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08/12/2003 - City Council Special MINUTES OF A SPECIAL CITY COUNCIL MEETING TUESDAY, AUGUST 12,2003 5:00 P.M. EAGAN CITY HALL COMMUNITY ROOM Councilmembers present: Mayor Geagan, Councilmember Carlson, Fields, Maguire and Tilley. Staff present: City Administrator Hedges, Assistant to the City Administrator Lord, Director of Public Works Colbert, Director of Communications Garrison, Director of Administrative Services VanOverbeke, Parks and Recreation Director Vraa, Parks and Recreation Special Projects Coordinator Wielde and Director of Community Development Hohenstein. I. ROLL CALL AND AGENDA ADOPTION City Administrator Hedges noted that staff needs direction on whether the City should prepare a response to correspondence from the Eagan Charter Commission. Councilmember Maguire requested the Council discuss an offer from the Metropolitan Council for a presentation regarding the Livable Communities Program. Mayor Geagan requested that Parks and Recreation Director Vraa be able to address the Council prior to Visitors to be Heard. Councilmember Maguire moved; Councilmember Fields seconded a motion to approve the agenda with the aforementioned additions. Aye: 3 Nay: 0 (Councilmembers Carlson and Tilley not yet present.) Parks and Recreation Director Vraa, noting his sincere thanks to the City staff and City Council, announced that he will be retiring from the City of Eagan. Mayor Geagan thanked Mr. Vraa for his many years of service, and noted the legacy that he leaves behind through the many parks that he built. Geagan also added that Mr. Vraa has provided a wonderful gift to leave behind to the community. Councilmember Fields noted her admiration for all that Mr. Vraa has done. Councilmember Maguire acknowledged Mr. Vraa's professionalism, knowledge and all he has done for the community. Dorothy Peterson, member of the Advisory Parks and Recreation Commission (APrC), spoke on behalf of the APrC in thanking Mr. Vraa for all he has done for the organization. City Administrator Hedges also noted his sincere thanks and gratitude to Mr. Vraa and especially thanked Ken for the professionalism he has shown by providing adequate notice of his retirement. II. VISITORS TO BE HEARD There were no visitors to be heard. Special City Council Meeting Minutes August 12, 2003 Page 2 GREENWAY CORRIDOR RESOURCE ANALYSIS REPORT City Administrator Hedges introduced the item noting that at the August 4, 2003 City Council meeting, the Council formally accepted the Greenway Corridor Resource Analysis Report. Upon reviewing the report, the Council directed that a presentation be prepared to summarize the Resource Analysis Report. Parks and Recreation Director Vraa introduced Dave Holman, of the Soil and, Water Conservation District, who then presented a Power Point presentation on the Corridor Resource Analysis Report. Councilmember Tilley and Councilmember Carlson arrived at 5:30 p.m. The City Council discussed the presentation, including questions about wildlife preservations and the trails that exist within the greenway corridor. Councilmember Maguire noted that the information presented is strictly an analysis that was done by the Soil and Water Conservation District, and was not an indication that the City was looking to buy open space as shown in the presentation. Parks and Recreation Director Vraa noted that the opportunity of informing residents about the value of their yards as part of the green space within the City. The City Council thanked Mr. Holman for his time in presenting the report. IV. REVIEW HOLZ FARM PARK MASTER PLAN City Administrator Hedges introduced the item, noting that at the June 24, 2003 joint workshop with the Advisory Parks and Recreation Commission, the City Council reviewed the draft copy of the Holz Farm Park master plan. At the August 4, 2003 City Council meeting, the Council directed that the master plan be further reviewed at tonight's workshop prior to being formally adopted. Per Council's direction, staff separated the expenses associated with the historic farm and those associated with the neighborhood park in preparation for the Council's discussion tonight. Hedges also noted that if the City Council were to adopt the master plan; that does not mean that the funding included in the plan is being approved. Parks and Recreation Director Vraa provided an overview on the cost projections associated with the neighborhood park and historic farm. V raa also informed the Council that staff is looking into the historical designation process of the historic farm structures. The City Council discussed the cost projections included in the master plan, including questions about the prioritization of the items listed. The Council also discussed the impetus behind creating a master plan. Parks and Recreation Director Vraa stated that the City acquired various portions of Holz Farm Park at different times, and therefore the master plan was created as a way to unify the segments. The City Council discussed the budget for the historical structures on the farm. The Council also discussed the cost projections for the neighborhood park portion of Holz Farm, noting that improvements at other neighborhood parks in Eagan have been capped in the CIP processed. APrC member Dorothy Peterson noted that Friends of the Farm will look into which projects volunteers can do in order to reduce expenses. Councilmember Maguire noted that the options presented in the master plan are projects and options to consider; however, by accepting the master plan, the City is not giving authorization to Special City Council Meeting Minutes August 12, 2003 Page 3 go ahead with the projects included in the plan. City Administrator Hedges stated that the master plan is a study document, rather than a spending document. Hedges also added that acknowledging receipt of the document is separate from the implementation of the plan. Terry Davis, APrC Chair, spoke on behalf of the APrC noting that the master plan drafted by the consultant will be used as a guide when working with Friends of the Farm, and will not be seen as a license to proceed ahead with the projects included in the plan. Councilmember Maguire moved; Councilmember Tilley seconded a motion to accept the Holz Farm Master Plan Report. Aye: 5 Nay: 0 Council discussion: The Council directed that the Holz Farm Master Plan be brought back to the Council upon being reviewed by Friends of the Farm, in order that Friends of the Farm can list priorities within the master plan. The Council also requested that Friends of the Farm identify projects within the master plan that Friends of the Farm volunteers could complete. The Council noted that these two directives could be