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HomeMy WebLinkAboutCity Council - 11/14/1989 EDEN PRAIRIE CITY COUNCIL APPROVED MINUTES TUESDAY, NOVEMBER 14 , 1989 7 : 30 PM CITY HALL COUNCIL CHAMBERS 7600 Executive Drive COUNCIL MEMBERS: Mayor Gary Peterson, Richard Anderson, Jean Harris, Patricia Pidcock, and Douglas Tenpas CITY COUNCIL STAFF: City Manager Carl J. Jullie, Assistant to the City Manager Craig Dawson, City Attorney Roger Pauly, Director of Planning Chris Enger, Director of Parks, Recreation & Natural Resources Robert Lambert, Director of Public Works Eugene A. Dietz, and Recording Secretary Deb Edlund PLEDGE OF ALLEGIANCE ROLL CALL: All members present. I. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS MOTION• Pidcock moved, seconded by Tenpas to approve the Agenda as published and amended. ADDITIONS• ADD Item IV.A, Format of the November 16 Special Meeting. ADD Item V, Resolution for Property Tax Levy. Motion carried unanimously. II . CONSENT CALENDAR MOTION• Harris moved, seconded by Pidcock to approve Items A through B on the Consent Calendar. Motion carried unanimously. 4 III . DISCUSSION OF BUDCEJ Tenpas asked what size room was necessary for the computer system and if a special room was actually needed. Frane replied that the LOGIS software depended on a Hewlett Packard computer system which required a special environment. Tenpas then asked if it would be prudent to investigate the use of alternative software_ Frane replied that other cities which had tried to use other software had all eventually returned for the LOGIS software. Tenpas asked what systems were used by City Council Minutes 2 November 14, 1989 Edina and Bloomington. Frane replied that Edina used LOGIS, but Bloomington and Plymouth used their own software. Peterson asked what the cost would be to hire an outside consultant to assess the City's needs . Frane replied the cost• would be approximately $2, 000 to $3 , 000 for a recommendation on hardware ; however, Frane did not recommend a change in software . Peterson noted that this question seemed to come up annually. Anderson asked what the national trends were regarding computer systems for city governments. Frane replied that LOGIS was a leader in the field. Frane added that Eden Prairie shared the expense of the software with 25 other communities. PAGE 39 Tenpas asked for an estimate on the total legal expense for the BFI controversy. Jullie replied that the costs would be over $300 , 000 for the year. Tenpas recommended that the legal fees for the case be included in the budget if possible. Peterson stated that a decision would be made on this issue on December 5, 1989 and recommended that this discussion be continued to the December 19, 1989 special meeting. Pidcock added that she would like to know what the estimated negotiations costs for the BFI settlement would be. Tenpas noted that approximately $125, 000 of the legal costs would be spent on general issues and asked what the additional $50 , 000 of the $175, 000 would be used for. Jullie replied that the $50, 000 was an estimated cost to cover special cases. PAGE 40 Jullie reported that the Public Information Program had not been implemented and an investment in the camera, cablecasting equipment , and communications co-ordinator had not been made at this time. Staff had tried to conserve expenditures and believed that this issue might warrant further discussion at this time on the restructuring of this position to shifting responsibility to current employees. Peterson recommended that the discussion regarding personnel be separated from equipment. Jullie concurred. Anderson believed that this item should be discussed further to see if the City was still committed to this project . Anderson believed that at this time there were more pressing issues which needed attention first. Peterson stated that he was not eager to add additional Staff , at this time. He believed that present employees should be City Council Minutes 3 November 14 , 1989 allowed to set aside time to handle public information services. Tenpas believed that it would be beneficial to cablecast the City Council meetings to help keep the residents informed; however, he concurred that the money was needed in other areas . Harris preferred to redistribute the expenses for several of the program requests to other higher priority items. Pidcock asked if Rogers Cable Company could help out in this area. Jullie replied that the equipment was available for special events only. Pidcock asked if the equipment could be reserved for one meeting a month. Jullie believed that Rogers Cable would be reluctant; however, this could be looked into. F Anderson stated that Eden Prairie did not have the communication facilities that the neighboring communities had available. PAGE 41 N Jullie reported that workman compensation had been a problem F and resulted in the request for an increase in the budget. 2 Jullie added that a new safety program was being implemented and better research into accidents and how they could be prevented was underway. Peterson asked why Item 4310 , Back to Work-Unemployment Costs, had been added. Human Resources and Services Director Natalie Swaggert replied that last year this expense was listed under a different category. Pidcock asked where the funding was provided for severance pay. Jullie replied that if an employee left in good standing, severance pay benefits came from a portion of unused sick leave and vacation accrual . Pidcock asked if this was not covered under the salary budget . Jullie replied that severance was separate from salary. Harris added that this was over and above the salary. Anderson asked if it was a common practice to pay for unused sick leave. Jullie replied yes, it was an encouragement for employees to save the sick leave time and not abuse it. Swaggert