07/07/1998 - City Council Special
Minutes of the Special City Council Meeting July 7,1998 page 1
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MINUTES OF THE
SPECIAL MEETING OF THE EAGAN CITY COUNCIL
EAGAN, MINNESOTA
JULY 7,1998
Present: Mayor Tom Egan, Councilmember Pat Awada, Councilmember Bea Blomquist,
Councilmember Sandy Masin, Councilmember Ted Wachter, City Administrator Hedges,
Director of Parks and Recreation Vraa, City Forester Hove, Intern to the City
Administrator Hertel.
Mayor Egan called the meeting to order at 5:05.
The agenda was approved and Mayor Egan suggested the Council proceed to the
Aquatic Pool Facility issue and return to the City Wide Tree Planting Program topic when
Councilmember Awada arrived.
VISITORS TO BE HEARD
Jeff Gregory, President of the Windcrest Homeowner's Association, spoke on behalf of
the assembled group, stating that he and his neighbors felt they needed to pay close
attention to the process of the pool facility. Mr. Gregory further stated that they are
skeptical of the potential stand-by generator and may have comments on that at the
regular Council meeting.
FAMILY AQUATIC POOL UPDATEIWATER TECHNOLOGIES, INC.
City Administrator Hedges reviewed this item and introduced the representative from
Water Technologies, Mr. Ken Ward. Mr. Hedges reported that the purpose of this
update was to review the bids the City had received for the aquatic facility and give the
Council a chance to ask any additional questions they may have. City Administrator
Hedges updated the group about the meeting which took place at the Municipal Center
between himself, Director of Parks and Recreation Vraa, Councilmember Blomquist,
members of the Dakota County Board of Commissioners and a representative from
Dakota Electric. He further stated that the group covered two issues, the first of which
was the relocation of the underground electric lines and the second of which was the
construction right of entry on library property. Mr. Hedges stated that the meeting was
very successful and was pleased to inform the group that the electrical lines did not need
to be relocated onto County property, but could be dropped lower in their current
location. He further informed the group that the County Board, meeting as the Physical
Development Committee, voted 7-0 to grant the right of entry on the County property to
the construction site for the family aquatic pool facility earlier in the day. City
Administrator Hedges stated it would be most appropriate for Director of Parks and
Recreation Vraa and Mr. Ward from Water Technologies to review the bids.
Director of Parks and Recreation Vraa clarified that the project had been bid in two
packages; the first package included the pool and the lazy river features of the facility,
and the second package was for the water slide features. Mr. Vraa explained that for
both packages, there were both base bids and alternate bids, which would include
variations on the specified features. He further explained that the bid the City received
from Wanzek was the lowest bid, but that the City had received word from them that
their bid was in error and they withdrew their bid. Director of Parks and Recreation Vraa
Minutes of the Special City Council Meeting July 7, 1998 page 2
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then directed the attention of the group to the remaining bids for the pool and the slides.
He also indicated that the successful bidder for the water slides had also offered some
voluntary deducts, which are still under review.
Councilmembers Awada and Masin arrived at approximately 5:15.
Mayor Egan asked if the total projected cost had changed for bid package number one.
Director of Parks and Recreation Vraa replied that the current projected cost was
$3,080,000 for the first two packages, saying that the cost is still similar to the original
estimates. Mr. Vraa then reviewed an updated project budget and stated that the total
cost of the project is now expected to be about $6.8 million, down from the original
estimate of $7.1 million.
Councilmember Wachter asked if the entire cost of relocating the electrical lines could
be eliminated from the budget. Director of Parks and Recreation Vraa responded that
the cost could be reduced from the listed $15,000 to between $6,000 and $7,000, based
on the new information provided by Dakota Electric about lowering the lines.
Mayor Egan asked Director of Parks and Recreation Vraa to explain the additional costs
for landscaping. Mr. Vraa replied that he was referring to landscaping around the
outside of the facility, which will mirror the landscaping done within the facility. He stated
that the costs could be expected to increase to $70,000 for landscaping, which would
also provide for landscaping in the parking areas and the additional landscaping the
library was looking for.
