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06/24/2003 - City Council Special MINUTES OF A SPECIAL CITY COUNCIL MEETING TUESDAY, JUNE 24, 2003 3:30 P.M. COMMUNITY ROOM EAGAN CITY HALL ROLL CALL AND AGENDA Members present: Mayor Geagan, Councilmember Carlson, Fields, Tilley and Maguire. Staff members present: City Administrator Hedges and Assistant City Administrator Duffy. DIRECTOR OF COMMUNITY DEVELOPMENT POSITION INTERVIEWS The City Council held interviews for the three finalist candidates for the position of Director of Community Development: Jon Hohenstein, Dennis Welsch and Scott Clark. ADJOURNMENT The meeting adjourned at 5:00 p.m. MINUTES OF A SPECIAL CITY COUNCIL MEETING TUESDAY, JUNE 24, 2003 5:30 P.M. EAGAN CITY HALL COMMUNITY ROOM ROLL CALL AND AGENDA ADOPTION Councilmembers present: Mayor Geagan, Councilmember Carlson, Fields, Maguire and Tilley. Staff members present: City Administrator Hedges, Assistant to the City Administrator Lord, Chief Financial Office Pepper, Director of Administrative Services VanOverbeke, Senior Planner Ridley, Police Captain McDonald, Police Chief Therkelsen, Parks and Recreation Director Vraa, Communications Director Garrison, Fire Chief Jensen, City Engineer Matthys and City Attorney Dougherty. Mayor Geagan opened the meeting and asked City Administrator Hedges for modifications/additions to the agenda. Hedges noted that under Other Business there were two items to be discussed; 1.) review signage stating, "Guns are Not Welcome in these Premises", and 2.) address the action taken by the City Council at the June 17 meeting regarding the temporary liquor license provision per the request of the Eagan's Lions Club. Councilmember Fields moved; Councilmemer Maguire seconded a motion to adopt the agenda as presented. Aye: 4 Nay: 0 (Councilmember Tilley not yet present.) VISITORS TO BE HEARD Jim Cooper of Eagan Auto and Tire addressed the City Council to inform them that he has presented staff with the first two phases of an environmental assessment as well as an appraisal for the acquisition of his property in the Cedar Grove Redevelopment Area, and wants to know if the City is interested in purchasing the property. The City Council briefly discussed Mr. Cooper's request, and City Administrator noted that the Cedar Grove Redevelopment Area is on the agenda for discussion at tonight's meeting. Hedges also noted that should it be the Council's desire, Mr. Cooper's suggestion could be brought to the EDA at a future City Council meeting. FINDINGS OF FACT / COMPREHENSIVE GUIDE PLAN AMENDMENT, 6.29 ACRES, SECTION 10, DELTA DEVELOPMENT City Administrator Hedges introduced the item noting that the City Council received an application from Delta Development for a Comprehensive Guide Plan amendment at the June 17,2003 City Council meeting, at which time the Council directed the City Attorney to prepare Findings of Fact for denial. D ue tot iming issues associated with the 6 O-day a gency action requirement, the Council directed the City Attorney to prepare the Findings of Fact to be acted upon at the June 24th Council work seSSIOn. Special City Council Meeting Minutes June 24, 2003 Page 2 Councilmember Fields moved; Councilmember Maguire seconded a motion to adopt the Findings of Fact and to deny a Comprehensive Guide Plan amendment to change the land use designation of 6.29 acres from OS ( office/service) to MD - medium density to allow for development consisting of 42 townhome units and six building located on the east side of Pilot Knob Road and south of Northwood Parkway in the SW 1/4 of Section 10. Aye: 4 Nay: 0 (Councilmember Tilley not yet present.) CEDAR GROVE REDEVELOPMENT LAND ACQUISITION COST STUDY Councilmember Tilley arrived at 5:45 p.m. City Administrator Hedges introduced the item noting that at the May 13, 2003 Special City Council meeting the Council directed staff toe nter into a study to: 1.) determine a sale p rice for a developer's acquisition (assembly and demolition); 2.) timeline; and 3.) financial realities for the proposal by Bakken Properties of Minnesota, LLC. Director of Administrative Services VanOverbeke provided a summary of the study to the City Council, which included the assembly of costs incurred to-date resulting from the acquisition of 13 properties in the Cedar Grove Redevelopment Area. VanOverbeke also summarized cost projections to acquire other parcels in the TIF District. Jim Prosser, financial consultant to the City from Ehlers and Associates, presented a summary of a memorandum to the City Council, which stated that the study conducted by City staff is consistent with Ehlers and Associates redevelopment projections for Cedar Grove. The City Council discussed the study and cost to acquire properties. Mayor Geagan inquired whether a market analysis has been done to know what uses will support themselves in Cedar Grove. Prosser responded that a market analysis was done in 1998; however, the market has changed considerably since that time. The City Council discussed the possibility of conducting a market analysis and whether or not to focus on specific areas within the Cedar Grove Redevelopment Area, primarily the central area. Prosser noted that it would be helpful to receive a market analysis update from Maxfield Research regarding the outlook for the Cedar Grove Area, which would cost approximately $9,000. Prosser stated that it is customary for developers to pay for a more detailed market analysis. Councilmember Tilley moved; Councilmember Fields seconded a motion to direct a market analysis update from Maxfield Research to be ratified at the July 1 City Council meeting on the Consent Agenda. Aye 5 Nay: 0 REVIEW GENERAL FUND OPERATING BUDGET INFORMATION City Administrator Hedges introduced the item noting that the Council had discussed the process for the 2004 budget preparations at their May 21, 2003 Special City Council workshop. Included in those discussions were questions about reform, revenue projections, use of reserves and philosophies on budget reductions. Hedges informed the Council that