added that up to 800 hours could be accumulated. This was a common practice among cities . She noted that the Eden Prairie plan was very conservative . PAGE 43 r Jullie reported that the reserve fund held the funding for Staff salary adjustments and an amount of $100,000 for City Council Minutes 4 November 14 , 1989 contingencies . This is separate from the General Fund Surplus which was $1 , 700 , 000 at the end of 1988 . CERTIFICATES Peterson asked if there was a regular rotation for the replacement of vehicles. Police Chief Wail replied that the rotation of a vehicle took place somewhere between 50 ,000 and 70, 000 miles. He added that the public works department kept the police department informed when a vehicle started to have high repair charges. Anderson asked how long it would take to accumulate 50, 000 miles on a police car. Wall replied approximately 1 year. Harris asked how many cars were in the current police fleet. Wall replied 20 cars. Tenpas asked for clarification on "identi-kit" software. Wall replied that this was a software program which speeds up the process of identification of a suspect and lessens the stress on the witness because of the reduced amount of time necessary. Peterson asked for clarification on refurbishing versus new z fire engines. Fire Chief Johnson replied that the two vehicles in question were over 12 years old. These engines differed significantly from the engines used today and had much less power. Johnson added that these engines were not designed for today's drivers. The older vehicles only enclosed the captain and the driver and were not appropriate for northern climate conditions . Johnson stated that an engine which was refurbished would provided possibly another 6 to 10 years of use; a new vehicle would provide 20 years of use with one refurbishing of the pump unit. Peterson asked what the risk factor was to be without one unit. Johnson replied that currently the Fire Department protected approximately 36 miles of property with 3 stations. The City was subject to risk when there were multiple alarms. A 20 minute time span would elapse before help from a neighboring community could arrive. The refurbishing would remove an 4 engine from service entirely. Peterson asked how long it would take to refurbish an engine. Johnson replied anywhere from 4 months to 1 year. Anderson asked if it would be possible to compromise and refurbish one engine and replace the other. Johnson replied that the technology in the fire apparatus had changed significantly over the last few years and, therefore, the resale value was no longer present. Johnson stated that there was an ongoing maintenance program with the public works department and a refurbishing program needed to be based on hours of use on the pump and not on miles on the vehicle. Anderson recommended a 5-to 10-year program for refurbishment City Council Minutes 5 November 14 , 1989 and replacement of the engines. He believed that this would allow the City to better anticipate the expense. Johnson noted that the second engine would not be delivered until late in 1991 or early 1992 . Tenpas believed that because this was a volunteer department, it was important to provide state-of-the-art equipment. Jullie reported that he and Chief Johnson had had further, discussions on the need for a new computer system and there was still a possibility that this item would be added back into the budget before the final discussions were completed. Harris asked what the computer system would be for. Johnson replied that the paperwork was extremely heavy for the Fire Department. The department was required to keep statistics and would be required in March to keep additional information on hazardous waste materials storage and transport. The Eden Prairie Fire Department needed to be able to tie into the State Fire Marshal's office, which would require an IBM computer. Johnson added that the Fire Department was computer-illiterate at this time. Harris then asked how the City would provide this information if a new computer were not purchased. Jullie replied that Staff would have to try to work with equipment that was currently available. Johnson reported that the City's Inspection Department would be responsible to gather the information, but the retrieval of the information would be the responsibility of the Fire Department. Johnson added that it was vital that this information be available instantaneously. Johnson also noted that the fire training was becoming computer oriented. Marty Siegel , a real estate agent with Edina Realty, stated that he was proud to be able to sell Eden Prairie to those interested in moving here. Siegel noted that the building fees did not reach the expected levels. He believed that in order to continue to attract people to the area the City needed an advantage over neighboring communities. Siegel believed that a possible advantage would be to reduce the costs of operating the City and in turn be able to reduce taxes. Siegel questions if it would be possible to contract for services rather than employ permanent Staff. Siegel stated that the City had to realize that it could not assume that growth would always be available and the tax revenues would always increase due to the growth. Jullie reported that he had had conversations with Siegel on different occasions. Jullie noted that the City had tried to keep the tax rates consistent. The tax levies over the last several years had remained stable and the City had been able to provide excellent services to residents. The City had looked into hiring private sector firms for certain positions and had compared costs. The street construction and sewer installation projects were all contracted. Staff only did f City Council Minutes 6 November 14 , 1989 street patching and overlays. Staff had looked into contracting the