Councilmember Wachter asked if the amount listed for the cost of the retaining wall was
the most expensive that it had been. Director of Parks and Recreation Vraa stated that
this was a reduction from other discussions of the wall and that the cost of the wall had
been calculated to cost up to $108,000, but, given this design, the retaining wall is not
expected to be that costly.
Mayor Egan asked if there was a connection between the reduced costs of the project
and the move to line item budgeting. Director of Parks and Recreation Vraa responded
that the City's estimates were more refined now, giving everyone has a better indication
of the scope of the project.
Mr: Ward of Water Technologies stated that the pools and slides were under budget or
very close and directed the Council's attention to the alternate bids, suggesting they
consider those options as well. Mr. Ward explained how it was possible to use wood in
place of metal for the support struts of the slides and may potentially save the City
money. Director of Parks and Recreation Vraa stated that the City is still looking into this
possibility and that alternatives including wood should be considered. Mr. Vraa
explained that offered deduct was for an all-wood structure for the slide support system
and said that the use of wood may necessitate more maintenance than metal. Mr. Vraa
indicated that using wood may also mean having more support beams on the structure,
potentially impeding walking and cluttering the deck area. Mr. Vraa stated that he was in
favor of considering wood as part of the structure because it would complement the
materials being used in the rest of the facility, but that valve engineering along with a
closer review by the consultants was needed first.
Minutes of the Special City Council Meeting July 7, 1998 page 3
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Councilmember Wachter asked his fellow councilmembers to not discount wood as a
materiial or be overly concerned about its safety and relayed his experience working at
Valleyfair, where the rollercoasters are built of wood. Mr. Ward supported his comment
and stated that it was possible to have a structure with both wood and metal for optimal
performance. Councilmember Masin supported the use of wood, saying that wood
doesn't get as hot in the summertime. Councilmember Blomquist expressed concern
that wood may be more slippery when wet. Mr. Ward responded that the walking
surface would remain a slip-resistant fiberglass composite. Councilmember Wachter
asked for clarification about the fiberglass. Mr. Ward responded that the surface is
designed for deck surfaces.
Mayor Egan asked if there were further questions and stated that this issue would be
formally dealt with in Old Business at the Regular Meeting.
Councilmember Blomquist expressed concern that the latest plans were not in the
packet and therefore still showed the pool project encroaching on the library's property.
Director of Parks and Recreation Vraa displayed the construction plans and indicated
the sand play area that had been modified in the new plans. Councilmember Blomquist
asked if the fence was exactly on the property line. Director of Parks and Recreation
Vraa explained that there were some areas where the fence was on the property lines
and others where it deviated; he was unable to be clearer because the drawings were
only of the facility itself and not the surrounding properties. Councilmember Blomquist
expressed the concerns of the residents who were present, stating that it was very
important to them to know how close to their property this facility would be situated and
asked again for the distance between the fence and the other properties. Director of
Parks and Recreation Vraa restated that he did not have that exact information at his
disposal, but could provide it.
Director of Parks and Recreation Vraa asked to share the preliminary plans with the
Council for the entryway to the aquatic facility. Mayor Egan allowed the request and the
Council reviewed several different perspectives of the proposed entry. Councilmember
Blomquist asked if the entryway designs were in the bid packages. Director of Parks
and Recreation Vraa stated that these plans were not in the bid or in the current budget,
this feature would be bid separately and wanted to share these plans with the council.
Mr. Vraa indicated that the proposed entryway display would have an estimated cost of
$120,000. Mr. Ward added that these designs were meant to be a focal point and a
means of identification for the facility. Mayor Egan asked if it would cost more to add the
entry features at a later date. Mike Parsons from Greystone indicated that the additional
cost for doing it in the future would be minimal.
Councilmember Wachter expressed his concern about the deck in the pool facility,
asking if the facility's concrete would need a sealer of some kind and if that was in the
budget. He expressed further concern about durability and cracking issues, but was
informed that Graystone was looking into all those issues.
