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10/30/2000 - City Council Special Special City Council Minutes October 30, 2000 Page I of 1 00310 MINUTES OF THE SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA OCTOBER 30, 2000 A special meeting of the Eagan City Council was held on Monday, October 30, 2000, at 5 :00 p.m. at Christ Lutheran Church, 1930 Diffley Road. Present were Councilmembers Blomquist, Carlson, Bakken and Masin. Also present were City Administrator Hedges, Police ChiefTherkelsen, Fire Chief Jensen, Director of Public Works Colbert, Captain Swanson, Emergency Operations Coordination Southom, Chief Building Official Reid, Superintendent of Streets and Equipment Erhart, Superintendent of Utilities Schwanz, Fire Battalion ChiefDiIoia, Fire Battalion Chief Adam, Communications Coordinator Foote and Administrative Specialist Hertel. INTRODUCTORY COMMENTS Acting Mayor Carlson declared the meeting a special meeting of the Eagan City Council. City Administrator Hedges gave an overview of the purpose and format of the meeting. He then introduced the staff in attendance to answer questions. COMMENTS BY THE CITY DEPARTMENTS ABOUT THE EMERGENCY RESPONSE Police Chief Therkelsen gave a summary of the events of the evening. Fire Chief Jensen gave a summary of the events of the storm. Director of Public Works Colbert gave a summary of the activities the evening of the storm. COMMUNITY INPUT City Administrator Hedges facilitated questions from the community members present. Many residents asked questions, both orally and in the form of written questions submitted to the facilitator. The written list of questions included: 1. If this storm were to occur again, what would you do differently? What changes or major improvements can be made to minimize problems in the future should we be faced with a similar storm? Police Chief Therkelsen responded to the question, stating that in future emergencies, stronger efforts would be made to barricade streets and control "gawker" traffic through neighborhoods. He further stated that the Police department is working on a 911-upgrade that will allow up to five incoming lines to receive emergency phone calls, compared to the three incoming lines available during the storms. Councilmember Carlson asked about Reverse 911. Police Chief Therkelsen stated that the name was a product name, but that the concept of delivering outgoing emergency messages to Eagan from the Police station is one that the City is reviewing. 00311 Special City Council Minutes October 30, 2000 Page 20f2 2. When is the work on Diffley between Blueberry and Hilltop going to be finished, including the clean-up? Director of Public Works Colbert responded that the work was part of a County project expected to finish within two weeks. 3. What could be done to eliminate the pooling and flooding at Peridot Path and Gabbo Trail? This question was deferred to the November 9,2000 meeting. 4. Is there a schedule for cleaning the drains and/or storm sewer system? Director of Public Works Colbert stated that the Public Works Department investigates all calls about blockage. He stated that the storm sewer system is self-cleaning, and one major drainage district per year is reviewed, meaning the entire City is reviewed over the course of six years. Comment submitted orally: Mr. Dan Lokrin expressed concern about the repeated flooding, and stated that the City had let the residents down. He asked what the City would do to fix the storm sewer. Director of Public Works Colbert stated that the City and Council would review options after the release ofthe engineering analysis. Comment submitted orally: Councilmember Blomquist stated that many residents had experienced flu-like symptoms. She introduced Colleen Hippler and lamented the lack of responsiveness by the City to their calls on the night of the storm. She stated that some neighborhoods called private companies in to pump water because the City would not help. She also expressed concern at being "looted," commenting that the debris she placed near the street still remained private property and that the City had not prevented or responded to the looting problem. Ms. Hippler spoke and stated that the City had turned off the pumps in the Oak Chase pond to save homes at the expense of her home. She expressed further dissatisfaction that the City did not come sandbag her home during the crisis. She stated that the pumps were turned off for more than three weeks. Director of Public Works Colbert responded by stating that the Oak Chase lift station pumps were turned off for one day to prevent water from penetrating the control panels and creating an electrical hazard trying to protect the pumps. Councilmember Blomquist stated that the water took too long to subside. Director of Public Works Colbert reviewed the inability of the City to prevent flash flooding and that the storm sewer system takes time to distribute and flush water through the system. 5. Why is there a huge engineering study going on now to see how the system met standards? Why isn't the system reviewed continuously as development occurs? Are the standards being used currently still applicable? What FEMA funds are available to the City for system improvements? Special City Council Minutes October 30, 2000 Page 3 of3 003:12 Director of Public Works Colbert stated that the engineering analysis was focusing on the most impacted areas of the City. He further stated that the City's comprehensive storm sewer plan is updated every 7-8 years and that all developments must meet the City's standard of preparedness for 1 DO-year storm events. He also stated that the City has submitted an application for the repair of the storm sewer system to the Federal Emergency Management Agency (FEMA). Comment submitted orally: Mr. Mark Fagerstrom stated that in his home on Beaver Dam, anytime it rains, he has 2-6 feet of water in his basement. He further stated that nothing had been done to correct the problem, which has been ongoing for sixteen years. Comment submitted orally: A resident asked Director of Public Works Colbert why he did not make house visits to impacted homes in Eagan. Director of Public Works Colbert reviewed the extent of the damage and stated that he was meeting with people as they called and requested meetings, but was uncertain of the need or his ability to meet with the 1800 affected properties. He further emphasized his willingness to meet with anyone who contacted his office. The resident then questioned where the Eagan Foundation funds were and why they had not been distributed to members of the community yet. She further criticized the City for engaging the services of Bonestroo, Rosene, Anderlik and Associates to do the engineering analysis based on their prior contributions to the City's storm water system. Director of Public Works Colbert stated that BRAA had agreed to have their work independently audited, but that the City had engaged their services as one of the top firms in the upper Midwest and as a firm that