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2010-10-12 Special City Council Minutes MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, OCTOBER 12, 2010 5:30 P.M. EAGAN ROOM – EAGAN MUNICIPAL CENTER 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 Administrative Services VanOverbeke, Chief Financial Officer Pepper, Director of Parks and Recreation Johnson, Superintendent of Enterprise Operations Mesko, Campus Facilities Manager Vaughan, Public Works Director Colbert, City Engineer Matthys, Water Resources Coordinator Macbeth and Communications Director Garrison. I. ROLL CALL AND ADOPTION OF THE AGENDA Mayor Maguire called the meeting to order. City Administrator Hedges requested that two tiems be added under Other Business—a ribbon cutting for the opening of Denmark Avenue, and the possibility for a budget open house on November 9, 2010. Councilmember Tilley moved, Councilmember Fields 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. 2011 ENTERPRISE FUND BUDGETS (CASCADE BAY, COMMUNITY CENTER, WATER, SANITARY SEWER, STREET LIGHTING, STORM DRAINAGE, AND WATER QUALITY) City Administrator Hedges introduced the item, noting that Enterprise Funds in the City are established to account for self supporting activities with revenues derived primarily from user fees. City Administrator Hedges reviewed each of the proposed Enterprise budgets and noted that final consideration by the City Council is requested to take place in December 2010. City Administrator Hedges summarized the proposed 2010 Cascade Bay budget, noting a proposed increase of 1.3 percent ($15,600) from 2010. Hedges noted that there is a proposed rate increase for 2011 in the amount of a $1.00 increase for daily admission and a $5.00 increase for season passes. Director of Administrator Services VanOverbeke provided an additional overview of the Cascade Bay proposed budget, including background on financing plans and debt service. Director of Parks and Recreation Johnson and Superintendent of Enterprise Operations Mesko summarized marketing efforts and opportunities at Cascade Bay in the coming year. Special City Council Minutes October 12, 2010 Page 2 The City Council discussed the proposed Cascade Bay budget and provided direction to proceed with the budget as presented including the fee increases, to be brought back to the City Council for formal consideration in December 2010. City Administrator Hedges provided an overview of the proposed 2011 Community Center budget. Hedges noted that the budget is proposed to increase 1.5 percent ($25,000) from 2010. Hedges summarized the proposed change to eliminate the processing of passports given the decrease in demand as well as a reduced return on investment for the service. City staff and the City Council further discussed the ECC serving as a passport processing location. There was City Council consensus to transition out of this service beginning January 1, 2011. The City Council directed that the Community Center budget, as presented, be brought back to the City Council for further consideration at a Council meeting in December 2010. City Administrator Hedges reviewed the proposed 2011Public Utilities budgets. Hedges noted that the Water Division budget is proposed to decrease by 1.4 percent ($53,200) from 2010. The City Council had no questions with regard to the Water budget and provided direction to proceed with the budget for formal consideration at the December 2010 City Council meeting. City Administrator Hedges reviewed the proposed 2011 Sanitary Sewer Division budget, which is proposed to decrease by .8 percent ($46,400) from the 2010 budget. The City Council briefly discussed the budget and provided direction to bring the Sanitary Sewer budget back for formal consideration at the December 2010 City Council meeting. City Administrator Hedges summarized the proposed Street Lighting budget, which is proposed to increase by 5.8 percent ($29,900), due largely to increased energy costs and maintenance of an aging system, offset slightly by a reduction in new street lights being installed under the Capital Improvement Program. The City Council discussed the current installation of LED street lights in the city of Apple Valley, and whether there is merit for the City of Eagan to consider such lighting. It was noted that payback has not been cost effective to-date; however, the City of Eagan continues to review LED opportunities. The City Council provided direction to proceed with the budget for formal consideration at the December 2010 City Council meeting. City Administrator Hedges summarized the proposed 2011 Storm Drainage budget which is proposed to increase by 14.6 percent ($29,400), primarily due to the acquisition of a replacement service vehicle that is budgeted in 2011. The City Council directed the Storm Drainage budget as proposed to the December 2010 City Council meeting for formal consideration. City Administrator Hedges summarized the proposed Water Quality budget, which is proposed to increase 2.4 percent ($15,200) over the 2010 budget. Special City Council Minutes October 12, 2010 Page 3 The City Council directed the Water Quality budget to the December 2010 City Council meeting for formal consideration. IV. 2011 EAGAN CONVENTION AND VISITOR’S BUREAU BUDGET City Administrator Hedges introduced the 2011 Eagan Convention and Visitor’s Bureau (ECVB) budget, noting that while the ECVB Board operates as a 501C6 (non-profit) independent of the City, Section 3.2 of the Operating Agreement with the City of Eagan requires the ECVB to submit its work plan and operating budget to the City Council for its review and approval. Hedges added that the ECVB’s 2011 budget process began last spring with review by the ECVB Finance Committee which includes City of Eagan Chief Financial Officer Pepper. Hedges noted that the budget was also examined and approved by the Bureau’s Board of Directors during their September 30, 2010 Board meeting. Hedges noted that Mayor Maguire, a City designated ECVB Board member, was present for the Board approval, along with City liaison Tom Garrison. ECVB Executive Director Brent Cory, Eagan Communications Director Garrison, and ECVB Board Chair Butch Ciresi provided an overview of the proposed 2011 ECVB budget, noting that the overall budget reflects a nearly 15.5 percent increase over 2010, as a result of a projected modest recovery in the tourism industry, coupled with a strategic investment of undesignated reserves by the ECVB. The City Council and ECVB representatives discussed the highlights of the 2011 budget, including the recommendation to invest ECVB reserves into their “Pick Your Package” promotion. Executive Director Cory shared highlights from 2010 with the City Council, th including the 150 Anniversary Taste of Eagan Event. The City Council discussed the use of ECVB reserves in marketing efforts, and made a recommendation that Cascade Bay and the Eagan Community Center be positioned within the “Pick Your Package” promotion. The ECVB representatives and City Council discussed trends in the tourism industry. The City Council directed that the 2011 ECVB budget be included on an upcoming December 2010 City Council agenda for formal consideration. V. OTHER BUSINESS City Administrator Hedges inquired of the City Council whether they would like to conduct a ribbon cutting to recognize the opening of the Denmark Avenue extension. The Council directed that a brief ribbon cutting/photo opportunity be scheduled on October 19, 2010 at 5:00 p.m. City Administrator Hedges inquired of the City Council whether they would like to hold a budget open house on November 9, 2010. The City Council directed that a budget open house Special City Council Minutes October 12, 2010 Page 4 thth be scheduled on the 9, with a Special City Council meeting taking place as well on the 9 to consider the Lakewood Hills easement agreement options. VI. ADJOURNMENT Councilmember Fields moved; Councilmember Tilley seconded a motion to adjourn the meeting at 7:30 p.m. Aye: 5; Nay: 0