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03/28/1995 - City Council Special 000G3 MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota March 28, 1995 A Special City Council meeting was held on Tuesday, March 28, 1995 at 4:30 p.m. in the lunchroom of the Eagan Municipal Center building for the purpose of recapping the recent advisory commission retreats. Those present were Mayor Egan and City Councilmembers Awada, Hunter and Masin. City Councilmember Wachter was absent. Also in attendance for portions of the meeting were Director of Community Development Reichert, Assistant to the City Administrator Hohenstein, Communications/Recycling Coordinator Foote, Director of Parks & Recreation Vraa and City Administrator Hedges. Larry Bakken, the City's advisory commission facilitator, was also present for the entire meeting. ADVISORY COMMISSION RETREAT RECAP Mr. Larry Bakken appeared and presented a summary for each of the five (5) advisory commission retreats. Mr. Bakken and the City Council discussed a process for meeting with each of the advisory commissions so a proper expectation occurs during the evening. City Administrator Hedges stated that all five (5) advisory commissions, including the Economic Development Commission, Advisory Planning Commission, Airport Relations Commission, Solid Waste Abatement Commission and Parks, Recreation & Natural Resources Commission, are scheduled for approximately forty-five (45) minutes each to meet with the City Council. All nine (9) members appeared representing the ADC and shared their comments about the retreat. Commission members stated that: 1) the Commission would appreciate more empowerment to decide their work program and priorities; 2) the Commission should provide research and be a helpful resource to the City Council with pros and cons on economic development matters; 3) the Commission should provide good objective and subjective information; 4) the Commission stated that they can be of assistance to the City Council on problems that may surface out of the business sector; and 5) the Commission expressed great pride in their diversity of backgrounds. They considered this important for their recommendations and fact-finding to assist the City Council on various economic development matters. In summary, the EDC and City Council agreed that Eagan is a great location for a free trade zone, that it could be a prototype City to link with fiberoptic cable opportunities, and that it should promote the excellent tax base it has developed. The APPC was represented by seven (7) of its members. APC members expressed a desire to become more proactive in planning matters. Commission members also expressed a desire to have the City Council strengthen the importance of the Advisory Planning Commission for certain applications recognizing that the City Council would always serve as an appeal board. Commission members also stated that if a policy has already been set by the City Council, certain functions could be delegated to the APC for their implementation. Commission members also expressed a desire to work with other advisory commissions to better collaborate development objectives. City Councilmembers stated that many of these objectives could be accomplished and the APC could best serve the City by coordinating a comprehensive guide plan review and update. The Airport Relations Commission was represented by four (4) of Its members. It was generally agreed by the Commission and City Council that their task is more narrow than other advisory commissions; however, the outcomes and policy decisions they will be advising the City Council on, such as the dual track process, have tremendous implications on the community. The Airport Relations Commission members present and City Council used much of the time to discuss policy relevant to the issues the Airport Relations Commission is analyzing at the present time. 0064 Page 2/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES March 28, 1995 There were only two (2) Commission members present from the Solid Waste Abatement Commission. They expressed a great support for the retreat process and felt it was helpful in providing a better communication with the City Council. Much of the discussion between the City Council and the advisory commission members present centered around organized collection and other agenda items that Commission is planning over the next several months. There were eight (8) members of the APRNRC present. There was an overwhelming consensus that the retreat was very helpful in bonding new members with those that have served several years on the Commission. Commission members expressed a high level of excitement for the activities and issues they are dealing with relative to the Park Systems Plan and other park programs, such as Holz Farm Park. Commission members did express an interest in having greater empowerment by the City Council for addressing various issues. Commission members also Informed that City Council that they are planning a half-hour television program that will precede each APRNRC meeting as a means of providing greater information to the public. COMMISSION RETREAT WRAP-UP Following the conclusion of the five (5) joint commission presentations, Mr. Bakken presented several questions and statements that he recorded during the various commissions' interaction with the City Council. He discussed many policies, followed by several substantive recommendations. It was agreed that Mr. Bakken would provide a written summary of his notes for use by the City Council and each of the advisory commissions. City Councilmember Hunter suggested the following policy: Whenever the City Council overturns a recommendation of an advisory commission, the City Administrator shall prepare a memo to that commission on behalf of the City Council, indicating the reasons for their vote. The memo shall be sent to each member of the advisory ommission that made the recommendation. City Councilmembers concurred that this policy be included in the new Council Policy Manual being developed by the City Administrator's office. There was also discussion by the City Council that meetings be scheduled between the City Council and advisory commissions periodically for the purpose of update or addressing various policy Issues. There was also a suggestion that an evening be set aside in early June for the purpose of recognizing the advisory commission members and their families in the form of a barbecue at a City park. The City Administrator's office was also directed to prepare a prototype business card for use by all advisory commission members. The City Administrator stated that each of the advisory commissions were asked to complete an evaluation form. Those will be tabulated for distribution to both City Council and commission members. Mayor Egan thanked Mr. Bakken for his involvement and the excellence in facilitating all the retreats and the wrap-up session. CAPONI ART PARK There was a brief discussion by the City Council regarding communication the City Council's liaison committee, consisting of City Councilmembers Awada and Masin, have had with Mr. & Mrs. Caponi over development and funding of the Caponi Art Park. The Councilmembers stated that after reading Mr. Capon's correspondence, it is dear that he has misunderstood the City's involvement and support of the Capon! Art Park to include an acquisition of a portion or all of the proposed Art Park property. City Councilmembers stated that a letter should be drafted by the City Administrator that makes it dear that the City is not committing any public dollars to the acquisition or development of the Art Park. After some deliberation, it was agreed that the City consider committing public dollars to retain an executive director for the purpose of forming a private foundation 00065 Page 3/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES March 28, 1995 that could raise dollars for acquisition and operation of the Art Park. The City Administrator was directed to explore other alternatives for funding and hiring an executive director for those purposes with the understanding that the position will sunset in one year. There being no further business, the meeting adjourned at approximately 10:30 p.m. TLH March 28, 1995 Date City Clerk