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02/25/1992 - City Council Special t . 16:J MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota February 25, 1992 A special meeting of the Eagan City Council was held on Tuesday, February 25, 1992 at 5:00 p.m. in the lunchroom of the Eagan Municipal Center building. Present were Mayor Egan and City Council members Awada, McCrea and Wachter. City Councilmember Pawlenty arrived at approximately 6:10 p.m. and participated in the remainder of the special City Council meeting. Others present were Director of Public Works Colbert, Chief of Police Geagan, Director of Community Development Runkle, Director of Parks & Recreation Vraa, Director of Finance VanOverbeke and City Administrator Hedges. COMMENTS ON CITY COUNCIL/STAFF RETREAT City Councilmembers reflected on the City Council/Department Head Retreat that was held on February 21 and 22 for the purpose of analyzing social trends, cultural diversity and a prioritization of service delivery for the next one to three years. City Councilmembers shared high marks for Larry Bakken, a facilitator for a portion of the retreat, and agreed that the instrument used for prioritizing service delivery provided by Deborah Bennett-Leet of Mapping Strategies will be a good management tool. City Administrator Hedges stated that the department heads have reflected on the retreat and their observations and conclusions are the same as the City Council and further stated that additional work sessions will be required to further analyze and use the data from the retreat. PROPOSED CAPITAL IMPROVEMENTS PROGRAM (1992-1996) City Administrator Hedges reviewed the draft capital Improvements program budget stating that revisions had been made to all three (3) parts, including Public Facilities (Part I), Equipment (Part II) and Public Enterprise & Parks (Part III) as directed by the City Council. He further Indicated that the capital improvements program budget is a working document and a "guideline' for capital expenditures and that each part is reviewed annually and all expenditures require subsequent City Council review and authorization. Following a presentation of all three (3) parts of the draft CIP document, the City Administrator recommended a formal adoption of the CIP budget at the March 2 City Council meeting to provide direction to the community on how the City Council intends to finance public facility Improvements, such as the outdoor pool/ice arena project, law enforcement and fire station improvements, public works garage expansion and plans for other public facility expansion. City Councilmember Wachter expressed his appreciation for placing the public works maintenance facility expansion as a part of the capital improvements budget for 1993, further stating that this improvement is essential for the storage of equipment that is currently kept outside the public works maintenance facility building due to a shortage of inside storage. City Councilmember McCrea expressed a concern that alternatives be given consideration to the law enforcement/municipal center expansion project, such as scaling the project down, leasing commercial, retail or office space for several years or acquiring an existing building for City offices at another location within the community. She further stated that before the City considers a building program, alternatives should be carefully analyzed and presented to the City Council for consideration. City Councilmembers expressed a concern that the need for municipal center office space and expansion may not be as critical in the near future due to the freeze on staffing as a result of a slow down in development and the recession. City Administrator Hedges stated that a study will be performed of available space and alternatives to an expansion program for the existing municipal center building expressing some concern that decentralization can impact team work and interdepartmental interaction that is often required for efficient service delivery on a day to day basis. Page 2/EAGAN SPECIAL CITY COUNCIL MINUTES February 25, 1992 City Councilmember McCrea suggested that the appropriation as suggested in Part I, Public Facilities, be increased for the outdoor swimming pool/ice arena facility project which lowers the amount necessary for the GO bond referendum proposed for that project. She further stated that the community, historically, has been given a choice to vote on a municipal center and fire station improvements suggesting that the amount of resources allocated to those improvements under the community Investment fund should be lowered and matched with the proposed GO bond referendum amount. City Councilmember McCrea further stated that this change In financial allocation of public facilities would provide a more realistic GO bond referendum amount for the ice arena facility and outdoor swimming pool project. City Councilmember Wachter expressed his desire to leave the public facilities' portion of the capital improvements program as it is proposed stating that the major emphasis and use of community investment funds should be for essential