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11/13/1984 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA November 13, 1984 A special meeting of the Eagan City Council was held on November 13, 1984, at 5:15 p.m. at the Yankee Square Inn and, later, said meeting was reconvened at the Eagan Municipal Center Building at 7:15 p.m. Present were Mayor Blomquist, and City Councilmembers Wachter, Egan and Smith. City Councilmember Thomas arrived at the Municipal Center Building at approximately 8:30 p.m. Also present at Yankee Square Inn were Director of Finance VanOverbeke, Director of Parks and Recreation Vraa, Director of Public Works Colbert, City Attorney Hauge, and City Administrator Hedges. Present from the staff for that part of the meeting held at the Municipal Center Building were City Administrator Hedges and Director of Finance VanOverbeke. YANKEE SQUARE INN/FEDERAL LAND COMPANY PRESENTATION Mr. Vernon Colon, representing Federal Land Company, thanked the Mayor, members of the City Council, City staff and Advisory Planning Commission members Chuck Hall, Lloyd Krob, Garrett Mulrooney and Doris Wilkens for the opportunity to meet and deliver a presentation concerning the proposed development of a large commercial site generally described as south of Yankee Doodle Road and east of Pilot Knob Road. He stated that Federal Land Company is proposing to construct a large shopping center with peripheral development such as a Target or a KMart, a large office building and hotel with approximately 160 rooms. Mr. Colon stated that his company has re3ently acquired the Hillcrest property and Krause Anderson site and in addition to the 100 acre site that is located immediately north of Duckwood Estates, their company now owns 170 acres of commercial property. He stated that it will be necessary to rezone part of the Krause Anderson acquisition in order to make the proposed development a viable project. Consultants for Federal Land Company presented concept designs for the shopping center, a review of the proposed architecture and finally, a discussion of public utilities and street improvements. The Director of Public Works reviewed the amount of public improvements that are anticipated with the development of the project and stated that a major concern is the improvement of the storm sewer. He stated that it will be necessary to acquire easements for drainage onto the O'Neill property north of Yankee Doodle Road and the proposed development. Members of. the City Council expressed concern that the developer assume the cost for these easements stating that the City's storm sewer trunk fund cannot absorb easement acquisition costs above and beyond the approved policy. After fur- ther discussion, Mayor Blomquist stated that due to the magnitude of the proposed development, it was advantageous for the City Council and members of the Planning Commission to meet in this review session and thanked Federal Land Company for their presentation. There was no formal action taken and the meeting was moved to the Municipal Center Building. ARTHUR YOUNG JOB EVALUATION/SALARY COMPENSATION STUDY The special City Council meeting was reconvened at approximately 7:30 p.m. at the Eagan Municipal Center Building. Mr. Mark Christianson, representing Arthur Young and Associates, was present and provided an update to the City Council on the status of the job evaluation/salary compensation SPECIAL CITY COUNCIL MINUTES NOVEMBER 13, 1984 PAGE TWO study that is currently being performed by that firm. He stated that the evaluation committee has reviewed all non-organized job descriptions and properly designated a decision band rating for those positions. Mr. Christianson stated that a salary compensation plan for all non-unionized personnel and a position evaluation/decision band determination for all collective bargaining positions are the next steps in the review process. There were questions posed by the City Council reviewing the process and results to date, with no action taken on this item. 1985 PUBLIC ENTERPRISE BUDGET The City Administrator presented the proposed Public Enterprise Fund Budget for 1985 stating that all expenditures and revenues were presented and reviewed by the Director of Public Works, Director of Finance and his own department. He stated that the largest increases are reflected in the Water Department budget due to operation of the Water Treatment Plant beginning in January of 1985. Members of the City Council expressed concern about the amount that was budgeted as an expenditure for the permanent transfer and asked for additional information regarding that request. The Director of Finance reviewed the status of the retained earnings and also cash position of the Water Department as it appears in the 1983 audit report. The City Administrator stated that the entire Water Department cash position will be evaluated and a report is to be given to the City Council prior to final adoption of the 1985 budget. A need for a water foreman in the Water and Sewer Departments was discussed in detail and it was agreed by the City Council that dollars would be