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HomeMy WebLinkAboutCity Council - 09/18/2007 AGENDA CITY COUNCIL/SCHOOL BOARD WORKSHOP & OPEN FORUM/OPEN PODIUM TUESDAY, SEPTEMBER 18, 2007 CITY CENTER 5:00—6:25 PM, HERITAGE ROOM II 6:30—7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Sherry Butcher, Jon Duckstad, and Kathy Nelson SCHOOL BOARD: Chair Carol Bomben; Vice Chair Greg Olson; Treasurer Jill Scholtz; Directors Phil Rose, Jan Eian, and Jim Mortenson SCHOOL DISTRICT STAFF: Superintendent Melissa Krull CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen, Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, Assistant to the City Manager Michael Barone, City Attorney Ric Rosow, and Recorder Lorene McWaters Heritage Room II I. SCHOOL BOARD/CITY COUNCIL DISCUSSION (5:00 to 6:00 p.m.) A. COMMUNITY CENTER UPDATE B. FOREST HILLS UPDATE C. MASB SCHOOL DISTRICT-CITY COOPERATION AWARD D. DISTRICT SNOW REMOVAL MEETING E. RADIO SYSTEM UPDATE F. MOODY'S PRESENTATION II. FUND BALANCE PRESENTATION (6:00 to 6:25 p.m.) Council Chamber III. OPEN FORUM (6:30 to 6:50 p.m.) A. JENNIFER OR JOHN URBANSKI—BUDGET B. TOM BRIANT—JON DUCKSTAD'S BUDGET RESOLUTION /2008-2009 BUDGET C. KIM VOHS—SOCIAL SERVICES BUDGET D. JOHN JARVAIS— SOCIAL SERVICES BUDGET IV. OPEN PODIUM (6:50 to 7:00 p.m.) V. ADJOURNMENT AGENDA EDEN PRAIRIE CITY COUNCIL MEETING TUESDAY, SEPTEMBER 18, 2007 7:00 PM, CITY CENTER Council Chamber 8080 Mitchell Road CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Sherry Butcher, Jon Duckstad, and Kathy Nelson CITY STAFF: City Manager Scott Neal, Parks &Recreation Director Jay Lotthammer, Public Works Director Eugene Dietz, City Planner Michael Franzen, Community Development Director Janet Jeremiah, City Attorney Ric Rosow and Council Recorder Jan Curielli I. ROLL CALL/CALL THE MEETING TO ORDER II. PLEDGE OF ALLEGIANCE III. COUNCIL FORUM INVITATION IV. PROCLAMATIONS/PRESENTATIONS A. WELCOME ABC STUDENTS V. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS VI. MINUTES A. COUNCIL WORKSHOP HELD TUESDAY, SEPTEMBER 4, 2007 B. CITY COUNCIL MEETING HELD TUESDAY, SEPTEMBER 4, 2007 VII. REPORTS OF ADVISORY BOARDS & COMMISSIONS A. HERITAGE PRESERVATION COMMISSION VIII. CONSENT CALENDAR A. CLERK'S LICENSE LIST B. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH BME CONSULTING FOR CONVERSION OF HAND DRAWN APPRAISAL SKETCHES TO DIGITIZED DRAWINGS C. ADOPT RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF SPECIAL ASSESSMENT HEARING ROLLS AND SETTING THE HEARING DATE FOR OCTOBER 16, 2007 D. APPROVE CONTRACT FOR DEN ROAD REMODEL PROJECT IX. PUBLIC HEARINGS/MEETINGS X. PAYMENT OF CLAIMS CITY COUNCIL AGENDA September 18, 2007 Page 2 XI. ORDINANCES AND RESOLUTIONS XII. PETITIONS, REQUESTS AND COMMUNICATIONS XIII. APPOINTMENTS XIV. REPORTS A. REPORTS OF COUNCIL MEMBERS 1. Resolution Directing Preparation of Alternative Budgets for 2008-2009 Council Member Duckstad B. REPORT OF CITY MANAGER 1. Update for 20-40-15 Program 2. Dates for December 2007 City Council Meetings 3. Final Report and Recommendations of Budget Advisory Commission 4. Council Workshop Schedule for the Balance of 2007 C. REPORT OF COMMUNITY DEVELOPMENT DIRECTOR D. REPORT OF PARKS AND RECREATION DIRECTOR 1. Veterans' Memorial Update E. REPORT OF PUBLIC WORKS DIRECTOR F. REPORT OF POLICE CHIEF G. REPORT OF FIRE CHIEF H. REPORT OF CITY ATTORNEY XV. OTHER BUSINESS XVI. ADJOURNMENT ITEM NO.: VI.A. UNAPPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN FORUM/OPEN PODIUM TUESDAY, SEPTEMBER 4, 2007 CITY CENTER 4:00—6:20 PM, HERITAGE ROOM II 6:30—7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Sherry Butcher, Jon Duckstad and Kathy Nelson BUDGET ADVISORY COMMISSION: Katherine Kardell, Chair; Don Uram, Vice Chair; Commissioners Mark Kantor, Richard King, Jon Muilenburg, Richard Proops, Gwen Schultz CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen, Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, Assistant to the City Manager Michael Barone, City Attorney Ric Rosow, and Recorder Jan Curielli Heritage Room II 2008-2009 BUDGET Mayor Young noted the Council made a decision to move up tonight's meeting time to 4:00 PM to afford additional time for the Budget Advisory Commission(BAC)to explain their report before the Council begins their discussion. I. BUDGET ADVISORY COMMISSION PRESENTATION/DISCUSSION A. WELCOME AND INTRODUCTION (VICE CHAIR DON URAM) Don Uram, Vice Chair, said the BAC's report is the culmination of a lot of work with staff over the past few months. He said tonight the Commission plans to let the Council know how they came to make their recommendations. He thanked staff for the great effort in providing information to the Commission members. Each Commission member processed that information and then made their individual recommendations on how to alter the budget. They submitted those recommendations to Ms Kotchevar. Commissioner Proops compiled and Kotchevar reviewed the recommendations. Uram said there was discussion at the last meeting about each of the 20 recommendations. The results of the voting are presented in the recommendations. City Manager Neal had broken down the budget into core mission, supplementary missions and mission support services. The overall strategy was to sharpen the focus and limit the growth and scope of the core missions, to decrease the scope and the size of the supplementary mission operations, and to limit the growth in scope and size of the mission support operations. Uram said Chair Kardell forwarded a statement thanking the Council for the opportunity to participate in this budget review process. He noted one of his own CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 2 goals when he left the City staff was to encourage additional participation in the budget process and he thought this is a way to do that. B. SUMMARY OF AGREED UPON RECOMMENDATIONS (VICE CHAIR DON URAM) Uram said the BAC came out with 20 recommendations, 14 of which the City Manager agreed with in concept so the discussion tonight will cover the other six recommendations. Different members of the Commission will give the presentations on these points. C. RECOMMENDATIONS FOR DISCUSSION 1. Wages & Benefits (Rick King) King said the Commission assigned Dick Proops, Gwen Schultz and himself as a subcommittee on wages. They spent a lot of extra time talking to City staff before making their recommendation for 2008 and 2009. Their recommendations are more in the area of wages because benefits are either contracted on a long-term basis or, in the case of PERA, are contracted through the State. Version 2.0 of the budget called for a 4.1%total wage increase for 2008 and a 3.8% increase for 2009. The 4.1% increase for 2008 breaks down to 3% for the base wages and 1.1% allocated for step and performance. The 3.8% increase for 2009 breaks down to 3.2%base and .6% step and performance. King said the employer's share of the PERA contribution will increase from to 6.5% (from 6.25 %) for 2008, which is out of the City's control. He noted the City did a good job in the health care contract because there is a large reduction from the cost of the previous contract. King said their recommendation for the 2008 budget remained the same as Version 2.0, but they recommended a 3.4% increase for 2009 with a goal of trying to edge ourselves down towards a 3% increase. He said Mr. Neal responded that he was concerned about competition and proposed a 3.6% increase for 2009. The view of the subcommittee was that we greatly believe we have good employees in the City and it is important to keep them here. The language used when talking about wages suggested we want to be more exemplary. We want to be an outstanding employer but also want to bring the wages back a little, especially in view of the increase in the employer side of the retirement benefits. He said four members of the Commission supported the recommendation, one voted against and two were absent. He noted the Commission member who voted against felt we did not go far enough in the reduction. King said they looked at and measured the turnover rate and then recommended we watch to see if people are being picked off by competitors. We have escalating benefit costs and our attrition rates are very low, CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 3 therefore they felt this modest adjustment would be fine and would not cause us to lose employees. It would also set a tone and direction for the future. He noted that wages are the single biggest cost in the budget, so a little bit of reduction goes a long way. Councilmember Duckstad asked if he understood correctly that the City's portion of the PERA contribution would be 6.5%. Kotchevar said it is increasing from 6.25%to 6.5%, or an increase of 0.25% for the employer's portion. She said the employee's share is also increasing 0.25% from 5.75% to 6.0 %. Duckstad then asked if those payments are mandatory. King said that was true, except for the Police and Fire personnel. Duckstad asked if he gave a percentage on the health care costs. King said he did not. They chose not to deal with it because it is in a long-term contract, and that will be covered when the contract is up. Councilmember Butcher asked if there was ever an opportunity when they were reviewing the data to look at what other cities are doing in terms of wage increases. King said City staff did furnish information on wage ranges for the last period for nearby cities so we could see how those compare. He said the information showed some cities that are at our level and some that are below. Most of the Minnesota League of Cities (MLC) cities that we would compare to are slightly below us. 2. Combining the Community Centers (Dick Proops) Uram said this recommendation is to transfer the programs from the Senior Center to the new Community Center and to divest the assets of the Senior Center. Proops said it is apparent that the new Community Center will be primarily an athletic center which is a little bit in conflict with the concept of community. Many of the offerings scheduled at the Senior Center are not particularly oriented towards seniors. There are five multi-purpose rooms in the Community Center that will be used primarily for rental by corporations or individuals. He said they were concerned why we are operating two facilities since both centers have to have phones manned and doors opened. They knew that advocating combining them would bring some opposition. Proops said there are some disadvantages in that the Community Center is larger and the access is harder. There is an elevator and the space they are talking about is on the second floor. There are also advantages to the new facility. They did not do an analysis of where the seniors are located but they are probably further from the Senior Center than from the Community Center. While they did not discuss scheduling of events, that should just be a matter of juggling times and facilities required. The new Community Center offers greater opportunities to create community. The committee visualized having a room dedicated for exclusive use of seniors and the rest of the CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 4 rooms would be used by whatever activity is scheduled there. Proops said they are recommending we go ahead and combine the facilities. The present Senior Center would be available for sale for redevelopment or replacement, and the property would then come under real estate taxes. Butcher asked if we receive revenue from the cell towers on the Senior Center. Kotchevar said we receive $10-15,000 per year. Butcher asked if that is used to offset any of the costs. Kotchevar said it goes into the Capital Improvement Fund. Nelson asked if they considered the zoning for the center, noting they mentioned possible office use. However there is limited parking, and it is adjacent to and across the street from single family homes. She thought we generally do not place commercial or office into an area like this. Proops responded they did not get into that kind of depth and did not analyze the space use. Uram said he looked at it quickly, and he thought the building would have no value to a developer. The appropriate land use would probably be some kind of multi-family development. 3. Housing & Community Services (Dick Proops) Uram noted this item generated some discussion among the Commission members and in the local newspaper. This item received a unanimous vote by the BAC, and it did modify the recommendation the City Manger made with the Version 2.0 budget. Proops said they looked to some extent at the operation of the Housing and Community Services. In his email distributed last night he pointed out there is a question of whether the City should be providing these services, and he thought the question still remains. He has no strong recommendation as to eliminating or leaving it alone. The services are essential to many of the people using them. Any disturbance of our participation should happen only after a careful analysis of what will happen to the clients. The most flagrant examples are PROP and Meals on Wheels, and we can't discontinue those. Each item has to be carefully analyzed to determine how we get to where we want to be without just dropping the service. Proops said there was a lot of discussion about this in the newspaper and this is one area where you have to listen to what the public is saying. If we do something to upset many clients, we are going to hear about it. His email described all of the services that are offered and presented four alternatives to help make a decision. The four alternatives are: 1)proceed with the Version 2.0 budget cuts in 2008; 2)proceed with the proposed budget cuts with no established time frame and only after extensive discussion and review; 3) review the contracted services with a goal to delete those that duplicate availability from other services; and 4) make no immediate change to the operation, review the duplication of services and evaluate the work load of CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 5 the staff to see if there is room for additional duties. We need to decide a course which will at least partially satisfy the public concerns,will not leave clients stranded, and will accomplish the objective of reducing the budget. King clarified the BAC did not recommend cuts,but rather they recommended staff take a look at the potential of any duplicate services. After we made that recommendation, Mr. Neal had Ms Jeremiah do that and we now have extensive documentation. Most of the services are not duplicative, while some need more investigation. They recommended a modification to Version 2.0 and the City Manager's response was to do the investigation and the work and to go with the plan that would impact only those services determined to be duplicates. Uram said he was not at the meeting when this was discussed, but historically there has been a lot of discussion about community services for the past ten years. He would have supported Mr. Neal's recommendations as presented the Version 2.0 budget. Uram said the discussion at this point would turn to Item 6 Capital Improvement Fund before the discussion of Items 4 and 5. 6. Capital Improvement Fund (Jon Muilenburg) Muilenburg said the Capital Improvement Fund recommendation is two separate recommendations rolled into one. The first recommendation is to combine the Capital Improvement Fund and the Economic Development Fund into one fund because that will allow the City Council more flexibility when allocating those funds. Muilenburg said the second part of the recommendation is the spend-down or spending some of that money and having less of a bucket in reserve. The Commission recommended you spend that down to some extent without any recommendation of what that level should be. They recognize Mr. Neal's and other staff member's concerns that reduction in that fund may have some impact on our bond rating. It may be reasonable for us to make some evaluation of that to see if we can maintain lower fund balances and still retain the bond rating. The current balance is $10,600,000 in the two funds combined. If we were to eliminate the $1,000,000 levy in the next budget cycle, we are only talking about reducing about 1/10 of the entire fund at that point. It would then be at$8,600,000 or$6,000,000 for the Capital Improvement Fund by itself. We would then be in the next budget cycle and would be in a position to evaluate whether there has been a negative impact. We would have an opportunity to reinstitute the levy at some level to maintain the fund balances. Mr. Neal made a comment about trying to bring some stability to the levy process and what property owners are seeing in their taxes. We have seen some wide fluctuation in this line item historically. CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 6 Young asked if there is a recommendation about the length of time for this process to occur. Muilenburg said if the levy were eliminated the fund would be exhausted in five years; however, if we sold additional properties, those would go in the combined fund to replenish it. Young asked if they recommended the levy only be suspended for the two-year budget cycle. Muilenburg said they recommended a temporary suspension and did not set a time frame because of the possible impact on the bond rating. Uram noted this is one of the few recommendations made by the BAC that was a 3-2 vote so there were some mixed feelings on the Commission. Proops said he felt it is not keeping faith with the taxpayers when millions of dollars are sitting there with no foreseeable application, yet we go back to the tax payers to raise more money. Butcher asked Uram if the idea of an Economic Development fund was his. Uram said staff generated the idea for a number of reasons. It was originally set up because of a lack of funds to use for business or economic incentives, however as he understands it, it hasn't been used that way. He would like to see something done with it because the money should not be sitting out there. He thought the issue of Bury Drive and Midwest Asphalt would be a perfect opportunity to use redevelopment funds. Duckstad asked how long the fund has been in existence and what uses it has been put to. Neal said it was started in 2002-2003. Jeremiah said it has been used primarily for studies such as the Major Center Area(MCA) study and some follow-up work on Town Center to get plans done for the Phase 2 site. It is currently being used for some follow-up studies to get the Comprehensive Plan and ordinances up to speed and for plans on the future of walkability. In 2005 the Strategic Plan for Economic Development identified the highest priority as the MCA and our focus has been in spending for that area. When the MCA report was adopted in 2006, one of the implementing strategies identified was to use the Economic Development fund to jump start the redevelopment. Jeremiah said one of her concerns in combining the funds is that we don't spend a lot of money for studies under the CIP. Kantor said he was one of those dissenting, and he thought Mr. Neal addressed this very well in his response. People are very short in their memory when you take money out and don't charge them, but have long memories when you add it back in. He didn't see any morality problem with a savings plan because you don't know what will be needed in six years. Schultz said she was not at the meeting, but she would also have dissented because it is important to encourage redevelopment. Young noted there are two points in the recommendation: to combine the funds, and to cap the levy. CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 7 Uram said at this point he can't comment because he was not on the CIP subcommittee and he hasn't spent enough time on the CIP and the $1,000,000 levy so he can't comment. 4. Heritage Preservation Uram said the City has done a great job in heritage preservation and has one of the largest inventories of historic properties in the State. The BAC recommends that we don't acquire any more sites, but the Council can do whatever they want as opportunities arise. They also recommend we look at what we do own and see if we can divest ourselves of any of those. The best example is Dunn Bros. which seemed like a great idea in the beginning but at this point apparently is not working out for the owner. Schultz thought the City has done a good job with the properties but if they were to go into a private historic society they could be done even better. 