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09/14/2006 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING SEPTEMBER 14, 2006 5:30 P.M. EAGAN ROOM ? EAGAN MUNICIPAL CENTER City Council members present: Mayor Geagan, Councilmembers: Carlson, Fields, Tilley, Maguire. City staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Administrative Services Director VanOverbeke, Chief Financial Officer Pepper, Community Development Director Hohenstein, Public Works Director Colbert, Communications Director Garrison, Parks & Recreation Director Johnson, Campus Facilities Manager Vaughn, Superintendent of Operations Mesko, City Planner Ridley, Administration Intern Ziemer. I.ROLL CALL AND AGENDA ADOPTION Mayor Geagan called the meeting to order at 5:30 p.m. City Administrator Hedges requested changes to the agenda: review of the 2007 Eagan Convention and Visitors Bureau budget; a schedule change for the next City Council meeting, moving it from Sept. 25 to Sept. 26; and discussion of tax exempt financing for Trinity School. Councilmember Fields moved; Councilmember Carlson seconded a motion to adopt the agenda as presented. Aye: 5, Nay 0. II.VISITORS TO BE HEARD There were no visitors to be heard. III.CANVAS BALLOTS FOR SEPTEMBER 12, 2006 PRIMARY ELECTION (MAYO & CITY COUNCIL CANDIDATES ONLY) Administrator Hedges stated that every two years it is the responsibility of the City Council to canvas ballots and approve election results. Administrative Services Director VanOverbeke stated that voter turnout of the September 12 primary election was 11.4 percent. VanOverbeke reported the following people were moving on to the November 7 general election: Mayor ? Mike Maguire and Cyndee Fields; City Council ? Peggy Carlson, Paul Bakken, Gary Hansen, and Buzz Anderson. Councilmember Fields moved; Councilmember Tilley seconded a motion to certify the results of the September 12, 2006 municipal primary election. Aye: 5, Nay 0. IV.WINDOW SIGN TASK FORCE RECOMMENDATION Administrator Hedges presented a recommendation from the Eagan Window Sign Task Force directing the Council to delegate the consideration of an amendment to the city code section regulating window signage to the Advisory Planning Commission. Community Development Director Hohenstein stated that the task force completed its review of the city code pertaining to signs and is recommending removal of the four-to-six-foot clear zone restriction; permit up to 60 percent window coverage; identify a process for grandfathering existing signage, requiring businesses to conform with new sign standards within seven years; and allow for exemptions for businesses that already comply, instead of requiring permits. Hohenstein stated that an issue pertaining to the maximum allowable sign coverage on the side of a building ? 20 percent ? remained unresolved. The question remaining was whether the 20 percent should include window signage or be in addition to window signage. Councilmember Carlson asked that the Police Department review the recommendation and analyze it for public safety concerns. Carlson also asked that the Advisory Planning Commission discuss signage on all glass buildings. Councilmembers Fields, Carlson, and Maguire thanked the task force for its work reviewing the city code pertaining to signage. Councilmember Tilley moved; Councilmember Fields seconded a motion to send the task force recommendation regarding window signage to the Advisory Planning Commission. Councilmember Carlson offered an amendment to the motion that the Commission also consider all unresolved issues relating to window signage; Fields accepted. Aye: 5, Nay 0. V.PROPOSED 2007 PUBLIC UTILITY ENTERPRISE BUDGETS Administrator Hedges introduced the proposed 2007 Public Utility Enterprise Fund Budgets. Hedges stated that city enterprise functions are self-sustaining, and not supported by property taxes. Hedges reported proposed 2007 budgets for the following utilities: Water Utility - $3,148,200, up 18.3 percent or $488,000 over the 2006 budget; Sanitary Sewer - $4,848,500, up 7.3 percent or $328,100; Street Lighting - $491,800, up 14.7 percent or $63,000; Storm Drain - $190,300, up 27.6 percent or $41,200; and Water Quality - $582,700, up 3 percent or $17,000. Hedges also noted the special circumstances and reasons for the increases. Councilmember Carlson questioned the impact of increase on consumer bills. Public Works Director Colbert stated that the formal fee structure study was not yet completed; however, preliminary increases are expected to be minimal, 5 percent or less, which is in line with past increases. Colbert added that although the city is producing more water, due to increasing demands, it is also selling