services, such as law enforcement/municipal center expansion and fire station improvements. Mayor Egan and City Councilmember Awada both agreed that the community Investment fund as presented should not be changed which includes a $500,000 allocation for the Ice arena facility and outdoor swimming pool as originally proposed. Mayor Egan closed the discussion on the proposed capital improvements program stating that the document will be presented for official action at the March 2 regular City Council meeting with the understanding that law enforcement/municipal center expansion proposed for 1993 in the amount of $2,500,000 as an appropriation to the community investment fund will include a qualifier that staff will research other alternatives that include a reduction in the scope of the project or an option to lease commercial, retail or office space to house certain departments. OUTDOOR SWIMMING POOL/ICE ARENA PROJECT City Administrator Hedges stated that staff, including representatives of the architectural firm of Ankenny Kell Richter & Associates have a two (2) hour presentation that will update the work of the Design Review Committee on refining concept design for the Ice arena and outdoor swimming pool project, data on the operational cost which is based on various assumptions, discussion on a date for the referendum and a preliminary review of a draft ballot question for the special outdoor swimming pool/ice arena referendum. Fred Richter, architect representing Ankenny Kell Richter & Associates, presented a concept design for both the outdoor swimming pool and ice arena discussing many design elements that his firm and the Design Review Committee have considered for the project during the past several weeks. In addition, Mr. Richter reviewed a site plan that allows for expansion of the complex in future years if a second sheet of ice is to be added, additional facilities should be constructed and further consideration for expansion of the municipal center/law enforcement site. Mr. Richter also commented on the geometric orientation of the facilities, parking, traffic flows and how the overall development relates to the site and public. He stated that his firm has been sensitive to the appearance of the facility, trying to balance a policy of the City Council that requires the use of brick and glass for all private and public buildings in the community, while remaining extremely sensitive to the cost. He further stated that a brick facade is not a high cost item as perceived. However, he further suggested a mixture of brick and other products as a more cost effective approach to complying with the City's policy on the appearance of public buildings. City Councilmembers asked a variety of questions ranging from the impact of parking and roadway alignments to future expansion of the law enforcement/municipal center building, details on the bathhouse for the outdoor swimming pool, whether a solar application would reduce capital and operating costs and other related questions. Mayor Egan expressed his appreciation to the Design Review Committee members who were in attendance and the architects for presenting plans that meet the type of capital project the City Council envisioned in early January when the architects were selected and the Design Review Committee appointed. Director of Parks & Recreation Vraa provided a detailed budget that addressed both anticipated revenues and expenses for both the outdoor swimming pool and ice arena facilities. He stated that the Page 3/EAGAN SPECIAL CITY COUNCIL MINUTES February 25, 1992 arena will provide many opportunities In addition to scheduled time for events requiring Ice, such as Indoor soccer, corporate picnics, small court tennis and many other recreational activities. Director of Parks & Recreation Vraa stated that both expenses and revenues are projected at approximately $340,000 for the first full year of operation. According to his research and financial Information from other communities who operate outdoor swimming pools and arena facilities, the revenue numbers are conservative. Mr. Alan Menning, a member of the Design Review Committee, stated that it was his opinion that the projected revenues for the ice arena are low in comparison to other facilities located In like size communities as Eagan. City Councilmember Pawlenty commended the Director of Parks & Recreation for his research and budget projections stating that the number should not be over-inflated, especially revenues for the first year of operation, further expressing his appreciation for a conservative budget. Director of Parks & Recreation Vraa further reviewed the total project costs stating that the estimates to date are $2.9 million for the ice arena facility, $2.2 million for the outdoor swimming pool and bathhouse facility and an additional expense for engineering and architectural fees that will be further refined prior to the March 2 City Council meeting. City Councilmembers expressed a further desire to reduce the total cost of the project, especially any amount budgeted for equipment and other related expenses. City Administrator