5. Major Center Area Streetscape Wavfinding Uram said they are recommending we limit the City's share to about $400,000 per project. We feel the development community and anyone else involved should participate in the funding. Proops said what focused them on this was the projection that comes to $8- 9,000,000 spread over four years. If our objective is to limit budget expenditures, you have to have a hard look as to whether you want to spend that much. Jeremiah said the City's share was to have been $500,000 per year, with the rest of$1,700,000 projected to come from the private sector. She thought we are not that far off from the $400,000 per project. King said they saw placeholders a couple of times in the CIP, and this is one that has a placeholder for$1,700,000 each year for four years. We might see income come in or we might not and these have a way of sliding into being. We have put our best numbers forward, but the total cost to the City does not come clear in the CIP. If we start the project and the businesses have not agreed to pay the money, then we are the ones catching the ball. D. SUMMARY AND CONCLUSION Uram said the Commission members will stay to answer questions the Council may have. He noted all the Commission members live in Eden Prairie and we would like to see the City remain as a fantastic community. Young again thanked the Commission for all the effort and hard work. He thought they covered a lot of ground and improved our process. CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 8 II. CITY COUNCIL DISCUSSION Young said the discussion will conclude at about 6:25 PM because there is a full plate for the Open Podium time. He said the precise item on tonight's agenda is to set the maximum levy, noting we cannot decide to pass a levy greater than that amount at a later date. His inclination is to set a levy that gives us the maximum room. He noted the budget discussion will continue over the course of the next few months, so there will be sufficient time to be heard on all the issues. The final budget won't be passed until mid-December after the Truth-In-Taxation meeting. He suggested the philosophical discussion be centered around the presentation Mr. Neal gave us back on August 21. Butcher said this feels a little amorphous but she thought that is good. She thought it is important to discuss a few of the topics the community is reacting to. From her perspective she would like to consider human services part of the core support and it is important to have a discussion about the human services share of the budget considering the huge response to that item. Butcher said if we are couching things as to the level of importance, then she thought the human services are essential. We have participated in some form of human services for some time and this is part of our tradition and philosophy. As a Council Member who has served on the Human Services Committee she believes those dollars put into human services, whether in funding certain programs or in staff support, need to stay intact. She thought one of the important things is to keep our property tax dollars local so we can see how they are being used. In recent years our federal funding has been cut drastically, so we do not have that stream of dollars to use for this very important aspect of the community. She has had conversations with County Commissioners who have said they don't feel any strong desire to put forth any dollars. She felt the efficiency of delivery would be impacted by the County bureaucracy and would not have the same value for the dollars, yet the money would still come out of the pockets of taxpayers. This represents a small amount of dollars for the community, and she would not like to see us change direction at all in this area. Duckstad said he agreed to the extent that human services are something we have all had in the past and we feel we want. We also have to keep in mind that we only have so many dollars to spend. We talk about providing services for the poor and needy,but we have a number of layers of government. The federal government provides a huge amount of money for entitlement programs and the State also provides substantial amounts of programming. Hennepin County has a lot of resources to help those people. He thought the BAC raised a legitimate issue that we not stop the programs but should review the programs and the sources of funding. He thought part of the problem is access for County residents because we aren't close to offices that can provide these services. He would like to see somebody review the Hennepin County budget and see how much is available and investigate and coordinate the benefits that are available. He said he is familiar with the Meals on Wheels program and that helps a lot of people, as does PROP. He also owes a duty to the taxpayers since we only have a certain amount of money and have competing needs and interests for that money. He was concerned about the taxpayers because taxes went up a great deal--9% in 2006 and 6.2% in 2007. He would like to see the issue investigated more thoroughly because we have an obligation to make sure we spend CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 9 people's money carefully. When he ran for the City Council, he heard from a lot of people on fixed income who said when their property taxes go up they feel they could get driven out of the City. Young said there is a lot of public concern about specifics in the budget such as the reductions in PROP, reducing grant funding by 40%, and the elimination of two staff positions. He asked that discussion be centered on specifics. Duckstad said he would like a little more information and would like to look more carefully at the availability of resources. He was not in favor of drastic cuts in everything and felt he was not in a position to make a decision tonight. He has an obligation to spend people's money with some care,but if we are the only source of help for people in need then he was in favor of funding for that. Nelson thought we need to think long range over this and certainly the core needs of Police and Fire protection, and water and sewer are essential. We also need planning and environmental protection. She thought it did not make sense to eliminate the position that administers the housing budget, HUD money and CDBG money and over $1,000,000 could be up for question if that position doesn't exist. She thought it might be good to add in some other elements to the immigrant services position as part of employee development over the next five to six years. As the immigrant community matures, they may not need the same level of services. She said it is essential that our community welcome diverse populations and we need to be able to work with people to help them get their feet on the ground. She considers both positions not unessential and not the first place to cut. Regarding the services, she thought the City has to do more with less. These organizations are part of a public/private partnership the City has gone into. We put in a small amount of money and that gives some of these organizations the basis they need to go after more money and allows for volunteers to come in. Groups like Cornerstone and Teens Alone are used by the Police Department. She thought many of us may not have used the services but family members may have and any of us may need help as we get older. She thought we take small amounts of money and broker that into five to ten times as much, and that is doing more with less. Nelson thought Ms Jeremiah's report shows we are using our money well. She thought some of the programs for teenagers that have been in trouble or have a potential for trouble is an important means to mitigate problems. We have a safe community and have low teenage crime with no gangs, and she wanted to keep it that way. Aho thought no one would question the validity or use of these programs, and he didn't think need is a question. Everyone thinks we should work with people and help them out when they are in need. What we have to determine as a City is our basic philosophy. We have a population increase that is slowing down and we are rapidly coming to the end of our development cycle. We will have a change in the nature of our funding resources and the ability of the City to grow a budget. If we keep the budget growing at historical rates and see a decline in income, we will be in financial difficulties. He thought programs like PROP are fantastic and are a great asset to the community. The question is whether the City should take taxpayer's money into the City and then determine who should get that money. In some ways by the City taking over the role we are robbing people of making CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 10 that decision themselves. He thought the residents know what the community needs, so giving private residents the ability to determine where their donations go is sometimes more efficient. He thought the City should work as a liaison and as a way to let people know what programs are out there and which programs we recommend. It may be that we haven't done a great job of identifying the programs out there and all the sources of funding. Some sources of funding may not be used as well as they could be and that may be because the City has done some of the funding. Regarding the positions proposed to be cut,Aho said we need to look at those positions and determine whom we are serving with those positions. We need to ask if they serve all of the residents that are coming into the City or do they serve one specific population. We need to look at who are we serving and if those services are redundant with Hennepin County, State and federal government services. He said he was not ready to make a decision tonight and he would like to see more information. He thought it is good to review all these things and we need to look at human services across the board to find ways to be more efficient and save money. Young said he agreed with Council Member Aho's comments in that charity begins at home. We need to find out if the group that is receiving grant funds from us is reasonably related to services that are not being provided. He thought all the programs were related to what he considers to be core functions. He didn't want to discuss cutting a certain percentage of funding,but thought we should go through the grant process and see if they should be continue to be funded. Regarding the staff positions,we should look at the services we have provided and how closely those are related to the core services. He thought the services provided by the Manager of Housing and Community Services are related and that position should not be eliminated. He had mixed feelings about the immigrant liaison and he was concerned with what our role is and what our obligation is. The services provided are largely of a linguistic nature and are used by immigrants to deal with Police Department and help them to understand the rules. He thought such things as INS compliance and citizen interpretation are individual responsibilities and could be handled through friends. Butcher said our Strategic Plan, Vision and Goals create who we are as a City Council. We agreed that we need to have incrementalism rather than quantum change. She thought the deep cuts to human services were flying in the face of what we agreed upon in the previous Council. Having served on the human services committee for years, she knew anyone who wants the City to provide some funding has an opportunity to submit a proposal to the City if it meets the primary criteria of serving Eden Prairie. The committee's process calls for a proposal, an assessment of the proposal, and a determination of the efficiencies of the proposal. She thought it may be necessary to have another City Council member serve on this committee and make reports like she used to do. She noted the committee always looked for redundancy, knowing we only had a certain amount of money available. She said the Hennepin County services do not apply specifically to Eden Prairie, and that is why they have pulled some of the services. Nelson thought it is a good idea to put a Council member on that committee. Our whole social services program is less than 1% of the City's budget and she believes that is a conservative amount. She said if the human services were reduced by $80,000 that would CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 11 save the average taxpayer only $3 per year. She thought there are things we can do together what we can't do alone. The expenditure of$3 per household for services is something the City can afford to do but do in a way that we are still being very careful with the citizens' money. We take a small amount of money and magnify that through the charities. She thought we cover the bases fairly carefully and she was satisfied we are being careful with the citizens' money. Young said he had a negative reaction to breaking it down to dollars. He preferred to look at what is our role and then to work to fulfill that role. He thought it sounded as if some things are still undecided and we don't have consensus on the Council. Sometime during our process we will have to move in that direction,but this is a good start. Duckstad said he would like to discuss the CIP fund and combining the CIP with the Economic Development fund. It was his impression that the BAC very carefully looked at figures and thought they came up with a good and reasonable suggestion. The impression he got from the presentation was there was a split among the members of the committee and that when you combine the funds you have $10,600,000 which includes an Economic Development fund which has apparently existed for some time but has not really been used for any specific project. If the funding has reached a level where it was possibly more than was needed and was just stockpiled, then there is a problem because there are people in the City who live on fixed incomes and need that money. We need a balance between the amount of money we take from people compared to what we properly need to discharge our responsibilities, and we need to look at the issue more carefully. He would like to know what money we have, what funds exist, what amount of money is in each fund, and whether we have a detailed objective on what the funds are used for. He would like to see this brought up after the Council has reviewed more information on the overall finances of City so we have a broader picture. Young said he would like to have a discussion about CIP and Economic Development as well as other special funds such as the tax mitigation fund. He thought we could have that discussion in a workshop. Nelson said Mr. Muilenburg said something to the effect that, combined, we are five years to bankruptcy. She was told we use $3,000,000 from the CIP per year, less the $1,000,000 we receive from the liquor fund. Adding $1,000,000 tax levy each year would get us to six years before bankruptcy, and at year seven she did not want taxes to jump up drastically. She was not sure we can afford to think about not continuing the levy because we have an excellent bond rating and even if we cut back on the CIP we still have to do maintenance. Young thought it is a fair part of a more comprehensive discussion. He thought it was a matter of how far in advance do you want the taxpayers to pay. Duckstad said one of the things brought up by the BAC was the expenditures in the Parks & Recreation area. The material said there was $850,000 for recreation programs, but he understood from their report there was $4.7 million allocated for CIP funds. His question is what amount of that money is going to be spent next year. When Mr. Lambert wanted the Community Center and the nine additional projects to go through, he made a statement if we approve this he thought we should put the other projects in the Parks Department on CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 12 hold. Duckstad asked if they really are put on hold and what is going to happen with $4.8 million in the CIP fund that is allocated for Parks improvements. He thought part of the issue of bankruptcy is that if we spend too much too fast we are in trouble. Young said we need a big discussion about fund balances, CIP and what we are committed to build. Butcher thought this conversation needs to take place about all the funds. This discussion made her very nervous and she thought it is dangerous to depart from what the City has done in the past and all the plans the City has made. If we continue to do what we are planning, the fund will be gone just because of what comes out of it. This is a large philosophical discussion and has enormous ramifications. Dialogue is essential and we must understand what we did in the past. Duckstad said he didn't see it as dangerous for us to ask questions about how the City is operating and whether we will remain solvent. We are better served if we are very open and we have the information out on the table. Aho thought it was very important that everyone understand what the fund balances are and what they are there for. We would get a lot of input from residents when we bring that out and then could use that to set a policy. Young said the BAC made recommendations and one of them was regarding the Senior Center and Community Center. He was reluctant to proceed until we have the report that the City Manager agreed to provide. Nelson said there were a lot of good questions raised about the Senior Center, and she thought the programs and the atmosphere there is good. She thought the building has life left in it, and it would be expensive to add to the Community Center. She understands there is a study coming out about combining the facilities,but at this point with the information she has available she was not in favor of doing this. Butcher agreed and thought that the Senior Center operates on a pretty small amount of money, and she wondered if there are other ways to pull in revenue to use to offset the $100,000 need to run the facility. Neal said he has some suggestions. Aho thought it is a very important part of our community especially with the aging population. He was thankful the BAC brought this as an issue and had this as a part of their due diligence. There are potential ways of saving and efficiencies we could make. We may not adopt everything that was brought forward but it was important that it was brought up. In the end he thought the Senior Center is a very good facility and used by a lot of people. Duckstad thought everyone on the Council wants the seniors to have a wonderful Senior Center. As long as the BAC has brought it up and it could in some way be a benefit to the taxpayers, we have a duty to look at the whole picture before we make a decision. Council Chamber CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 13 III. OPEN FORUM A. HISTORIC PRESERVATION 1. Historical Society Katie Coughlin introduced herself as a resident of Hopkins and the granddaughter of a former owner of the Smith-Douglas-More House. She read a reminiscence of childhood days spent at the house. 2. Eden Prairie Students A group of Eden Prairie High School students spoke in favor of preserving historical sites in Eden Prairie, and the Smith-Douglas-More House/Dunn Bros. in particular. They said the site is a popular place for teens to study, hold meetings, socialize and learn about the City's history. 3. John Whaley John Whaley said he offered a business perspective on the value of the Smith-Douglas-More House. He offered data on how many people are employed by the coffee shop, the growth of the business, and the current lease terms. He said it would be unwise for the City to walk away from its investment in the building. B. HAROLD MASSEY—BUDGET Harold Massey said he lives on Tanglewood Drive in Eden Prairie. He spoke against proposed cuts to the Housing and Community Services budget. He said the United States has a rich tradition of assisting refugees, who are here at the invitation of the federal government. He asked whether or not staff had explored all avenues of possible collaboration with other organizations. He said fiscal conservatism should be more than trimming services to just one group of residents. C. ABDULLAHI HASSAN—COMMUNITY ISSUE Abdullahi Hassan said he has lived in Eden Prairie since 1998. He has four children, three of which were born in Eden Prairie. He said Somalis in Eden Prairie have never seen a more welcoming or hospitable office than the Housing and Community Services Office. He said that is because Khadra Duale is there to work with them. He said there is common ground where a solution can be found. D. RON CASE—BUDGET Ron Case said as a Council Member he worked on 12 consecutive budget cycles. He said by appointing the Budget Advisory Commission, the City Council created a negative environment. He said all budget comments should be directed at the Mayor and the conservative majority on the City Council. He said there will be long term negative effects if the City Council chooses to use the budget stabilization fund and to budget"on the backs of employees." CITY COUNCIL WORKSHOP MINUTES September 4, 2007 Page 14 Note: Case finished speaking after 7::00 p.m., the start time for the City Council meeting. There was no time for the remainder of the scheduled speakers to address Council. E. JENNIFER URBANSKI—BUDGET F. JODY RUSSELL—DUNN BROS. AND BUDGET G. TRANG NGUYEN—BUDGET H. RUKIA ABDI -BUDGET III. OPEN PODIUM IV. ADJOURNMENT ITEM NO.: VI.B. UNAPPROVED MINUTES EDEN PRAIRIE CITY COUNCIL MEETING TUESDAY, SEPTEMBER 4, 2007 7:00 PM, CITY CENTER Council Chamber 8080 Mitchell Road CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Sherry Butcher, Jon Duckstad and Kathy Nelson CITY STAFF: City Manager Scott Neal, Parks & Recreation Director Jay Lotthammer, Public Works Director Eugene Dietz, City Planner Michael Franzen, Community Development Director Janet Jeremiah, City Attorney Ric Rosow and Council Recorder Jan Curielli I. ROLL CALL/CALL THE MEETING TO ORDER Mayor Young called the meeting to order at 7:12 PM. II. PLEDGE OF ALLEGIANCE III. COUNCIL FORUM INVITATION IV. PROCLAMATIONS/PRESENTATIONS Mayor Young presented a proclamation recognizing the outstanding achievement of the American Legion Baseball team as the 2007 National Runner Up in the World Series. V. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS Neal added Items XIV.A.1. Smith-Douglas-More House, XIV.A.2. Senior Center and XIV.A.3. Martini Park. He noted there was additional information tonight about Items IX.A., IX.C., and XIV.B.1. That information is printed on the goldenrod paper. He noted the Liberty Plaza item(Item IX.C.) includes a request for early grading. There was an extra $200,000 included in the amount for the proposed 2008 property tax levy (Item XIV.B.1) so the correct amount for that item is $33,618,626. Butcher added Item XV.A.2. Question from Resident Feedback MOTION: Duckstad moved, seconded by Aho, to approve the agenda as amended. Motion carried 5-0. VI. MINUTES A. COUNCIL WORKSHOP HELD TUESDAY, AUGUST 21, 2007 MOTION: Butcher moved, seconded by Duckstad, to approve the minutes of the Council Workshop held Tuesday, August 21, 2007, as published. Motion carried 5-0. B. CITY COUNCIL MEETING HELD TUESDAY,AUGUST 21, 2007 CITY COUNCIL MINUTES September 4, 2007 Page 2 MOTION: Aho moved, seconded by Butcher, to approve the minutes of the Council Meeting held Tuesday, August 21, 2007, as published. Motion carried 5- 0. VII. REPORTS OF ADVISORY BOARDS & COMMISSIONS A. SENIOR ADVISORY COUNCIL Sharon Steiner, Chair of the Senior Advisory Council, said the Senior Advisory Council currently has nine members who serve two-year terms. The members must be Eden Prairie residents and must be 50 years old or older. The Senior Center staff serves as their liaison. Their mission is to provide for the social, recreational, educational and physical needs of older adults, to enhance the visibility of older adults and to promote older adult participation in all aspects of community life. She reviewed the purpose and duties of the Senior Advisory Council. The Senior Center has special designated funds that amount to about $10,000 that assist with cost recovery with Senior Center programs, assist in financial support to individual participation as requested at meetings and purchase items on an as needed basis. They sponsor events such as the Garden Party in July, a Welcome Coffee, Senior Awareness Month and various special events. She reviewed their future goals which include continuing to increase participation in programs and services, developing an Information/Resource Brochure related to senior services and working with Senior Center staff to assist in cost recovery of senior programs and events. VIII. CONSENT CALENDAR A. WINDSOR PLAZA Second Reading of Ordinance 21-2007-PUD-9-2007 for Planned Unit Development District Review with waivers on 4.44 acres, Zoning District Change from Rural, Commercial Regional Service and Office to Commercial Regional Service on 4.44 acres, Site Plan Review on 4.44 acres. Location: West of Flying Cloud Drive, south of Singletree Lane, north of Regional Center Road. (Ordinance No. 21-2007-PUD-9-2007 for PUD District Review with waivers and Zoning District Change; Resolution No. 2007-88 for Site Plan Review) B. ADOPT RESOLUTION NO. 2007-89 APPROVING FINAL PLAT OF WINDSOR PLAZA C. APPROVE AGREEMENT BETWEEN THE CITY OF EDEN PRAIRIE AND RANDY'S BOBBY & STEVE'S AUTOWORLD D. APPROVE SECOND READING OF ORDINANCE NO. 22-2007 AMENDING CITY CODE CHAPTER 11 RELATING TO OFF-STREET PARKING AND ADOPT RESOLUTION NO. 2007-90 APPROVING SUMMARY ORDINANCE FOR PUBLICATION CITY COUNCIL MINUTES September 4, 2007 Page 3 E. ADOPT RESOLUTION NO. 2007-91 VACATING THE PUBLIC RIGHT- OF-WAY EASEMENT AND SLOPE EASEMENT OVER PART OF EDEN ROAD,VACATION NO. 07-03 F. APPLICATION FOR WINTER USE OF LRT TRAIL G. ADOPT RESOLUTION NO. 2007-92 AMENDING RESOLUTION 2007-14 BY AMENDING MEETING DATES FOR HUMAN RIGHTS AND DIVERSITY COMMISSION FOR 2007 H. ADOPT RESOLUTION NO. 2007-93 AUTHORIZING EXECUTION OF THE 2007 CDBG SUBRECIPIENT AGREEMENTS I. APPROVE AGREEMENT WITH T-MOBILE CENTRAL LLC FOR CELL TOWER RENTAL AT 9325 DELL ROAD J. APPROVE AGREEMENT WITH T-MOBILE CENTRAL LLC FOR CELL TOWER RENTAL AT 13900 HOLLY ROAD MOTION: Aho moved, seconded by Duckstad, to approve Items A-J on the Consent Calendar. Motion carried 5-0. IX. PUBLIC HEARINGS/MEETINGS A. OAK CREEK AT HENNEPIN VILLAGE Request for: Guide Plan Change from Public Open Space to Medium Density Residential on 1.3 acres and from Medium Density Residential to Public Open Space on 1.6 acres, Planned Unit Development Concept Review on 73.8 acres, Planned Unit Development District Review on 73.8 acres, Zoning District Change from Rural to R1-9.5 on 21.54 acres and from Rural to R1-13.5 on 1.8 acres, and Preliminary Plat of 73.8 acres into 109 lots and six outlots. Location: Eden Prairie Road. (Resolution No. 2007-94 for Guide Plan Change; Resolution No. 2007-95 for Planned Unit Development Concept Review; Ordinance for PUD District Review and Zoning District Change; Resolution No. 2007-96 for Preliminary Plat) Neal said this is a public hearing to consider the Oak Creek at Hennepin Village project. He said official notice of this public hearing was published in the August 23, 2007 Eden Prairie Sun Current and sent to 86 property owners. The original plan for Hennepin Village approved in 2001 was a 249 acre mixed use project of single family, multiple family, neighborhood commercial, office and open space. There were four phases in the master plan. Phases A, C, and D have been approved for rezoning and subdivision and are under construction. Site B has concept approval for 167 units, a mix of small lot single family and townhouses. The proposed change is from 167 single family and townhouse units to 106, R1-9.5 single family homes. The proposed net density is 5.18 units per acre. The plan presented to the Planning Commission had 105 lots. Since the meeting an access to Eden Prairie Road has been eliminated which has created room for another lot. CITY COUNCIL MINUTES September 4, 2007 Page 4 There is also a 1.8 acre site west of Eden Prairie Road for 3, R1-13.5 single family lots. Dan Herbst, Pemtom Land Company, gave a Power Point presentation on the proposal and reviewed the history of the project. He said the plan presented tonight has 106 small lots and three lots across the street from the others. The Ryland Group and Wooddale will be the builders in the project. They have developed an extensive trail system throughout the site. He said the 50 acres of office land has been acquired by United Properties and they are working with C.H. Robinson on that site. When that is completed there will be an estimated 2000-2400 employees working there. Nelson noticed in the Planning Commission report when they approved it they put an amendment in asking for more open space and there doesn't seem to be any. She asked if they have considered taking the one extra lot and turning it into a tot lot. She agreed with the Planning Commission that it would be nice to have at least one play area. Herbst said the neighborhood center at the top of the hill will have a tot lot and that is very close to the property. He thought they will have plenty of other amenities, and the greatest amenities will be the woods and the trails that go down to the creek. Nelson said she really wished there was something that was closer for small children like that provided in the other sites. Butcher said it is so nice to see this vision become such a reality. It is an overall plan the Council has supported since the time when Jean Harris was Mayor. She was staggered by the benefit to the City in terms of what has been given back even if there is no tot lot in that area. Young said he agreed with Councilmember Butcher. Herbst said they have plans to do rain gardens, some infiltration areas and a storm water system that is quite unique. There were no comments from the audience. MOTION: Butcher moved, seconded by Aho, to close the Public Hearing; to adopt Resolution No. 2007-94 for Comprehensive Guide Plan Change from Public Open Space to Medium Density Residential on 1.2 acres and from Medium Density Residential to Public Open Space on 1.6 acres; to adopt Resolution No. 2007-95 for Planned Unit Development Concept Review on 73.8 acres; to approve 1st Reading of the Ordinance for Planned Unit Development District Review and Zoning District Change from Rural to R1-13.5 on 1.8 acres and from Rural to R1-9.5 on 21.54 acres; to adopt Resolution No. 2007-96 for Preliminary Plat on 73.8 acres into 106lots, 6 outlots and road right-of-way; and to direct staff to prepare a Development Agreement incorporating Staff and Commission recommendations and Council conditions. AMENDMENT TO THE MOTION: Butcher moved, seconded by Duckstad, to change the total number of lots to 109 lots. Motion carried 5-0. CITY COUNCIL MINUTES September 4, 2007 Page 5 VOTE ON THE MOTION AS AMENDED: Motion carried 5-0. B. WILLIAM SMALL PROPERTY Request for: Zoning District Change from Rural to R1-13.5 on 5.01 acres, and Preliminary Plat of 5.01 acres into 9 lots and road right-of-way. Location: Southwest corner of Eden Prairie Road and Beverly Drive. (Ordinance for Zoning District Change; Resolution No. 2007-97 for Preliminary Plat) Neal said this is a nine lot single family development that conforms to City requirements. The 120-Day review period expires on November 14, 2007. The Planning Commission voted 6-0 to recommend approval of the project at the August 13, 2007 meeting. Official notice of this public hearing was published in the August 23, 2007,Eden Prairie Sun Current and sent to 13 property owners. Jeremiah said this project has been waiting for the previous project's approval due to utility connections. There were no comments from the audience. MOTION: Aho moved, seconded by Butcher, to close the Public Hearing, to approve 1st Reading of the Ordinance for Zoning District Change from Rural to R1-13.5 on 5.01 acres, to adopt Resolution No. 2007-97 for Preliminary Plat of 5.01 acres into nine lots and road right-of-way, and to direct Staff to prepare a Development Agreement incorporating Staff and Commission recommendations. Motion carried 5-0. C. LIBERTY PLAZA Request for: Guide Plan Change from Industrial to Office on 17.31 acres, Planned Unit Development Concept Review on 47.65 acres, Planned Unit Development District Review with waivers on 47.65 acres, Zoning District Amendment within the I-2 Zoning District on 30.34 acres, Zoning District Change from Rural and I-2 to Office on 17.31 acres, Site Plan Review on 17.31 acres and Preliminary Plat of 47.65 acres into two lots and road right-of-way. Location: 7075 Flying Cloud Drive. (Resolution No. 2007-98 for Guide Plan Change; Resolution No. 2007-99 for Planned Unit Development Concept Review; Ordinance for PUD District Review and Zoning District Amendment; Resolution No. 2007-100 for Preliminary Plat) Neal said official notice of this public hearing was published in the August 23, 2007,Eden Prairie Sun Current and sent to 15 property owners. The project includes a guide plan change from industrial to office on 17.31 acres. The other 30.34 acres will remain industrial. The plan includes a 128,000 square foot four- story office building, keeping the existing 345,000 square foot building,right-of- way and improvements for Flying Cloud Drive, right-of-way for the future construction of West 70th Street, and outlots for light rail station and corridor. He listed the conditions of approval including items relating to future land use,roads, light rail,parking, infiltration and access. CITY COUNCIL MINUTES September 4, 2007 Page 6 The 120-day review period expires on November 18, 2007. The Planning Commission first reviewed this project at the August 13, 2007 meeting and recommended that the project be continued with direction to staff and the developer to resolve the items relating to light rail, roads, parking, infiltration and access identified in the staff report. The Planning Commission voted 5-0 to recommend approval of the project at the August 27, 2007 meeting. Jeremiah said the development staff is happy to see a viable reuse and infill of this property for at least an interim time period and are pleased to see the current and future public uses are being accommodated through agreement. Dietz referred the Council members to the revised information about the project provided this evening, noting proponent has requested an early grading permit. Rich Weiblein, Liberty Property Trust, addressed the proposal. He said they planned a Leadership in Energy and Environmental Design(LEED) design and plan to capitalize on the natural environment. Ed Farr, architect for the project, reviewed the site plan. He said the project fits very well together and they are using very energy efficient materials in the building. There were no comments from the audience. MOTION: Butcher moved, seconded by Duckstad, to close the Public Hearing, to adopt Resolution 2007-98 for Guide Plan Change from Industrial to Office on 17.31 acres, to adopt Resolution 2007-99 for Planned Unit Development Concept Review on 47.65 acres, to approve 1st Reading of the Ordinance for Planned Unit Development District Review and Zoning District Change from I-2 to Office on 17.31 and Zoning District Amendment in the I-2 District on 30.34, to adopt Resolution 2007-100 for Preliminary Plat on 47.65 acres into 2 lots and Road right of way lot, to authorize staff to issue an early grading permit at the developer's risk, and to direct Staff to prepare a Development Agreement incorporating Staff and Commission recommendations. Motion carried 5-0. Nelson complimented proponent on putting together a LEED building. X. PAYMENT OF CLAIMS MOTION: Duckstad moved, seconded by Aho, to approve the Payment of Claims as submitted. The motion was approved on a roll call vote,with Aho,Butcher,Duckstad, Nelson and Young voting "aye." XI. ORDINANCES AND RESOLUTIONS XII. PETITIONS, REQUESTS AND COMMUNICATIONS XIII. APPOINTMENTS CITY COUNCIL MINUTES September 4, 2007 Page 7 XIV. REPORTS A. REPORTS OF COUNCIL MEMBERS 1. Question from Resident Feedback-Butcher Butcher said she has received some input from residents who are concerned about how they will hear additional dialogue on the budget and when that will occur. She asked if there is another way that they can hear more because she thought it was important to have an open dialogue. She noted there was at least one individual who appeared to be unaware of the Open Podium and Open Forum and she was wondering how other residents might know about those opportunities. Neal said the Open Podium and Open Forum times are listed on the website. Young said he reads the announcement at every Council meeting. Neal said we have reserved the first meeting in November for an additional budget discussion. We could move that up and do some rescheduling if we want. We have a joint meeting with the School District for the next workshop that will ends around 6:00 PM, and he thought we might have the fund balance presentation from 6:00 to 6:30 PM that night. He thought there were some other tentatively scheduled workshops that we could reschedule in order to add additional budget discussion time. Butcher said she would like to do that so we can have our discussion and get the schedule for our discussions out to the newspapers so people know when to come. Nelson said we need to meet to discuss the budget before November and she thought we should set some time aside to really discuss some of this. We need to be discussing it in early October. Young thought we are having substantive discussions about the budget earlier than ever,but we should have one in October. Duckstad concurred about having further discussions and he thought the more,the better. This gives us a chance to discuss it and gives the citizens of Eden Prairie an opportunity to listen and weigh in on what we are doing. B. REPORT OF CITY MANAGER 1. Certification of Proposed Tax Levy (Resolution No. 2007-101) Neal said this is the evening that we set the preliminary budget and the preliminary tax levy for 2008 in order to provide the information to Hennepin County to create the Truth-in-Taxation notices. Minnesota law authorizes the HRA to levy a tax with the consent of the City Council. CITY COUNCIL MINUTES September 4, 2007 Page 8 The requested action will establish a preliminary City budget and property tax levy for 2008. The proposed budget and levy included in the resolution are what staff refers to as "Version 1.0". Version 1.0 is the first draft of the 2008 budget, which includes revenue and expense projections based on initial requests from City staff. Version 1.0 does not include the staff reductions or human services funding reductions that are included in the City's Manager's Recommended Budget, which staff refers to as "Version 2.0". Establishing the preliminary budget and levy set the starting point for finalizing the City Council's deliberations on the 2008 City budget. Establishing the starting point for the 2008 budget at the Version 1.0 levels will provide the City Council with sufficient budgetary flexibility to continue your discussion of budget philosophy into December when a final budget and final levy must be set. Nelson asked if the difference between the proposed budget and the proposed tax levy is because we have other sources of income. Neal said that is correct. Duckstad said the proposed resolution as drawn does not indicate that it is a preliminary or temporary amount and subject to change. He proposed an additional paragraph to the resolution to clarify it is a preliminary amount and is subject to change. Rosow said the amount of the levy cannot go up by law, so it would have to be clear that it was not subject to change either way because it could only go down. He suggested changing the resolution to use the term"proposed preliminary" for the levy totals and to add a sentence stating it establishes a maximum amount of the levy and the levy can be no more but may be less at the Council's discretion. Neal noted the amounts listed in the resolution in the Council packets should be corrected by reducing both amounts $200,000. MOTION: Duckstad moved, seconded by Nelson, to adopt Resolution No. 2007-101 that certifies the proposed 2008 property tax levy to be $33,618,626, and sets the "Truth-in-Taxation"public hearing for Monday, December 3, 2007 and, if necessary, to reconvene the public hearing on Tuesday, December 11, 2007, and accepts the proposed 2008 budget of$42,054,786, and consents and approves the HRA tax levy of $200,000, and establishes a maximum amount of the levy that can be no more but may be less at the Council's discretion. Motion carried 5-0. 