budgeted for the position; however, additional information regarding a classification and organizational breakdown would be necessary before the final position classification was adopted for that department. After review of the sewer funds and all capital and manpower adjustments, the City Administrator was directed to finalize the Public Enterprise Fund budget for further consideration by the City Council. ORGANIZATIONAL AND INFORMATION CHANGES City Administrator Hedges presented changes that have been implemented to streamline the delivery of information to members of the City Council. He stated that most of the changes regarding delivery of information were directly related to preparation of City Council packets. There were also some organizational changes, such as, the Chief of Police appearing at City Council meetings for Department Head Business, the City Clerk filling in at City Council meetings in the absence of the City Administrator and other minor organizational changes that would help the efficiency of City Council meetings during this high-growth cycle. M.B.O. UPDATE City Administrator Hedges reviewed the Management by Objective outline that was first adopted on February 28, 1984. He stated that it is not necessary to discuss each objective during the review process; however, any SPECIAL CITY COUNCIL MINUTES ~1 ri6. NOVEMBER 13, 1984 PAGE THREE changes in priority status of certain objectives or the addition of new objectives are certainly appropriate. City Councilmembers expressed satisfac- tion toward the number of high and medium priority objectives that were accomplished and completed during 1984. There was no action taken; however, members of the City Council expressed interest in continuing the M.B.O. program by reviewing a new list of objectives, in addition to those objectives that were not completed in 1984 and early 1985. INTEREST RATE REDUCTION/HOUSING REVENUE BOND CRITERIA City Administrator Hedges reported that the Finance Committee met on November 8, 1984, with bond counsel from Holmes and Graven and the City's fiscal consultants and program administrator for multifamily housing revenue bonds, Miller & Schroeder Municipals Inc., to discuss criteria for establishing a fair equity contribution for all multifamily housing bond projects and, secondly, to expand on the criteria if a tax increment/interest rate reduction program is to be implemented for any multifamily housing project. Finance Committee Chairman and City Councilmember, Smith, stated that the committee is recommending a 20% equity contribution for multifamily housing bond projects. He stated that the committee reviewed many options to provide different structures for equity contribution, all of which are directly affecting the mortgage financing for the applicant. City Council- members expressed interest in reviewing an example of a project where a 20% equity contribution was designated before criteria are finalized for multi- family housing revenue bonds. After further discussion, the City Administrator was directed to place this item on the November 20 City Council meeting for consideration. Finance Committee Chairman and City Councilmember, Smith, also reviewed proposed changes to the tax increment criteria/interest rate reduction program that was developed by the Finance Committee at the special committee meeting held on November 8. After reviewing the criteria and with some modification, the City Council expressed a desire to meet as an HRA and consider the adoption of tax increment/interest rate reduction guidelines for multifamily housing projects at the November 20 City Council meeting. The City Administrator was instructed to place these policy considerations on the agenda prior to public hearings at the November 20 City Council meeting. BUILDING CODE ENFORCEMENT Members of the City Council expressed a desire to strengthen the enforcement of the Uniform Building Code by issuing citations and penalties if inspections are violated by builders in the community. City Councilmember Wachter stated that he has received complaints from residents and observed builders who are proceeding with phases of construction without proper inspection. He stated that often the inspection is performed after a phase of construction has been completed, using the example of an insulation inspection that is performed after the sheetrock has been installed. It was also suggested that the City consider working with other communities to strengthen SPECIAL CITY COUNCIL MINUTES rs NOVEMBER 13, 1984 PAGE FOUR the Uniform Building Code to improve the quality of construction. There were a-number of other issues reviewed and the City Administrator was directed to prepare a memorandum and directive to the Building Inspection Department regarding tighter enforcement by issuing citations if necessary and also recommending to the City Council, cancellation of their contractor's license if certain builders are found to be in violation of the Uniform Building Code regulations. ADJOURNMENT There being no further business, the meeting was adjourned at 12:00 p.m. Dated: November 13, 1984 TLH C' y Clerk