grass cutting; however, it had been determined that there was enough work to keep the current Staff busy all year. Jullie stated that at the Community Center the capital and operating costs were not met, but this was a facility which the residents said that they wanted and provided for with a bond referendum. Jullie believed that the parks and police services provided in Eden Prairie were second to none in the metro area . Peterson believed that it was important for the Council and the residents to be reassured that the City was operating in a cost-efficient manner. Anderson stated that he would be opposed to removing the part- time jobs to cut the grass, etc. He added that those individuals that work part-time to cut the grass, etc; were the youth of the community. Anderson believed that it was important to weigh the advantages. Lambert reported that Staff had looked at contracting for certain services; however, the only area where it would be of use was the cutting of grass. The grass cutting was mainly done at the mini-parks and the cemeteries . Lambert noted that other communities had found that the contract service did cost less ; however, the contracts were not flexible. The cost for any changes in the contract made them more costly. Lambert added that there was only a 6-month period when more staff was employed and these positions were only part-time. Harris believed that Siegel was suggesting that the City needed to keep looking at costs. Harris believed that the City Council was continually testing the budget. Greg Josefchuk, 15290 Village Woods Drive, stated that he was concerned about deleting of the request for cablecasting. He believed that this was an important service and that the residents needed to be educated and informed about what was happening in Eden Prairie. Josefchuk believed that many residents would prefer to have cablecasting of City Council meetings rather than learning about what was happening through the newspaper. d Josefchuk questioned how many officers were used to enforce the animal leash law. Wall replied that one full-time and two part-time employees were responsible to respond to animal control matters . Josefchuk believed that the budget could be better spent . Tenpas replied that animal control was more involved than just the enforcement of the leash law. Peterson stated that there were a lot of problems with animals other than dogs and believed that a good service was provided. Josefchuk questioned if 3 employees were needed to provide this service . City Council Minutes 7 November 14, 1989 Anderson stated that he had voted for cablecasting in the past , but when there were safety issues such as the fire engines and new police cars which were needed, these issues should come first . Anderson concurred that cablecasting was important to inform the residents, but questioned the percentage of residents which would actually watch. Anderson believed that at this time there were other areas which needed the finances and it was the Council's responsibility to set priorities. Pidcock noted that only 50% of the residents have cable at this time. Josefchuk stated that he appreciated Councilmember Anderson's concerns. He recommended that either Rogers Cable or the schoo:,s be contacted about possible use of equipment to make the cablecasts . Josefchuk believed that this issue warranted further investigation. Peterson believed that this issue should be presented as part of the community survey which was being planned. Siegel stated that he believed that the City Staff made for a very capable organization. Siegel recommended that employees be given an incentive to help make suggestions to save money. Pidcock asked if this type of program was not already in place . Jullie replied that there were employee recognition programs and a suggestion box. Jullie noted that the new Safety Program which was being implemented was the result of suggestions from employees. CITY MANAGER Tenpas requested clarification on the internship program. I Jullie replied that the colleges encouraged the students to work for cities during the summer to get experience in their field. Jullie added that this was not always utilized. Tenpas asked if the interns were actually of assistance to Staff or if this was actually a training period for the students. Swaggert replied that she was a heavy user of interns and had found them to be helpful in doing a lot of work with little time from Staff to educate them. Enger believed that interns had proven to be helpful in his department. ASSESSING Tenpas stated that Bloomington had 5 residential assessors, 3 commercial assessors and I chief assessor. Tenpas noted that Eden Prairie had more assessors presently on Staff than Bloomington . City Assessor Sinell replied that new construction did take longer than a re-evaluation. He added that the average price of a new home in Eden Prairie was City Council Minutes 8 November 14, 1989 approximately $250,000. Tenpas asked if the purchase price of the home was being used for valuation. Sinell replied that an assessment was done from scratch. He added that new homes had a tendency to be built on a cost-plus basis. Tenpas asked what the impact would be if the Staff was reduced by one full-time person and utilized part-time help when needed . Sinell replied that the Assessing Department had not used part-time help for a long time because he had found that part-time employees did not have as much commitment as full- time staff. Sinell noted that approximately 25 percent or more of the valuations were for new construction. He added that additions also had to be assessed and remained consistent with last year' s requirements. Tenpas asked what Bloomington was doing differently. Sinell said that Eden Prairie had many executive homes, which where in a higher tax bracket, that were