2. Smith-Douglas-More House CITY COUNCIL MINUTES September 4, 2007 Page 9 Neal said there is an appraisal of the Smith-Douglas-More property going on by the Colliers firm. They started on August 21 and we will get the final report on September 11. Staff will bring the information back to the Council. He said there is another item regarding the title to this property that Mr. Rosow will describe. Rosow said the City purchased the property in 1981 by a contract-for-deed, which called for regular payments with the final payment due in 1986. At the same time we entered into a lease with the Mores that allowed them to continue to live there as long as it was their personal residence. The contract for deed was paid in full in 1986, and the lease has been terminated according to the terms of the lease. The City never formally received the warranty deed and we need to obtain that deed. We have every expectation we will be able to complete the procedure through the Personal Representative of the estate to obtain the warranty deed. We have possession of the property because of the contract-for-deed and full payment, but we need to complete performance by receiving the deed. 3. Senior Center Neal said we have had a recommendation from the BAC to study the idea of relocating the activities and programs of the Senior Center to the Community Center. The rationale for that recommendation was related to the fact there might be some budget savings by combining the facilities. One of the driving forces behind that idea was because of the construction going on at the Community Center. There may be a window of opportunity to look at that now in case there would be some design savings in addition to the operational savings that would come from the relocation. He has had discussions with Mr. Lotthammer and talked to the architects to get a potential cost estimate to do this. They also consulted with the construction managers at the site who told them there really is no advantage to amend the project there at this time to add a Senior Center element. The architects said it would cost about $15-20,000 to be able to answer the questions about replicating new square footage at the Community Center for the Senior Center. Young said we alluded to this during the workshop discussion, and he thought the issue has sufficiently run its course. He was respectful of the recommendation of the BAC, and we should always look at ways to condense space. If it would cost tax dollars for further study of the issue, the he thought it was appropriate for the Council to put an end to it. MOTION: Nelson moved, seconded by Butcher, that the City should not spend the money with an architect to research moving the Senior Center and that the City will continue the Senior Center programs at their current location. Motion carried 5-0. CITY COUNCIL MINUTES September 4, 2007 Page 10 4. Martini Park Neal said an item called Windsor Plaza was approved tonight and part of Windsor Plaza is a request to consider something called Martini Park, which would be a bar that would not meet our current liquor licensing requirements requiring the facility to include at least 50% or more of its gross receipts from the sale of food. Approving the request would require a change in our liquor licensing ordinance. We have the discretion to do that, but it would be a change that staff has not had much discussion about. We are discussing it tomorrow to try to get a handle on this and determine how to advise the Council. At this point we are not recommending any changes to our liquor license philosophy, but we will study the issue and bring some feedback. Neal said our joint meeting with the School Board is scheduled for 5:00 PM on September 18. The School Board has another meeting that night so we will wrap up around 6:00 PM. Neal said the night of the Truth-in-Taxation hearing is established by the State and will be held on Monday, December 3. In the past we have changed the regular Council meeting to Monday night instead of Tuesday, December 4. The consensus was to have the meeting on Monday night, December 3. Neal asked if the Council Members had any thoughts on the best time to schedule the meeting. Aho thought 7:00 PM was nice in order to give people time to get home from work and we would have better attendance. Nelson thought that was true,but if we continue with the Council meeting after that perhaps we should plan to meet on Monday unless we have discovered we need more time to discuss the budget in which case we may need to also meet on Tuesday. Neal said we should make this decision at the next meeting on September 18. Young asked if we will give final approval of the budget at the second meeting of December. Neal said that was correct. Neal noted the Council tonight approved some very significant projects in the City that will add over $250,000,000 of future tax valuation to the City's tax rolls. The projects approved will be major positive additions to the City. C. REPORT OF COMMUNITY DEVELOPMENT DIRECTOR D. REPORT OF PARKS AND RECREATION DIRECTOR E. REPORT OF PUBLIC WORKS DIRECTOR F. REPORT OF POLICE CHIEF G. REPORT OF FIRE CHIEF H. REPORT OF CITY ATTORNEY CITY COUNCIL MINUTES September 4, 2007 Page 11 XV. OTHER BUSINESS XVI. ADJOURNMENT MOTION: Nelson moved, seconded by Aho, to adjourn the meeting. Motion carried 5- 0. Mayor Young adjourned the meeting at 8:25 PM. CITY COUNCIL AGENDA DATE: SECTION: Consent Calendar September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: Christy Weigel, Clerk's License Application List REVISED --VIII.A. Police/ Support Unit These licenses have been approved by the department heads responsible for the licensed activity. Raffle Organization: Hunger Solutions MN Place: MN Vikings Practice Facility Date: October 1, 2007 Temporary Liquor Organization: Viking Children's Fund Event: Taste of the NFL Date: October 1, 2007 Place: MN Vikings Practice Facility 9520 Viking Drive New Liquor License—New Ownership Licensee name: Champps Operating Corporation DBA: Champps Americana Change in beneficial interest, new license required per City Code 4.02 Subd 5. - 1 - CITY COUNCIL AGENDA DATE: SECTION: Consent Calendar September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.A. Christy Weigel, Clerk's License Application List Police/ Support Unit These licenses have been approved by the department heads responsible for the licensed activity. Raffle Organization: Hunger Solutions MN Place: MN Vikings Practice Facility Date: October 1, 2007 Temporary Liquor Organization: Eden Prairie Historical Society Event: Antiques Fair Date: October 20, 2007 Place: Dunn Brothers Smith Douglas More House 8107 Eden Prairie Road New Liquor License—New Ownership Licensee name: Champps Operating Corporation DBA: Champps Americana Change in beneficial interest, new license required per City Code 4.02 Subd 5. - 1 - CITY COUNCIL AGENDA DATE: SECTION: September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.B. Janet Jeremiah/Dave Buswell Professional Services Agreement with Community Development/ BME Consulting Assessing Requested Action Move to: Approve Professional Services Agreement with BME Consulting. Synopsis BME Consulting has agreed to the terms and conditions set forth in an Agreement for Professional Services to convert hand-drawn appraisal sketches to digitized drawing using Apex software. Background Information The 2007 Assessing Division Budget originally allocated $20,000 for Wages No Benefits to accomplish the task of converting hand-drawn appraisal sketches to digitized drawings using Apex Software. Additional funding was requested for 2008 and 2009 to complete the task. We had planned to hire and train a temporary employee to assist with this task. Upon investigation with Apex Software, additional cost-effective options were discussed. BME Consulting, a subsidiary company of Apex Software, is willing to convert our approximately 9,000 sketches @ $1.80 each or $16,200. They would complete the sketches to our standards and with our desired outputs of.AX3, .JPG and .XLS files. The combined efforts of our appraisal staff to-date plus the contracted effort will essentially complete our digitizing of appraisal sketches and would eliminate the need for a longer term budgeting effort for this task. After obtaining authorization to adjust the 2007 Assessing Division Budget, moving $20,000 from Wages No Benefits to Other Contracted Services, we have reached an agreement with BME Consulting for Professional Services. All unspent 2007 funds in Other Contracted Services will need to be carried-over to 2008 to complete the project in 2008. Attachments Standard Agreement for Professional Services Exhibit A Standard Agreement for Professional Services This Agreement is made on the 18th day of September, 2007, between the City of Eden Prairie, Minnesota (hereinafter "City"), whose business address is 8080 Mitchell Road, Eden Prairie, MN 55344, and BME Consulting, a Texas corporation (hereinafter "Consultant") whose business address is 22310 Mesa Path, San Antonio, TX 78258. Preliminary Statement The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of professional services for City projects. That policy requires that persons, firms or corporations providing such services enter into written agreements with the City. The purpose of this agreement is to set forth the terms and conditions for the provision of professional services by Consultant for converting hand- drawn appraisal sketches to digitized drawing using Apex software, hereinafter referred to as the "Work". The City and Consultant agree as follows: 1. Scope of Work/ProposaL The Consultant agrees to provide the professional services shown in Exhibit "A" in connection with the Work. The terms of this standard agreement shall take precedence over any provisions of the Consultants proposal and/or general conditions. 2. Term. The term of this Agreement shall be from August 28, 2007, through December 31, 2008, the date of signature by the parties notwithstanding. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the terms and conditions as herein stated. 3. Compensation for Services. City agrees to pay the Consultant $1.80 for each sketch completed as described in Exhibit A. The maximum number of sketches is 9,000, with a maximum potential compensation of$16,200.00. A. Any changes in the Scope of Work that may result in an increase to the compensation due the Consultant shall require prior written approval by an authorized representative of the City or by the City Council. The City will not pay additional compensation for services that do not have prior written authorization. B. Special Consultants/Subcontractors may be utilized by the Consultant when required by the complex or specialized nature of the Work and when authorized in writing by the City. C. If Consultant is delayed in performance due to any cause beyond its reasonable control, including but not limited to strikes, riots, fires, acts of God, governmental actions, actions of a third party, or actions or inactions of City,the time for performance shall be extended by a period of time lost by reason of the delay. Consultant will be entitled to payment for its reasonable additional charges, if any, due to the delay. 1 4. City Information. The City agrees to provide the Consultant with the complete information concerning the Scope of the Work and to perform the following services: A. Standards. The City shall furnish the Consultant with a copy of any standard or criteria, including but not limited to, design and construction standards that may be required in the preparation of the Work for the Project. These standards are set forth in Exhibit A. B. Owner's Representative. A person shall be appointed to act as the City's representative with respect to the work to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the services provided or materials, equipment, elements and systems pertinent to the work covered by this Agreement. 5. Method of Payment. The Consultant shall submit to the City, on a monthly basis, an itemized invoice for professional services performed under this Agreement. Invoices submitted shall be paid in the same manner as other claims made to the City for: A. Progress Payment. For work reimbursed on a per sketch completed basis the Consultant shall itemize monthly sketch completions as returned to the City as complete. Consultant shall verify all statements submitted for payment in compliance with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable expenses, if provided for in Exhibit A, the Consultant shall provide an itemized listing and such documentation as reasonably required by the City. Each invoice shall contain the City's project number and a progress summary showing the original (or amended) amount of the contract, current billing, past payments and unexpended balance of the contract. B. Suspended Work. If any work performed by the Consultant is suspended in whole or in part by the City, the Consultant shall be paid for any services performed prior to receipt of written notice from the City of such suspension. C. Payments for Special Consultants/Subcontractors. The Consultant shall be reimbursed for the work of special consultants/subcontractors, as described in Section 3B, and for other items when authorized in writing by the City. D. Claims. To receive any payment on this Agreement, the invoice or bill must include the following signed and dated statement: "I declare under penalty of perjury that this account, claim, or demand is just and correct and that no part of it has been paid." 6. Project Manager and Staffing. The Consultant has designated Jeff Henderson and Jay Graber to serve on the Project. They shall be assisted by other staff members as necessary to facilitate the completion of the Work in accordance with the terms established herein. Consultant may not remove or replace these designated staff from the Project without the approval of the City. 7. Standard of Care. All Work performed pursuant to this Agreement shall be in accordance with the standard of care in Hennepin County, Minnesota for professional services of the like kind. 2 �+ 8. Disclosure. Any reports, information, data, etc. given to, or prepared or assembled by the Consultant under this Agreement which the City requests to be kept confidential shall not be made available to any individual or organization without the City's prior written approval. The Consultant shall at all times abide by Minn. Stat. 13.01 et seq., the Minnesota Government Data Practices Act, to the extent the Act is applicable to data and documents in the possession of the Consultant, 9. Termination. This Agreement may be terminated by either party by seven (7) days written notice delivered to the other party at the address written above. Upon termination under this provision, if there is no fault of the Consultant, the Consultant shall be paid for services rendered and reimbursable expenses until the effective date of termination. If, however, the City terminates the Agreement because the Consultant has failed to perform in accordance with this Agreement, no further payment shall be made to the Consultant, and the City may retain another consultant to undertake or complete the work identified in Paragraph 1. If as a result, the City incurs total costs for the work (including payments to both the present contractor and a future contractor) which exceed a maximum Agreement amount, if any, specified under Paragraph 3, then the Consultant shall be responsible for the difference between the cost actually incurred and the Agreement amount. 10. Special Consultants/Subcontractor. The Consultant shall not enter into subcontracts for services provided under this Agreement except as noted in the Scope of Work, without the express written consent of the City. The Consultant shall pay any Special Consultant/Subcontractor involved in the performance of this Agreement within the ten (10) days of the Consultant's receipt of payment by the City for undisputed services provided by the Special Consultant/Subcontractor. If the Consultant fails within that time to pay the Special Consultant/Subcontractor any undisputed amount for which the Consultant has received payment by the City, the Consultant shall pay interest to the Special Consultant/Subcontractor on the unpaid amount at the rate of 1.5 percent per month or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of$100 or more is $10. For an unpaid balance of less than $100, the Consultant shall pay the actual interest penalty due to the Special Consultant/Subcontractor. A Special Consultant/Subcontractor who prevails in a civil action to collect interest penalties from the Consultant shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 11. Independent Consultant. At all times and for all purposes herein, the Consultant is an independent contractor and not an employee of the City. No statement herein shall be construed so as to find the Consultant an employee of the City. 12. Non-Discrimination. During the performance of this Agreement, the Consultant shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. The Consultant shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualified applicants will receive consideration for employment. The Consultant shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. The Consultant further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes 363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 13. Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. 14. Services Not Provided For. No claim for services furnished by the Consultant not specifically provided for herein shall be honored by the City. 15. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Agreement. 16. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 17. Compliance with Laws and Regulations. In providing services hereunder, the Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. The Consultant and City, together with their respective agents and employees, agree to abide by the provisions of the Minnesota Data Practices Act,Minnesota Statutes Section 13, as amended, and Minnesota Rules promulgated pursuant to Chapter 13. Any violation of statutes, ordinances, rules and regulations pertaining to the services to be provided shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. 18. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 19. Indemnifrcation. Consultant agrees to defend, indemnify and hold the City, its officers, and employees harmless from any liability, claims, damages, costs,judgments, or expenses, including reasonable attorney's fees, resulting directly or indirectly from an intentional or negligent act or omission (including without limitation professional errors or omissions) of the Consultant, its agents, employees, or subcontractors in the performance of the services provided by this Agreement and against all losses by reason of the failure of said Consultant fully to perform, in any respect, all obligations under this Agreement. 20. This section intentionally left blank. 21. Ownership of Documents. All appraisal sketches, reports, diagrams and information generated in connection with the performance of the Agreement ("Information") shall become the property of the City, but Consultant may retain copies of such documents as records of the services provided. The City may use the Information for its purposes and the Consultant also may not use or sell the Information. Reuse of the Information for the purposes of the project contemplated by 4 this Agreement ("Project") does not relieve any liability on the part of the Consultant, but any reuse of the Information by the City or the Consultant beyond the scope of the Project is without liability to the other, and the party reusing the Information agrees to defend and indemnify the other from any claims or liability resulting therefrom. 22. This section intentionally left blank. 23. Dispute Resolution/Mediation. Each dispute, claim or controversy arising from or related to this Service Agreement or the relationships which result from this Agreement shall be subject to mediation as a condition precedent to initiating arbitration or legal or equitable actions by either party. Unless the parties agree otherwise, the mediation shall be in accordance with the Commercial Mediation Procedures of the American Arbitration Association then currently in effect. A request for mediation shall be filed in writing with the American Arbitration Association and the other party. No arbitration or legal or equitable action may be instituted for a period of 90 days from the filing of the request for mediation unless a longer period of time is provided by agreement of the parties. Cost of mediation shall be shared equally between the parties. Mediation shall be held in the City of Eden Prairie unless another location is mutually agreed upon by the parties. The parties shall memorialize any agreement resulting from the mediation in a mediated settlement agreement, which agreement shall be enforceable as a settlement in any court having jurisdiction thereof. 24. Audits. The books, records, documents and accounting procedures and practices of the Consultant or other parties relevant to this Agreement are subject to examination by the City and either the Legislative Auditor or the State Auditor for a period of six (6) years after the effective date of this Contract. 25. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota. 26. Conflicts. No salaried officer or employee of the City and no member of the Board of the City shall have a financial interest, direct or indirect, in this contract. The violation of this provision renders the Contract void. Any federal regulations and applicable state statutes shall not be violated. 27. Counterparts. This Agreement may be executed in multiple counterparts each of which shall be considered an original. Executed as of the day and year first written above. CITY OF EDEN PRAIRIE Phil Young Its: Mayor 5 Scott H. Neal Its: City Manager FIRM NAME B O By: .-P I1 � •ss�. Its: .pica,a c E rN k f4rn nyt_ P:\Home\1610.520\BME Contract - 2007 09 07.doc 6 Exhibit A 1. Project Overview The City ❑f Eden Prairie Assessing Division has completed Apex Appraisal Sketches on approximately 9, 000 parcels using Apex IV Pro Edition (Version 3 .3 .1372 . 