already has extensive data on the City's system. He explained that this would expedite the release of the initial report, but that further reports could be authorized by the City Council. Comment submitted orally: A resident questioned the runoff water from Rosemount and Apple Valley and called on the City to be part of a more comprehensive plan to manage storm water. Director of Public Works Colbert stated that the watershed areas are unique in the Eagan! Apple ValleylRosemount area because the watershed lines approximately follow the corporate boundaries of the cities. He stated that the City of Eagan does have an agreement with Dakota County about storm water management, but that a dyke had been breached in the course of the storm. Comment submitted orally: Mr. Bruce Maus stated that it is unrealistic to build a system to accommodate the kind of storm Eagan experienced, but that the bigger problem is the flooding between major storm events that happens in Eagan's homes. He encouraged the City Council to go back and review the poor design or underdesign of the system. Comment submitted orally: Ms. Kim Kinnegan stated that 10% of the FEMA funds were supposed to look at upgrade and prevention for future storms. She inquired if the City would use the funds according to their designated purpose. Comment submitted orally: Ms. Meg Tilley of the Eagan Foundation spoke and commented on the funds collected through the Eagan Foundation. She stated that the 0031.3 Special City Council Minutes October 30, 2000 Page -l of -l group was still in the process of identifying needs and when those needs had been fully assessed, the Foundation would begin distribution of funds. She stated that she expected the funds to be disbursed within one to two months. Comment submitted orally: Mr. Jim Mattson of Easter Lutheran Christian Reform Church reviewed the efforts of the IDRD, commenting on the recent effort to go door-to- door in Eagan interviewing impacted residents. Ms. Tilley further commented that when those results come back, the funds will be distributed. She stated that the Eagan Foundation would continue to prepare press releases and provide updates at City Council meetings. 6. Why wasn't the database housing FEMA applicants used as a communication supplement to the Eagan paper? Specifically, a letter informing November garbage ,extension and meeting notices (tonight and November 9) would have ensured affected people were notified. City Administrator Hedges responded to the question. He stated that the database list was incomplete, but that every opportunity was taken to improve the list which originated with the 1400 calls logged at City Hall initially, and continued with lists from the July 17, 2000 meeting, lists from Blue CrosslBlue Shield, the list from the SBA and lists from submitted petitions. 7. Would you consider extending City office hours during emergencies? Flood victims were also required to work office hours and accommodate the city's requirements regarding building permit applications, etc. 8. Information regarding debris pickup was inaccurate six of the seven calls I logged (from 4 days to 4 weeks following the storm) 9. Will the new changes to Highway 13 impact the current storm sewer system? Director of Public Works Colbert responded and stated that the highway would have its own system and would not burden the current system of concern. 10. How will citizens be kept informed of progress or lack of progress? City Administrator Hedges reviewed the places residents could find/obtain storm-related information. Engineering Study Questions To be reviewed for the November 9 meeting and subsequent neighborhood meetings 1. Why was the natural water flow blocked at Lakewood Hills Road? The normal water path for 60 years plus was from McDonouh Lake. Under Cliff Road three culvert at Lakewood Hills Road around north side of Cliff then pumped back under Cliff to Holland. Why isn't there a storm sewer from McDonouh Lake to Holland on the south side of Cliff? Special Cily Council Minutes October 30,2000 Page 5 of 5 0031.4 2. Residents ofVildmark Court have lived with inadequate storm sewers for over 25 years-what will be done about this? What can we count on from the City? 3. You mentioned that your backup support (other cities like Rosemount and Apple Valley) were unavailable. Don't you think there should be a second back-up group of . . 3Td? cItIes or even a . 4. List the areas included in the study to be released on November 9. 5. Did the storm sewers perform up to design standards? Are the current storm sewers adequate for the future? .6. How will needed changes be paid for? 7. What was the criteria used for selection of the engineering firm for the study? 8. Once the engineering study is complete, how will the City prioritize the work/drainage changes to be done in the various neighborhoods? Will areas that have been flooded before take first priority? 9. Let's assume that in some neighborhoods the storm sewer and drainage plans that the City approved are deemed inadequate. Is the City prepared to rectify these specific problems? How do you foresee the costs being covered? Who will be in charge of prioritizing these projects? 10. Pending the results of the engineering analysis, what will be the criteria used to improve the storm drainage for Eagan? 11. Did you divert water to either protect the infrastructure or to protect certain areas of Eagan? 12. How can the engineering firm of Bonestroo, Rosene, Anderlik and Associates objectively audit its previous engineering decisions and what are the chances they will find themselves at fault, therefore becoming responsible for some or all of the damage? 13. Why are you hiring the same engineers to investigate their own work? 14. How much money did the City of Eagan get from FEMA to help with the debris removal and how much did the City pay for? 15. How do you know that all affected areas are being studied by your independent consultants? 16. A few weeks ago as a City Council meeting you played a video about "The Quality of Life" and how government plays an important role in the citizens' quality oflife. I Special City Council Minutes October 30, 2000 Page 6 of6 believe that this was probably shown as an explanation as to why we are building so many parks, etc. Why don't we give up a few parks and pay for the damages to our homes instead. Without a home, there is no quality of life. 00315 The appropriate staff representative responded to questions in writing and from the floor. Most questions regarding the storm sewer analysis were continued to the November 9 public meeting due to incomplete information at the meeting. ADJOURNMENT The meeting concluded and adjourned at 9:15 p.m. OCTOBER 30, 2000 ,Date If you need these minutes in an altemativ~ form such as large print, Braille, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, 651-681-4600, (TDD phone: 651-454-8535). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, sexual orientation, marital status or status with regard to public assistance.