time-consuming to assess. He noted that few homes in Eden Prairie were valued at under $150 , 000 . Sinell added that Eden Prairie had more questions and more appeals from homeowners because of the higher-priced homes. Sinell noted that apartment appraisals averaged approximately 10 hours each. Sinell stated that he directed his assessors to maintain a set volume of assessments but to also be concerned with the quality and accuracy of the assessment . l BUILDING INSPECTIONS Pidcock asked for clarification on why 6 inspectors were necessary. Director Kevin Schmieg replied that the inspectors' responsibilities were broken down into plumbing, mechanical , building, and commercial inspectors . The City was divided into a northern section and a southern portion for the plumbing and building inspections. Anderson believe that because the number of building permits had decreased the number of inspections should also have decreased . Anderson asked if as many inspectors were necessary due do this decrease. Schmieg replied that 6 inspectors were necessary. He added that the City covered an area of 36 square miles and inspections were scheduled every half hour. Twelve inspections were scheduled per day; this only allowed for 11 minutes of travel time and 19 minutes per inspection. Anderson then asked if there would ever be a point where the number of inspections would drop enough to allow for the reduction of an inspector. Schmieg replied that the trend in other cities was that building inspectors were replaced by housing inspectors as housing stock get older. Schmieg stated that Staff wanted to establish a housing code and personnel would be retrained . Schmieg added that building, inspectors would also be cross-trained to do fire inspections i during the slower winter season. City Council Minutes 9 November 14 , 1989 d; Peterson asked if the City was mandated to perform deck inspections . Schmieg replied that the deck inspections were not mandated but were due the increase in injuries related to decks , mainly on decks constructed prior to 1984 when untreated wood was used. Peterson then asked if the inspections would be done randomly. Schmieg replied that Staff would first inform residents of the concern regarding possible injuries from the decks. He noted that these inspections were lengthy because of all the questions asked by the residents. Schmieg stated that this was a problem of which residents were not aware. Tenpas asked if it was a common procedure to have a final inspection done by one inspector and then the follow-up inspection done by another inspector, who would find additional items which needed to be completed. Schmieg replied that typically the inspections were done by the same inspector . Tenpas asked if it was necessary to budget $4 , 000 for training when only $502 had been spent for last year. Schmieg replied that not all the money was set aside for training. The safety program was being set up to make the employees aware of safety issues . The majority of work related injuries were back related and films would be purchased for employees to view to try to reduce the number of these injuries. Other issues would be addressed through films and printed literature. Schmieg added that $4 , 200 was allocated to purchase safety equipment for flammable equipment cabinets at the community center. PARKS & RECREATION Tenpas asked if fees for the park programs could be raised to help offset costs . Lambert replied that if the fees were raised it would impact the number of participants. The fees could be increased for the adult softball and maintenance costs could be added for the adult programs. Fees were now being charged for the afternoon playground programs to cover the cost of teeshirts being provided. Tenpas then asked how much fees are raised each year. Lambert replied that the fee increase depended on the program. There was no set policy on which to base fees at this time; it was subjective. Anderson was concerned that the City obtained money for park development but didn't have the money to develop trails which were needed on County Road 4 and County Road 2. Anderson believed that trails were a safety issue. Anderson questioned if the City should be providing money for trails from fees from new housing. Anderson believed that part of park development should include trails. Lambert replied that this had been brought up a year ago. He added that other communities had special trail fees. Trails were actually part of the transportation system. Lambert noted that the 1990 City Council Minutes 10 November 14 , 1989 Cash Park Fees would be discussed at the next regular City d Council meeting. City Attorney Pauly had stated that there was presently no clear means to provide funds for trails; however , a portion of the park fee could be specifically allocated for trails. Lambert stated that a formula was in the process of being developed to rate and prioritize the uncompleted trails for completion which should be available within two or three weeks. Tenpas believed that it was critical to provide funds in the budget for the top priority projects. Anderson asked whether the trails should be addressed as part of the Public Works budget if trails did not belong as part of the Parks & Recreation budget. Anderson believed that trails were a safety issue and not a transportation issue. Lambert. said he always consulted the Engineering Department to determine the costs of a trail and technically if a trail could be constructed as planned. Anderson asked if the trails along County Road 4 and County Road 1 were to be considered safety issues or Park & Recreation issues. Tenpas concurred that the trails on County Road 4 and County Road 1 were safety issues. 