more water. That balances out the operating costs. Administrative Services Director VanOverbeke stated that once the fee schedule is complete the Council will see the proposed utility increases. VanOverbeke added that the rate increases will take effect in 2007. Colbert reported that consulting fees and lab testing related to water quality studies is one reason the Water Quality budget is increasing. Administrator Hedges said the Public Utility Enterprise budget matter will be brought back as a consent agenda item at a future Council meeting. VI.CASCADE BAY BUDGET Administrator Hedges introduced the proposed 2007 Cascade Bay operating budget of $1,211,500, a 3.1 percent increase over the 2006 budget of $1,175,200. Hedges stated that the increase includes a $1 rate increase for admission, the first increase since 2003. Councilmember Carlson questioned if new hotel-waterpark venues were impacting Cascade Bay attendance. Parks & Recreation Director Johnson stated she did not believe they were. Johnson said those facilities served different clientele, and that the new facility near the Mall of America charged approximately $30 per person. Carlson stated city staff have done a good job keeping rates affordable, stating Cascade Bay needs to start recouping inflationary costs once absorbed. Administrator Hedges said the Cascade Bay operating budget will be brought back as a consent agenda item at a future Council meeting. VII.EAGAN COMMUNITY CENTER BUDGET Administrator Hedges introduced the proposed 2007 Community Center operating budget of $1,588,100, an increase of 8.7 percent over the 2006 budget of $1,461,400. Hedges also noted the scheduled bond payment ? principal and interest ? of $1,133,200 for 2007 to retire outstanding debt for the building; the 2006 bond payment was $1,138,000. The debt service was approved by voters through a referendum. Administrator Hedges discussed the addition of a coffee and beverage service operation in the Eagan Community Center. Hedges stated it was the wish of the City Council to proceed with a 12-18 month trial run of the coffee bar to minimize operations. The coffee bar would be built into existing services. Parks & Recreation Director Johnson said the coffee bar would be managed in house, and that the city is looking for a private, featured label. Councilmember Carlson said she was looking forward to seeing how the teens would market the coffee bar. Hedges introduced a proposal to make an organizational change to the Community Center, eliminating the Community Center Manager position and replacing it with two Manager on Duty positions, which would enhance customer service throughout the Center. Councilmember Carlson stated that the change would help address relationship issues. Councilmembers Maguire and Tilley expressed concern that the organizational change would not affect customer service. Operations Superintendent Mesko stated that the next 12-18 months would help determine how the facility would operate. Administrator Hedges noted capital outlay expenses, including room darkening shades at the Oaks ($20,000) and Gym ($7,000). The shades would improve day time presentations in the Oaks and with late day gym activities. Hedges also shared the Community Center marketing plan with Council members, including 2006 marketing activities. Administrator Hedges said the Eagan Community Center budget and organizational changes will be brought back as a consent agenda item at a future Council meeting. VIII.OTHER BUSINESS A. EAGAN CONVENTION & VISITORS BREAU 2007 BUDGET & MARKETING OVERVIEW Administrator Hedges introduced the proposed 2007 Eagan Convention and Visitors Bureau budget of $768,500, an increase of $18,500 over 2006 budget. Hedges introduced Brent Cory, Executive Director, and Ron Breedlove, Chairperson, from the ECVB. Breedlove discussed direction of the ECVB. Cory reviewed budget highlights. Hedges and Administrative Services Director VanOverbeke discussed the three core market segments of the ECVB ? leisure travel, meeting/corporate travel, and group/sports travel sales. Councilmember Maguire moved; Councilmember Tilley seconded a motion to place the 2007 Eagan Convention & Visitors Bureau budget on a future City Council agenda for approval. Aye: 5, Nay 0. B. MISCELLANEOUS The City Council moved the September 25, 2006 regular Council meeting to September 26, 2006. The City Council determined no interest in issuing tax exempt bonds to assist in financing the new Trinity School in Eagan. The conclusion is consistent with the response to a similar request from Faithful Sheperd. IX.ADJOURNMENT Councilmember Maguire moved; Councilmember Tilley seconded a motion to adjourn at 7:12 p.m. Aye: 5, Nay: 0.