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09/22/2009 - City Council Special MINUTES SPECIAL CITY COUNCIL RETREAT TUESDAY, SEPTEMBER 22, 2009 5:30 P.M. MEZZANINE – EAGAN CIVIC ARENA City Council members present: Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. City staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Director of Communications Garrison, Director of Administrative Services VanOverbeke, Director of Parks and Recreation Seydell-Johnson, Director of Community Development Hohenstein, Director of Public Works Colbert, Police Chief McDonald, Fire Chief Scott and Police Lieutenant Pike. I. ROLL CALL AND AGENDA ADOPTION Mayor Maguire called the retreat to order. City Administrator Hedges noted staff’s desire to provide a brief update on H1N1 planning, the SeptemberFest event held at Faithful Shepherd School, and a recent gas leak that occurred at Faithful Shepherd School. Councilmember Fields moved, Councilmember Hansen seconded a motion to approve the agenda as amended. Aye: 5; Nay: 0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. GENERAL FUND BUDGET UPDATE Per the request of the City Council at the July 28 City Council retreat, each of the Department Directors provided an overview on the implications of reductions made to the 2009 and 2010 budgets. The directors also summarized potential service impacts in 2010 and beyond given the current budget forecasts. The City Council discussed the presentations of the directors. The Council provided direction to proceed ahead with implementing single coverage only for City Councilmembers’ health insurance. The Council also directed staff to cancel the City’s membership to the National League of Cities. During preparation for the 2011 budget, the Council requested that fees and attendance statistics for Parks and Recreation programming be provided. The Council directed that the Finance Committee review the possible transfer of street repair supplies and contractual labor to the Major Street Fund. The City Council discussed the proposed early retirement/separation program being considered by the City. Due to the inefficient cost savings of the program, there was City Special City Council Retreat September 22, 2009 Page 2 Council consensus to discontinue the offering of the early retirement/separation program. The Council reviewed conference and training expenses in 2009 and 2010. The Council requested further information in the future on which conferences are necessary for employee certifications. City Administrator Hedges noted that per the request of the Council, a community open house for the purpose of discussing the City budget has been scheduled for October 27, 2009. TH IV. EAGAN’S 150 ANNIVERSARY CELEBRATION UPDATE th The City Council and staff discussed the upcoming 150 anniversary of the City. Communications Director Garrison provided an overview on what has been done to-date on the anniversary celebration, and noted the pledge from the Eagan Convention and Visitors Bureau of $25,000 towards the anniversary celebratory events. th The City Council discussed the 150 anniversary and there was consensus that a volunteer committee of community members should be formed. The Council directed staff to prepare a list of possible recruits for the committee. The Council requested regular updates from the committee and a chance to offer feedback to the committee. Mayor Maguire noted his desire to serve as a liaison to the volunteer committee. V. OTHER BUSINESS Police Chief McDonald, serving as the emergency manager for the City, provided an update on the City’s preparation for the H1N1 flu. City Administrator Hedges provided an update on the SeptemberFest event held at Faithful Shepherd School, and noted that there were no noise complaints this year. Fire Chief Scott provided an update on the gas leak that occurred at Faithful Shepherd School, and noted that the school had to be evacuated, however, there were no injuries. VI. ADJOURNMENT The City Council adjourned the retreat at 9:40 p.m.