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09/27/1994 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota September 27, 1994 A special meeting of the Eagan City Council was held on Tuesday, September 27, 1994 at 5:00 p.m. at the Eagan Municipal Center. Present were Mayor Egan and Councilmembers Wachter, Awada, and Hunter. (Councilmember Masin arrived at 5:15 p.m.) Also present were City Administrator Tom Hedges, Finance Director Gene VanOverbeke, Police Chief Pat Geagan, Assistant to the Administrator Jon Hohenstein, Cable Coordinator Mike Reardon, and Chief Building Official Doug Reid. RESOLUTION REGARDING PROPOSED LEGAL CITATION SYSTEM Administrator Hedges stated he received a call from West Publishing to discuss a new legal citation system being proposed by the U.S. Justice Department. They are asking the City to take a position to support saving jobs for the City of Eagan. He explained the proposal by the government to try to provide a service that already exists in the private sector. It has been noted that it will cost $100 million initially to duplicate this service. They are also concerned about government censorship. He noted that the Mayor has already agreed to write a letter to the Attorney General and encouraged other Council members to write letters if they wish also. He added that sample letters are available in his office. Councilmember Wachter indicated a concern about saving jobs and stated he intends to write a letter. Wachter moved, Awada seconded a motion to approve the resolution. Aye: 5 Nay: 0 R-94.71 MUNICIPAL CENTER EXPANSION & REMODELING Administrator Hedges stated that Council input and direction Is needed to facilitate preparation of detailed plans and specifications. He noted the project is nearing the end of design and development. Dewey Thorbeck, architect for the project, reviewed the site plan and floor plans for the project. Councilmember Wachter had various questions regarding the energy efficiency of the building. Administrator Hedges indicated a decision needs to be made on the pedestrian lighting outside the building. Councilmember Awada stated she thought a decision on the lighting wouldn't be made until an overall ornamental lighting program was developed for the downtown area. Administrator Hedges indicated the Council can wait to decide on the fixtures; however, the conduit should be installed at a minimum. Also, four parking lot lights will be needed regardless for liability purposes. The Council directed that the conduit be installed to permit future installation of pedestrian lighting. Dick Stewart, of Electronic Interiors, reviewed the audio-visual proposal for the Council Chambers. He noted the community room will retain a lot of its current equipment to permit it to be used for overflow from City Council meetings, community group meetings, staff training, etc. The control room equipment will be moved to the new Council Chambers. He reviewed the camera system and visual display equipment being proposed. Administrator Hedges noted that the dias in the community room was originally planned to be demolished; however, it was decided to leave it in at least for now to see if it would be utilized in that room. It can always be removed at a later date. Discussion followed on why this dias couldn't be utilized in the new Council Chambers. 000:; a EAGAN SPECIAL CITY COUNCIL MINUTES; SEPTEMBER 27, 1994 PAGE 2 Mr. Stewart noted that a ramp will have to be added to the Council dias to meet ADA regulations. A question was raised as to why this ramp is needed if the dias may be removed in a couple of years. Mr. Thorbeck Indicated that it is an ADA requirement. The number of monitors In the new Council Chambers was discussed and whether Council members will be sharing monitors. Dick Stewart indicated there will be 10 monitors to accommodate the largest commission. Discussion followed on the costs associated with this electronic equipment. Wachter stated he feels If the monitors won't be used substantially In the community room, that some of them should be moved to the new Council Chambers. Administrator Hedges reminded the Council that the community room Is Intended to be used for overflow in the Council Chambers. Mr. Stewart stated that If the council wants to move the monitors, he will have to take another look at the room configuration. A question arose as to what computer capabilities are needed with this system. Mayor Egan stated he feels computer capabilities should be Installed because they will be utilized in the future. Hunter and Awada disagreed, noting that technology changes so fast that the equipment will have to be replaced in several years anyway. Wachter Indicated he would like more information before making a decision on this. Hunter stated that the two things that are needed are what the use factor will be in the existing Council Chambers, and the costs associated with this equipment. Awada noted that some of this equipment isn't needed now anyway. Mr. Stewart stated he can check with other metro cities to see what type of equipment they have. Masin asked whether the new system will have phone-in capabilities. Mike Reardon, Cable Coordinator, noted the current system has that capability. The Council indicated general approval of the city hall floor plans, but asked for additional Information on the audio-visual system before giving approval to that element. Dewey Thorbeck reviewed the building materials and samples and showed several types of chairs to be used for the lobby areas and Council Chambers. The question again arose about moving the Council dias. Administrator Hedges stated that possibility was explored by the steering committee and it was felt it wasn't cost effective. Thorbeck added that it Is actually cheaper to build a new one. Dewey Thorbeck reviewed the carpeting to be used, and showed several types of lighting fixtures and furniture for the lobby area. Awada stated she doesn't feel money should be put into additional lighting for this building since it is already over the original estimate. Hunter concurred that the extra lobby lights are not necessary. Mayor Egan stated he feels the building should mirror the image of the community. He doesn't think the light fixtures should be eliminated yet. They could be taken out later if necessary. Wachter stated he doesn't want the building to be exquisite; however, he wants it to be something everyone will be happy with. He would like to see how the bids come in before making a decision on this. Thorbeck Indicated he could do the lobby light fixtures as a bid alternate and the Council can decide that when the bids come in. The Council reviewed and gave approval to the color samples for the building interiors following questions concerning specific finishes and their cost. The Council also reviewed several furniture concepts for the lobby areas and directed staff to incorporate simple, durable furniture with some light oak trim. The Council reiterated its direction that used and reconditioned furniture be used to the maximum extent possible. At this time the Council was joined by the Burnsville City Council and the Cable Commission to discuss the Commission's role and activities. Cable Coordinator Reardon gave an update on rate regulation and federal legislation affecting cable rates. The Councils discussed emerging cable television and the \IpI F'P EAGAN SPECIAL CITY COUNCIL MINUTES; SEPTEMBER 27, 1994 PAGE 3 Information superhighway and its relationship with cable television. The Councils indicated the importance of local and government access television and asked how it can be guaranteed in the federal communica- tions legislation. They requested more frequent updates on the Commission's activities, especially briefings on emerging technologies. In particular, the Councils discussed whether the optimum size of service areas for local access facilities might be larger than those currently served. The Councils asked that the Commission incorporate a study of the best means of providing and funding local and government access programming in the future. The meeting adjourned at 8:50 p.m. DLP September 27, 1994 Date City Clerk If you need these minutes in an alternative form such as large print, braille, audio tape, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, (612) 681-4600, (TDD phone: (612) 454-8535). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status or status with regard to public assistance.