4 Lambert reported that to-date the Spoon Ridge trail was the 1 number one priority. HISTORICAL AND CULTURAL COMMISSION Harris recommended that the Commission find matching funds. Tenpas concurred that there was a need to find funds outside the City budget. Tenpas was concerned about allocating more money at this time . Peterson stated that the Historical & Cultural Commission had become more active and was committed to the preservation of the facilities based on a commitment from previous City Councils for funding. Peterson believed that it was important to maintain that commitment and recommended a $20, 000 s commitment at this time with another $10, 000 if the Commission could obtain matching funds. Harris concurred with Mayor Peterson. Anderson stated that the repair of the foundation for the Cummins-Grill Homestead was a critical issue to maintain the building. Peterson recommended a $20, 000 capital commitment and dollar- for-dollar matching funds . i t M City Council Minutes 11 November 14, 1989 ,f Tenpas asked how much money would be left over from the 1989 budget . He noted that the entire budget had not been spent over the past two years. Harris asked if Tenpas was recommending the excess from the 1989 budget be carried over to 1990 . Tenpas replied that the amount had not been spent for the last two years; he questioned if the budget was overstated again for 1990. Peterson noted a significant increase in the music and drama budget from $4 ,200 in 1989 to $9 , 100 in 1990. Lambert replied that this increase reflected the desire of Staff to provide quality programs for the new amphitheater at Staring Lake Park. Harris noted that it was important to consider that the salary for the Historical Co-Ord.i.nator was for only half a year. A resident asked why a historical co-ordinator was needed now when the City had not had one in the past. Peterson replied that the City wanted to encourage classes at the Cummins-Grill Homestead. He added that it had been a long process to make the facility appropriate for public use. The resident asked what type of attendance the facility had. Lambert replied s that approximately 1500 people had participated in Historical and Interpretation programs at the site. The resident asked what the projection was for 1990 . Lambert replied that a projection had not been made . The resident asked if the 1500 people in attendance were Eden Prairie residents. Lambert replied yes . HUMAN RESOURCES Peterson asked why the significant increase for physical exams and tests. Swaggert replied that this was related to hiring for the Police Department. The testing was selection testing to reduce the number of candidates. Anderson asked where the City was going with Strategic Planning . Swaggert replied this was up to the Council . Three meeting were scheduled for next year. Siegel asked what type of turnover the City had for personnel services . Natalie replied a low turnover. Siegel asked why the advertising budget was $9, 000 if the turnover was low. Swaggert replied that the advertising was for seasonal and part-time positions. Siegel asked if other methods had been considered for gaining applicants for these positions. Pidcock asked if the City was experiencing more difficulty in recruiting youth for part-time positions. Swaggert replied that the turnover was tremendous . City Council Minutes 12 November 14 , 1989 i PLANNING DEPART14ENT Tenpas commended Director Chris Enger for low increases in the budget over the last three years, especially with the increase in development in the City over that time period . CIVIL DEFENSE Tenpas asked if the siren had been installed. Chief Wall replied that the siren had been installed today. FIRE Jullie reported that Staff would update the Council after it had re-examined the priorities related to a computer system. PUBLIC WORKS/ENGINEERING Tenpas commended Director of Public Works Dietz for his low increase in the budget. PUBLIC WORKS/STREET MAINTENANCE Anderson asked if the trails were going to be considered as part of the transportation budget. Peterson believed that the trails should be left in the Parks, Recreation & Natural Resources budget. He questioned how Staff would determine if a trail was considered a recreational trail or a transportation trail for safety reasons. Anderson believed this to be a philosophical issue. Anderson was concerned because the trails had not been constructed due to lack of funds and priority. Residents had different connotations when talking about trails for recreation and trails for safety. Tenpas believed that it was important to allocate and reserve funds for the trails. He further believed that a specific line item should be established in the budget. GENERAL DISCUSSION Tenpas asked if the City could change from cash accounting to an accrual accounting system. Frane replied that the City would change to an accrual system starting in January 1990. Tenpas noted that after talking with other cities he was more comfortable with Eden Prairie's mileage reimbursement program. Tenpas requested a listing of raw land owned by the City, the value of the property, and noted if it was designated for park land . City Council Minutes 13 November 14 , 1989 Tenpas asked what type of analysis was used to determine if it would be prudent to pay off Bonds totalling $41, 000, 000 . Frane replied that there was a possibility of refinancing the bonds . Tenpas asked the interest rate on the bonds currently. Frane replied the interest rates varied from 10% to 4 . 