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11/16/1993 - City Council Special o( MINUTES OF A SPECIAL MEETING OF EAGAN CITY COUNCIL Eagan, Minnesota November 16, 1993 A Special City Council meeting was held on Tuesday, November 16, 1993 at 5:30 p.m., in the Eagan Municipal Center building. The objective of the meeting was for the City Council to review the draft 1994 Public Enterprise Fund Budget. Those in attendance were Mayor Egan, and City Councilmembers Awada, Hunter, Masin, and Wachter. Also present were Director of Finance VanOverbeke, Assistant to the Administrator Hohenstein, Chief of Police Geagan, Director of Public Works Colbert, Superintendent of Utilities Schwanz, Director of Parks and Recreation Vraa, Director of Community Development Reichert, Administrative Intern Pruitt, and City Administrator Hedges. Review Draft 1994 Public Enterprise Fund City Administrator Hedges presented the highlights of the Public Enterprise Budget to Councilmembers. Primary discussions included user fees and the request for a user rate customer impact analysis. The Water Utility, City Administrator Hedges advised, is responsible for 15,000+ connections and an infrastructure that consists of 275 miles of water trunk and lateral mains, 17 wells, 2 pumping stations, 5 reservoirs and 2 water treatment plants. City Administrator Hedges also reported that the Public Enterprise Budget for Water does not reflect any new full-time personnel positions. An $89,400 increase, City Administrator Hedges explained, was for system repair. A user rate analysis for $14,000 was proposed to allow for the preparation of a system/operations audit, organizational study and a user rate study. Mayor Egan and Councilmembers supported the user rate customer impact analysis. Sanitary Sewer Public Enterprise Budget highlights were also presented to City Councilmembers by City Administrator Hedges. The systems/operations audit, organizational study, and user rate study will be financed, in part, with $25,000 from the Sanitary Service Utility budget. This systems/operations audit has been proposed, Director of Public Works Colbert explained, to enhance customer service and improve efficiency within the department. Councilmember Hunter suggested staff look into the possibility of working with cities like Burnsville and Apple Valley when undertaking the survey. Utility system repair necessitated an increase from the $19,525 estimated for system repair, City Administrator Hedges explained. Councilmember Wachter questioned why the "Total Others" line item for 1993-1994 increased from $462,000 to $480,000 respectively. Director of Finance VanOverbeke responded the increase was attributed to additional payments for debt service. City Administrator Hedges indicated to Councilmembers that the street lighting budget primarily reflected the expense of energy for neighborhood lights, community intersection lights, and certain traffic signals. Management staff and responsibilities for the storm water drainage utility were introduced to City Councilmembers by City Administrator Hedges. He explained, the storm water utility system serves over 14,000 direct billings, and 00 234 EAGAN CITY COUNCIL NOVEMBER 16, 1993 PAGE TWO is responsible for 159 miles of storm water utility lines and 22 lift stations. In addition, City Administrator Hedges described how over 350 ponds and 700 wetlands are under regulation and part of the City's storm drainage sewer system. A significant increase proposed, for $52,200, was to finance utility repair expenses. City Administrator Hedges reminded the Council that the street sweeper expense was removed from the general fund, and is reflected in the Storm Water Drainage Public Utility Fund. An increase of $8,733, City Administrator Hedges reported, was proposed to continue the emphasis of education through various fishing guides, and water quality brochures. Regarding the General Fund Budget, Councilmembers Awada and Hunter recommended a standard specification for PC low bids, due to cost concerns with Hewlett-Packard products. City Administrator Hedges informed Councilmembers that it is MIS Coordinator Peterson's regular practice to purchase demonstration or slightly used PCs when acquiring Hewlett-Packard Personal Computers. There being no further discussion, the Special City Council meeting was continued until after the regular meeting scheduled to start at 6:30 p.m. Review Draft 1994 General Fund Mayor Egan reconvened the Special City Council Meeting at 11:00 p.m. to further discuss the 1994 draft General Fund Budget. CounCilmember Hunter requested that information covering the previously discussed Comprehensive Legal Study be provided. The City Council began a systematic discussion of nine (9) public policy issues which had been identified in previous meetings. It was agreed that the items regarding the Fire Department which included the pension level, pension funding, and HASZMAT training would be carried over to the Special City Council Meeting to be held on November 23, 1993, when they could be addressed directly by the representatives of the Volunteer Fire Relief Association and Fire Chief Nelson. Additional discussion ensued about the appropriate computer equipment being purchased for City operations. City Administrator Hedges noted his intentions to discuss the matter with MIS Coordinator Peterson. A number of questions were raised regarding the information which had previously been provided covering areas of maintenance and software as well as hardware purchase. The memorandum in the packet on Oak Wilt written by City Administrative Intern Pruitt was referenced in regard to what a five (5) year Oak Wilt Program would provide at various funding levels. It was noted that certain savings in the areas of employee health insurance, computer costs, and fire pension costs could be applied to increase the funding for the Oak Wilt Program. The City Council reiterated their support of the additional police officer to provide a school resource officer at Black Hawk Middle School and Metcalf Junior High School at a net cost during 1994 of $5,000. EAGAN CITY COUNCIL NOVEMBER 16, 1993 PAGE THREE The City Council directed that the total capital outlay appropriation for 1994 be reduced by approximately $93,000, to total $200,000. City Administrator Hedges was directed to work with the department heads to complete the reduction. Budget reductions of $51,600 in Community Development and $16,600 in Central Service Maintenance in the area of personal services were approved. The action eliminates additional consideration of building maintenance workers as suggested by City Administrator Hedges until a comprehensive study can be completed. Personal services within Community Development includes a 1/2-time clerical position pending additional review by community Development Director Reichert. All other proposed changes to classification and hours were eliminated from further consideration. The City Council had a general discussion about personal services costs, appropriate salary increases and general means of controlling personnel related expenditures since they constitute such a large part of overall expenditures, and related directly to service. Questions were raised as to whether or not there is an opportunity for more volunteers or community participation in the areas of recreation, for example. Staff was directed to prepare a proposed budget that could be financed with a 7% tax capacity rate increase for discussion at the Special City Council Meeting to be held on November 23, 1993. There being no further discussion, the Special City Council Meeting was adjourned at 12:45 a.m. November 11, 1993. November 16, 1993 Date City Clerk If you need this information in an alternative orm such as large print, braille, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN, 55122, 681-4600 (TDD Phone: 454-8535).