1) and is contracting with BME Consulting to complete appraisal sketches on up to 9, 000 additional properties and providing the City with .ax3, . jpg, and .xls files for each sketch. 2 . Data Format. • All files shall be transferred to the City of Eden Prairie via CD or FTP at the City' s choice. ■ All Apex sketch files shall be compatible with and drawn with the Apex IV Version 3 .3 which is the current version of Apex at the City of Eden Prairie. 3 . Sketch Process The City of Eden Prairie will provide on a monthly basis copies of their existing hand-drawn appraisal sketches to be drawn on APEX software. Only residential properties (single family, condos and townhomes) will be included (no apartments, commercial or industrial properties) . BME Consulting will create computer-generated sketches and name the sketches as indicated in item # 6 file standards . 4 . Apex Sketch - General Layout Standards Standards for computer drawn sketches are very similar to the City' s current hand drawn sketch standards . The following is a list of general layout drawing standards. • Scale - All residential properties will be drawn at 1" = 20' scale, unless the footprint exceeds the Apex Drawing Pad. Larger properties should be drawn (or re-scaled) at a smaller scale to fit. Increments of scales used will be 5' - i.e . (1" = 20 , 1" = 25' , 1" = 30' , 1" = 35' ...y . ■ Orientation - All sketches will be centered on the Drawing Pad. All residential properties will be drawn with the main entry door facing down, unless main entry door placement is not 7 representative of the front of the structure . If main entry location is not in a typical location, it will be labeled as "Entry" on the sketch. • Text and Dimensions - Standard size and style for text is Arial Black Regular 8 . Standard size and style for dimensions is Arial Regular 8 or 6 . All areas must be labeled and all area outlines must have a dimension (space permitted) . ■ Line thickness - GBA areas are to be 6" thick. Basement and garage are custom 4 . All other areas are custom 0 . 5 . Apex Sketch - General Drawing Standards These standards are intended to be a guideline for appraisal sketches . Complex properties often require more information and additional drawing detail than these standards . ■ Drawing in stacked layers - The standard for all sketches is a drawing which stacks all building levels on top of the lowest level (see sketch examples) . Most of the residential sketches should follow this standard. Do not draw multiple areas for the same area code unless necessary (Ex: GBA1 should be drawn as one area) . ■ Drawing Precision - All residential sketches are drawn t❑ a 6" precision (dimensions rounded to the nearest 6" ) . ■ Defining an Area - All calculated areas must be named. Apex has standard (Draw/Define Area) areas set-up. The City has added several new areas (patios, decks, porches, etc . ) for its use . All Apex users at the City of Eden Prairie have the same "define area" shared directory. This directory can be provided as needed. • Labeling Areas - All areas must be labeled with a text label . The following table includes the typical areas for residential properties . Additional codes will be necessary to address all area situations . Note: some existing hand-drawn sketches may have ❑ther text . If unable to determine which of the following text t❑ use, BME Consulting may use the existing text from the hand-drawn sketch. 8 • PID Label - a label of the 13 digit PID shall be placed in the upper right hand corner of the Drawing Pad. Text Description 2/B Two stories on basement 2/C Two stories above crawl space 2/0 Two stories cantilever overhang 2/S Two stories on slab 2/G Two stories above garage 1/B One story on basement 1/C One story above crawl space 1/0 One story cantilever overhang (may be ❑n 1st or 2nd floor) 1/S One story on slab 1/G One story above garage (usually on 2nd floor) OP Open Porch SP Screen Porch GP Glazed Porch Deck Deck Garage Garage Patio Patio 6. File Standards • All sketches will be saved as the 13 digit PID (No Dashes) - Example: 0l11622220001 .AX3 . These files are Apex (AX3) files . The Apex file is the complete file and must contain the template borders, property text information, building calculations, and building data. • A .JPG file image from the Apex sketch must also be created. This file (PID-1.JPG file) will be automatically created (Apex software options configuration) when a file is saved as an Apex (AX3) file - resulting in 2 files for each property. The JPG file is only an image of the actual sketch (drawing pad) - no template borders, property text information, building calculations, and building data will be on the JPG file. • A .xls file shall be created. This file is a summary of calculated areas . The file is created by an Excel export 9 function in the file menu of Apex. The file name has a default of PID.XLS. • The Subject Information Screen - Modify the subject information screen as listed below. All sketches should have the "Drawn By" and "Information" fields populated. This can be set-up as the default. No other information needs to be filled in. .list irk, {::•- !•:3t1v �€ "£ ?r.»'. ^i.E:, :� r;; §. • :£�'' 3.. _ Subject Information '.r r �..;�;.s ,: ,s °: ::: • !3 ; .r;,i;;n 1 File No Property Address ... . .. _ PID v PT v Q Legal County v .._ Drawn By Apex `w ITi Information Previous Appraisal Sketch E Auto display when printing if incomplete Edit Details OK Cancer 7 . Questionable Sketch Data Some hand-drawn sketches are not in good condition. Sketches may be very old, copied many times, drawn in reverse plan, have estimated open foyer areas or are difficult to read. Some areas may only be noted on sketch (decks and patios) . A quick review will be made by City Staff prior to sending all sketches to BME Consulting. All changes will be noted in red. • The Sketch technician should note estimated areas on sketch. (decks, patios, or open foyers) • The Sketch technician should reverse plans if apparent from photo. • The Sketch technician should attempt to draw the complete base structure (all GBA and garage areas) at a minimum. 10 If hand-drawn sketch information doesn' t allow a complete base structure to be drawn, do not complete sketch. �1 CITY COUNCIL AGENDA DATE: SECTION: Consent Calendar September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.C. Jim Richardson Adopt Resolution Declaring Costs to be Assessed Public Works/Engineering and Ordering Preparation of Special Assessment Roll and Setting Hearing Date Requested Action Move to: Adopt resolution declaring costs to be assessed and ordering preparation of special assessment hearing rolls and setting hearing date. Synopsis A Special Assessment Hearing is conducted annually in late October or early November. The assessments levied are for projects which have reached the point of substantial completion since the previous hearing. This process is conducted in accordance with State Statutes and procedure developed with the assistance of the City Attorney. Attachments Resolution Exhibit A - 2007 Special Assessments CITY OF EDEN PRAIRIE HENNEPIN COUNTY,MINNESOTA RESOLUTION NO.2007- RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF 2007 SPECIAL ASSESSMENT ROLLS AND SETTING HEARING DATE WHEREAS, contracts have been let for the following listed improvements and the total project costs, including expenses incurred, or to be incurred and the City's share, exclusive of that assignable to City Property, are established as shown on the attached Exhibit A. NOW,THEREFORE,BE IT RESOLVED by the Eden Prairie City Council: 1. The costs of such improvements to be specially assessed are hereby declared to be those as set forth in Exhibit A. 2. The City Clerk with the assistance of the City Engineer shall forthwith calculate the proper amount to be assessed for each improvement against every assessable lot,piece or parcel of land within the district affected without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in the office of the City Engineer for public inspection. 3. A hearing shall be held on the 16th day of October, 2007 in the Eden Prairie City Center, 8080 Mitchell Road, at 7:00 p.m., to pass upon such proposed assessments and at such time and place all persons owning property affected by such improvements will be given an opportunity to be heard with reference to such assessments. 4. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessments to be published once in the official newspaper at least two weeks prior to the hearing. She shall also cause mailed notice to be given to the owner of the record of each parcel described in the assessment roll not less than two weeks prior to the hearing. ADOPTED by the Eden Prairie City Council on September 18,2007. Phil Young,Mayor ATTEST: SEAL Kathleen Porta, City Clerk EXHIBIT A 2007 SPECIAL ASSESSMENTS September 18, 2007 PROJECTS Total Cost City Funds Amt to be Assessed I.C. 05-5642 Hilltop Road Improvements $394,196.39 $26,029.19 $368,167.20 Supplementals Trunk Sewer and Water $288,614.40 $0 $288,614.40 I.C. 98-5474 Trunk Utilities - Crestwood Terrace $3,120.00 $0 $3,120.00 I.C. 95-5642 Trunk Utilities Hilltop Road $3,940.00 $0 $3,940.00 I.C. 98-5474 Lateral Utilities—Crestwood Terrace $58,992.00 $0 $58,992.00 Connection Fees $6,240.00 $0 $6,240.00 MCES Metro SAC/WAC $6,450.00 $0 $6,450.00 Tall Grass Cutting&Tree Removal $8,000.00 $0 $8,000.00 I.C. 05-5640 S. A. A. 04-11 -Prairie Pines/Riley Creek Stabilization $8,000.00 $0 $8,000.00 I.C. 06-5675 S. A. A. 06-04 -Mitchell Rd/Lone Oak Rd Improvements $350,000.00 $0 $350,000.00 TOTAL $1,127,552.79 $26,029.19 $1,101,523.60 CITY COUNCIL AGENDA DATE: SECTION: Report of the City Manager September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.D. Office of the City Manager/ Finance, Sue Kotchevar Approve contract for Den Road Remodel Project Requested Action Move to • Approve contract with Baker and Associates for$191,800 and approve change order for $11,680 Synopsis In July of 2006, staff presented to the Council the Den Road remodel and design plans including plans for interior and exterior signage and fixtures. These items included wall murals, logo wall at the entrance, gondola run signage systems, cash wrap fabric banners,power coating current shelving from cream to black, end cap and window display fixtures, and stock promotional fixtures. Baker and Associates coordinated this work for the City. Staff did not include the contract on a City Council agenda and the item should have been included on an agenda. Attachment Contract Sue Kotchevar 10/26/06 Chief Financial Officer City of Eden Prairie 8080 Mitchell Road Eden Prairie,MN 55344 Design Objective Increase sales revenues and profit margins for the city of Eden Prairie. Eden Prairie Liquor Stores Environmental Branding Project Strategy: • Extend the Eden Prairie brand experience into the liquor store environments by utilizing Den Road as the flagship store with thought into construction expansion, specing new Decor Materials and signage based on the new Eden Prairie logo and style guide. • Focus on decor and signage elements from Den Road to be carried over to the two remaining locations Prairie View and Prairie Village. • Develop a unique identity for the stores: brand mark, decor, and signage systems. • Improve shoppability and findability: Facilitate the consumer's self-selection process. • Increase average ticket sales and revenue per square foot. • Attract new shoppers: residents and people who work in Eden Prairie. • Enhance the store operations. Process Overview Phase IA: Site Survey-Den Road Flagship Store Baker Associates to tour Den Road liquor store as well as leading liquor stores for key learning. Focus to be on accurate store measurements, inventory of existing fixtures, materials, lighting, construction/expansion and signage. Baker will photograph sites/elements for documentation. Focus for competitive stores to be best practices,retail strategies and tactics. At this time,we will also interview store employees and managers to help develop a better understanding of the target consumer,traffic patterns and individual store insights. Phase IA Deliverables: 1 Initial Site Survey Walk Through $1,500 Photography/Misc Expenses $200 Competitive Store Audit $1,500 Phase IB Interior Design Concept Development and Material Selection Based on the client objectives, information gathered during site survey.and key learning. Baker to concept and create Black and White Rendered Boards with materials selections (Tile,paint, carpet, lighting, countertop and millwork options for Den Road Flagship store. These concepts to focus on rough layout,materials and key signage placement. Phase lB Deliverables: Interior Design Concept Boards/with Recommended Materials(3-4 Boards) $12,000. Phase II Space Plan Schematic Based on information gathered during Phase lB. Baker to concept and create computer black and white recommended space plan schematic for Den Road Flagship store: $2,000 Den Road Construction Buildout TBD Baker Construction Coordination: Project Manager on site weekly to oversee that build out, design and application meets clients expectations. Help coordinate the subcontractor process to blend build out with new signage application, etc. $15,000 * Please note these numbers are only an estimate based on the client objectives at this date. Phase III Design of Graphic Elements Based on the client feedback of Design Concept boards and Eden Prairie style guide Baker to concept and create Computer Color for Den Road Flagship store. Focus will be on the following graphic elements: •Exterior Enhancements- Signage • Wall Murals and Logo Application • Signage Systems-Permanent, Semi-Permanent, Temporary/On sale/Deal • Fixture Enhancements • Optimize Merchandising Areas-Encaps, Gondola Run Signage, Wine Deals, Theme Events • Categorization • Check-Out Enhancements 2 • Pack/Wrap Phase III Design: Computer Color Concept Development $12,000-$15,000 (1 concepts shown in color across 8-10 signage concepts) Phase IV Design Revisions: Computer Color Design Revisions $5,000-$6,000 Phase V Design Finalization: Computer Color Design Finalization $2,000-$3,000 Other Expenses Shipping billed at cost Misc./Out of Pocket $5,000 Den Road Baker Design Subtotals $56,200-$61,200 Signage and fixtures out of pocket estimated costs • Wall Murals (curved sofit, above cabinets in new area) $13,000-$15,000 • Logo Wall at entrance $2,800-$3,200 • Gondala Run Signage Systems (Hanging signs, shelf strips, danglers) $9,000-$11,000 • Specialty Metal lettering Signage $6,000-$8,000 • Cash wrap fabric banners $5,200-$6,000 • Fixture Enhancements (Powder Coating) 3 shelves,back wall shelves $7,200 • End Cap/Window Display Wood Fixtures $16,000-$18,000 • In Stock Promotional Fixtures/Displays 4-6 $5,000-$7,000 Mural/Signage/lettering Install $10,000-$12,000 Den Road Signage/Fixture Subtotal $74,200-$87, 400 • Exterior Enhancements- Signage -New Custom Logo Awnings $26,000-$28,000 -Painting $8,000-$10,000 - Logo Exterior Entrance Rug $3,200 -Misc/Planters/etc $2,000 Den Road Exterior Subtotal $39, 200-$43,200 3 Project Total $169, 600-$191, 800 c L, 4 MAR/20/2007/TUE 02:42 PM P. 002/003 • • R * iK n R A 'A; S o C i A T E c CONSUMER DESIGN • March 20, 2007 Eden Prairie Liquor Store Change Order Client: Sue Katcheaver . Metal Chanel Strips: • .To be Powder Coated and applied to built in cabinets, end caps and window display units • $1,500 -Greystone to install chanel strips on custom cabinetry •• $450 • Window Sealant/UV Protectant: -Baker to coordinate vendor will bill client directly($4,408) • N/A Dismantle/Load/Transport Shelving to Powder Coaters: . $1,200 • Hanging Glass Shelves at Tasting Center: . Polished glass shelves, airline cable, custom brackets &labor to $ 800 • install End Cap Vinyl: • • -8 end cap end panels coated with black vinyl-2 sides $750 • • • Framed Chalk Board: -Large Custom Made Frame Chalk Board $550 • Dar Stools -4 bar stools for tasting station $580 Finishing Specialty Signage: -Additional Custom Design-Wall Category Signs,Gondola Run Category signs&hanging window frames $2,450 Stock Imagery: -Additional Purchase of 22 Stock Images High Res&buyout rights for $3,400 unlimited usage at all 3 stores • • TOTAL COSTS: $11,680 • 1903 East Wayzata Blvd•Wayzata•MN-55391 •Tel 952.473.4882•Fax 952.473.5006 18 Cattano Ave.,Suite 3C•Morristown•NJ•07960•Tel 973.401.9292•Fax 973.401.9393 • • www.ba kerassociates_com 1 CITY COUNCIL AGENDA DATE: SECTION: Payment of Claims September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: Sue Kotchevar, Office of the Payment of Claims City Manager/Finance Requested Action Move to: Approve the Payment of Claims as submitted(roll call vote) Synopsis Checks 167281 - 167670 Wire Transfers 2795- 2802 City of Eden Prairie Council Check Summary 9/18/2007 Division Amount Division Amount General 29,313 701 Water Fund 77,738 100 City Manager 2,433 702 Sewer Fund 6,442 101 Legislative 497 703 Storm Drainage Fund 39,310 102 Legal Counsel -500 802 494 Commuter Services 23,110 110 City Clerk 207 803 Escrow Fund 12,855 111 Customer Service 8,758 807 Benefits Fund 313,920 112 Human Resources 16 810 Workers Comp Insurance 172 113 Communication Services 8,977 811 Property Insurance 1,574 114 Benefits&Training 2,635 116 Facilities 59,542 Report Totals 2,351,557 117 City Center 43,283 130 Assessing 1,885 131 Finance 32 132 Social Services 7,614 133 Planning -233 135 Information Technology 35,617 136 Public Safety Communications 1,965 137 Economic Development 25 138 Community Development Admin. 810 150 Park Administration 493 151 Park Maintenance 12,180 153 Organized Athletics 4,389 154 Community Center 1,710 155 Beaches 34 156 Youth Programs 2,960 157 Special Events 565 158 Adult Recreation 4,684 159 Recreation Administration 170 160 Therapeutic Recreation 665 161 Oak Point Pool 62 162 Arts 7,415 163 Outdoor Center 4,103 180 Police 18,324 184 Fire 670 186 Inspections 280 200 Engineering 134 201 Street Maintenance 527,115 203 Fleet Services 56,200 204 Equipment Revolving 27,266 301 CDBG 32,265 418 HRA 2002A Lease Revenue Bonds 1,050 425 Bldg Refunding Bonds 2004 2,266 502 Park Development 3,122 503 Utility Improvement 55,394 506 Improvment Bonds 1996 80,877 509 CIP Fund 153,320 511 Construction Fund 25,827 512 CIP Trails 2,002 515 Fire Station#4 2,112 520 Parks Referendum 353,864 521 Trails Referendum 2,328 601 Prairie Village Liquor 84,862 602 Den Road Liquor 129,732 603 Prairie View Liquor 63,317 605 Den Road Building 11,806 City of Eden Prairie Council Check Register 9/18/2007 Check# Amount Vendor/Explanation Account Description Business Unit 2795 2,266 ANCHOR BANK Interest Bldg Refunding Bonds 2004 2796 18,224 DELTA DENTAL PLAN OF MN COBRA Health and Benefits 2797 12,926 ICMA RETIREMENT TRUST-457 Deferred Compensation General Fund 2798 16,003 ORCHARD TRUST CO AS TRUSTEE/CU Deferred Compensation General Fund 2799 101,548 PUBLIC EMPLOYEES RETIREMENT AS PERA Health and Benefits 2800 30,803 MINNESOTA DEPT OF REVENUE State Taxes Withheld Health and Benefits 2801 159,391 WELLS FARGO MINNESOTA N A SS&Medicare Health and Benefits 2802 181 WELLS FARGO MINNESOTA N A Deposits Escrow 167282 280 LITTLE TRANSPORT PRESS General Bicycle Program 167283 962 WELLS FARGO BANK General Bicycle Program 167284 600 A MEYER'S ENTERPRISES INC Instructor Service Outdoor Center 167285 7,673 A-SCAPE INC Contract Svcs-Lawn Maint. Den Bldg.