5%. Tenpas asked how many of the bonds were pre-1978 . Frane replied that the majority of the bonds were post-1978 . Tenpas encouraged Staff to contact traders . Pidcock asked if some of the TIF bonds would be paid off in 1991 . Frane replied that Staff recommended that some of the bonds be called next year. Tenpas asked if monthly budget reports would be available with the accrual method. Frane replied yes. Tenpas stated that he would like monthly breakdowns . Pidcock noted that the Council had requested monthly figures several times . Jullie replied that Staff had nct had a monthly capability in the past. Tenpas believed that it would be helpful to be aware of some problems earlier in the year so that something could be done. Tenpas recommended consideration of an outside consultant to determine if some departments could be merged. Pidcock stated that this had been talked about previously. Tenpas asked what the balance would be at the end of the year for the General Fund. Jullie replied approximately $1, 700, 000 assuming that the cable settlement was transferred. Tenpas recommended that the increase in the budget should be approximately 5% and not 10% . Tenpas recommended $600, 000 to be dedicated to land acquisition and $250, 000 dedicated for safety issues. Tenpas believed that it was important to know on a monthly basis what was available in the General Fund balance. Peterson stated that he did not see a long-term benefit in cutting the General Fund balance. t $qI 3 Tenpas believed that it was important to encourage the department heads to come in under budget. Tenpas did not think that the City would feel an impact from a 5% reduction in the budget . Tenpas believed that it was important for the y department heads to furnish accurate figures. ! Harris was concerned about a recommendation for a severe reduction in the General Fund . t Peterson stated that significant issues had been raised. Peterson noted that there were other factors besides inflation which affected the budget. Peterson did not believe that an k 1 ? City Council Minutes 14 November 14 , 1989 across-the-board cut in the budget was good budgeting. He believed that it was important to allow enough time between the Public Hearing and the last meeting for Staff to make necessary adjustments and recommendations. Harris stated that the budget was a guiding policy document. Harris believed that the department heads were professionals and were giving the Council their best advice on what was necessary for them to do the proper job for the City. Harris believed that it was important to hear the comments at the Public Hearing before making further decisions. IV. COUNCILMEMBERS REPORT A . Format of November 16 Special Meeting Jullie reported that the meeting would be held at the Pax Christi Church. The meeting would be conducted by a law judge and the Council 's position was only to observe. The Council should not take the time to respond to comments and should only listen. Jullie said that security officers would be on the premises. A court reporter would transcribe the meeting. Pidcock asked if the City Attorney would be allowed to make a presentation. Jullie replied that the meeting (� would open with a short presentation by the City Attorney and that handouts would be provided . Pidcock asked if the public would be allowed to make comments . Jullie replied yes . Pidcock asked if the same format would be used at the second meeting. Jullie replied that at the second meeting Staff and BFI would both present reports. Peterson believed that it was important for the public to be informed of the facts. j Pidcock believed that both meeting should be exactly the same. Harris concurred. Harris believed that any Staff report should be presented at the December 5, 1989 City Council meeting . Tenpas asked what the Council should do if questions were directed to them. Jullie replied that it may be necessary to answer some questions . Peterson believed that it was important not to get into a debate mode. Anderson stated that a major issue is the air stripper. He added that the PCA would not be in attendance. Anderson believed that the PCP► should be protecting the City and was displeased that it would not be at the meeting. If 4 City Council Minutes 15 November 14 , 1989 V. RESOLUTION FOR PROPERTY TAX LEVY MOTION : Pidcock moved, seconded by Harris to adopt Resolution No. 89- 250 . Motion carried unanimously . VI . ADJOURNMENT MOTION• Tenpas moved, seconded by Pidcock to adjourn the meeting at 11 : 35 PM. Motion carried unanimously. i ti F 5 4 krp J j� S k 4 { f EDEN PRAIRIE CITY COUNCIL JOINT MEETING HISTORICAL CULTURAL COMMISSION :APPROVED MINUTES TUESDAY, NOVEMBER 14 , 1989 6:00 PM CITY HALL COUNCIL CHAMBERS 7600 Executive Drive COUNCIL MEMBERS: Mayor Gary Peterson, Richard Anderson, Jean Harris, Patricia Pidcock, and Douglas Tenpas COMMISSION MEMBERS: Gwen Barker, Chairperson; John Hensrud, Robert Alan McCluskey, Mark Peterson, Deb Campbell Potter, Richard Schuette STAFF MEMBERS: City Manager Carl Jullie, Assistant City Manager Craig Dawson, Recreation Supervisor Sandy Werts, Recording Secretary Deb Edlund I . ROLL CALL All members present. II. STATEMENT OF OPPORTUNITIES A. 1989 Highlights Gwen Barker presented the 1989 highlights as the addition of the historic programmer as a part-time staff position, the Turn-of-the Century Christmas Party. In addition, at the Cummins-Grill Homestead, the security system had been installed, the lighting system was in the process of installation and 2 acres of peonies had been planted. The performing and fine arts division had won the Teddy Award for a variety show presented in January, 1989, a successful Concert in the Park season had received support from young audiences in the school system for presentations, and several art shows had been presented throughout the year. The Commission had developed a special brochure, visited several of the schools throughout the area to let school personnel how who the Historical Cultural Commission was and how it could work with the school , additional schools would be visited in the future. Sun Bonnet Days had been the most successful to date. The Commission had added a liaison to the Historical Society. Barker concluded by stating that the Commission was looking forward