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1991-12-17 Special City Council Minutes MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota December 17, 1991 A special City Council meeting was held on Tuesday, December 17, 1991, at 8:35 p.m., immediately following the regular City Council meeting in the Council Chambers of the Municipal Center Building. Those present were Mayor Egan, City Councilmembers Gustafson, McCrea, Pawlenty and Wachter. Also in attendance were Director of Parks and Recreation Vraa and City Administrator Hedges. DISCUSSION REGARDING PROPOSED ICE ARENA/OUTDOOR SWIMMING POOL PROJECT City Administrator Hedges stated that direction is necessary on several policy issues pertaining to the proposed ice arena/outdoor swimming pool project that is scheduled for a bond referendum in April/May of 1992. He stated that items requiring direction by the City Council include selection of an architect, appointment of an architect review committee, further discussion on financing alternatives for the proposed capital project and, further, any additional direction regarding the public process leading to a bond referendum, for the ice arena/outdoor swimming pool project. Mayor Egan acknowledged the presence of several residents and asked for City Council discussion on the public policy items presented by the City Administrator. City Councilmember Pawlenty referred to ice arena facilities that have been constructed in the city of St. Paul suggesting that the City consider the plan that community has used for a possible model for the Eagan ice facility. After a lengthy discussion regarding reasons for considering a request for proposal to select an architectural firm to provide concept design plans for an outdoor swimming pool and ice arena project, direction was given to the City Administrator and Director of Parks and Recreation to proceed with an RFP. City Councilmember McCrea suggested that only firms that have ice arena and outdoor swimming pool experience be considered by the City Council. In a motion by City Councilmember McCrea, seconded by Councilmember Gustafson, with all members voting in favor, staff under the direction of the City Administrator was authorized to proceed with an RFP for architectural service to complete a concept design phase for an outdoor swimming pool/ice arena facility. Director of Parks and Recreation Vraa suggested the formation of an architectural review committee that can review the request for proposal information before it is sent out to a list of architectural firms and conduct the actual interviews for the purpose of making a recommendation to the City Council. City Councilmembers discussed the make-up of the architectural review committee suggesting a representative from the Advisory Parks, Recreation and Natural Resources Commission, Advisory Planning Commission, two members of the City Council and three (3) members from the Recreational Facilities Advisory Committee. It was suggested by Mayor Egan that Gary Fuchs, chairman of the Recreation Advisory Committee be contacted and allowed to recommend three (3) individuals to serve as representatives of that special task force. City Special City Council Minutes December 17, 1991 Page 2 Councilmember Gustafson volunteered to serve however indicated that he would no longer be serving in his official capacity as a City Councilmember at the end of December. City Councilmembers McCrea and Pawlenty volunteered to serve as the City Council's representatives on the architectural review committee. After further discussion and in a motion by City Councilmember McCrea, seconded by Councilmember Wachter, all members voting in favor, a seven (7) member architectural review committee was established with one member from the Advisory Parks, Recreation and Natural Resources Commission, one member from the Advisory Planning Commission, three members from the Recreational Advisory Task Force to be appointed by its Chair, Gary Fuchs and, finally, two members from the City Council who will be City Councilmember McCrea and Pawlenty. Director of Parks and Recreation Vraa also suggested that a design review committee comprised of between 10 and 12 members be appointed at a January City Council meeting for the purpose of working with the architect, City, Council and staff to complete the architectural program, review concept plans, budgets and a time table for the bond referendum. Mayor Egan stated that the design review committee appointments would be made as a part of the organizational business at the January 21, 1992 meeting. CAPITAL IMPROVEMENTS PROGRAM BUDGET (1992 - 1996) City Administrator Hedges stated that at the November 26 Council meeting, he was directed to revise Part I, Public Facilities portion of the CIP by designating $500,000 of capital expense under community investment for park land in 1994 to 1996, specifically to be allocated for the ice arena facility and outdoor swimming pool project. He also reported that the $850,000 the City received as a result of restructuring the 1980 single family mortgage bonds were designated in the Part I CIP for the ice arena/outdoor pool project. It was also determined by the City Council that $500,000 of community investment funds would be used for the municipal site preparation which includes parking and roadway improvements for the law enforcement/municipal center building, ice arena/outdoor swimming pool project and any other development that might occur in the future. City Councilmember Gustafson proposed that the amount designated under Part I for the law enforcement/municipal center building complex be reduced from the proposed figure of $2.5 million. He stated that there are no facilities for the youth of Eagan and that part of the amount designated for the municipal center/law enforcement project should be appropriated to the ice arena/outdoor pool project. City Councilmember McCrea also suggested a downscaling of the municipal center/law enforcement expansion due to the recession, downsizing of municipal employees and other facyors have impacted the space needs analysis that was recently completed by BRW. She further suggested that staff analyze other alternatives to providing office space that might be more cost effective than constructing a new addition to the municipal center building. Mayor Egan suggested that the capital improvements program include a column that reflects property tax participation by the public or in other words financing through the sale of general obligation bonds. City Councilmember Gustafson suggested that the community be challenged for financial assistance in the project or at least r Special City Council Minutes December 17, 1991 Page 3 finance equipment such as the zamboni, scoreboard, boards and other related equipment. City Councilmember Wachter expressed his concerns about the need to allocate a part of the community investment funds for an addition to the public works maintenance facility. He stated that valuable equipment is stored outside the building due to lack of secured indoor storage space. City Councilmember Wachter suggested that the public works maintenance facility addition should be a high priority and moved to calendar year 1993 to satisfy the need for this capital project improvement. City Administrator Hedges also stated that the Part II portion of the budget was reduced from $729,900 to $663,120 as directed by the City Council at the November 26 meeting. City Administrator Hedges further stated that this amount will be printed as a part of the 1992 operating budget toward the acquisition of capital equipment for that budget unless otherwise advised by the City Council. After a brief discussion, the City Administrator was directed to include as a part of the 1992 operating budget the capital equipment as presented totalling $663,120 as revised by the City Council as a part of the official council document for calendar year 1992. OTHER BUSINESS There being no further business, the meeting was adjourned at 10:00 p.m. C\t TLH December 17, 1991 Date City Clerk