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10/08/2013 - City Council SpecialMINUTES SPECIAL CITY COUNCIL MEETING OCTOBER 8, 2013 5:30 P.M. EAGAN MUNICIPAL CENTER City Councilmembers present: Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. City staff present: City Administrator Osberg, Communications Director Garrison, Finance Director Pepper, Assistant Finance Director Feldman, Public Works Director Matthys, Superintendent of Utilities Eaton, Superintendent of Operations Mesko, Campus Facilities Manager Vaughan, Fitness Coordinator Grange, IT Manager Cook and E -TV Studio Supervisor Ongstad. I. ROLL CALL AND ADOPTION OF THE AGENDA City Administrator Osberg noted under Other Business a status report about the Old Town Hall will be provided. Councilmember Fields moved, Councilmember Tilley seconded a motion to adopt the agenda as amended. Aye:5 Nay:0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. 2014 ENTERPRISE FUND BUDGETS (WATER, SANITARY SEWER, STREET LIGHTING, STORM DRAINAGE, WATER QUALITY, CIVIC ARENA, CASCADE BAY, COMMUNITY CENTER, AND ACCESSEAGAN /FIBER INFRASTRUCTURE) City Administrator Osberg introduced the item noting Council is being asked to provide direction to staff regarding the proposed 2014 enterprise fund budgets. By definition, enterprise funds are established to account for self - supporting activities with revenues primarily from user fees at rates set by the City Council. Finance Director Pepper gave an overview of the revenues for Public Utilities Enterprise Fund. Public Works Director Matthys and Superintendent of Utilities Eaton were available for questions. City Administrator Osberg introduced the Public Utilities - Water 2014 operational budget noting the proposed Water Utility budget shows an overall increase of 9.1% over the 2013 budget. Osberg provided an overview of the highlights and changes. City Administrator Osberg introduced the Public Utilities — Sewer 2014 operational budget noting the proposed budget shows an overall increase of 0.8 0% over the 2013 budget, primarily due to increased charges from the Metropolitan Council Environmental Services (MCES). The Council discussed the Inflow & Infiltration program. City Administrator Osberg introduced the Public Utilities — Street Lighting 2014 operational budget noting the proposed budget shows an overall increase of 0.1 %, due to increased energy costs and installations of new street lights. Special City Council Minutes October 8, 2013 Page 2 City Administrator Osberg introduced the Public Utilities - Storm Drainage 2014 operational budget noting the proposed budget shows an increase of 2.9 %, primarily due to projected capital construction costs. Osberg added that operations are essentially unchanged. City Administrator Osberg introduced the Public Utilities — Water Quality 2014 operational budget noting an increase of 8.0 %, due primarily to two significant contingency items addressing requirements from the Gun Club Lake Watershed Management Organization and Minnesota Pollution Control Agency. 2014 CIVIC ARENA OPERATIONAL BUDGET Finance Director Pepper provided background information. City Administrator Osberg introduced the Civic Arena's 2014 operational budget noting an increase of 1.4 %, due primarily to staffing costs. The budget also reflects the first phase of reorganization of full time staff to prepare for department -wide reorganization that will occur in 2013 due to attrition. Osberg noted the budget also includes a $5 increase in the prime -time hourly ice fees and the potential changes with the hockey school Northern Educate and their plans to expand into three additional ice arenas in the Twin Cities for the 2013/2014 school year. Campus Facilities Manager Vaughan and Superintendent of Operations Mesko were available for questions. The Council discussed the 2014 Civic Arena operational budget. 2014 CASCADE BAY OPERATIONAL BUDGET Finance Director Pepper provided background information. City Administrator Osberg introduced Cascade Bay's 2013 operational budget noting the proposed budget represents a status quo and reflects a 4.5% reduction in operating expenses, due primarily to staffing costs. The budget also reflects the first phase of reorganization of full time staff to prepare for department -wide reorganization that will occur in 2013 due to attrition. Superintendent of Operations Mesko and Campus Facility Manager Vaughan were available for questions. The Council discussed the 2014 Cascade Bay operational budget. 2014 COMMUNITY CENTER OPERATIONAL BUDGET Finance Director Pepper provided the background information. City Administrator Osberg introduced the Community Center's 2014 operational budget noting the proposed budget is proposed to increase 2.9% from 2013. Osberg noted that the budget reflects the long -term objective of staffing the building to provide the level of service that the public demands during peak and non -peak times. The budget also reflects the first phase of reorganization of full time staff to prepare for department -wide reorganization that will occur in 2013 due to attrition. Superintendent of Operations Mesko was available for questions. The Council discussed the 2014 Community Center operational budget. 