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06/14/1994 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota June 14, 1994 A Special City Council meeting was held on Tuesday, June 14, 1994 In the lunchroom of the Eagan Municipal Center building. Those present were Mayor Egan and City Councilmembers Awada, Hunter and Masin. City Councilmember Wachter was absent. Also present were Director of Community Development Reichert, Director of Parks & Recreation Vraa, Director of Finance VanOverbeke, Assistant Director of Finance Pepper and City Administrator Hedges. COMMUNITY DEVELOPMENT UPDATE Director of Community Development Reichert provided a community development update, discussing: 1) recent publicity on the downtown Eagan vision, 2) status of the Easter Lutheran Church expansion at Cliff Road and Pilot Knob Road, 3) redevelopment Issues/standards surrounding a proposed expansion by the Stinar Corporation and 4) other brief reports. City Administrator Hedges stated that If the City Council would prefer to discuss community development related policy issues, it was recommended that a Special City Council meeting be scheduled for that purpose. After brief discussion and in a motion by City Councilmember Awada, seconded by Councilmember Masin, with all members voting in favor, a Special City Council meeting was scheduled for Tuesday, June 21, 1994 at 5:00 p.m. for the purpose of discussing various community development related policies, such as development review procedures and an HRA housing site. REVIEW 1993 FINANCIAL REPORT City Administrator Hedges stated that the comprehensive annual financial report for the year ending December 31, 1993 has been completed and will be presented for final ratification by the City Council at the June 21 meeting. He stated that the financial condition of the City is excellent and that a specific presentation by the Director of Finance will allow for sharing of information about the various funds, Investments and status of general fund and public enterprise fund operations for 1993. Director of Finance VanOverbeke stated that the fund balance at the end of 1993 reflects 35.8% of the operating budget. He stated this is consistent with the City's philosophy of maintaining 30%-35% of the next operating expenditure budget as a fund balance. He further commented on the general fund, stating that total revenues and other financing sources exceeded expenditures and other financing uses by $760,287 as a favorable variance for calendar 1993 as it pertains to the general fund operation. Director of Finance VanOverbeke reviewed several special revenue funds, Including the status of the housing revenue bond fund, mortgage bond redemption fund, cable tv franchise fees fund, Housing & Redevelopment Authority fund, police forfeiture fund and recycling fund. He specifically stated that the Housing & Redevelopment Authority fund Is a receivable and will be available to the City in the future when the Cinnamon Ridge Apartment debt is retired. Debt service funds were then discussed by the Director of Finance which include all bond Indebtedness from the 1972 park and fire station bonds through the 1993 equipment certificate sale. He stated that a fund balance existing in the 1972 park and fire station bonds could be transferred to either the community investment fund or the park site development fund, realizing those bonds are officially paid in full by the City. He further reviewed special assessment funds, stating that all bond accounts from the consolidated debt service account through 1982 are pre-arbitrage and there is approximately $3,000,000 Page 2/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES June 14, 1994 available in those fund balances that could be transferred to the community investment fund. He then stated that regarding the other bond accounts, beginning with 1989 through 1993, which Include refundings, projections show assets exceeding liabilities; however, it is anticipated that If there are strict post-arbitrage rulings, there will be little in the way of fund balances when these bond accounts are closed out. Director of Finance VanOverbeke also reviewed several capital project funds, commenting on the designated and undesignated fund totals for each of the various activities. The final presentation was a schedule of cash investments through December 31, 1993. Director of Finance VanOverbeke explained the methodology of Investments and stated that he and the City Administrator would be submitting a quarterly summary of all investments to the City Council on an ongoing basis. With the exception of some statistical tables that will be reviewed in further detail during development of the 1995 operating budget, the detailed review of the 1993 comprehensive annual financial report was concluded. Members of the City Council asked questions throughout the presentation and praised the Finance Department, under the leadership of the Director of Finance and Assistant Director of Finance, for their excellence in financial reporting. PARK SYSTEMS PLAN The APRNRC, City Council, City Administrator Hedges, Director of Parks & Recreation Vraa, Parks System Consultants Barry Warner and Donn Wiske, along with other members of the Parks & Recreation staff, were present to discuss the Parks System Plan. Barry Warner, Barton-Aschman & Associates, recapped the progress on the various chapters in the plan noting that draft chapters will be available for the June 20 Parks Commission meeting. He then went on to review the Advisory Commission's discussion at their last workshop with Mr. Warner, Including needs analysis and funding and financing. Mr. Warner highlighted sections of the needs analysis section noting that the City will be challenged by three capital intensive aspects including; land acquisition for active and passive uses as well as open space, new facility development, and redevelopment or renovation of existing facilities. He noted that the Advisory Commission and Council had previously looked at the natural resource section which Identified areas for land acquisition for various purposes. He indicated he would not review