concern, the idea is. Pederson asked on what basis will the EDC review this membership. He asked for measurable aspects by which the Commission can review the results of the organization. Grinde stated that the EDC will have to rely on Staff to keep them aware of how well these various organizations are performing, because the value to Staff is crucial. Pederson agreed, but stated that we should have some goals in which to measure the performance. Norris stated that this is a partnership and that the DCEDP is not solely interested in money, but in benefits to the community and the County. Pederson asked what the DCEDP's expectations are of Eagan. Norris stated that they are looking for committed people. Reichert stated that Eagan's economic development program is still in its infancy, and added that the opportunities for economic development are huge, but it will all depend on how much time and how many resources are available. Duholm stated that the implementation plan for the DCEDP is well done and that certain performance measurements are already outlined within the plan. He suggested that the EDC check these standards next year and see if there has been a measurable improvement. Hohenstein noted that there has been approximately $3000 set aside for EDC activities, including the newsletter, etc. He stated that it may be possible to use this money towards membership, if that was the EDC's desire. Johnson also noted that there is a potential to receive funds from Dakota Electric's Economic Development Fund. Johnson again reiterated that it is not the EDC's duty to find money for memberships in these organizations, it is their role to recommend or not recommend membership. NEW BUSINESS Economic Development Organizations Eggers gave a brief review of the report on Economic Development Organizations included in the packet. The three organizations were Metro East Development Partnership (MEDP), the Dakota County Economic Development Partnership (DCEDP), and the Economic Development Association of Minnesota (EDAM). Action was requested in the form of a recommendation to the City Council regarding which, if any, organization(s) Eagan should join. At the conclusion of the summary, Reichert added that she does receive notices from Metro East, as do Eagan's largest industrial property owners. Reichert has been working with Michelle Foster from Opus to coordinate notice responses. Reichert feels that Metro East provides technical assistance to the City and is a good deal for $500. She believes that these organizations are very beneficial to the City due to our limited staff - the cost of joining is incremental to the level of services provided. Pederson asked if there is an advantage to membership with Metro East and the DCEDP, since when one joins the DCEDP one is an automatic member of Metro East. Reichert sees the organizations at different levels - Metro East is development oriented, the DCEDP is oriented more toward tax base, and EDAM is more of a professional organization that may be beneficial to Staff. Hohenstein stated that he is a member of EDAM as a representative for the City of Eagan. The EDC indicated that the $125 annual fee is a nominal cost to Eagan. Roger Norris, acting President of the DCEDP, was present to speak about his organization. Norris distributed and discussed current membership lists of the DCEDP. He stated that if Eagan joins, membership fees paid to the DCEDP would pass through to Metro East. Norris likened the DCEDP to an ambassador which spreads Metro East's service throughout the County. He added that Metro East is a very focused organization, and that they have a data base that should be expanded and available to the "hinterlands" of Dakota County through the vehicle of the DCEDP. Norris gave a brief overview of the history and mission of the DCEDP. He outlined many of the services provide by the DCEDP, including awareness of available services, coordination of services, education of employees, etc. He stated that in his opinion, Metro East is a great service for all the east metro, but the DCEDP is solely for the benefit of Dakota County. Reichert reiterated that the City Council has referred the organizational membership question to the EDC for review. She stated that she believes that the City should leverage available resources and that we should be able to keep up with what other members of the partnership are doing. She feels that the City should affiliate with this type of organization, because there are many advantages to doing so, and very few, if any, disadvantages. �i 3 Oestreich moved, Grinde seconded a motion to state that the EDC Chair would serve a two-year term, with the Vice -Chair taking over if necessary. There was no opposition, and the motion was approved by acclimation. Johnson and Clark-Matuszak will retain their current Chair and Vice -Chair positions in 1994. STANDING COMMITTEES Johnson raised the question of the effectiveness of the EDC Standing Committees. Clark-Matuszak stated that the Standing Committees have not done a lot in past years, and that she feels that Special Task Forces may be more applicable. Oestreich and Duholm concurred with Clark-Matuszak, and stated that the Task Force model would be more beneficial to the EDC. This motion was approved by acclimation. FUTURE MEETING DATES Pederson stated that he has a problem with the proposed December 29th meeting date. He stated that the 29th may be a difficult day for certain members to attend, due to the fact that school is not in session that week. It was agreed to move the December date to the 22nd rather than the 29th. Johnson and Pederson will both be unavailable for the March 24th meeting. It was agreed that in March, the Commission will meet on the 31st instead. It was also noted that in November the meeting will be held on Tuesday the 29th rather than Thursday the 24th, due to the Thanksgiving holiday. OLD BUSINESS Cedarvale Special Service District Hohenstein provided the Commission with an update on the Cedarvale Special Service District, and noted that the public hearing is set for February 1, 1994. The EDC's recommendation is being forwarded to the City Council with the understanding that the specific task list will come back to the EDC and the area property owners for further approval. Morgan asked if the Special Service District information has been forwarded to Deanna Weiner's office. Hohenstein stated that it has been forwarded to Tim Pawlenty's