Hedges reviewed data prepared by Springsted, Inc. that provided various scenarios for a bond referendum amount and the impact a referendum would have on a residential home given certain residential market values based on either a 15 or a 20 year amortization schedule. He stated that, as an example, on a $4.5 million bond referendum, the monthly cost for a home with a market value of $120,000 would be $2 or annualized at $24. City Councilmembers expressed a desire to use a twenty (20) year spread, stating that many new residents will move into the community during the next decade who will use the facility and they should share in any debt obligation. Director of Finance VanOverbeke presented a draft ballot question that he prepared based on direction given by the City Council for discussion purposes. He also reviewed revisions to the ballot question that were made by both the City Attorney, Jim Sheldon, and the City's Bond Counsel, Steve Rosholt of Faegre & Benson. After a review and discussion regarding the draft ballot question, the Director of Finance was given direction to coordinate a final draft of the ballot question for a future City Council meeting. Mayor Egan expressed concern as to whether City staff, architects and the community will be ready for a referendum if scheduled on April 7 as a part of the Presidential Primary. He suggested that it might be more prudent on the part of the City to delay the referendum until the School Board election on May 19 allowing further refinement of the project cost. City Councilmember Pawlenty expressed his agreement, stating that the additional time would also provide for better information and awareness throughout the community and In addition to Mayor Egan's comments, provide further project refinement which will hopefully reduce the total cost of the project. Mr. Don Slusarski, representing a group of residents In support of the proposed outdoor swimming pool/arena project, appeared and complimented the City Council and its Design Review Committee and staff for all the work and coordination to date on the proposed project. He stated that a group of residents are organized, extremely excited about the project and feel that May 19 Is a better date for the referendum. He stated that this group is seeking business, corporate pledges and commitments to finance equipment and for other project expenses which help make the project more cost effective and appealing to the community. He further stated that the number of residents supporting a project that will provide facilities for our youth has already exceeded 300 and is growing in the community. Mr. Slusarski again thanked the City Council for their commitment to this project. Page 4/EAGAN SPECIAL CITY COUNCIL MINUTES February 25, 1992 BUILDING PERMIT/BILL JONES Director of Community Development Runkle stated that Mr. Bill Jones is requesting special consideration by the City Council to process a building permit on an unpiatted lot adjacent to the Wuthering Heights Subdivision. He stated that Mr. Jones is scheduled this week to erect a manufactured home on an unplatted parcel and would not be able to meet all the platting requirements without incurring a substantial delay that would be expensive and cause an inconvenience to the future owner. Director of Community Development Runkle stated that Mr. Jones is agreeable to platting the property, has made the proper application and paid all fees associated with platting in advance to the building permit. City Councilmembers expressed a concern about precedence and the issuance of a building permit prior to any notification to the adjoining property owners in advance of a formal platting process. After further discussion of the matter and in a motion by City Councilmember Awada, seconded by Counciimember McCrea, with Councilmembers Awada, McCrea and Pawlenty voting in favor and Mayor Egan and City Councilmember Wachter voting against, the building permit was approved to Mr. Bill Jones subject to the Community Development Department contacting adjoining property owners and receiving a favorable concurrence of this action prior to any platting and further that procedurally the platting must occur on the property. HILLS OF STONEBRIDGE Director of Public Works Colbert provided a brief introduction to the City Council on an issue regarding a condition to the Hills of Stonebridge plat that requires the removal of trees in a wetland area by the developer. He stated that an informational meeting was held on Monday, February 23, 1992 and adjoining property owners were concerned about the impact on the area if trees are removed, who was responsible for the tree removal and other concerns related to fulfilling this condition of development. City Councilmembers generally agreed that the trees should be removed by the developer prior to any final sign- off and acceptance of the Hills of Stonebridge Development Project which Is tentatively scheduled for the March 17, 1992 City Council meeting. OTHER BUSINESS There being no further business, the meeting was adjourned at 9:20 p.m. TLH February 25, 1992 A al lLtt JAP Date City Clerk