2014 ACCESSEAGAN /FIBER INFRASTRUCTURE FUND Finance Director Pepper provided the background information. Communications Director Garrison introduced the AccessEagan /Fiber Infrastructure Fund 2014 operational budget and provided a progress update. Garrison presented the Public Policy questions related to operations and 2014 budget Special City Council Minutes October 8, 2013 Page 3 assumptions for Council's consideration and response. IT Manager Cook provided additional information as needed. 1. Does the City Council concur that market flexibility is important to the success of the network by budgeting for occasional, limited specials, effective immediately in 2013 and carrying forward into 2014? The Council concurred and agreed with Budget Highlight Change #5. 2. Does the City Council concur that there can be unplanned route extension opportunities and /or unforeseen requests from other agencies to relocate fiber facilities that the City must be in a position to respond to in a timely fashion, as long as those contingencies fall within budgeted amounts? (Existing budget balance will be used in the event of 2013 contingencies, and the allocation proposed within the 2014 budget for contingencies would be utilized if needed next year.) Criteria will be developed for when it is appropriate to spend the budgeted contingency. The Council concurred with Budget Highlight Change #4. 3. As an economic development strategy in pursuit of the City's goals, does it make sense, in the City Council's view, to attend a select number of trade shows this coming year to market the Eagan opportunity for a south of the river carrier hotel /colocation data center? Given the time sensitive and competitive nature of data center placement decisions and the impending construction of the Vikings stadium (across the street from the region's only major carrier hotel, called the 511 Building), Councilmember Bakken suggested maybe the marketing effort to attract such a data center isn't aggressive enough and asked if there are other opportunities to promote the Eagan location. Garrison noted the budgeted amount is a starting allocation, sufficient for now, but that during the coming year staff will research additional opportunities and come back to the Council with a marketing and business plan. After further discussion the Council concurred with Budget Highlight Change #2. The Council directed the 2014 Enterprise Fund Budgets (Water, Sanitary Sewer, Street Lighting, Storm Drainage, Water Quality, Civic Arena, Cascade Bay, Community Center, and AccessEagan /Fiber Infrastructure) be included on the December 3, 2013 City Council consent agenda for formal consideration. IV. 2014 EAGAN CONVENTION AND VISITORS BUREAU BUDGET City Administrator Osberg introduced the item. Communications Director Garrison noted the 2014 ECVB budget, approved by the ECVB Board in September, features a 5.2 %increase over 2013, and total spending of $974,250. ECVB President & CEO, Brent Cory gave an overview and provided highlights of the proposed 2014 budget and was available for questions. The Council reviewed the proposed budget, and had no objection. The City's legal agreement with the ECVB to provide services and utilize the lodging tax requires City Council concurrence since the City authorizes the tax. The Council directed the 2014 Eagan Convention and Visitors Bureau budget to be included on the December 3, 2013 City Council consent agenda for formal consideration. Special City Council Minutes October 8, 2013 Page 4 V. 2014 E -TV BUDGET City Administrator Osberg introduced the item. Communications Director Garrison provided an overview of the proposed 2014 E -TV budget, noting Eagan Television (E -TV) continues its award - winning partnership for Eagan's public access studios located on Thomson Reuter's corporate campus. E -TV Studio Supervisor Ongstad noted the last three years E -TV's Summer Youth Video Camps have more than tripled in attendance to four sold out camps. E -TV has expanded coverage of 13 high school sports, and it recorded the entire summer music concert season at Market Fest with 12 productions, and three full length plays from local theatre groups. Ongstad added new technology enabled live off -site coverage of the State of the City Address at the Eagan Community Center for the first time. The Council discussed the proposed budget. The Council directed the 2014 E -TV budget be included on the December 3, 2013 City Council consent agenda for formal consideration. VII. OTHER BUSINESS City Administrator Osberg noted city staff will be prepared in the near future to provide more details and options for Council's consideration on the Old Town Hall and are seeking direction from the Council. The Council discussed the issues. It was the consensus of the Council to bring further discussion of the Old Town Hall to a future Finance Committee meeting. VIII. ADJOURNMENT Councilmember Tilley moved, Councilmember Bakken seconded a motion to adjourn at 7:38 p.m. Aye:S Nay:O -1-1 -s3 Date kk4` Mayor Chygni�t City Clerk