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City Council - 11/14/2023 - Workshop APPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN PODIUM TUESDAY, NOVEMBER 14, 2023 CITY CENTER 5:00 – 6:25 PM, HERITAGE ROOMS 6:30 – 7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Ron Case, Council Members Kathy Nelson, Mark Freiberg, PG Narayanan, and Lisa Toomey CITY STAFF: City Manager Rick Getschow, Police Chief Matt Sackett, Fire Chief Scott Gerber, Public Works Director Robert Ellis, Community Development Director Julie Klima, Parks and Recreation Director Amy Markle, Administrative Services/HR Director Alecia Rose, Communications Manager Joyce Lorenz, City Attorney Maggie Neuville, and Recorder Sara Aschenbeck Workshop - Heritage Rooms I and II (5:30) I. ENTERPRISE FUNDS: WATER, WASTEWATER, STORMWATER, AND LIQUOR – TAMMY WILSON, FINANCE MANAGER AND JAIME URBINA, LIQUOR OPERATIONS MANAGER Getschow introduced the workshop topic, Enterprise Funds. These funds are not funded by property taxes but are still included in the overall budget. Council will adopt the 2024 and 2025 budget in December. Getschow introduced Tammy Wilson, Finance Manager, to give an overview of the water, wastewater, and stormwater enterprise fund budgets for 2024 and 2025. Wilson noted the goals of the utility system are to deliver a safe and reliable water supply, provide the safe collection and removal of wastewater, and deliver a stormwater system that protects property, people, and the environment. The utility aims to provide these services on a reasonable rate structure that promotes water conservation. Wilson noted engineering consultant firm Advanced Engineering and Environmental Services (AE2) completes a utility rate survey of Minnesota metro area cities annually. The City’s rates are in the lower half of surveyed cities. The City softens water, which is not done in all cities. If the cost of softening water is factored into rates, the City would have the second lowest rates of 13 metro area cities. Case noted there are other variables in funding a utility outside of water rates, including Water Access Charges and Sewer Access Charges. The City invested in its utility infrastructure in the 1990s and the debt has been paid off for many years. Wilson stated AE2 completed a utility rate study for the City for the first time in 2013, and again in 2022. AE2 projected the City’s revenue and expenses for 10 years to calculate what rates should be set at. Based off this utility rate study the City is proposing a three percent rate increase for 2024 and 2025. Narayanan inquired how this increase compares to surrounding cities. Ellis noted a three percent increase is competitive in an inflationary market. Two neighboring cities are anticipating six City Council Workshop Minutes November 14, 2023 Page 2 to eight percent increases in 2024 and 2025. Wilson stated operating results are consistent with the rate study. Water consumption was slightly higher due to drought conditions in the summer. Narayanan asked if the City is utilizing more water per person than comparable Cities. Ellis responded the City uses between 82 and 85 gallons of water daily per person. This is comparable with Bloomington, Minnetonka, and Edina. Cities like Minneapolis and St. Paul use between 60 and 70 gallons of water daily per person due to smaller yards that need less irrigation. Narayanan asked what the driver for the three percent rate increase is. Wilson stated the driver is mainly increases in wages and benefits. Case noted although the utility brings in more revenue during drought years, high water usage is in contrast with the City’s goal of promoting water conservation. Wilson stated it is correct the utility brings in more revenue during dry years, but costs are higher from treating the larger volume of water. Wilson stated water operating revenue is budgeted to increase three percent in 2024 and 2025. The City budgets based off an average rainfall year, not a dry year. Expenses are budgeted at $8.2 million in 2024 and $8.3 million in 2025. Wages and benefits comprise a large portion of the increase, along with the higher cost of electricity, gasoline, vehicles, and property insurance. Wilson stated expenses fluctuate year to year due to capital outlay projects. Removing depreciation, the water utility would have a positive operating income. Case asked if the City will see long term savings from switching to electric vehicles. Ellis noted most utility vehicles are pickup trucks which do not currently have a viable electric alternative. Nelson asked if there will be an electric pickup vehicle in the next three to five years. Ellis stated prototypes are being discussed, but according to sales contacts an electric pickup truck is still a few years away. Wilson stated wastewater operating revenue is budgeted at a three percent increase in both 2024 and 2025. Expenses are budgeted at $6.8 million for 2024 and $7.1 million for 2025. Wages and benefits comprise a large portion of the increase, along with higher Metropolitan Council Environmental Services (MCES) fees. Getschow noted MCES treats the City’s wastewater and is the largest expense for the wastewater fund. Narayanan asked how MCES sets rates. Getschow answered MCES sets their budget ahead of time and communicates expected cost to each City. Case asked if all Cities allocate wages and benefits for utility employees to utility funds. Getschow stated that is a public accounting standard all Cities must follow. Wilson displayed a chart of annual MCES charges since 2015. Charges increased between 2016 and 2019, decreased in 2020 and 2021, and are now increasing again. Case asked why MCES charges would decrease. Ellis answered mainly a reduction of inflow and infiltration. Wilson stated the stormwater operating revenue is budgeted at a three percent increase in both 2024 and 2025. Expenses are budgeted at $1.8 million in 2024 and $1.6 million in 2025. Contractual services in 2025 are decreasing due to bi-annual costs in 2024 associated with studying ponds and watershed outlet monitoring programs. Case noted Cities have invested in differing levels of stormwater capital infrastructure such as curb and gutter. Cities that do not have curb and gutter and other stormwater capital infrastructure investments have lower expenses, and therefore are able to set City Council Workshop Minutes November 14, 2023 Page 3 stormwater rates lower. Ellis stated while most cities do have a dedicated stormwater utility fund, some cities choose to fund stormwater infrastructure through property taxes or other mechanisms. Cities that have a