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09/29/1993 - City Council Special 00321 MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota September 29, 1993 A Special City Council meeting was held on Wednesday, September 29, 1993 to consider the scheduling of final assessment rolls for Projects 651 and 654, to review plans for the municipal center/ public safety building program, a joint meeting with the Economic Development Commission and a review of the Park Master Plan with the Advisory Parks, Recreation and Natural Resources Commission. In attendance were Mayor Egan and City Councilmembers Awada, Hunter, Masin and Wachter. Also present were Chief Building Official/Building Project Manager Doug Reid, Chief of Police Geagan, Director of Public Works Colbert, Director of Finance/City Clerk VanOverbeke, Director of Community Development Reichert and City Administrator Hedges. Others who were present at the meeting Including consultants and commission members are acknowledged during the appropriate agenda item. FINAL ASSESSMENT ROLL/PROJECT 651 City Administrator Hedges recommended the City Council accept the final assessment roll for Project 651 (Cedar Grove #6 and #9 - Streetlights) and schedule a public hearing for October 19, 1993. He stated by considering the action at this special City Council meeting, there Is appropriate time to advertise the notice and if the assessment roll is adopted at the October 19 meeting, the same could be certified to Dakota County for collectible 1994. In a motion by City Councilmember Wachter, seconded by Hunter, with all members voting in favor, the final assessment roll for Project 651 was accepted and a public hearing scheduled for the October 19 regular City Council meeting. FINAL ASSESSMENT ROLL/PROJECT 654 The City Administrator also recommended the acceptance of the final assessment roll for Project 654 (Cedar Grove #5 - Streetlights) and that a public hearing be scheduled for the October 19, 1993 City Council meeting. In a motion by City Councilmember Awada, seconded by Councilmember Masin, with all members voting in favor, the final assessment roll for Project 654 was accepted and a public hearing scheduled for October 19, 1993. MUNICIPAL CENTER/PUBLIC SAFETY BUILDING PROGRAM Present to discuss the municipal center/public safety building expansion program were Dewey Thorbeck, Thorbeck Architects Ltd., and Mike Stowe and Bill Buesing of E & V Construction Management, Inc. Mr. Thorbeck explained various policy Issues, including space needs requirements that were projected in the preliminary design to calendar year 2010. He showed the City Council a preliminary site plan of the entire 40 acre municipal center site and specifically how the public safety and municipal center buildings would relate to other facilities, such as the library, future civic arena facilities and other park-like amenities, such as a bituminous courtyard area that could be used for farmers markets and other uses allowing direct access to Patrick Egan Park. Mr. Thorbeck presented three (3) preliminary building alternatives which include: 1) a public safety building that includes an area for police and attached square footage for fire administration, 2) another alternative that includes the same configuration as alternative 1, however, delays construction of a fire administration addition and 3) the third alternative separates the police and fire buildings by attaching each of those facilities to an atrium corridor connecting the municipal center building directly to the south of the building. City Councilmember Wachter advocated the integration of a full basement within an additional building expansion. Page 2/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES 0() 03 September 29, 1993 Mr. Thorbeck raised public policy questions regarding alternatives for providing cold storage that would not require new construction and whether a physical fitness area should be included In the building design. City Councilmember Hunter suggested that the architect explore the feasibility and cost for connecting the public safety building with the existing municipal center facility as shown In alternative 1. City Councilmember Awada stated that she would like the architect to consider an addition to the existing building that would allow the municipal center to expand in a linear fashion on the second floor and public safety on the first floor. Mike Stowe stated that there are security problems and a high cost associated with remodeling the police department space while it continues to function as a police department. Mr. Stowe indicated that a cost analysis would be considered for both alternatives suggested by City Councilmembers Awada and Hunter. Mike Stowe presented cost alternatives for each of the alternatives stating that alternative 1 is $6,206,000, alternative 2 which eliminates fire administration Is $5,448,000 and alternative 3, as discussed, is $6,414,000. City Councilmembers expressed concern about the proposals stating concerns that the CIP projected a $3,000,000 appropriation for the municipal center/law enforcement project and approximately $800,000 for fire administration. City Administrator Hedges stated that those numbers were prepared during 1991/1992 without the benefit of an architect/construction manager team. He further provided a financial analysis of the community Investment fund indicating that if the project Is approved at approximately $6,000,000, the CIF could fund the entire project, continue recognizing a commitment to the civic arena project and finance all remaining capital projects identified in the 1993-1997 CIP with CIF principal. The City Administrator further stated that the CIF would have approximately $1.5 million remaining and once bond funds are deferred in the next three to five years, it is expected that there will be approximately $2-$3 million to transfer Into the CIF for future capital projects. City Councilmember Awada expressed concerns about depleting the community investment fund to the level presented and suggested alternatives to the