-CAM 167286 15 AAA LAMBERTS LANDSCAPE PRODUCT Landscape Materials/Supp Street Maintenance 167288 1,600 ADVANCED DECK Other Contracted Services Rehab 167289 87,771 AMERICAN PAVEMENT SOLUTIONS IN Crack Filling Street Maintenance 167290 4,776 AMERICAN TIME&SIGNAL CO Supplies-General Building City Center Operations 167291 143 AMERIPRIDE LINEN&APPAREL SER Repair&Maint.Supplies Prairie Village Liquor Store 167292 30 AMERITRAK Other Contracted Services Street Maintenance 167293 264 ANDERSON,BRYAN E Other Contracted Services Softball 167294 31,665 ASPEN EQUIPMENT CO. Equipment Parts Fleet Services 167295 796 AUNCO POTTERY Landscape Materials/Supp Park Maintenance 167296 5,372 BELLBOY CORPORATION Liquor Prairie View Liquor Store 167297 134 BERTELSON OFFICE PLUS Office Supplies Utility Operations-General 167298 588 BEST SEAMLESS GUTTERS Building Repair&Maint. Water Wells 167299 550 BOLD,PAULINE Instructor Service Outdoor Center 167300 47 BOYER TRUCKS Equipment Parts Fleet Services 167301 128 BROWNING,RYAN Office Supplies Police 167302 2,235 BUCK,NATHAN Other Contracted Services Softball 167303 399 BUNCH,DENISE H Other Contracted Services Fitness Classes 167304 500 BURTIS,ROBERT Other Contracted Services Special Initiatives 167305 600 CAMPOS,LORI Instructor Service Outdoor Center 167306 2,680 CARUS PHOSPHATES INC Treatment Chemicals Water Treatment Plant 167307 4,644 CEMSTONE PRODUCTS COMPANY Repair&Maint.Supplies Storm Drainage 167308 90 CENTERPOINT ENERGY Gas Crestwood Park 167309 3,660 CENTURYTEL Telephone Telephone 167310 53 COLOR PRINTING Operating Supplies Police 167311 4,900 CROSIBLE INC. Equipment Parts Water Treatment Plant 167312 11,679 CUTLER-MAGNER COMPANY Treatment Chemicals Water Treatment Plant 167313 500 DAKOTA COUNTY SHERIFFS DEPT Deposits Escrow 167314 246 DALE GREEN COMPANY,THE Landscape Materials/Supp Park Maintenance 167315 9,344 DAY DISTRIBUTING Beer Den Road Liquor Store 167316 238 DE LAGE LANDEN FINANCIAL SERVI Other Rentals General 167317 3,276 DESIGNWRITE STUDIOS Other Contracted Services Communication Services 167318 12 DILLON,LOIS Lessons&Classes Oak Point Lessons 167319 34 DODGE,INGRID N Operating Supplies Riley Lake Beach 167320 100 DOHERTY,SANDRA L Other Contracted Services Volleyball 167321 4,803 EAGLE WINE COMPANY Wine Domestic Den Road Liquor Store 167322 1,860 EARL F ANDERSEN INC Operating Supplies Traffic Signs 167323 1,333 ECOLAB INC Contract Svcs-Pest Control Fire Station#4 167324 28,508 ELK RIVER Autos Street Maintenance 167325 519 ENVIRONMENTAL EQUIPMENT&SERV Equipment Parts Fleet Services 167326 64 EXTREME BEVERAGE Misc Taxable Den Road Liquor Store 167327 48 FAGNANT,SUSAN Instructor Service Outdoor Center 167328 198 FALCK,TIMOTHY R Other Contracted Services Softball 167329 648 FAMILY&CHILDRENS SERVICE Other Contracted Services Housing and Community Service 167330 24 FASTENAL COMPANY Equipment Parts Fleet Services 167331 218 FLAIR FOUNTAINS 02 Repair&Maint.Supplies Park Maintenance 167332 3,578 FLEET MAINTENANCE INC Equipment Repair&Maint Fleet Services 167333 39 GARDEN ROOM FRATELLI'S GARDEN Training Supplies Organizational Services 167334 210 GE CAPITAL Other Rentals General 167335 10 GENZ RYAN PLUMBING&HEATING Cash Over/Short General Fund 167336 1,490 GOPHER STATE ONE-CALL INC Other Contracted Services Water System Maintenance 167337 1,307 GRAFIX SHOPPE Equipment Parts Fleet Services 167338 456 GRAINGER Cleaning Supplies Utility Operations-General 167339 982 GRAPE BEGINNINGS Wine Imported Prairie Village Liquor Store Check# Amount Vendor/Explanation Account Description Business Unit 167340 469 GREEN ENVIRONMENTS LLC Improvement Contracts Improvement Projects 1996 167341 384 GREENSIDE INC Contract Svcs-Lawn Maint. City Hall-CAM 167343 17,817 GRIGGS COOPER&CO Wine Domestic Den Road Liquor Store 167344 1,100 GUNNAR ELECTRIC CO INC Other Contracted Services Park Maintenance 167345 2,280 HACH COMPANY Process Control Equipment Water Treatment Plant 167346 11,621 HANSEN THORP PELLINEN OLSON Other Contracted Services Park Maintenance 167347 21,281 HARTLAND FUEL PRODUCTS LLC Motor Fuels Fleet Services 167348 290 HD SUPPLY WATERWORKS LTD Other Contracted Services Utility Improvement Fund 167349 1,294 HOHENSTEINS INC Beer Prairie Village Liquor Store 167350 88 HOLMES,TOM Other Contracted Services Softball 167352 2,468 HOME DEPOT CREDIT SERVICES Training Supplies Police 167353 1,200 INNOVATIVE GRAPHICS Clothing&Uniforms Tennis 167354 21,647 INTEREUM INC Capital Under$2,000 Furniture 167355 392 INTERSTATE POWER SYSTEMS INC Equipment Repair&Maint Water Wells 167356 38 J H LARSON COMPANY Repair&Maint.Supplies Park Maintenance 167357 17,063 JJ TAYLOR DIST OF MN Beer Den Road Liquor Store 167358 497 JOHN HENRY FOSTER MINNESOTA IN Equipment Repair&Maint Water Treatment Plant 167360 22,716 JOHNSON BROTHERS LIQUOR CO Wine Domestic Den Road Liquor Store 167361 5,024 KAMIDA INC Other Assets Parks Referendum 167362 324 KANDIYOHI COUNTY SHERIFF'S DEP Deposits Escrow 167363 36 KEEPERS Canine Supplies Police 167364 349 KRISS PREMIUM PRODUCTS INC Contract Svcs-HVAC City Hall-CAM 167365 595 LAKE COUNTRY DOOR LLC Contract Svcs-General Bldg Public Works/Parks 167366 6,095 LAMETTRYS COLLISION Equipment Repair&Maint Fleet Services 167367 236 LEGENDS MANUFACTURING Equipment Parts Fleet Services 167368 374 M.AMUNDSON LLP Misc Taxable Prairie Village Liquor Store 167369 174 MACQUEEN EQUIPMENT INC Equipment Parts Fleet Services 167370 3,954 MADISON NATIONAL LIFE Disability Ins Employers Health and Benefits 167371 695 MAECK,TOM Other Contracted Services Community Band 167372 13,629 MARK VII Misc Taxable Den Road Liquor Store 167373 904 MENARDS Building Repair&Maint. Capital Impr./Maint.Fund 167374 2,290 METRO CONCRETE RAISING INC Contract Svcs-Asphalt/Concr. City Hall-CAM 167375 1,859 METRO SALES INCORPORATED* Other Rentals General 167376 825 METROPOLITAN COUNCIL ENVIRONME Other Contracted Services Storm Drainage 167377 489 METROPOLITAN FORD Equipment Parts Fleet Services 167378 131 MID AMERICAN RESEARCH CHEMICAL Cleaning Supplies City Hall-CAM 167379 3,366 MIDWEST ASPHALT CORPORATION Repair&Maint.Supplies Storm Drainage 167380 487 MIDWEST COCA COLA BOTTLING COM Misc Taxable Den Road Liquor Store 167381 5,349 MIDWEST DESIGN CO Other Contracted Services Communication Services 167382 125 MINNEAPOLIS COMM&TECH COLLEG Tuition Reimbursement/School Police 167383 555 MINNESOTA CONWAY Contract Svcs-Fire/Life/Sfty City Hall-CAM 167384 334 MINNESOTA HIGHWAY SAFETY&RES Tuition Reimbursement/School Police 167385 125 MINNESOTA HUMAN SERVICES Other Contracted Services Park Maintenance 167386 1,044 MINNESOTA ROADWAYS CO Contract Svcs-Asphalt/Concr. Senior Center 167387 202 MINNESOTA VALLEY ELECTRIC COOP Electric Prairie Bluff Conservation 167388 169 MN NCPERS GROUP LIFE INSURANCE Life Insurance EE/ER General Fund 167389 25 MONTGOMERY,GAIL Tuition Reimbursement/School Fitness Classes 167390 90 NASLUND,JENNIFER Mileage&Parking Teen Work Program 167391 955 NEW FRANCE WINE COMPANY Wine Domestic Den Road Liquor Store 167392 6,500 NORTH AMERICAN PROPERTIES Deposits Escrow 167393 13,235 NORTHSTAR MUDJACKING SPECIALIS Repair&Maint.Supplies Storm Drainage 167394 200 PARKER,JAMES E Other Contracted Services Riley-Jacques Barn 167395 3,158 PAUSTIS&SONS COMPANY Wine Domestic Den Road Liquor Store 167396 1,000 PERSONNEL DECISIONS INTL Other Contracted Services City Manager 167397 170 PETSMART Canine Supplies Police 167398 1,048 PHILLIPPI,TONY Insurance Property Insurance 167399 7,875 PHILLIPS WINE AND SPIRITS INC Wine Imported Prairie View Liquor Store 167400 16 PITZ,CHAROLYNNE Program Fee Preschool Events 167401 126 POMP'S TIRE SERVICE INC Tires Fleet Services 167402 3,000 POSTAGE BY PHONE RESERVE ACCOU Postage General 167403 947 PRAIRIE ELECTRIC COMPANY Contract Svcs-HVAC Fire Station#2 167404 393 PRIOR WINE COMPANY Wine Domestic Prairie Village Liquor Store 167405 20,055 PRO HOME Other Contracted Services Rehab 167406 15,442 QUALITY WINE&SPIRITS CO Transportation Den Road Liquor Store 167407 174,993 QUIRING TRUCKING&EXCAVATING Improvements to Land Parks Referendum 167408 111 QWEST Telephone Outdoor Center 167409 300 RAY,LEE Other Contracted Services Softball 167410 200 REESE,TIMOTHY J Other Contracted Services Riley-Jacques Barn Check# Amount Vendor/Explanation Account Description Business Unit 167411 250 RELIAKOR SERVICES INC Other Contracted Services Utility Improvement Fund 167412 1,886 RICHFIELD,CITY OF Autos Street Maintenance 167413 172 RIDGEVIEW MEDICAL CENTER Other Contracted Services Workers Comp Insurance 167414 173,670 ROCHON CORP Building Parks Referendum 167415 293 RRT PROCESSING SOLUTIONS LLC Waste Disposal Park Maintenance 167416 5 RYLEE,DAVID Program Fee Outdoor Center 167417 250 SANDEEN,AMY Other Contracted Services Riley-Jacques Barn 167418 267 SCHUELKA,MATT Insurance Property Insurance 167419 6,966 SENIOR COMMUNITY SERVICES Other Contracted Services Housing and Community Service 167420 713 SHAMROCK GROUP,INC-ACE ICE Misc Non-Taxable Prairie Village Liquor Store 167421 173 SHERWIN WILLIAMS Operating Supplies Traffic Signals 167422 38 SIEVERS,LORI Program Fee Camps 167423 465 SINELL,STEVE Travel Expense Assessing 167424 374 SNAP-ON TOOLS Small Tools Fleet Services 167425 259 SRF CONSULTING GROUP INC Design&Engineering Improvement Projects 1996 167426 8 ST JOSEPH EQUIPMENT INC Equipment Parts Fleet Services 167427 7,200 ST PAUL POLICE K-9 FOUNDATION Other Assets Police 167428 26 STAR TRIBUNE Dues&Subscriptions Prairie View Liquor Store 167429 330 STILLWATER CONSULTING INC Other Contracted Services Organizational Services 167430 4,577 STRATEGIC EQUIPMENT Supplies-Garden Room Garden Room Repairs 167431 1,488 STREICHERS Clothing&Uniforms Police 167432 461 SUBURBAN CHEVROLET Equipment Parts Fleet Services 167433 250 SUBURBAN WILDLIFE CONTROL INC Other Contracted Services Storm Drainage 167434 107 SUN NEWSPAPERS Legal Notices Publishing City Clerk 167435 1,112 TEFLER LAWN&LANDSCAPING Other Contracted Services Park Maintenance 167436 205 TESSMAN SEED CO Landscape Materials/Supp Park Maintenance 167437 16,521 THORPE DISTRIBUTING Beer Prairie Village Liquor Store 167438 67,877 THREE RIVERS CONSTRUCTION Improvement Contracts Improvement Projects 1996 167439 243 TIMBERWALL LANDSCAPING INC Building Repair&Maint. Capital Impr./Maint.Fund 167440 511 TWIN CITY SEED CO Landscape Materials/Supp Park Maintenance 167441 764 UNCOMMON GATHERINGS Clothing&Uniforms Arts Initiative 167442 25,792 UNITED RENTALS HIGHWAY TECHNOL Contracted Striping Traffic Signs 167443 275 UNIVERSITY OF MINNESOTA Conference Expense Storm Drainage 167444 70 UNIVERSITY OF MINNESOTA Conference Expense Engineering 167445 164 US LEASING&SALES Equipment Parts Fleet Services 167446 8 VERIZON WIRELESS Pager&Cell Phone Fleet Services 167447 441 VINO SOURCE,THE Wine Imported Den Road Liquor Store 167448 917 VINOCOPIA Liquor Prairie View Liquor Store 167449 89 VWR INTERNATIONAL INC Laboratory Chemicals Water Treatment Plant 167450 224 WATER CONSERVATION SERVICES IN Other Contracted Services Water System Maintenance 167451 538 WEEDMAN,NICOLE Mileage&Parking Youth Programs Administration 167452 10,575 WELLINGTON WINDOWS Other Contracted Services Rehab 167453 27 WELTER,KJERSTEN Memberships Community Center Admin 167454 168 WEST GROUP Dues&Subscriptions Police 167455 1,549 WINE COMPANY,THE Wine Imported Prairie Village Liquor Store 167456 208 WINE MERCHANTS INC Transportation Prairie Village Liquor Store 167457 542 WORK CONNECTION,THE Other Contracted Services Park Maintenance 167458 1,633 WORLD CLASS WINES INC Wine Imported Prairie View Liquor Store 167459 9 XCEL ENERGY Electric Sewer Liftstation 167460 4,767 YALE MECHANICAL INC Contract Svcs-HVAC Public Works/Parks 167461 2,048 YOCUM OIL COMPANY INC Motor Fuels Utility Operations-General 167462 548 BATES,DON Other Contracted Services Community Band 167463 181 FEDEX Postage Communication Services 167464 625 LUSHINE,PEGGY E Other Contracted Services Arts Initiative 167465 125 MINNEAPOLIS COMM&TECH COLLEG Tuition Reimbursement/School Police 167466 279 NELSON,TAMMY Insurance Property Insurance 167467 20 QUICKSILVER EXPRESS COURIER Postage Communication Services 167468 143 ROCHON CORP Deposits Escrow 167469 260 SAMUEL FRENCH INC Other Contracted Services Arts Initiative 167470 254 STAHL CONSTRUCTION Deposits Escrow 167471 274 SUNRAM CONSTRUCTION Deposits Escrow 167472 554 TERRA SERVICES Deposits Escrow 167473 60 THIELMAN,MARC Mileage&Parking General Facilities 167474 1,050 U S BANK Paying Agent HRA 2002A LEASE REVENUE BONDS 167475 625 UNCOMMON GATHERINGS Other Contracted Services Arts Initiative 167476 1,150 A MEYER'S ENTERPRISES INC Instructor Service Outdoor Center 167477 43 A TO Z RENTAL CENTER Equipment Repair&Maint Park Maintenance 167478 37 AAA LAMBERTS LANDSCAPE PRODUCT Landscape Materials/Supp Street Maintenance Check# Amount Vendor/Explanation Account Description Business Unit 167479 59 ADAMS PEST CONTROL INC Contract Svcs-Pest Control Den Bldg.-CAM 167480 161 AMERICAN WATER WORKS ASSOCIATI Dues&Subscriptions Utility Operations-General 167481 139 AMERIPRIDE LINEN&APPAREL SER Repair&Maint.Supplies Prairie View Liquor Store 167482 30 AMERITRAK Other Contracted Services Street Maintenance 167483 1,924 ANCHOR PRINTING COMPANY Printing Senior Center Administration 167484 108 AQUA ENGINEERING INC Other Contracted Services Park Maintenance 167485 1,965 ARCH WIRELESS Pager&Cell Phone Wireless Communication 167486 264 ASSET RECOVERY CORPORATION Other Hardware Information Technology 167487 26 ASTLEFORD EQUIPMENT COMPANY IN Equipment Parts Fleet Services 167488 81 AT&T MOBILITY Pager&Cell Phone Police 167489 50 BARNES,BELINDA A. Other Contracted Services Volleyball 167490 1,349 BAUER BUILT TIRE AND BATTERY Equipment Parts Fleet Services 167491 7,468 BELLBOY CORPORATION Liquor Den Road Liquor Store 167492 23 BERTELSON OFFICE PLUS Office Supplies Utility Operations-General 167493 67 BIFFS INC Waste Disposal Park Maintenance 167494 373,016 BITUMINOUS ROADWAYS INC Asphalt Overlay Street Maintenance 167495 191 BRYAN ROCK PRODUCTS INC Gravel Infiltration/Inflow Study 167496 2,200 BURNSVILLE POLICE DEPARTMENT Tuition Reimbursement/School Police 167497 852 C L P GRAPHICS Signs Utility Operations-General 167498 350 CAGLEY,WILLIAM J Other Contracted Services Sports,Fun,&Fitness 167499 1,150 CAMPOS,LORI Instructor Service Outdoor Center 167500 52 CARLSON,KAREN Clothing&Uniforms Police 167501 1,858 CEMSTONE PRODUCTS COMPANY Repair&Maint.Supplies Storm Drainage 167502 2,473 CENTERPOINT ENERGY Gas Water Treatment Plant 167503 588 CLAREYS INC Operating Supplies Prairie Village Liquor Store 167504 227 COMCAST Dues&Subscriptions City Council 167505 680 COMFORT SUITES Conference Expense Water Distribution 167506 2,112 COMPAR INC Other Hardware Fire Station#4 167507 1,109 CORPORATE EXPRESS Office Supplies General 167508 559 COSTCO Special Event Fees Classes/Programs/Events 167509 2,312 CUTLER-MAGNER COMPANY Treatment Chemicals Water Treatment Plant 167510 7,398 DAY DISTRIBUTING Beer Den Road Liquor Store 167511 3,304 DECORATIVE DESIGNS INC Janitor Service City Hall-CAM 167512 4,610 DELL Computers Community Development Admin. 167513 280 DEPARTMENT OF LABOR AND INDUST Conference Expense Inspections-Administration 167514 34 DISH NETWORK Cable TV Community Center Admin 167515 27,360 DIVERSE BUILDING MAINTENANCE Janitor Service Police City Center 167516 837 EAGLE WINE COMPANY Wine Domestic Den Road Liquor Store 167517 97 EARL F ANDERSEN INC Signs Traffic Signs 167518 175 EDEN PRAIRIE CHAMBER OF COMMER Miscellaneous City Manager 167519 245 EDEN PRAIRIE ROTARY CLUB Miscellaneous City Council 167520 511 EXTREME BEVERAGE Misc Taxable Den Road Liquor Store 167521 450 FAHEY,LARRY Other Contracted Services Sunbonnet Days 167522 2,002 FARRELL EQUIPMENT&SUPPLY CO Improvement Contracts CIP Trails 167523 589 FLORIDA MICRO LLC Computers Water Distribution 167524 334 FLYING CLOUD ANIMAL HOSPITAL Canine Supplies Police 167525 440 FORSBERG,JEFF Other Contracted Services Softball 167526 749 G&K SERVICES-MPLS INDUSTRIAL Janitor Service Utility Operations-General 167527 350 GASCH,ROBERT Other Contracted Services Sunbonnet Days 167528 691 GETTMAN COMPANY Misc Taxable Prairie View Liquor Store 167529 24 GIBSON,BOB Program Fee Classes/Programs/Events 167530 150 GOODHUE COUNTY SHERIFF'S DEPT Deposits Escrow 167531 200 GRAND PERE WINES INC Wine Imported Prairie Village Liquor Store 167532 523 GRAPE BEGINNINGS Wine Domestic Den Road Liquor Store 167533 13,085 GRIGGS COOPER&CO Liquor Den Road Liquor Store 167534 500 GYM WORKS Equipment Repair&Maint Fitness Center 167535 6,176 HANSEN THORP PELLINEN OLSON Design&Engineering Storm Drainage Projects 167536 2,250 HARLEY CONSULTING&COACHING Other Contracted Services Organizational Services 167537 418 HENNEPIN COUNTY I/T DEPT Software Maintenance Information Technology 167538 2,965 HENNEPIN COUNTY TREASURER Board of Prisoner Police 167539 220 HENRY,PAUL Other Contracted Services Softball 167540 12 HYDROLOGIC Repair&Maint.Supplies Park Maintenance 167541 85 IAFCI MINNESOTA Tuition Reimbursement/School Police 167542 568 ICI DULUX PAINT CTRS Repair&Maint.Supplies Water System Maintenance 167543 32 IDEARC MEDIA CORP (VERIZON DI Advertising Prairie View Liquor Store 167544 366 INDUSTRIAL LIGHTING SUPPLY INC Operating Supplies Utility Operations-General 167545 16,689 INTEREUM INC Capital Under$2,000 Furniture 167546 1,817 ITRON INC. Software Water Metering Check# Amount Vendor/Explanation Account Description Business Unit 167547 184 ITS A KEEPER Operating Supplies Internal Events 167548 387 J H LARSON COMPANY Operating Supplies Park Maintenance 167549 1,222 JANSON,JAMES R Improvements to Land Park Acquisition&Development 167550 12,639 JJ TAYLOR DIST OF MN Beer Den Road Liquor Store 167551 23,922 JOHNSON BROTHERS LIQUOR CO Wine Domestic Den Road Liquor Store 167552 78 KEEPERS Clothing&Uniforms Police 167553 13,011 KENNAMETAL INC Small Tools Fleet Services 167554 1,266 KING,RUBY A Miscellaneous Internal Events 167555 81 KRAEMERS HARDWARE INC Supplies-General Bldg Community Center Maintenance 167556 396 LAKE COUNTRY DOOR LLC Contract Svcs-General Bldg Fire Station#3 167557 19 LANDS END CORPORATE SALES Clothing&Uniforms Police 167558 33,126 LOGIS Network Support Information Technology 167559 193 M.AMUNDSON LLP Operating Supplies Den Road Liquor Store 167560 925 MAAO Conference Expense Assessing 167561 225 MAGC Conference Expense Communication Services 167562 13,088 MARK VII Beer Den Road Liquor Store 167563 2,405 MEDICINE LAKE TOURS Special Event Fees Trips 167564 118 MENARDS Repair&Maint.Supplies Water System Maintenance 167565 25 MERLINS ACE HARDWARE Supplies-General Bldg Community Center Maintenance 167566 2,233 METRO SALES INCORPORATED* Office Supplies Police 167567 481 METROPOLITAN FORD Equipment Parts Fleet Services 167568 4,475 MIDWEST ASPHALT CORPORATION Repair&Maint.Supplies Storm Drainage 167569 1,041 MIDWEST COCA COLA BOTTLING COM Misc Taxable Prairie View Liquor Store 167570 10 MIES OUTLAND INC Machinery&Equipment CIP-Bonds 167571 1,368 MINN CHILD SUPPORT PAYMENT CTR Garnishment Withheld General Fund 167572 250 MINNEAPOLIS COMM&TECH COLLEG Tuition Reimbursement/School Police 167573 435 MINNESOTA NATIVE LANDSCAPES Other Contracted Services Storm Drainage 167574 1,667 MINNESOTA PIPE AND EQUIPMENT* Repair&Maint.Supplies Water System Maintenance 167575 2,477 MINNESOTA PRINT MANAGEMENT LLC Office Supplies General 167576 145,924 MINNESOTA ROADWAYS CO Improvements to Land Capital Impr./Maint.Fund 167577 1,784 MN MAINTENANCE EQUIPMENT INC Equipment Parts Fleet Services 167578 256 MTI DISTRIBUTING INC Equipment Parts Fleet Services 167579 50 NANDAKUMAR,JEROME Lessons&Classes Oak Point Lessons 167580 600 NEW FRANCE WINE COMPANY Wine Domestic Den Road Liquor Store 167581 150 NFPA Dues&Subscriptions Fire 167582 63 NORCOSTCO Operating Supplies International Festival 167583 129 NORTHERN SAFETY TECHNOLOGY INC Equipment Parts Fleet Services 167584 40 O'REILLY AUTO PARTS Lubricants&Additives Fleet Services 167585 22 OSI BATTERIES INC Video&Photo Supplies General Facilities 167586 315 OTTERTUNITY INC. Other Contracted Services Sports,Fun,&Fitness 167587 11,553 PARADIGM SYSTEM SOLUTIONS,INC Other Hardware Capital Impr./Maint.Fund 167588 31,045 PARROTT CONTRACTING INC Other Contracted Services Infiltration/Inflow Study 167589 3,749 PAUSTIS&SONS COMPANY Wine Imported Prairie View Liquor Store 167590 1,056 PAUTZ,ROGER Instructor Service Summer Skill Development 167591 75 PC MALL Other Hardware Information Technology 167592 480 PCS TECHNOLOGIES INC Other Contracted Services Prairie View Liquor Store 167593 300 PETTY CASH-NICOLE WEEDMAN Petty Cash&Change Funds General Fund 167594 294 PFEIFER,JASON Other Contracted Services Softball 167595 10,406 PHILLIPS WINE AND SPIRITS INC Wine Domestic Den Road Liquor Store 167596 2,248 PLEHAL BLACKTOPPING INC Other Contracted Services Infiltration/Inflow Study 167597 1,132 POMP'S TIRE SERVICE INC Tires Fleet Services 167598 9,717 PRAIRIE ELECTRIC COMPANY Contract Svcs-Electrical Park Shelters 167599 495 PRAIRIE OFFSET PRINTING Printing Assessing 167600 239 PRIOR WINE COMPANY Wine Imported Den Road Liquor Store 167601 876 PUGLEASA COMPANY INC Contract Svcs-General Bldg Public Works/Parks 167602 300 QUALITY FLOW SYSTEMS INC Other Contracted Services Sewer Liftstation 167603 180 QUALITY PROPANE Motor Fuels Ice Arena Maintenance 167604 15,401 QUALITY WINE&SPIRITS CO Liquor Den Road Liquor Store 167605 2,956 QWEST Pager&Cell Phone Sewer Utility-General 167606 240 R D&ASSOC SPECIALIZED SERVIC Other Contracted Services Tree Removal 167607 200 RAY,LEE Other Contracted Services Softball 167608 148 RCM&ASSOCIATES Operating Supplies Telephone 167609 15 RIGID HITCH INCORPORATED Equipment Parts Fleet Services 167610 300 SCOTT COUNTY Deposits Escrow 167611 618 SHAMROCK GROUP,INC-ACE ICE Misc Non-Taxable Prairie View Liquor Store 167612 73,377 SHORT ELLIOTT HENDRICKSON INC Process Control Services Infiltration/Inflow Study 167613 67 SHRED-IT Waste Disposal City Center Operations 167614 280 SNAP-ON TOOLS Small Tools Fleet Services Check# Amount Vendor/Explanation Account Description Business Unit 167615 2,578 SPRINT Capital Under$2,000 Engineering 167616 129 STEINER,SHARON Special Event Fees Red Hat 167617 51 STEMPF AUTOMOTIVE INDUSTRIES I Equipment Parts Fleet Services 167618 1,727 STREICHERS Clothing&Uniforms Police 167619 305 SUBURBAN CHEVROLET Equipment Repair&Maint Fleet Services 167620 100 SUN NEWSPAPERS Legal Notices Publishing City Clerk 167621 15,594 THORPE DISTRIBUTING Beer Den Road Liquor Store 167622 10 TOTAL REGISTER Operating Supplies Prairie Village Liquor Store 167623 1,467 TOTAL RENTAL Other Rentals International Festival 167624 250 TRAILING THE FARM Other Contracted Services Sunbonnet Days 167625 215 TURNQUIST,KEITH Mileage&Parking Tree Disease 167626 282 UNIFORMS UNLIMITED Clothing&Uniforms Police 167627 262 UNITED RENTALS HIGHWAY TECHNOL Repair&Maint.Supplies Infiltration/Inflow Study 167628 60 UNIVERSITY OF MINNESOTA Conference Expense Park Maintenance 167629 505 UNLIMITED SUPPLIES INC Equipment Parts Fleet Services 167630 60 VERIZON WIRELESS Wireless Subscription Information Technology 167631 279 VINOCOPIA Liquor Den Road Liquor Store 167632 600 VOGEL'S EXOTIC ANIMALS SHOWS Other Contracted Services Sunbonnet Days 167633 1,244 WATER SPECIALTY OF MN INC Chemicals Pool Maintenance 167634 640 WATSON CO INC,THE Merchandise for Resale Concessions 167635 299 WESTSIDE EQUIPMENT Equipment Repair&Maint Fleet Services 167636 149 WICHTERMAN'S LTD Equipment Repair&Maint Fleet Services 167637 1,866 WINE COMPANY,THE Wine Imported Prairie Village Liquor Store 167638 2,305 WINE MERCHANTS INC Wine Imported Den Road Liquor Store 167639 1,355 WORK CONNECTION,THE Other Contracted Services Park Maintenance 167640 20 YAHOO! Other Contracted Services Police 167641 125 ZIEGLER INC Other Rentals International Festival 167642 835 BACHMAN PRINTING General 494 Corridor Commission 167643 62 COMCAST General 494 Corridor Commission 167644 122 COOK,BEN General 494 Corridor Commission 167645 2,919 EXPRESS PERSONNEL SERVICES General 494 Corridor Commission 167646 557 INDEPENDENT SCHOOL DISTRICT NO General 494 Corridor Commission 167647 473 INTERACTIVE STRATEGIES GROUP General 494 Corridor Commission 167648 20 INTERNET EXPOSURE INC General 494 Corridor Commission 167649 250 LEAGUE MN CITIES INS TRUST General 494 Corridor Commission 167650 461 MADISON,MELISSA General 494 Corridor Commission 167651 85 MEREDITH KATE General 494 Corridor Commission 167652 2,500 MESSERLI&KRAMER General 494 Corridor Commission 167653 11,958 MINNEAPOLIS DOWNTOWN COUNCIL General 494 Corridor Commission 167654 15 MINNEAPOLIS REGIONAL CHAMBER 0 General 494 Corridor Commission 167655 386 TWINWEST General 494 Corridor Commission 167656 136 VERIZON WIRELESS General 494 Corridor Commission 167657 1,089 WELLS FARGO BANK General 494 Corridor Commission 167658 64 BERTELSON OFFICE PLUS Office Supplies Utility Operations-General 167659 457 GE CAPITAL Other Rentals General 167660 1,182 LETSCH,DON Deposits Escrow 167661 60 MAGC Dues&Subscriptions Communication Services 167662 95 MCPA Tuition Reimbursement/School Police 167663 217 MILLARD,CHRIS Tuition Reimbursement/School Police 167664 260 QWEST Telephone Water Distribution 167665 20 SOUTHWEST METRO IAAP Conference Expense Community Development Admin. 