to the 1990's and was interested in doing even more things in the future. The City Council concurred that the accomplishments of the past year were impressive. S City Council Minutes 2 November 14 , 1989 B. Review of Existing Commission Structure Deb Campbell Potter stated that the Historical Cultural Commission had seen a lot of growth over the years. A Performing Arts Committee had been established, the Restoration Committee had begun in 1982 , and Sun Bonnet Days had a standing committee. Art displays at the City Hall were added in the 19801s . Potter discussed the Commission's long-range goals. The Commission was looking at the possibility for the development of a historical and cultural center at the Starring Lake site. Potter stated that the Commission would like to sponsor larger scale programs and to combine historical and fine art activities. The Commission was also looking at creating more opportunities for family activities. Another goal was to develop a more effective internal structure to work with other groups in the community. Over the years the Commission has realized the need to separate the strategic and tactical applications; the Commission members are doing to much of the actual work and more time is needed in the planning area . C. Vision of the 1990's III . PROPOSAL FOR FUTURE A. How to Fulfill lily Robert McCluskey stated that the problem in the past had been the operational development of committees. The proposal at this time would be to establish two additional subcommittees; a standard cultural committee and an adhoc committee and a standard historical committee and an adhoc committee. This plan would strengthen the strategic planning process. McCluskey believed that this approach would provide a broader base of participation from the committees. A position would be established for a person to recruit members from the community to serve on the committees. B. Relationship gf Historical & Cultural rommigsion to F Historical Society McCluskey stated that a main question for consideration was if the cultural and historical aspects should be handled by separate commissions. He added that there was . a natural bonding of the two groups which made it difficult to separate them. The combination of the two s commissions created a broader base of interest and projects. The Commission had looked into how other communities handled this situation and added that the Commission had worked hard to maintain a broader view of the community. McCluskey stated that there was a strong I City Council Minutes 3 November 14, 1989 tendency to specialize but believed a group needed to present which maintained a broader view. C. Heritage Preservation Ordinance John Hensrud stated that the purpose of the Heritage Preservation Ordinance was to become a certified local government. This would allow the City to receive certain funds which were not available at this time. The ordinance would establish a preservation process from a legal standpoint. The draft before the City Council this evening was based on the Red Wing Heritage Preservation Ordinance. The main substance contained in Subdivision 3 was to establish a criteria for historical sites. The ordinance would be presented to the Planning Commission first and then if approved presented to the City Council. Hensrud said that public hearings: would be held by the Historical Cultural Commission prior to hearing at the Planning Commission and City Council hearings. Hensrud reviewed the main points of the ordinance. Hensrud stated that the Commission would like to have the Heritage Preservation Ordinance adopted as soon as possible to allow Eden Prairie to join 19 other local governments which currently receive funding. Hensrud noted that this funding could be used to help complete the Cummins-Grill Homestead. The external lighting and security system had been completed, but there was still a great deal of work which remained to be done, which could not be done by volunteer labor. Hensrud stated that a lot of interest had been shown by residents in the Cummins- Grill Homestead and the Commission believed that it could become a focal point for Eden Prairie heritage. The Commission would like to see the house used partly as a museum and as a place for residents to have gatherings. Pidcock stated that. the Historical Cultural Commission had done a superb job and obviously enjoyed what it was doing. MOTION- Pidcock moved, seconded by Harris to prepare a Heritage Preservation Ordinance . Peterson supported the concept. Tenpas asked if the intent of the motion was to have staff review the draft of the Ordinance. Peterson asked if the Planning Commission would get involved in the implementation and involved in the discussions related to the Ordinance. Lambert replied City Council Minutes 4 November 14 , 1989 k that the Director of Planning should be involved in the discussions. Harris believed that the normal review process should be c followed for the review of the Ordinance. i Motion carried unanimously. Peterson asked what the process involved to become a certified local government. Sandy Werts replied that an application process was necessary, but the approval of the Ordinance had to take place prior to the application. Werts added that a copy of the draft had been sent to the State. Anderson believed that the allowance of funds needed to be taken into consideration as part of the budget discussions. Harris supported the acceptance of the Historical Cultural Commission's recommendations. Peterson believed that the Council should not bond future City Councils to a commitment of $50,000 per year for the Cummins-Grill Homestead. MOTION: Harris moved, seconded by Pidcock to receive the recommendations of the Historical Cultural Commission and to provide $50, 000 for 4 years for the restoration of the Cummins-Grill