that at this time, but would focus on some conclusions including the need for a community park to meet future population demands In the northeast section of the community. He also reiterated the neighborhood park service area demands which were previously identified in Chapter 5. These areas include areas 15, 18, 21, 22 and 36E. He noted the third land acquisition need would be for a future youth baseball and girls softball complex to also Include youth soccer. The exact need was contingent upon the timing of the growth of the community, participation rates and community demographics. He also indicated that there were other opportunities for parks development and passive open space acquisition. Relative to development of land and facilities, he noted that the development of the Lexington Diffley Athletic Park as an adult softball complex had been Initiated while support facilities were also required. The lighting of both softball and soccer fields should occur by the year 2000 to accommodate the extra participation levels. He also noted that Northview Park lighting Improvements should also be completed by the year 2000 in conjunction with the Lexington Diffley Athletic Site lighting to obtain lowest Installation cost. Other development included the youth baseball complex which will include a 4 to 6 field facility. He also noted a girls softball field for use is required along with soccer. Mr. Warner then reviewed facility distributions noting that ice hockey, pleasure skating, in-line skating, tennis, volleyball and unique activities needed some attention in the future. 0 Page 3/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES June 14, 1994 Mr. Warner summarized these two sections of the chapter by indicating that Eagan's opportunities for additional parks and open space acquisition were rapidly diminishing as continued private-sector development was occurring. It was critical that the City continue to concentrate efforts on land acquisition to meet future activities and programming while preserving key open space and natural resources parcels. In terms of long-range facility maintenance and replacement, Mr. Warner suggested that there were several areas In which focus had to be given If the City is to maintain its current standards of providing facilities to keep up with safety standards. In Mr. Warner's presentation, there were several questions regarding the acquisition and development section, which Mr. Warner clarified. Don Wiske then presented his chapter on funding and financing, noting that he was presenting a strategy. He explained how he had divided the cost based on the current CIP and many of the needs Identified within the Needs and Analysis section. In response to a question, Mr. Wiske noted that Council and Commission should not look at these numbers as "costs," but rather as value. He noted land acquisition as an example. He had placed a value of $40,000 per acre, but that does not necessarily mean that the City would have to acquire or purchase the property at $40,000, but the value of it could be included In the parks system whether by donation, gift or preservation through other means. During Mr. Wiske's presentation, he noted current expenditures for parks and recreation relative to other communities was in the lower one-third. He also suggested that the City allocate on an annual basis, dollars for renovation and replacement as the City and park system continued to grow older. Throughout Mr. Wiske's presentation, there were several questions relative to cost values and approaches for "opportunity parks." Upon completion of this presentation, there was extensive dialogue between the Advisory Commission and City Council relative to the need for identifying additional funding sources. Both Commission and Council agreed that a referendum would be necessary If the City is to accomplish land acquisition and development priorities as identified. Councilmember Awada suggested that the City needed to come up with a more realistic figure than what had been presented to this date. Commission members responded that it was Important that once the systems plan was complete, an effort begin on a prioritization process and a strategy be set. After further discussion, it was the consensus that the Advisory Commission would develop a list of projects for further discussion. Consultants Warner and Wiske were thanked for their presentation. Director of Parks & Recreation Vraa noted that the Advisory Commission would be holding as part of their June 20 Commission meeting, a public hearing on the park system plan draft. This will provide an opportunity for the public to comment on the systems plan. A telephone call in opportunity was also explained to the Council. There were not further items with the Advisory Commission. The Commission excused themselves from the Council's workshop. OTHER BUSINESS Mayor Egan Informed the City Council that he was notified by the Chairperson of the Nominating Committee of the N.O.I.S.E organization that he Is being recommended as President for a two-year term beginning In 1994. Members of the Council highly encouraged Mayor Egan to consider the appointment, recognizing that there would be some additional obligation and minimal travel required if elected to the position. City Councilmember Hunter shared with the City Council a meeting he and the City Administrator had with Mike Gresser and specifically asked that an alternative to the feasibility report for the Sibley OOi,. ' ' Page 4/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES June 14, 1994 Terminal Drive Improvements be given consideration. He stated that Mr. Gresser is requesting that the feasibility report include a cost proposal for mill and overlay as an option to total reconstruction. Members of the City Council concurred that the engineering division be directed to Include, as an addendum to the feasibility report, options for a mill and overlay, recognizing that the cost and payback may be greater In the long run than a total reconstruction. There being no further business, the meeting was adjourned at 9:45 p.m. TLH June 14, 1994 A hA Date City Clerk