05/12/2020 - City Council SpecialMINUTES
SPECIAL CITY COUNCIL MEETING
MAY 12, 2020
5:30 P.M.
EAGAN MUNICIPAL CENTER
Due to the COVID-19 outbreak, the Council has directed that regular, special and emergency meetings of
the Council be conducted by telephone or other electronic means until such time as in-person meetings
can resume in a practical and prudent manner.
A virtual meeting of the Special City Council was held on Tuesday, May 12, 2020 at 5:30 p.m.
City Councilmembers present: Mayor Maguire, Councilmember Bakken, Fields, Hansen and Tilley.
City staff present: City Administrator Osberg, Public Works Director Matthys, City Engineer Gorder,
Transportation Operations Engineer Plath, Superintendent of Utilities Eaton, Water Resource Manager
Macbeth, and Finance Director Pepper.
ROLL CALL AND ADOPTION OF THE AGENDA
City Administrator Osberg noted a change in the order of agenda items. The Public Works 5 -Year CIP
(2021-2025) will be the first item followed by the rest of the agenda items.
Councilmember Tilley moved, Councilmember Hansen seconded a motion to adopt the agenda as
amended. Aye: 5 Nay: 0 (Roll Call)
VISITORS TO BE HEARD
There were no visitors to be heard.
PUBLIC WORKS 5 -YEAR CIP (2021-2025)
Director of Public Works Matthys noted each year the City Council adopts a Capital Improvement Plan
(CIP) for the community, which includes Public Works Infrastructure. Matthys provided an overview of
the proposed Public Works Infrastructure projects for 2021-2025.
The Council discussed the proposed Capital Improvement Plan, specifically the Diffley Road project.
The City Council directed the Capital Improvement Plan to the June 2, 2020, City Council meeting for
formal consideration.
WINTER TRAIL MAINTENANCE
Requests for Additions/Changes
Transportation Operations Engineer Plath noted the Winter Trail Maintenance program currently
consists of 80.1 maintained miles out of a total of 127.5 in -system miles and is maintained completely
with City staff and equipment. The City Council adopted a Winter Trail Maintenance Plan that allows
the Council to annually review and consider modifications to the extent of the trail system that is
designated for maintenance during the winter months. On April 17, 2018, the City Council approved
revisions to the Winter Trail Maintenance Policy authorizing administrative decisions of petitioned
requests based on current policy criterion.
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May 12, 2020
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Transportation Operations Manager Engineer Plath noted the City received one (1) Citizen Petition
which met several criteria of the Winter Trail Maintenance Policy and therefore is being recommended
to be added to the Plan by City staff. Citizen Petition #1 is requesting a trail segment be plowed from
the Community Center access road to approximately 435 feet south.
It was the consensus of the Council to include the trail segment be plowed from the Community
Center access road to approximately 435 feet south for inclusion in the Winter Trail Maintenance Plan
as a Priority Level 3 route.
City staff reviewed all three New Trail (NT) segments being constructed in 2020 and those completed
in late -2019. Of those segments, no segments meets criteria for inclusion in the Winter Trail
Maintenance Policy. Therefore, it is recommended no New Trail segments be added to the 2020-2021
Winter Trail Maintenance Plan.
Transportation Operations Manager Engineer Plath noted Staff had one recommendation. #1- The
existing 8 -foot wide bituminous trail on the south side of Diffley Road, from Daniel Drive to Dodd
Road, has recently been identified as a school walking route by Independent School District 196. This
segment of trail is currently included in the City of Eagan Winter Trail Maintenance Plan as a Priority
Level 4 route. Staff recommendation is to change this segment to Priority Level 1. ISD 196 recently
revised their designated school walking route to include this trail segment.
A phone call was received from Theresa Eisele, 4209 Braddock Trail, noting her support for the
addition priority upgrade of the winter trail maintenance of the existing bituminous trail on the south
side of Diffley Road, from Daniel Drive to Dodd Road, that now has been identified as a school walking
route by Independent School District 196.
It was the consensus of the Council to change this segment of the existing 8 -foot wide bituminous trail
on the south side of Diffley Road, from Daniel Drive to Dodd Road, as to a Priority Level 1 route in the
Winter Trail Maintenance Plan.
Mayor Maguire left the meeting at 6:15 p.m. Acting Mayor Bakken continued with the meeting.
SPECIAL ASSESSMENT POLICY
City Engineer Gorder noted at the January 14, 2020, Special City Council meeting, Mr. Ross Bintner,
938 Waterford Drive East, raised concern of equitable application of the City Special Assessment (SA)
Policy, specifically for the R3 townhome property assessment rate within the 2020 street improvement
project areas. Mr. Bintner is suggesting the 0.75 rate for townhome properties provides less
City funding of projects adjacent to townhome properties than projects adjacent to single-family
properties, and that this rate be reviewed for equity.
Gorder noted the Special Assessment Policy currently provides equity in application to all R1/ R2/ R3
properties through the City' s contribution and responsibility for street improvement project
costs, which averages about 70% City responsibility (Major Street Fund), and 30% assessed. The 0.75
townhome rate provides equity through the property owner's usage of the City's street system. The
City Attorney's office has indicated that the City's current assessment policy for R3 townhome
properties is sustainable and fair, therefore defendable.
City Engineer Gorder continued on with his presentation noting, since 2014, the City' s Special
Assessment Policy has been applied to provide a credit to street improvement project assessments.
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May 12, 2020
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The associated street pavements have not reached their structural life expectancy, primarily due to
increased and heavier vehicle traffic over their life, typically in commercial/ industrial areas and on
collector/ arterial roadways. With the current credit system in place, the City is losing sustainable
assessment revenue. Gorder noted City staff requests Council consideration of lowering the street
assessment credit threshold from under 20 years to under 15 years for street improvements
in commercial/ industrial areas and on collector/ arterial roadways.
The Council discussed the City's Special Assessment Policy.
It was the consensus of the Council to affirm the current Special Assessment Policy and practice
regarding the R3 townhome property assessment rate and direct modifications to the City's Special
Assessment Policy regarding street assessment credit threshold to a regular Council meeting for
formal action.
WATER RESOURCES — 30 YEAR ANNIVERSARY
Water Resource Manager Macbeth gave a presentation acknowledging the 30th anniversary of the
City' s Water Resources program. Macbeth summarized Eagan's 30 -year management program that
emphasizes reducing stormwater effects on lakes, avoiding and minimizing wetland impacts, and
improving recreational opportunities.
The City Council thanked Macbeth for the presentation.
RESIDENTIAL WATER METER READING - AMI
Superintendent of Utilities Eaton gave a summary of the meter reading services. Eaton noted the City's
current company, SL-serco, gave the City notice that its meter reading services will no longer be
offered after December 31, 2021. Staff has reviewed the situation and is proving suggesting three
potential options.
The Council and statf discussed the potential water meter reading options. All were in agreement the
best option would be to migrate all meter reading to the automated metering infrastructure (AMI)
radio reading system.
It was the consensus of the Council to direct staff to provide additional information regarding the
automated radio reading AMI system and bring it back to a future Council meeting.
OTHER BUSINESS
City Administrator Osberg noted the May 19, 2020 Council meeting will be a virtual meeting.
ADJOURNMENT
Councilmember Fields moved, Councilmember Tilley seconded a motion to adjourn at 7:22 p.m.
Aye: 4 Nay: 0 (Roll Call)
Special City Council Minutes
May 12, 2020
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