due to the comprehensive process required for budget preparations, a detailed budget would not be available until early August for Council review, at which time the City Administrator will have had the opportunity to meet with each of the Department Directors about the budgets being presented. Hedges noted to the City Council that included in their packet were charts showing that the City of Eagan has the lowest per capita expenditures in cities of 50,000 or more in the state of Minnesota, as well as the lowest personnel per 10,000 population. Special City Council Meeting Minutes June 24, 2003 Page 3 Director 0 fA dministrative Services provided a summary 0 f t he narrative presented tot he City Council. Included in his presentation was a summary that Local Government Aid (LGA) and the Homestead Market Value Credit (HMVC) will no longer be available in 2004 due to reductions by the state; however, the City is able to levy back 60 percent of the 2004 loss. The City Council discussed the public policy questions presented to them in their packets. The City Council requested the following information and/or responses as part of the budget preparation process: 1.) If the City levied to the max, what would it cost the average homeowner? 2.) Research user fees in order to determine what increases could be made (i.e., building permits, plan check fees, Parks and Recreation program revenues, and licenses). 3.) Research the effects of using the fund balance to make up '04 losses. 4.) Provide an income to expense ratio for the City Council (include the Community Center's "over budget"). 5.) Provide information as to what would occur if the City used the contingency to make up '04 losses and/or to be used at the Community Center. 6.) Administrative transfers - what transfers are being proposed? 7.) Provide revenue options for the City Council's information (i.e., antennae lease, not using contingency, reallocating levy, etc.). The City Council discussed expenditure and revenue projections as presented to the City Council. Upon further discussion, there was City Council consensus for each Councilmember to e-mail City Administrator Hedges with their comments on the proposed General Fund Operating Budget information, as well as top rovide responses tot he public policy questions raised 0 n page 26 0 f t he Council packet. The Council directed that all e-mails should be sent to City Administrator Hedges by Monday, June 30. JOINT ADVISORY PARKS AND RECREATION COMMISSION Presentation of Holz Park Master Plan: The Mayor welcomed the APrC and thanked them for joining the Council for the joint meeting. City Administrator Hedges introduced the first item, noting that in late October of 2003 the Council directed the City to begin the master planning process for Holz Farm Park. In December, Council approved Brower and Associates as the firm to conduct the study. Since that time, the consultants met several times with members of Friends of the Farm, the group of volunteers who conduct stewardship of Holz Farm, and have had two meetings with the neighboring property owners in the vicinity of Holz Farm Park. Parks and Recreation Director Vraa introduced the consultants from Brower and Associates, who gave a presentation on the proposed Holz Farm Master Plan. The City Council discussed the plan as presented. The consultant noted that an approximate cost of $400,000 to $500,000. Parks and Recreation Director Vraa noted that the purpose of tonight was to expose the City Council to the initial plan before proceeding onto an adoption stage. The City Council discussed the plan and, in particular, parking needs, historic preservation, trail system, and projected timeline for completion. Special City Council Meeting Minutes June 24, 2003 Page 4 Councilmember Carlson noted that the City should explore the acquisition of conservation easements for the 20 foot setback along the Holz Farm property line. The City Council inquired with the consultants about the priorities of the neighbors. The consultants noted that upon meeting with the neighbors, the neighbors' priorities included completing the trail system and expanding the play space. Mayor Geagan stated to the Council and APrC that this may be a slow process given the budget environment in which the City is in. Councilmember Carlson noted the importance 0 f preparing access points before 1 and i s developed. C ouncilmember Maguire stated his hope that the neighborhood park improvements remains on the same improvement schedule with other Eagan parks. Members of the City Council also expressed their hope that the historic nature of the park remained a priority. The City Council and members of the APrC discussed designating Holz Farm Park as a state historic site. The City Council directed the APrC to acquire more information about the historic preservation process ofthe State of Minnesota. Caponi Art Park Collaboration Review: City Administrator Hedges introduced the item, noting that in April of 2003 the City Council met with Tony Caponi regarding a proposed collaboration between the City, the Art Park Trustees (and later, possibly, the Board) and Macalester College. At that time, the City Council directed the APrC to investigate several aspects of the collaboration as proposed by Caponi, including public purpose, governance, operations and organization, and funding. APrC Chair Terry Davis and APrC member Dorothy Peterson provided a summary of the APrC's Caponi Art Park proposal. Included in the report was a summary of the advantages of having a public park, the governance structure, operations and maintenance, and funding suggestions. The City Council and APrC discussed the report. Mayor Geagan noted that, as with all items, competition for funds exists. The City Council discussed the possibility of a referendum to pay for the acquisition of Caponi Art Park as well as other green space initiatives. Cheryl Caponi was present at the meeting and noted her hopes that collaboration could be reached with the City. City Administrator Hedges informed the Council