Homestead. Motion carried unanimously. Pidcock believed that the foundation needed to be stabilized as soon as possible. Anderson asked if the City Building Inspections Staff had seen the Cummins-Grill Homestead. Anderson recommended that Staff make recommendations to the Commission and the City Council as to what needed to be accomplished immediately. Anderson said that he did not want to see anything happen to the structure. Peterson asked if there was anything else besides the foundation which would be needed to stabilize the building. Hensrud replied that the ice box needed to be replaced this year. Werts added that the tuck pointing needed to be addressed this year. Hensrud noted that funding might be available to accomplish the tuck point work this year. Hensrud stated that the Commission would like to have the kitchen work done this year, but this needed to be coordinated with the electrical work. • City Council Minutes 5 November 14 , 1989 Anderson asked if money had originally been spent to upgrade the electrical and plumbing. Lambert replied that the electrical work had been completed on the 1st floor only and all of the plumbing work was left to be completed. Peterson asked who the Commission talked with at the schools. Barker replied that the Commission members talked with Staff and teachers. Peterson asked for further details on how the Commission planned to reorganize into two separate subcommittees. McCluskey replied that at the planning level the functions would remain the same. He added that all discussion would be at the Commission level for both the historical and cultural committees. The intent of the separation was to push the operational work to a lower level . McCluskey believed that the separation would encourage the involvement of more residents; the Commission members would become recruiters. McCluskey further believed that nothing would be lost between the historical and cultural aspects of the Commission. Peterson asked if there was any action required on the part of the City Council to allow the reorganization. Jullie replied that Council action was not necessary; however, Staff would need to be informed if more requirements from Staff would be needed. Lambert replied that additional funds and Staff time would not be needed; it was simply a request for direction from the Council as to whether a separation should take place. Hensrud thanked Lambert for all of his participation on the issues. He added that a great deal of effort to get the Historical Society and the Historical Cultural Commission working together. Pidcock asked if anything had been done to preserve the Indian grave sites. Hensrud replied that the Heritage Preservation Ordinance would make a significant difference on the preservation of the grave sites. He added that an inventory had been done and seven mounds had been identified in Eden Prairie. Lambert stated that there were 15 to 20 grave mounds originally; however, many had been destroyed. Anderson believed that the sites should be clearly marked, identified, and protected. Barker asked the Council what it expected of the Commission for the 1990 's. 0 Pidcock asked if the Commission ever anticipated charging admission to go through the Cummins-Grill Homestead. Hensrud replied that a charge was under consideration for the future, after further restoration had taken place. r i d V City Council Minutes 6 November 14 , 1989 Barker added that it was more likely that a charge would be made for using the facility for meeting purposes. Peterson was impressed with the proactive attitude of the Commission and the foresight in planning for tomorrow. Peterson believed that if it were not for the Historical and Cultural Commission, a part of the City would be lost. He added that the Commission was an important part of the quality of life in Eden Prairie. Anderson understood how difficult it was to find funds for the restoration outside the City budget; however, he believed that an effort should be made to acquire funds elsewhere when possible. Anderson believed that the restoration needed to take place more quickly so that what had already been done would not need to be redone before the project was complete . Pidcock recommended that Vo-Tech schools be contacted for help. Hensrud replied that the Vo-Tech schools had been contacted; however, they were concerned about competing with the private sector. Anderson asked if the peony garden was going to be tended. Werts replied that an individual had been hired to roto- till and spray the plant, but transplanting also needed to be done. Barker stated an appreciation for the City`s support for the restoration of the Cummins-Grill Homestead. She added that this facility was also enjoyed by other communities. Barker stated that the Commission had a desire to become better known throughout the community. Anderson asked if the Commission had a plan for a curriculum to educate the young residents in the community of its history. Barker replied that the school had a program where long-term residents came in to speak to the classes. Werts added that the 6th grade social studies classes had a program on Eden Prairie history. Anderson believed that it was important for the history of the community to become important to the youth. Werts recommended that Historical Programmer Paul Maravelous develop special programs to take to the schools and the Cub Scout groups. Hensrud thanked the Council for the support of an additional Staff person. He added that the Commission would take the challenge to get funding from other sources than the City budget and to become a Certified Local Government . 9 E i City Council Minutes 7 November 14, 1989 t IV. COMMISSION RECOMMENDATIONS MOTION Pidcock moved, seconded by Tenpaes to adjourn the meeting at 7 :25 PM. Motion carried unanimously_ F r i a s k�k t S t 7 z i