05/10/2011 - City Council Special
MINUTES
SPECIAL CITY COUNCIL MEETING
TUESDAY, MAY 10, 2011
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, Public Works Director Colbert, City
Engineer Matthys, Transportation and Operations Engineer Plath, Superintendent of Utilities
Schwanz, and Community Development Director Hohenstein.
I. ROLL CALL AND ADOPTION OF THE AGENDA
City Administrator Hedges noted a request by the Regional Council of Mayors for the
Council to consider a resolution in support of State transportation funding. The Council directed
the item to Other Business.
Councilmember Fields moved, Councilmember Hansen seconded a motion to adopt the
agenda as amended. Aye: 4 Nay: 0 (Councilmember Tilley not present)
II.VISITORS TO BE HEARD
There were no visitors to be heard.
III.PUBLIC WORKS 5-YEAR CIP (2011-2016)
City Administrator Hedges introduced the item noting that each year the City Council
adopts a Capital Improvement Program (CIP) for the community, which includes Part III-
Infrastructure (Public Works). Hedges introduced Public Works Director Colbert, who gave an
overview of the proposed Public Works Infrastructure projects for 2012-2016.
The City Council discussed the proposed CIP projects. Director Colbert noted that the
CIP will be accessible via the City’s website after formal adoption, and a hard copy will be
available at Wescott Library.
Councilmember Tilley arrived at 6:50 p.m.
Councilmember Fields moved, Councilmember Bakken seconded a motion to affirm the
draft 5-year CIP (Part III- Public Works Infrastructure, 2012-2016) and directed it to the June 7,
2011 City Council meeting for formal consideration. Aye: 5 Nay: 0
DRAFT
Special City Council Minutes
May 10, 2010
Page 2
IV.REVIEW UPDATED TRANSPORTATION INFRASTRUCTURE NEEDS
ANALYSIS (TINA) REPORT
City Administrator Hedges introduced the item, noting that the updated Transportation
Infrastructure Needs Analysis (TINA) report is being presented to the Council as an update on
the anticipated transportation system needs for the next 20 years (2012-2030+).
City Engineer Matthys gave a presentation to the Council summarized the updated TINA
report. Matthys noted that when the first TINA was completed in 2005, there was a gap or
shortfall of approximately $57.6 million of local funding required to meet the anticipated 20 year
needs for the transportation system. Matthys added that as a result of actions taken by the City
Council over the past six years, that gap or shortfall has been reduced by $26 million, thus
resulting in a shortfall of $31.4 million.
The City Council discussed the findings and implications of the updated TINA report.
The Council directed the TINA report to a future Finance Committee meeting for a discussion on
options to finance the future transportation projects and needs identified in the TINA.
V.WINTER TRAIL MAINTENANCE PROGRAM
A.Consideration of Changes to Designated Winter Trail Maintenance System
City Administrator Hedges introduced the item noting that the Council adopted a Winter
Trail Maintenance Plan in 1998 that allows the Council to annually review and reconsider the
extent of the trail system that is designated for maintenance during the winter months. Hedges
added that this annual review occurs at the first available Council workshop after April 1 of each
year.
Transportation and Operations Engineer Plath summarized the citizen petitions received
over the past year and noted the particularly difficult winter conditions in 2010-2011.
The City Council discussed Citizen Petition #1, which requested that trail plowing be
transferred from the east side of Pilot Knob Road to the west side of Pilot Knob Road, between
Lone Oak Road and Buffet Way/Corporate Center Drive. Representatives of the petition were
present and spoke in support of the request. The Council concurred with the petition and directed
staff to switch the trail plowing to the west side for one year and reevaluate in 2012.
(The City Council moved ahead on the agenda to consider proposed revisions to the
Winter Trail Plowing Policy and a review of trail plowing equipment resources, and then
resumed their review of citizen petitions.)
The City Council discussed Citizen Petition #2, which requested that a new trail segment
be plowed on the north side of Lone Oak Road from Lexington Avenue to Lone Oak Circle. It
was noted that there were not any nearby retail commercial facilities within a reasonable distance
and that it appeared the request was more for recreational purposes by petitioning employees. It
DRAFT
Special City Council Minutes
May 10, 2010
Page 3
was also noted that the petition only included 14 properties and thus did not meet the Winter
Maintenance of Sidewalk and Trails Policy, which requires a petition to include the signature of
at least 50 properties. The City Council directed that this trail segment not be added to the winter
trail maintenance program.
The City Council considered the addition of eight newly constructed trails to the winter
trail maintenance program. The Council recommended the inclusion of the following trails into
the winter trail maintenance program:
Trail along the Duckwood Overpass (connecting Duckwood Drive on the east side of 35E
to Federal Drive on the west side of 35E), which is anticipated to open in Fall 2011
Six-foot trail on Federal Drive from Violet Lane to Blackhawk Hills Road
The Council directed that the following trails not be included in the winter trail
maintenance program, and rather, wait to consider such trails if and when citizen petitions are
received:
Eight-foot bituminous trail on the south side of Gold Trail between Cedar Grove Parkway
and Woodhaven Park
Eight-foot bituminous trail on the north side of Duckwood Drive and the west side of
Wescott Woodlands from east of Falcon Way to Yankee Doodle Road
Six-foot concrete sidewalk on the north side of Station Trail from Wescott Woodlands to
the current temporary dead end on the west in conjunction with the construction of
Station Trail and the recently constructed Fire Safety Center
Six-foot concrete sidewalk on the north side of Duckwood Drive from the existing
concrete sidewalk on the west end to the newly constructed bituminous trail beginning
at Springwood Pass.