CITY WIDE TREE PLANTING PROGRAM
City Administrator Hedges introduced this agenda item. Mr. Hedges reviewed the
extensive loss of trees in the Eagan community in the past two years' storms, especially
the May 15 and May 30 storms. Mr. Hedges stated that in recent conversations with
City Council members on this issue, there have been suggestions to plant anywhere
from 2,000 to 10,000 trees, looking at the year 2000 as a target date for completing the
Minutes of the Special City Council Meeting July 7, 1998 page 4
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reforestation efforts. Mr. Hedges asked the Council to provide direction for staff to
further research this potential program, including direction on tree diameter, funding,
distribution and timelines. He further stated that the Council that he had already asked
City Forester Gregg Hove to do research on this issue and asked Director of Parks and
Recreation Vraa to give an overview of forestry issues in Eagan.
Director of Parks and Recreation Vraa informed the Council that spring is the preferred
time for planting due to availability, quality and diversity of trees. Mr. Vraa reminded the
Council of the yearly tree sale conducted through the City and discussed several options
for tree-diameters and their respective costs. He further stated that bare root trees can
be purchased for $15-$20, 1 % inch diameter trees in ten-gallon containers can be
purchased for $40-$50 and that there were more varieties available at that size, and 2 to
3 inch ball-and-burlap trees cost approximately $250-$300 per tree.
City Forester Hove asked the Council to think about how they would want to distribute
the trees, relaying experiences from the tree sale and offering several potential means of
distribution. He also suggested the Council consider what types of properties they will
be targeting. Mr. Hove further suggested that the program is spread out over several
growing seasons, with a kick-off this fall, the program could run in Fall 1998, Spring and
Fall 1999 and end with a finale in Spring 2000.
Mayor Egan asked if the trees would be purchased at "cost." City Forester Hove said
yes. Councilmember Awada asked if the City could get a price break for ordering such a
substantial number of trees. Mr. Hove stated that the City should be able to get as many
trees as they request, but the price break will depend on a variety of factors, including
type and time of year.
City Administrator Hedges stated that the program can't be developed until staff have
the numbers on tree diameter and inquired about additional handling issues with the
various sizes of trees. City Forester Hove confirmed that the bare-root trees were more
challenging to transport and plant and stated that he wouldn't be able to negotiate on
prices with the wholesalers until he had some indication of size and quantity.
Council member Wachter said he would prefer doing a program with the 1 % inch
diameter potted trees and his suggestion was met with consensus from the rest of the
Council.
Mayor Egan said that it was important for the Council and the City to be very clear about
the objective of this program: to replace trees that had been lost through storm damage
in the past two years. Mayor Egan emphasized that he did not want the City to be
competing with private firms for individual landscaping business. Mayor Egan stated
that through his interactions with service groups in Eagan, he knows there is a lot of
interest in and support for this program; for that reason, he believes it is crucial that the
City outline a definable program with reasonable timelines that can work in coordination
with other groups in the community.
Councilmember Blomquist asked if the program should start in the fall. The consensus
among the group was yes.
Councilmember Awada asked how many trees had been lost to storm damage. City
Administrator Hedges responded that over 4,000 trees had been damaged.
Minutes of the Special City Council Meeting July 7, 1998 page 5
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Councilmember Awada suggested a target of 10,000 trees and corroborated Mayor
Egan's comments about interest from the business community.
Director of Parks and Recreation Vraa stated that there are an infinite number of ways to
organize this program and asked for direction on how to set priorities. Councilmember
Blomquist suggested that the Council get a committee of interested citizens from the
Collaborative Meeting together; she further stated her concern over the losses of trees in
Eagan parks and though the program should be comprehensive, and that the committee
should include representatives from the Advisory Parks Commission.
Mayor Egan stated that he would like to see the Council adopt a policy about how to
distribute trees through this program, develop a way to quantify and identify the losses
suffered and then a policy for how to remedy those losses. Mayor Egan restated that he
thought the Council needed to be very clear about the direction of the tree planting
program and the objectives of the Council.