office, but not yet to Weiner's office. He stated that Staff will continue to monitor this issue and provide updates to the EDC. Agenda Information Memo February 28, 1994 City Council Meeting LEA TM/ NTE RNM AFF ECONOMIC DEVELOPMENT MEMBERSHIPS A. Economic Development Commission Recommendation Regarding Memberships --At its meeting of January 27, 1994, the Economic Development Commission reconsidered potential economic development memberships following adoption of the Economic Development Master Plan and goals in 1993. The Commission is recommending that the City Council accept membership into the Dakota County Economic Development Partnership at this time. For additional informati.. , 'th respecHo this item, please refer to the memorandum which is enclosed on pages through for your review. As noted in the attachments, the Commission found that membership in the Partnership would further all of the economic development goals in the City's Master Plan and that it would further five of the goals in particular as noted. The memorandum also outlines the proposed funding sources for the current year's membership. ACTION TO BE CONSIDERED ON THIS ITEM: To approve or deny a recommendation by the Economic Development Commission regarding membership in the Dakota County Economic Development Partnership as presented. MEMO city of eagan TO: TOM HEDGES, CITY ADMINISTRATOR FROM: PEGGY A. REICHERT, DIRECTOR OF COMMUNITY DEVELOPMENT DATE: FEBRUARY 23, 1994 SUBJECT: CITY MEMBERSHIP IN THE DAKOTA COUNTY ECONOMIC DEVELOPMENT PARTNERSHIP Introduction: The purpose of this memorandum is to provide you and the City Council with comments and recommendations of the Economic Development Commission concerning City membership in various economic development organizations. Background: At its first meeting of 1994, the City Council deferred action on renewing its membership with the Metro East Development Partnership pending a review and recommendation by the City's Economic Development Commission. On January 27, the Eagan Economic Development Commission reviewed three options - Metro East, the Dakota County Economic Development Partnership, and the Economic Development Association of Minnesota. EDC Comments & Recommendations: The Economic Development Commission discussed the matter at some length. Roger Norris, Acting President of the Dakota County Partnership, was also in attendance to present information and answer questions regarding his organization. The minutes of the EDC's discussion are attached for your review. The EDC concluded that the Economic Development Association of Minnesota is primarily a professional development organization in which individual staff members may join. They also observe that membership in the Dakota County Economic Development Partnership carries with it automatic membership in Metro East. The Commission discussed the issue of joining the Dakota County Partnership at some length and unanimously recommended that the City join the partnership this year. 1 0\ Further Considerations: Although we have not specifically budgeted for membership in the Dakota County Partnership during 1994, we do have approximately $3,800 set aside for various EDC related promotional activities. This would include such things as an EDC newsletter. We are currently planning to use the Citywide newsletter as a vehicle for communicating news of the EDC and development in general. Membership costs for the Dakota County Partnership are chiefly based on population - a flat fee of $1,000 plus $.10 per capita. Total cost for the City of Eagan would be approximately $6,350 in 1994. We could take the remaining $2,550 from the department's consulting funds. You asked whether 1994 membership on a prorated basis would possible. The services provided through the Dakota County Partnership are not really available, nor consumed on a monthly basis. Moreover, the membership dues during the initial years are primarily being dedicated for start up costs, development of the general database, and a number of other activities. We have discussed this issue with Roger Norris and he would prefer not to deviate from their general membership fee structure at this point. Requested Action: To concur with the recommendation of the Economic Development Commission that the City become a member of the Dakota County Economic Development Partnership in 1994. )41t Director of immunity Development PAR/js attach. MINUTES OF THE ECONOMIC DEVELOPMENT COMMISSION Eagan, Minnesota Thursday, January 27, 1994 A meeting of the Eagan Economic Development Commission was held on Thursday, January 27, 1994 at 7:00 a.m. Present were Chair Eldon Johnson, Cathy Clark-Matuszak, Gary Morgan, Karl Oestreich, Tom Pederson, Kirk Duholm, and Pat Grinde. Also present were Assistant to the City Administrator Jon Hohenstein, Community Development Director Peggy Reichert, Project Planner Kim Eggers, and Roger Norris, the President of the Dakota County Economic Development Partnership. AGENDA The agenda was approved as presented. MINUTES Duholm moved, Grinde seconded a motion to approve the minutes of the December 16, 1993, EDC meeting as presented. ORGANIZATIONAL BUSINESS Oestreich requested clarification of the election process. Hohenstein stated that in the past the election of officers has taken place annually, and that the EDC has no by- laws governing the election process. Reichert noted that the Council is concerned with attendance at all City Commission meetings. If a member of any Commission is absent more than three times, it is possible that the member may not be re -appointed to the Commission. Reichert stated that Staff could work on developing by-laws for the EDC if they so choose. Johnson stated that he feels that it is a good idea to rotate the term of the Chair position, and that perhaps a two-year term would be appropriate. Hohenstein noted that Larry Wenzel, the previous EDC Chairperson, had held the position for nine years. Grinde asked if the rest of the EDC members would like to delay the election process until the next meeting. Johnson stated that if any member of the EDC would like to run for Chairperson, he would welcome their bid. Morgan stated, and Oestreich concurred, that Johnson has done a great job as Chair. Clark-Matuszak stated that she is happy with her position as Vice -Chair. Johnson stated that rather than getting hung up on nominations or formal by-laws, the Commission should attempt to get through the agenda.