Six-foot concrete sidewalk on the west side of Denmark Avenue from Northwood
Parkway to just south of Clubview Drive
Eight-foot bituminous trail on the east side of Blackhawk Road from Beecher Drive to
Galaxie Road
The City Council next considered trail segment changes recommended by staff. The
Council directed staff to transfer the trail segment from the west side of Lexington Avenue to the
east side between Wescott Road and Diffley Road to address improved operations for snow
storage, serving a larger population of residents on the east side and the recently adopted new
walking policy for students in ISD 196, which states that students living within one mile of a
school will no longer receive bus service.
The City Council considered the addition of four trails to the winter trail maintenance
program as a result of ISD 196’s new walking policy. The four trails the Council considered
adding to the winter trail maintenance program were:
Wescott Road (north side) from E. Greensboro Drive to Elrene Road
DRAFT
Special City Council Minutes
May 10, 2010
Page 4
Lexington Avenue (east side) from Diffley Road to the driveway of Lexington Hills
Apartments.
Johnny Cake Ridge Road (west side) from Woodgate Lane N. to Cliff Road
Cliff Road (north side) from Thomas Lake Road to Lake Park Drive
The City Council discussed the trial segments noting that the Lexington Ave segment was
addressed with the previous staff recommendation, and directed that the 3 remaining trails
segments not be added at this time. Rather, the Council stated that further consideration would be
given to adding the trails after a meeting has been held with ISD 196 to consider maintenance
and financing options available to have the trails cleared. The Council directed staff to consult
with the City Attorney on options available before a meeting is held with the school district.
B.Review Proposed Revisions to Winter Trail Plowing (& new Priority) Policy
Public Works Director Colbert introduced the item, noting that staff is proposing to
incorporate a Trail Plowing Priority Response Plan into the overall Winter Trail Plowing Policy.
th
Colbert added that following the 4 snowiest season on record, staff found this winter that there
were certain circumstances and challenges that significantly exceeded current personnel and
equipment resources; thus the request for a prioritization response plan.
Transportation and Operations Engineer Plath reviewed the proposed policy regarding a
priority response plan for winter trail maintenance of trails and sidewalks. The City Council
discussed the proposed policy, noting the shift of some costs from the schools to the City as a
result of changes to ISD 196’s distance threshold to determine walking versus bussing to
schools. The Council again directed staff to continue dialogue with the school districts regarding
the financial and operational impacts of changes to the bussing policies. The Council also
directed staff to add language to the Criteria portion of the Winter Maintenance Policy that
addresses transit in the same way as the prioritization response plan describes transit uses under
the “Priority Level 2 Trails” section.
The City Council directed the proposed policy revisions to the June 7, 2011 City Council
meeting for formal consideration.
C.Review Trail Plowing Equipment Resources vs. Needs
Public Works Director Colbert introduced the item, noting that in 2009, as a budget
reduction measure, the Council directed that in house staff be used to carry out the winter trail
maintenance program using existing City equipment and personnel during regular work hours
(i.e. no overtime). Colbert noted that in 2010-2011, as result of the snowy winter and
corresponding demand of staff and equipment, there were significant delays to complete snow
removal from some trail segments. Lastly, Colbert noted that some of the heavy equipment that
was used to clear trails in 2010-2011 resulted in structural damage to some trails, and as a result,
such equipment cannot be frequently used for snow removal on trails in the future.
DRAFT
Special City Council Minutes
May 10, 2010
Page 5
The City Council discussed trail plowing options for the future, including the possible
acquisition of three new pieces of equipment to improve service delivery. The Council directed
that the equipment be considered as part of the Part II CIP process to include a cost/benefit
analysis that takes into account operating and maintenance costs for both existing and proposed
equipment, as well as the costs to repair damaged trail segments.
VI.REVIEW PROPOSED UPDATES TO SNOW & ICE CONTROL POLICY
City Administrator Hedges introduced the item, noting that the Council adopted a formal
Snow & Ice Control Policy in 1999. Public Works Director Colbert noted that the current policy
updates being proposed include: 1.) “housekeeping” revisions to reflect changes in the Program
Manager’s title and City Code references; 2.) the inclusion of a reference to the State Statute
exempting snow plow drivers from compliance with normal traffic regulations; and, 3.) the
exclusion of fences located within public right of way and easements from City liability for snow
discharge related damages.
There was Council consensus to proceed with the proposed changes to the policy for
formal consideration at the June 7 City Council meeting.
VII.OTHER BUSINESS
City Administrator Hedges noted that the Regional Council of Mayors requested that the
City of Eagan consider a resolution in support of State transportation funding. The City Council
discussed the proposed resolution.
Councilmember Hansen moved, Councilmember Fields seconded a motion to approve a
resolution in support of the Regional Council of Mayor’s 2011 Transportation Plan.
Aye: 5; Nay: 0
VIII.ADJOURNMENT
Councilmember Fields moved; Councilmember Bakken seconded a motion to adjourn the
meeting at 9:15 p.m.
Aye: 5, Nay: 0