167666 7,935 ST CROIX ENVIRONMENTAL INC Process Control Services Water Treatment Plant 167667 224 TKDA Other Contracted Services Water System Maintenance 167668 45 UPS Postage Fire 167669 246 VWR INTERNATIONAL INC Laboratory Chemicals Water Treatment Plant 167670 9,425 DAVE'S TREE SERVICE AND LANDSC Improvement Contracts Improvement Projects 1996 2,351,557 Grand Total CITY COUNCIL AGENDA DATE: SECTION: Reports of Council Members September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.A.1. Jon Duckstad, Council Resolution directing the City Manager to Member prepare alternative budgets for 2008-2009 Action Requested Move to: Adopt a resolution that: • Directs the City Manager to prepare an alternative total proposed budget for 2008 not to exceed$40,261,313; and • Directs the City Manager to prepare an alternative total proposed budget for 2009 not to exceed$41,261,333 • Synopsis The City Manager prepared proposed 2008-2009 total budget plans (version number one)which were presented to the Eden Prairie Budget Advisory Commission in June and July, 2007. The City Manager made some changes to the first proposed 2008-2009 total budget plan in July of 2007, referred to as version number two. Council member Duckstad is submitting a resolution calling for alternative proposed 2008-2009 total budget plans for consideration if adopted. The alternative proposed 2008-2009 budget plans would establish spending caps for Council consideration as follows: Year Total Proposed Budget 2008 $40,261,313 2009 $41,261,333 These spending caps permit the proposed 2008-2009 total budget plans to increase in total spending but otherwise slow the rate of growth in annual spending. The City department heads are better equipped to make proposed budget reductions or cuts than members of the City Council. A proposed (version number three) 2008-2009 total budget plan would help the City Council in evaluating an appropriate level of spending. Attachments Resolution CITY OF EDEN PRAIRIE HENNEPIN COUNTY,MINNESOTA RESOLUTION NO. 2007- A RESOLUTION DIRECTING THE CITY MANAGER TO PREPARE ALTERNATIVE PROPOSED TOTAL BUDGETS FOR THE 2008-2009 BUDGET CYCLE WHEREAS,the City Manager prepared proposed 2008-2009 budgets that were presented to the newly formed Budget Advisory Commission in June and July, 2007; and WHEREAS,the Budget Advisory Commission presented a Budget Advisory Commission Report to the City Council at a scheduled work shop meeting on September 4, 2007, in the Eden Prairie City Hall; and WHEREAS, the Budget Advisory Commission Report contained 20 recommendations relating to various portions of the City Manager's 2008-2009 budget presentation; and WHEREAS, Council member Jon Duckstad at a preliminary budget workshop in May of 2007 requested that a 2008 budget plan be prepared by the City Manager with no spending increases over and above the current 2007 total budget in the sum of$39,261,313; and WHEREAS, an alternative proposed 2008-2009 total budget plan would permit the City department heads to make sensitive reductions in his/her respective department in the event the City Council determined less spending is appropriate when establishing a final budget plan. NOW, THEREFORE, BE IT RESOLVED,that the City Council: 1. Directs the City Manager to prepare an alternative total proposed budget for 2008 not to exceed the sum of$40,261,313; and 2. Directs the City Manager to prepare an alternative total proposed budget for 2009 not to exceed the sum of$41,261,333. ADOPTED by the City Council on September 18, 2007. Phil Young, Mayor ATTEST: Kathleen Porta, City Clerk CITY COUNCIL AGENDA DATE: SECTION: Reports of the City Manager September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.B.2. Scott H. Neal, City Manager Change date of the City Council meeting from Tuesday, December 4, to Monday, December 3, 2007 Action Requested Move to: Change the date of the City Council meeting originally scheduled for Tuesday, December 4, 2007, to Monday, December 3, 2007, at 7:00 pm. Synopsis I raised this question at the September 4 Council Meeting. The City's statutory date for its 2007 Truth-In-Taxation hearing is Monday, December 3, 3007. There seemed to be a consensus on the Council to set the time for the Truth-In-Taxation hearing for 7:00 pm. Adopting this motion will move the Council's regularly scheduled December 4 meeting to December 3. The Council meeting would immediately follow the Truth-In-Taxation(TNT) hearing. I would schedule a Council Workshop and Open Podium immediately prior to the TNT hearing,pursuant to our customary schedule. CITY COUNCIL AGENDA DATE: SECTION: Reports of the City Manager September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.B.3. Scott H. Neal, City Manager Budget Advisory Commission Final Report and Recommendations Action Requested Move to: Accept the Final Report and Recommendations (dated August 9, 2007) of the Budget Advisory Commission and direct staff to implement the City Manager's recommendation to items 1-20, with the exception of item#4, which the Council directs staff to defer at this time. Synopsis The City Council appointed the Budget Advisory Commission on March 20, 2007, with the following charter: "The responsibilities of the commission shall include the following: 1. Learn about the overall policy direction for the budget as communicated by the City Council to the City Manager. 2. Interact with City Manager and City staff to learn about the City's statutory and discretionary budgetary procedures and practices. 3. Review budget drafts, documents and other related budget information related to the City budget. 4. Attend City Council workshops, meetings,forums and other events related to the City budget. 5. Review and comment to the City Council on intermittent budget proposals prepared by the City staff. 6. Propose budgetary and operational reforms with a goal aiding the City Council in making fiscally sound budget decisions. 7. Meet as frequently as necessary to accomplish their mission." The Commission held its kick-off meeting on April 30. They met jointly with the City Council on May 1 to hear the Council's preliminary goals for the 2008-2009 budget. The BAC held orientation meetings on May 4, June 13 and 14 in which they learned about city government and public sector budgeting. The BAC received budget presentations from City staff on June 26 & 28 and July 10 & 12. The BAC established two subcommittees: Employee Wages & Benefits and Capital Improvements. These two subcommittees held separate meetings with City staff and reported their findings to the full Commission on July 31. The Commission held its final meeting and approved its final report and recommendations on August 9. In total, the BAC spent a minimum of 50 hours in open public meetings and at least that many hours in private preparation and in non-public meetings with City staff from April to August. The City Council received the BAC's Final Report& Recommendations and a brief staff presentation about the report at the August 21 Council Workshop. The Council held additional dialog about the report with the BAC at the September 4 Council Workshop. The Council Budget Advisory Commission Report&Recommendations September 18, 2007 Page 2 discussed the BAC's recommendation regarding the Senior Center at the September 4 Council meeting and unanimously adopted a motion directing staff to defer all action on the BAC's recommendation(recommendation#4) at this time. If adopted by the Council, the proposed motion will cause two actions. First, the adoption of the motion is a formal sign to the BAC that the Council has reviewed their report and accepts its findings. Second, the motion directs City staff to implement the City Manager's recommended course of action wherever it differs with the recommendation of the BAC's recommendation, which occurs in recommendations#2, #9A, #10 and#16. Attachments Budget Advisory Commission Report TO: Eden Prairie City Council CC: Scott Neal, Sue Kotchevar FROM: Budget Advisory Commission DATE: August 9, 2007 ADOPTED RECOMMENDATIONS OF THE BUDGET ADVISORY COMMISSION RELATIVE TO THE 2008-2009 EDEN PRAIRIE BUDGET This report is authorized by the commission charter to "Review and comment on intermittent budget proposals prepared by the city staff; and propose budgetary and operational reforms with a goal aiding the City Council in making fiscally sound budget decisions." The process, resulting in this report, included several hours of orientation. In addition, each department, manager, and staff presented details of VERSION 1 of the 2008-2009 budgets and answered questions from commission members. Everyone's time and effort is much appreciated. The meetings were planned by Scott Neal and Sue Kotchevar, who were at always cordial, patient and helpful in explaining the intricacies of the budget process. No one-on-one discussions were held with other staff personnel. We have also reviewed a power point presentation of the salient points of VERSION 2 of the 2008-2009 budgets. We unanimously approve and endorse VERSION 2, subject to the recommendations made in this report. We trust these recommendations will be carefully considered and their acceptance will contribute to the ongoing growth and success of Eden Prairie as a great place to live, work, and dream, consistent with prudent fiscal management. Respectfully submitted, Katherine Kardell, Chair Don Uram, Vice Chair Mark Kantor Richard King Jon Muilenburg Richard Proops Gwen Schultz FEES FOR SERVICE 1. Fees for Utilities and Other Services - Water and sewer charges cover operating expenses, but not depreciation; there is no provision for funding replacement of major equipment. Other fees, such as rentals for meeting rooms and park facilities, and cell tower rental may not reflect market rates. BAC Recommendation: It is recommended that a comprehensive review is made of all fees to achieve cost recovery and provide for scheduled replacements. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation and will move forward with preparation of an analysis and recommendation in 2008. WAGES AND BENEFITS 2. In 2007, wages and benefits are budgeted to total $18,151,649. The 2008 version 2 budget increase is 4.1%: 3.0% base and 1.1% step and performance, amounting to $599,000. The 2009 increase is 3.8%: 3.2% base and .6% step and performance, amounting to $584,000. By the end of 2009 the total cost of the 2 year increases above 2007 would be over $1,780,000, reflecting the 2008 increase in each of the 2 years, and the 2009 increase. (Figures are not adjusted for changes in number of FTE's, the PERA schedule, or benefits not tied to wages.) If the increase in 2009 was 3.4%: the 2 year cost would be reduced by $70,000. An additional significant impact would be the annual effect of the lower base; this is not a one or two year cost reduction. BAC Recommendation: It is recommended that wages be increased, as scheduled in version 2, for 2008, and by 3.4% for 2009; a reduction of$70,000 from the version 2 budget. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Kantor and Kardell voting "aye" and with Proops voting "nay". City manager Response: I ne City Manager concurs, in part, with this recommendation. The proposal of 3% each year for base market increase will Budget Advisory Commission Report August 9, 2007 Page -2 allow us to remain competitive in the Twin Cities market place for comparable municipal employers. However, the recommendation will cause the City to lose ground towards the goal of being "above average" relative to our peers. This is a change in compensation philosophy for the organization. Staff and Council should have additional future discussion about whether this is a temporary or long term change. Staff have prepared additional analysis on the BAC's recommended "all in" 3.4% wage increase for 2009. There was a question during the BAC's discussion of this matter about whether the 3.4% increase would be sufficient to cover a 3.0% market increase + the gross total of all other employee payroll step increases. Since the BAC's final meeting, staff have determined that 3.4% is not sufficient to cover both elements of the proposed 2009 employee wage plan. Therefore, I recommend this percentage increase from the 3.4% recommended by the BAC to 3.6%. Version 2.0 has 3.85% factored into the proposed 2009 budget, so there are sufficient resources in the proposed 2009 budget to fund this recommendation. 3. Personal Time Off (PTO) is an employee benefit program which combines sick leave with vacation time. Eden Prairie already uses the concept through the use of Personal Leave, which includes vacation time. Sick leave has some inherent problems relating to when it can be used. The EP Employee Handbook lists 6 circumstances in which it may be utilized. One of them states "Up to three days of sick leave may be used for critical illness of an immediate family member other than a spouse, parent, or dependent child. Immediate family for this purpose includes brother, sister, spouse's parent, grandparents, spouses grandparents...etc". The concept of PTO is that an individual is allocated a certain amount of time for personal business, sickness, vacation, or days off, to be used at their discretion with few rules, few restrictions, and no decision about "how sick is sick." Another problem with sick leave is unused time. An analysis of converting to PTO with a self funded Short-term Disability (STD) may provide cost saving and reduce the number of sick days used. The first 90 days could be covered by at-risk self insurance vs. fixed and accrued sick days. BAC Recommendation: It is recommended that an analysis be made during 2008 of converting to a PTO policy for implementation in 2009. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". Budget Advisory Commission Report August 9, 2007 Page -3 City Manager Response: The City Manager concurs with this recommendation. I will direct our Human Resources Division to prepare the analysis in 2008. I believe the PTO concept can add value to our organization's ability to attract and retain staff. However, adding a PTO plan with the primary objective of eliminating severance payments poses several significant challenges. Severance programs are a common benefit in local government. Any change in policy that eliminates the severance benefit, whether it applies to all employees or only new employees, will set us apart from our peers in a manner that may disadvantage us when it comes to employee recruitment and retention. PARKS AND RECREATION 4. Combining the Community Centers - The Community Center currently under expansion, will be primarily oriented towards athletics. It will provide for fitness training as well as hockey and swimming practice and events. Residents utilizing the facilities will be predominately participants or spectators in these activities. There are five flexible-use rooms designated as "multi-purpose", as well as a 7,400 square foot gym and 6,725 square feet of unfinished floor space. Present planning is to have these rooms available for rent for special activities, such as birthday parties and corporate meetings. These activities will increase awareness of the Community Center and create memberships as well as income. In addition, some community activities will be designated for this location. The expanded Community Center operating cost is budgeted to increase $890,000 in 2008. There is a second community center, designated as the Senior Center. While it is host to numerous senior activities, it also functions as a community center for activities for residents of various ages. Utilization of the rooms in the Senior Center is highly variable; at times there is little activity, other times there are several events in progress simultaneously. The need to open, close, and staff the building is constant. The Senior center facility cost about $100,000 per year to operate for maintenance, utilities, insurance, etc. Staff time is required for travel between the City Center and Community Center. Major repairs have been identified and estimated to cost $95,000, for furnace and bathrooms. BAC Recommendation: It is recommended that the Senior Center be closed and the programs currently offered there be transferred to the Community Center, subject to the completion of a feasibility study by the end of October 2007. Budget Advisory Commission Report August 9, 2007 Page -4 BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with the recommendation that an examination of the option of consolidating the Senior Center into the Community Center be studied. The time frame included in the recommendation will only allow for an internal staff review of this proposal. 5. Community Center Budget - All costs of completing, maintaining, and operating the Community Center over the next 4 years should be consolidated in a single budget to inform the City Council and residents of the total financial outlook. Revenue should be projected at several levels, since there is no historical basis for projections. (The current revenue projections appear too optimistic.) An analysis of the market should be made to identify needs and to refocus on programs which are not offered by the private sector, or where there is insufficient capacity. Funding sources for costs that exceed revenue should be identified, as well as an analysis of the possibility for a break-even operation. BAC Recommendation: It is recommended that all costs of completing, maintaining, and operating the Community Center over the next 4 years should be consolidated in a single budget. We recommend that staff provide and establish a time frame for the Community Center to become self sufficient or establish cost recovery levels for Council approval. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation and will work with the Director of Parks and Recreation and the Parks, Recreation and Natural Resources Commission to prepare a more detailed plan for the Council to consider in 2008. 