discussed as part of the CIP process, but requested that the prioritization take place prior to the CIP discussions. V. '03 - '04 WINTER TRAIL MAINTENANCE PLAN AMENDMENT TOWN CENTRE SIDEWALK City Administrator Hedges introduced the item noting that on April 15, 2003 the City Council approved various revisions and/or additions to the City's Winter Trail Maintenance Program for 2003-2004 resulting in a net increase of.6 miles at an estimated additional cost of $1,267; however, at that time, consideration of adding the newly installed sidewalk along Town Centre Drive (.6 miles) was not addressed. Public Works Director Colbert gave a staff report, noting that due to the Town Centre sidewalks' unique location adjacent to the back of a curb in the boulevard area previously used for snow storage and limited additional right-of-way, extra effort may be required to remove the snow including the possibility of hauling. Colbert added that it is estimated that the addition of the sidewalk section will cost $1,472 per year. The City Council discussed the benefits of adding the Town Centre sidewalk to the snow removal program. Public Works Director Colbert informed the Council that the sidewalk meets criteria for trail plowing. The City Council noted that they want to encourage mobility in the central area of Eagan. Councilmember Fields moved; Councilmember Maguire seconded a motion to approve the addition of the Town Centre Drive sidewalk (Duckwood to Denmark) to the Winter Trail Maintenance Program affective 2003 - 2004 and adjust the proposed budget accordingly. Aye: 5 Nay: 0 Special City Council Meeting Minutes August 12, 2003 Page 4 VI. CONSIDER NAME FOR C.D.A. SENIOR HOUSING FACILITY City Administrator Hedges introduced the item noting that the Dakota County Community Development Agency (CDA) has asked the City to consider a choice of names for the new senior housing facility located adjacent to O'Leary Manor in which the City is a financial partner. The CDA has spoken to the seniors living at O'Leary Manor who have recommended the following names: Centre Point, Lakeside Manor, Wildwood Manor, Eastwood Manor, Lake Point and Meadow Woods Manor. The City Council discussed the names and voiced their liking for 3 of the names, including: Centre Point, Lakeside Manor and Wildwood Manor. Councilmember Carlson noted that she did not believe that it was the City Council's decision to make and did not have a recommendation. City Administrator Hedges noted that he would contact the CDA to voice the Council's input. VII. CONSIDER PROCESS FOR COMMISSION APPOINTMENTS AND VACANCIES City Administrator Hedges introduced the item, noting at the August 4, 2003 City Council meeting, the Council directed that the process for filling commission vacancies be discussed at the August 12 workshop. Hedges also presented a memo that was prepared summarizing how commission vacancies in Eagan have been filled over the past two years. Hedges also presented information from the cities of Apple Valley, Bloomington and Lakeville regarding how they addressed vacancies. Lastly, the City Council was presented with two versions of an ordinance amendment prepared by the City Attorney regarding the City's Advisory Commissions and Committees, as it relates to the dismissal of a member and the process to address vacancies. Per the inquiry of Councilmember Maguire, City Administrator Hedges informed the Council that per the direction of the City Council, Mayor Geagan was in contact with Elaine Eyre, who was the applicant receiving the next number of votes for appointment to the APC. Mayor Geagan noted that in speaking with Ms. Eyre, she expressed interest in serving on the APC. The City Council discussed past practices of appointing vacancies on the commISSIOns. Councilmember Maguire noted that he would like to see the City do what they have typically done in the past, which would be to appoint someone to the vacancy now, and consider a practice/policy for future vacancies after the current appointment has been made. Councilmember Carlson noted that she would like to see a policy in place for the appointment of commission vacancy prior to filling any current vacancies. Councilmember Fields concurred that she also would like to see a policy in place prior to filling any current vacancies. Mayor Geagan noted that it appears the will of the Council is not to fill the current vacancy; rather, the time has come to address the need for a policy to be put in place to establish a process for filling commission vacancies. The City Council directed City Administrator Hedges to prepare information for the City Council regarding the whole picture of the appointment process, including past practices of the City, options available, and practices of additional cities. Council directed that this information be prepared for Council review within the next 45 days, to be addressed by the City Council at the end of September/beginning of October. Upon consideration of the information presented, the Council noted that a new process could be adopted in November of 2003. The City Council also directed City Administrator Hedges to provide the Council with a copy of the Committee/Task Force Policy Special City Council Meeting Minutes August 12,2003 Page 5 prepared by Councilmember Carlson and Eagan resident, Dave Rugg. The Council agreed to provide any input, issues or topics to City Administrator Hedges regarding the issue of committee appointments. VIII. OTHER BUSINESS City Administrator Hedges inquired with the City Council about correspondence received from the Eagan Charter Commission. The City Council discussed the letter and asked that the League of Minnesota Cities provide information about how other cities identify their charter commISSIOns. Councilmember Maguire noted that correspondence was received from the Metropolitan Council with an offer to address the City regarding information about the Livable Communities Program. Maguire noted that Livable Communities' money has assisted the cities of Burnsville and Apple Valley. Councilmember Carlson inquired whether there will be any repercussions from the City not recently participating in the Livable Communities Program. The City Council directed staff to get further information from the Metropolitan Council, to be brought back to the City Council for further discussion. City Administrator Hedges acknowledged the City's new Director of Community Development Jon Hohenstein who was in the audience. Hedges noted that Mr. Hohenstein began his new position on Monday, August 11, and everyone at the City is very pleased to have him on board. IX. ADJOURNMENT Councilmember Maguire moved; Councilmember Tilley seconded a motion to adjourn at 7:46 p.m. Aye: 5 Nay: 0