Councilmember Wachter expressed concern about the types of trees that would be
available through this program, due to the recent development of the yellow spruce fly
infestation in the area. Councilmember Wachter stated that the Council should limit the
number of spruce trees allowed to be planted so that this program doesn't self-destruct
in a matter of a few years; he further stated that the Council should modify its policies
about landscaping for all kinds of development to respond to this infestation. Mayor
Egan shared Councilmember Wachter's concerns about the spruce and said they should
be regulated in the future. Mayor Egan also stated that the Council needed to identify
priorities for the tree planting. Councilmember Masin stated that she thought the
developers already needed to get their landscaping plans approved and questioned the
need for a new policy. City Forester Hove confirmed that there is an existing policy, but
that the spruce tree is currently on the list of recommended trees and it is a popular tree
that provides good coverage and that is why developers like to use it. Councilmember
Masin asked that staff prepare an amendment to the current landscaping policy to
regulate the number of spruce trees.
Mayor Egan asked if this was enough direction for staff to proceed with the planning of
the tree-planting program. City Administrator Hedges responded that staff would work
with City Forester Hove to develop plans to be reviewed by the committee of interested
citizens. Councilmember Blomquist repeated that she thought representatives from the
Advisory Parks Commission should be on the committee. Councilmember Awada asked
that members of the business community be included on the committee; she also asked
City Forester Hove to feel out the market for trees and get an indication of projected
costs. Mr. Hove said he would do that, but also warned that planting trees over several
growing seasons means the Council may experience fluctuating costs. City
Administrator Hedges suggested buying a variety of species and working with the
wholesalers to lock in a price over the coming growing seasons. Councilmember Awada
stated that she thought businesses would certainly be willing to lock in a price on such a
substantial order.
Mayor Egan emphatically urged the Council to remain clear on the objective of the
program because that clarity will be more conducive to finding price breaks and keeping
other groups involved who may be deterred if the City strays from its objective. Mayor
Egan also thought the committee should have representatives from the Garden Club.
Minutes of the Special City Council Meeting July 7,1998 page 6
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OTHER BUSINESS
Council member Masin asked the rest of the Council and City Administrator Hedges if
they had received numerous calls about the 4th of July celebration and inquired if there
was a means of tracking those calls to know how extensive the response has been.
City Administrator Hedges stated that the City had received a few calls from
disappointed citizens prior to the celebration, but had not received any calls since.
Council member Blomquist said she had received many calls and that the City needs to
find a place to do an aerial display; she stated that personally, she thought the fireworks
were high and beautiful and that this was one of the best displays ever. Councilmember
Masin stated that she had received many calls, which indicated to her the importance of
fireworks and the importance of the newspaper as a means of communication. Mayor
Egan said he had spoken to Roy Wallace about the article in the paper and had learned
that the reporter who wrote the story was unfamiliar with the Eagan beat and had spoken
to individuals who did not officially represent their entities on this issue; this resulted in
poor reporting and embarrassed the City and to Ms. Carlin of the Convention and
Visitors Bureau. Councilmember Awada stated that members of her staff had informed
her that the fireworks were lame. Communications Coordinator Foote was in the
audience and stated that the newspapers had been sent complete and accurate press
releases that they chose not to use. Councilmember Blomquist informed the group that
there was low turnout, but repeated that she considered this year's celebration one of
the best ever and said she was pleased. Councilmember Masin said that there was a lot
of attendance lost this year due to the bad press, and that the organizers of the
celebration will have to do something big next year to regain the community's support.
Councilmember Blomquist said she wanted to recognize the Police and Fire
departments for their efforts. Councilmember Awada suggested the Council reconsider
this holiday and its importance. Councilmember Masin responded that this was perhaps
the City of Eagan's most important holiday, calling it a homecoming for many past and
present Eagan citizens.
The meeting adjourned at 6:13 p.m.
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