6. The Parks and Trails are wonderful contributors to Eden Prairie's quality of life. It is, however, time to determine when the development will be complete and major projects will end. Since 2000, the trail system has expanded by 55% by the addition of 39 miles of trails; 7 new parks have been added, bringing the total to 43; acreage has increased 25%, and now totals 2,500. This growth requires acquisitions, planning, development, and ongoing maintenance. The proposed CIP expenditure for Parks and Recreation in 2008 is $4,685,000. BAC Recommendation: It is recommended that a review be made of the master plans for trails and parks and the cost of the remaining growth be reviewed and published. Budget Advisory Commission Report August 9, 2007 Page -5 BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops and Kardell voting "aye" with Kantor voting "nay". City Manager Response: The City Manager concurs with this recommendation and will direct the Director of Parks and Recreation to prepare the recommended analysis in 2008. 7. The Recreations Program offered is very extensive. Some of the programs are not fully utilized, and others serve only a very few residents. Based on a quick analysis, the programs appear to cost the city $850,000 per year, not including operation of the Community Center or the ice rinks. BAC Recommendation: It is recommended that Staff provide a plan for the recreation programs to become self-sufficient or establish cost recovery levels for Council approval. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: I he City Manager concurs with this recommendation and will direct the Director of Parks and Recreation and the Parks, Recreation and Natural Resources Commission to prepare a more detailed plan for the City Council to consider in 2008. COMMUNITY DEVELOPMENT 8. The Housing and Community Services provided by Eden Prairie may duplicate services available from other county, state, or federal governmental agencies. In addition, ethnic based service organizations have been established, where, in many cases, none previously existed. BAC Recommendation: It is recommended that the management of The Community Development Department review the services provided with an emphasis on those which duplicate those available from other organizations or are deemed nonessential. This will modify the Version 2 recommendation. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation, although I do not know what the "ethnic based service organizations" are that are Budget Advisory Commission Report August 9, 2007 Page - 6 referenced in this recommendation. I have directed the Community Development Director to prepare the recommended analysis for use during the 2008-2009 budget consideration process by the City Council. 9. The objective of Heritage Preservation has been very successfully accomplished by acquiring and restoring several sites. The sites provide working, useable facilities and at the same time present an opportunity for current and future generations to learn about earlier life in Eden Prairie. BAC Recommendation A: It is recommended that no further sites be acquired at this time. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops and Kardell voting "aye" and Kantor voting "nay." City Manager Response: The City Manager does not concur with this recommendation. I know of no proposed historic sites under consideration for purchase by the City Council. However, I believe the City should always be receptive to new information and proposals. The Council will, of course, always have the final discretion on future purchases of real property and will always maintain the option to decline a proposed purchase of a future historic property, even if recommended by staff, commission or the general public. BAC Recommendation B: It is further recommended that a review of the ownership of historical properties be conducted to determine if title could be transferred to a unique business or a historical society. Since these have a historical designation, they would continue to be protected. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation and has directed staff to prepare an analysis. 10. Major Center Area Streetscape Way Finding is in the Capital Improvement Plan with a cost of$1,750,000 for each of the next 4 years. No funding source has been designated. Discussions are being held with the Eden Prairie Chamber of Commerce for funding. BAC Recommendation: It is recommended that the costs of these improvements be born primarily by the developers/businesses that benefit, with the City's share limited to an amount not to exceed $400,000 or 10% of total project costs, whichever is less. Budget Advisory Commission Report August 9, 2007 Page- 7 BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager does not concur with the specific City investment/cost share limits as outlined in this recommendation. I believe this recommendation may be too restrictive to address specific development situations in the future. I do, however, concur with the general principle that development costs should be the primary responsibility of those property owners who will benefit from the general improvement of the MCA area. POLICE 11. The Police Department is currently undergoing an internal review of the organization. One of the unfilled positions is that of Captain, which may not be required. BAC Recommendation: It is recommended that consulting assistance be offered to the Police Chief to assist in the organization planning. This may provide the opportunity to determine if the position of Captain can be eliminated or deferred. If accepted, this could result in additional expenses to Version 2. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. I have extended the offer of assistance to the Police Chief. The Chief has respectfully declined the assistance at this time. I have confidence in the Chief's judgment on this matter. COMMUNICATIONS 12. The Life in the Prairie newsletter is the most widely used media for communicating with residents, based on a survey. Plans are under way to double its size from a single folded sheet. There is duplication in distribution; it is included with the Eden Prairie News and mailed. Eliminating this duplication could offset the cost of increasing the size. BAC Recommendation: It is recommended that LIFE IN THE PRAIRIE be the primary media for communicating news and information to City residents and that streaming video and major redesign of the website should not be pursued. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". Budget Advisory Commission Report August 9, 2007 Page -8 City Manager Response: The City Manager concurs with the recommendation and has begun its implementation. TECHNOLOGY 13. An Optical Fiber Connection to remote sites and LOGIS would replace wireless communication and significantly speed transmission of data. The cost for the installation is $100,000. The existing or potential applications include permits and inspections, property data/special assessments, and utility billing. BAC Recommendation: It is recommended that this project be deferred until the Community Technology Task Force has reported, and a study has been made of alternatives to LOGIS. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. The City will reserve funds for this proposal, but will not go forward with any improvement to the City's LOGIS connection until a direction for the future is derived from the two initiatives referenced in this recommendation. 14. Mobile Computing and Telephony Strategy - Various policies are in effect to reimburse employees for all or part of the costs of wireless phone cards, mobile phone monthly charges, wireless connections, etc. These costs will increase as usage grows. A single provider may be able to provide a wide range of uniform service at an advantageous cost. BAC Recommendation: It is recommended that an analysis be made of the overall mobile computing and telephony requirements of the staff and a single provider be selected, if feasible. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with the recommendation and will prepare an analysis and implement a solution in 2008. 15. The e-billing Project offers potential cost savings in the processing of billing and receipts. Residents will have the option to utilize the system to simplify their bookkeeping. The system should provide capacity for all city functions which can benefit. If expanded use of credit cards occurs, the impact of the issuer's service Budget Advisory Commission Report August 9, 2007 Page -9 fee should be evaluated. Most utility companies do not accept credit cards due to the lost income from the 2-3% service charge. BAC Recommendation: It is recommended that the e-billing project be pursued, and that all city functions be considered for inclusion. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. CAPITAL IMPROVEMENT FUND 16. The Capital Improvement Fund has a balance of about $8,000,000. The sources of the funds are the profit from the liquor operations and part of the tax levy, $1,000,000 in both 2006 and 2007. A second fund of about $2,600,000 is titled Economic Development Fund. This money is the proceeds from the sale of the Mitchell Road and other property. It is segregated for the broad category of "economic development", a category which includes numerous undefined uses. This has a drawback, in that expenditures of the fund for a project do not require the project to compete for priority with other possible uses of the capital. BAC Recommendation: It is recommended that the two funds be combined, and the Tax Levy for the CIP be temporarily eliminated. Funding for capital improvements would continue to come from the CIP, which would be about $10,600,000 after combining the funds. The 2007 Total Tax Levy is $29,917,000. The 2008 version 2 Total Tax Levy increases by 5%, $1,496,000. By eliminating the $1,000,000 CIP levy, the increase would be approximately $496,000, less than a 2% increase in the Total Tax Levy. BAC Action: The motion was approved on a roll call vote with Muilenburg, King and Proops voting "aye" with Kantor and Kardell voting "nay". City Manager Response: The City Manager does not concur with this recommendation. A decrease in the capital levy could lead to a decrease in financial flexibility in the future. Implementation of this recommendation could also be one factor that would drive a future bond rating change. Staff concerns include the following: • What balance will the capital funds be allowed to be depleted? • Will the City have the political will to add the levy back in the future? • Will the City lose its ability to react to the capital needs of the community? Budget Advisory Commission Report August 9, 2007 Page - 10 These are serious concerns. Having a strong pay-as-you-go financing strategy is a sound financing policy. The program lowers debt service costs; provides the City with financial flexibility; and stabilizes tax impacts for citizens. I also believe it is important to maintain a separate Economic Development Fund. An Economic Development Fund provides the City with flexibility to incent new development in the community. Many times these opportunities present themselves on time lines that do not sync well with more conventional public financing tools. Flexibility and the ability to act quickly are important economic development attributes the City gains by having an Economic Development Fund. 17. Capital Improvement Plan (CIP) Format BAC Recommendation: It is recommended that the CIP budget be modified: a. All CIP projects should require justification to include a Return on Investment (ROI) calculation. b. The CIP summary format should clearly indicate the City's share of the total budgeted for projects. c. The practice of requesting projects for "placeholder" position should be eliminated. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs, in large part, with this recommendation. However, not all public projects have a definable return on investment (ROI) calculation. Staff also believes the current practice of placeholder positions in the CIP should be modified, but not completely eliminated. 18. CIP Project Comments #08229-$125,000 for signage and exterior monument the amount seems excessive and the essentiality of this expenditure is questionable. #08201 and 10201-$502,000 and $75,000 to replace the main roof on the City Center. The anticipated life of this replacement is 10 years; the useful life is stated as 20 years. We recommend an evaluation of longer term solutions. #08600 and 08601-$450,000 each for pumper truck replacement. The useful life of the equipment is stated as 20 years and the policy for replacement is 20 years. The CIP requests funding at 18 years, 10% early. Recommend extending the life of the trucks, not decreasing it. Budget Advisory Commission Report August 9, 2007 Page - 11 #15102-$1,950,000 for Cedar Hills Park Development. The lease on this property will be for 30 years. The time limit on the lease the investment may not be justified. #05081-$1,360,000. Unspent annual allocations are carried forward to fund larger projects. Recommend denial of funding for this project until accurate total requirements are available. #08294, 08295, 08299-Carpet cleaner, floor scrubbers, ice resurfacer. Can existing equipment be utilized, rather than duplicating equipment? BAC Recommendation: It is recommended that these projects comply with the CIP format recommendations in item number 17. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. I will provide more information to Council Members on each of the noted items during the Council's deliberation for the proposed 2008-2012 Capital Improvements Plan. ENERGY CONSERVATION 19. 20-40-15 - Investing in energy conservation is good practice if implemented in a thoughtful way. Replacing functioning equipment and fixtures with marginally more efficient models may not make economic sense as the Return on Investment (ROI) may exceed the useful life of the equipment. Since the goal of this initiative is to be environmentally responsible, we must also consider the energy cost of the material acquisition, the manufacturing, and disposal; will the materials be recycled and at what cost and energy input; are there consumables in storage that require disposal. BAC Recommendation: It is recommended that all activities under this initiative be evaluated for Return on Investment and true energy savings reflecting not just what is realized by the City, but also the impact of manufacturing, acquisition and disposal. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. Budget Advisory Commission Report August 9, 2007 Page- 12 TRANSPORTATION 20. Traffic Lights BAC Recommendation: It is recommended to commission a study to determine feasibility and impact of reprogramming traffic lights within the city to alleviate traffic congestion. It may add costs to Version 2. BAC Action: The motion was approved on a roll call vote with Muilenburg, King, Proops, Kantor and Kardell voting "aye". City Manager Response: The City Manager concurs with this recommendation. Budget Advisory Commission Report August 9, 2007 Page - 13 CITY COUNCIL AGENDA DATE: SECTION: Reports of the City Manager September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.B.4. Scott H. Neal, City Manager Revised Workshop Schedule Synopsis I have rearranged the remaining Council Workshops for 2007. The new schedule is attached. This item is informational only. There is no action required by the Council for this item. Attachments Revised Workshop Schedule Workshop Schedule - 2007 (updated 09.13.07) Date Topic January 2 No Workshop January 16 MLC Legislative Agenda(Tom Poul) February 6 Camp Eden Wood/Friendship Ventures February 20 Flying Cloud Airport Commission March 6 Guide Plan Update w/Planning Comm. March 20 Community Center Bids April 10 Town Meeting (Hennepin Tech.) April 17 Affordable Housing May 1 2008-2009 Budget May 15 City Manager Performance Review June 5 Cemetery Task Force June 19 Housing&Community Services Update July 3 - Cancelled No meeting due to holiday July 17 Exterior Maintenance Code and Rental Housing Inspection Program August 7 National Night Out (Council meeting will be held from 5:00-6:00 so Councilmembers can visit NNO block parties later) August 21 2008-2009 Budget September 4 Budget Advisory Commission/Council Budget Discussion September 18 Joint meeting with School Board October 2 Sidewalk Snow Removal October 16 Budget November 13 Community Technology Task Force Report November 27 Town Hall Meeting(off site -location TBD) December 3 or 4 Joint meeting with Chamber of Commerce Board December 18 Joint Meeting with Planning Commission CITY COUNCIL AGENDA DATE: SECTION: Report of the Parks and Recreation Director September 18, 2007 DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.D.1. Jay Lotthammer, Director Veterans Memorial Update Parks and Recreation Parks and Recreation staff along with consultants from SRF Consulting have been working closely with the Veterans Memorial Committee to finalize construction documents and prepare cost estimates for the phase I portion of the project. The Veterans Memorial Committee has continued to actively raise funds and is at a point where staff is able to initiate the first phase of the project. Phase I includes a small patio that will be constructed of pavers and serve as the platform for the three flag poles. The Veterans Memorial Committee feels that a phased approach will demonstrate a commitment to the overall project and will lead to additional publicity and fundraising opportunities. The intent is to have this phase of the construction completed in time for a ceremony on Veterans' Day to commemorate the holiday and recognize the initiation of the project. John Mallo from the Veterans Memorial Committee will brief the Council on their recent activities and future plans. Attachments Veterans Memorial Design Graphic Phase I Cost Estimate /.....' . rf 1 7 \ ) ^�. A 0 i' . . . \ . / ( „. #4. 0 ) ,, „ ,... / ,.. .. ..- ee-Ns 1 , I .... 7 . 11rpa:n• ' aif-----_, \\S,, \ � •f---r ri r060 .) dill ertfoir 0 i AllV 4' Alk. \ ►r iY,+ • kI.& �A . 1 AT) 1 ,.. ...., WI" 0 i , -4141"ar: Viii.0 Or 44 _.._. tre_., n:., •i ,A.Ilip i'''iy-- i ii. 4 1- . IjW ( 0 it. -. , • • .\ = ertit.ppkizit, .., i .. ___1 . . \views miiimotatit\L _ __,..._________I __..________ ____=._____ ____. ___.______. . _ _. ____ _. .__.:,_•! i ' x t.nL#7 Eden Prairie Veterans Memorial SRF Consulting Group, Inc. Phase I Cost Estimate Project No.0026187 Eden Prairie, MN 8/31/2007 UNIT LEGENDS: LS=Lump Sum, SF=Square Feet, SY=Square Yards, EA=Each, LF=Lineal Foot, FF=Face Feet, CY=Cubic Yards EDEN PRAIRIE VETERANS MEMORIAL PHASE I - ESTIMATE Estimated Unit Price Total No. Item Description Qty. _Unit_ (in Dollars) Ain Dollars) 1 Provide all necessary construction surveying and staking 1 LS $1,000.00 $1,000.00 to meet layout and grading requirements for all facets of work-complete 2 Mobilization 1 LS $1,500.00 $1,500.00 3 *On-site earthwork as required to achieve plan grades 1 LS $1,000.00 $1,000.00 and an on-site balance-complete, including 1)stripping, stockpiling, respreading and fine grading; 2)common excavation of subsoil materials to subgrade elevations identified at pathway areas; 3)grade maintenance as necessary for duration of construction period;4) use of erosion control measures as required to prevent migration of soils to down-slope locations (includes silt fencing, as necessary, under this item) 4 Furnish and install conrete unit pavers including 12" 135 SF $12.00 $1,620.00 MnDot 3149 Select Granular Borrow subbase, 10" Mn/DOT 3138 Class 5A aggregate (100% crushed limestone) base, and 1"select granular setting bed - complete 5 Furnish and install Terra Pavers including 12" MnDot 320 SF $30.00 $9,600.00 3149 Select Granular Borrow subbase, 10" Mn/DOT 3138 Class 5A aggregate(100% crushed limestone)base, and 1"select granular setting bed-complete 6 Furnish and install 6" plastic edger including 15"steel 100 LF $7.00 $700.00 stakes 18"O.C. -complete 7 Furnish and install 30' high flag pole as shown on the 1 EA $3,300.00 $3,300.00 plans and details including 5'x 8'American Flag - complete. 8 Furnish and install 25' high flag pole as shown on the 2 EA $3,000.00 $6,000.00 plans and details including 4'x 6'flag as shown on the plans, details, and specifications-complete. 9 Furnish and place sod along all proposed pavement- 25 SY $5.00 $125.00 complete 10 Furnish and install electrical service to flag poles including conduit, circuitry, and all required 1 LS $2,000.00 $2,000.00 appurtenances -complete Furnish and install light fixtures for flag poles as shown 11 on the plans, details, and specifications -complete 3 EA $1,400.00 $4,200.00 Subtotal $31,045.00 10% Contingency $3,104.50 Total Estimated Construction Costs: $34,149.50