that the City must give at least 49 days notice before an election regarding the ballot question to be asked through the referendum process. Cheryl Caponi addressed the City Council with her hope that a Caponi Board of Directors could be in place and encouraged the City's involvement on the Board. Three Eagan residents addressed the City Council regarding Caponi Art Park. The first suggested a referendum in 2004 to acquire property within the Eagan core-greenway. The second citizen recommended the City focus on existing parks and to enhancing Central Park rather than acquiring new property such as Caponi Art Park. The third resident suggested the preservation of Caponi Art Park, Patrick Eagan Park and the McCarthy property. Special City Council Meeting Minutes June 24, 2003 Page 5 Upon further review of the APrC's recommendations, the Council provided the APrC with the following direction: . Explore the option of a referendum, and attach a monetary value to it o Explore possibilities and issues associated with putting it on the '03 ballot o Explore possibilities and issues associated with putting it on the '04 ballot o Explore issues associated with having Caponi on a referendum ballot as a stand alone item o Explore issues associated with having Caponi on a referendum ballot as part of a larger Eagan open space acquisition referendum . In regards to the funding options, brainstorm where the City would find 50 percent of the funding not covered by the Park Site Fund . Provide further detail into funding / Option 2: two-phased approach with no purchase obligation. "Option 2 uses the same techniques as preferred Option 1, except there is no obligation for the City to purchase the property using internal funds as described in preferred Option 1, phase 1. Phase 2 would remain unchanged." . The APrC should prepare to suggest nominees for the Caponi Art Park Board and the time frame for completion. The City Council voiced their appreciation for the work that the APrC did in preparing the Caponi study. Burr Oaks Trail Study: City Administrator Hedges introduced the item noting that the Council had charged the APrC with undertaking a study regarding possible improvements to the Burr Oaks Park trail system and to report back their findings. Parks Superintendent Olson provided a summary to the Council of the proposed Burr Oaks Park improvements. Olson noted that the improvements are scheduled in the 2004 CIP with a place holder of $50,000. The City Council reviewed and discussed the proposed plans and members voiced their opinion that the plans may be a bit extensive for one neighborhood. Councilmember Maguire added that the neighborhood needs a trail connection to 149. The City Council directed the APrC to refine the Burr Oaks trail study for consideration as part of the 2004 CIP process. STAFFORD PLACE ON-STREET PARKING SIGN CRITERIA City Administrator Hedges introduced the item noting that the Council considered parking by permit system at their May 20, 2003 City Council meeting. The City Council was presented with a matrix prepared by the City Attorney's office providing various options for the Council to consider in defining the appropriate policy to be used as the basis for the parking by permit system ordinance. City Administrator Hedges noted that staff needs direction for an ordinance to be prepared for the July 15th City Council meeting in order that signs could be ordered and installed before the 2003/2004 school year. Special City Council Meeting Minutes June 24, 2003 Page 6 The City Council gave the following direction regarding permit parking regulations: 1.) Permit issued to the property address only 2.) 3 permits to be issued to each address 3.) No age specification 4.) No visitor permits 5.) Service/contractors to be exempted from parking restrictions 6.) Permits will be transferable with restrictions; need to identify 7.) Permit duration will be as long as it is held by the resident 8.) No Permit fee charged 9.) No duplicate permit fee charged 10.) No additional parking restrictions 11.) No additional permit parking requirements 12.) Permit must be displayed BUILDING SECURITY SYSTEM UPDATE City Administrator Hedges introduced the item noting that per Council direction, over the past 2 plus years staff and more recently staff and a security consultant, have been working on available options to provide additional building security at certain City facilities. Hedges summarized the estimated costs based on the specifications provided by the security consultant. The City Council discussed the security measures and noted that given the economic climate that the City is in, the security improvements would not be in order at this time. The Council encouraged staff to continue to establish a culture of everyone wearing identification badges. Director of Administrative Services informed the Council that the Police security system is aging and will need to be looked at in the future for replacement, which the City Council acknowledged. OTHER BUSINESS Conceal and Carry Gun Shmae:e: City Administrator Hedges presented draft samples of the signage to restrict weapons on City property. The signs state "guns are not welcome in these premises". There was City Council consensus to order the signs as presented. The City Council directed that the signs will be hung at all City buildings, not including parks or park shelters. Temporary Liquor License and Temporary On-Sale Liquor License Ordinance Amendment: The City Council discussed the ordinance amendment that the Council approved at the June 17 meeting. The Council directed that in Chapter 5, Section 5.60, Number 10 be amended to delete the reference to no alcohol consumption within 12 hours of the event, and rather state that no person selling alcohol shall consume and/or be intoxicated during their work shift. The City Council directed that the change be included on the July 1 Consent Agenda to be formally be corrected. ADJOURNMENT Councilmember Maguire moved; Councilmember Tilley seconded a motion to adjourn the meeting at 10:40 p.m.