project, such as delaying the remodeling of the municipal center building, reviewing other alternatives for fire administration and constructing a new law enforcement building. City Councilmember Wachter expressed his desire to consider all the alternatives, however it may be prudent for the City to consider the entire building program during 1994 recognizing the remodeling will have to occur in the near future. Mayor Egan asked the City Administrator to look at other sources of financing to keep the community investment fund balance as high as possible if the project is to proceed in a fashion similar to the building parameters presented by the architect. Mike Stowe stated that if the City Council wishes to continue with the schedule to start the project in June, 1994, it will be necessary to make policy decisions as soon as possible to meet design preparation, preparation of bids and documents during the next several months. After further clarification of the issues and the need for additional analysis by the architect and construction manager, Mayor Egan suggested the City Council meet In a special workshop prior to the regular City Council meeting on October 5. In a motion by City Councilmember Hunter, seconded by Councilmember Awada, a special City Council meeting was scheduled for Tuesday, October 5, 1993 at 4:30 p.m. to further discuss the municipal center/public safety building program. PRESENTATION BY ECONOMIC DEVELOPMENT COMMISSION Present at this portion of the special City Council meeting were members of the Economic Development Commission, Including its Chairperson Eldon Johnson, Commission members Gary Morgan, Kirk Duholm, Cathy Clark-Matuszak, Pat Grinde, Tom Pederson and Karl Oestrich. Mayor Egan welcomed the Economic Development Commission and praised them for their work. City Administrator Hedges provided background on the Mission Statement and goals which the Commission is requesting Input and adoption on by the City Council. EDC Chairperson Johnson reviewed the results of a City Council questionnaire that was prepared and distributed by the Methods Task Force Committee of the EDC. Page 3/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES September 29, 1993 After a lengthy discussion of approximately thirty questions covering seven categories on the questionnaire, a general consensus was reached between the Economic Development Commission and the City Council that: 1) the Economic Development Commission should meet with the Council approximately two time each year; 2) the EDC will report to the Council through staff reports and written memos from the EDC; 3) the City Council should give directives to the EDC through City staff; 4) the EDC should direct Its efforts first to new development and promotion, and secondly to business retention and redevelopment; 5) the primary role of the EDC was prioritized as assisting staff and Council as they revisit the "vision' for Eagan; 6) the Council agreed that the EDC should maintain greater visibility through means such as using an insert page in the Eagan community newsletter, in addition to considering occasional articles In local newspapers and 7) the EDC's communication with the City Council should be in agreement with the Mission Statement, development goals and development targets. There was general agreement that health service be added as a target. Mayor Egan thanked the members of the Economic Development Commission for their dedication and participation in the joint meeting. Mayor Egan also stated that the Mission Statement and goals will be presented for ratification by the City Council at their regular meeting of October 5. JOINT MEETING/ADVISORY PARKS, RECREATION & NATURAL RESOURCES COMMISSION Mayor Egan welcomed members of the Advisory Parks, Recreation & Natural Resources Commission consisting of its chairperson, George Kubik and Commission members Lee Markell, Frankie Hall, David Szott, John Rudolph, Ted Billy and Steve Thompson. Also present were consultants from Barton Aschman Associates, Inc., Including Barry Warner, Donn Wiski, Dr. John Schultz and Kathy Ryan. Barry Warner, Barton Aschman,,provided a handout to each City Councilmember that provides an existing facilities inventory. The inventory includes public facilities and athletic facilities that are owned and shared with other public agencies and school systems. He further stated that each of the parks were classified according to use, service, area, size attributes and size location. Mr. Warner stated that the classes include mini-parks, neighborhood parks, community parks, community playfields, linear parks, special use parks, trails and conservency areas, all of which provide a framework for comprehensive and compatible development. Following the presentation of community, school district and public agency facilities inventory, Mr. Donn Wiski presented data on the demographic trends for the community. Dr. John Schultz discussed recreational trends stating that there are three areas, child care, senior care and health care, that will become future issues for Parks and Recreation. He stated his review of Eagan programs was nearly completed. Eagan's offerings are broad, with an understandable emphasis on athletics. He commended the staff for the evaluation techniques used, as most communities do not always do this. Dr. Schultz stated that does not mean that Eagan could not Improve on its diversity and, given the fact that the City may now be considering a youth-at-risk rec supervisor position, has already moved in that direction. There were additional comments by the Commission and consultant about trends and needs. Summa At the conclusion, the Director of Parks & Recreation summarized the consultant's and Council's discussion, noting the Commission would be meeting In a workshop session on Wednesday, October 13, with the consultant to further review Park's classification. 00 2i Page 4/EAGAN SPECIAL CITY COUNCIL MEETING MINUTES September 29, 1993 OTHER BUSINESS There being no other business, the meeting was adjourned at 9:40 p.m. TLH September 29, 1993 Date City Clerk