stormwater utility fund do a better job at maintaining stormwater infrastructure. Case stated there are differences in stormwater infrastructure in first-, second-, and third-ring suburbs due to the 1991 Wetlands Conservation Act. Suburbs that built stormwater infrastructure prior to the act must retrofit their stormwater infrastructure to comply. Getschow added Cities such as Minneapolis and St. Paul have stormwater funds to provide a dedicated funding source to retrofit infrastructure. Nelson inquired if there are any areas within the City lacking sufficient stormwater infrastructure. Ellis stated the City has been developed under adequate flood control standards. Water quality requirements are evolving to this day. Infiltration requirements, where water infiltrates into the ground to remove pollutants, have been implemented in the past five years. Today’s development projects leave stormwater much cleaner than projects from ten years ago. 80 to 90 percent of the City has some type of stormwater treatment in effect. Wilson explained there is a fund balance policy for all enterprise funds. 90 days of operating expenses, the following year’s debt service payment, any SAC and WAC collected, and two years of capital expenses are set aside for the next year to ensure the utility is properly funded. All utility funds currently meet or exceed the fund balance policy. The fund balance will be used to pay for upcoming utility projects including repairs to existing wells, a high service pump room upgrade, maintenance for additional lift stations, and sewer and storm infrastructure on Dell Road. Narayanan inquired if the City has a safe and reliable water source. Ellis confirmed the City does. Case noted terroristic threats have been made against water systems of other Cities. Ellis noted Utility Operations Manager Rick Wahlen is a retired Colonel in the military with experience in cyberwarfare with the Department of Homeland Security. The City’s water system is secure and isolated. Case noted any one of the hundreds of wells drawing from the Prairie du Chein aquifer could contaminate it. Ellis stated the City’s water is not coming from the City itself, but from communities farther northwest. The City is completing a pilot project with the Metropolitan Council to create communal wellhead protection plans to protect source water. Case inquired what the recharge rate is for the aquifer. Ellis stated recent infiltration standards are helpful to replenish the aquifer. The aquifer does decline during periods of drought, but during periods of heavy precipitation it rebounds. The City is out of the recent exceptional drought. Narayanan noted cybersecurity is of utmost importance for the City. Jaime Urbina, Liquor Operations Manager, gave a brief history of Eden Prairie Liquor. There are three liquor stores within the City. The goals of the liquor operation include controlling alcohol sold in the City, maximizing profit to support the Capital Maintenance and Reinvestment Fund, providing great service to community and customers, and engaging in the community. Sales are up one percent from last year. Sales have increased annually since 2017, the largest increase occurred in 2020. 2024 is projected to have the highest sales volume in operational history. The current priorities of EP City Council Workshop Minutes November 14, 2023 Page 4 Liquor include customer retention, employee product knowledge, advertising and electronic marketing, and events. EP Liquor hosts Sip & Learn events to educate customers, a Happy Hour 4 Hunger event that donates ticket sale proceeds to People Reaching Out to People (PROP), an annual dollar drive, wine club, and holiday showcases. Narayanan inquired if EP Liquor delivered. Urbina noted EP Liquor does not currently deliver but is looking at implementing delivery in 2024. Urbina explained operating revenue is budgeted to increase 0.8 percent in 2024 and 3.1 percent in 2025. Expenses are budgeted to increase one percent in 2024 and three percent in 2025. Wages and benefits are the largest portion of expenses, followed by building rent, bank and credit card fees, and contractual services. Freiberg asked if credit card fees have increased. Urbina stated fees have remained steady and are more favorable with a higher volume of transactions. EP Liquor is on track to transfer $800,000 into the Capital Maintenance and Reinvestment Fund in 2023. Freiberg inquired if Sunday has helped overall sales. Urbina noted Sunday has added operating cost, but he would be hesitant to close on Sunday due to the added convenience factor for customers. Christmas Eve and New Years Eve are both on Sunday in 2023, which may impact sales. Urbina noted EP Liquor recently administered a customer satisfaction survey. The percentage of customers who feel prices are too high continues to decrease, and the percentage of customers who feel prices are average or a good deal continues to increase. Customers rate customer service, selection, and pricing as important factors when choosing a liquor store. The net promoter score for EP Liquor is 52, which is higher than the average retail net promoter score of 35. Narayanan asked if EP Liquor sells cannabis. Urbina clarified EP Liquor sells THC beverages. Narayanan asked if there is any plan for EP Liquor to open a dispensary. Urbina responded dispensaries wouldn’t be an option until 2025. Getschow added Council will be voting on city code governing dispensaries, the City will be regulating them, and choosing up to five dispensaries. Nelson asked what the EP Liquor profit that is not transferred into the Capital Maintenance and Reinvestment Fund is used for. Getschow stated it is used for projects such as upgrading lighting to LED. Open Podium - Council Chamber (6:30) II. OPEN PODIUM a. WARREN LOKEN, FLYING CLOUD AIRPORT NOISE Warren Loken, 9873 Bennett Place, stated he and his neighbors have concerns with the amount of noise generated by flight schools at Flying Cloud Airport. There has been a significant increase in flight school activity between the hours of 6:30 a.m. and 9:30 p.m. seven days a week. Training flights perform repetitive touch and go activities in a constant, consistent route. The high volume of activity is causing visual and environmental pollution. Loken had previously brought this message to the Flying Cloud Airport Advisory Commission (FCAAC) without noticeable change. Loken’s neighborhood group is planning on canvassing surrounding neighborhoods to build support, organize individuals to call the Metropolitan Airport Council (MAC) and the flight schools themselves, and attend FCAAC and MAC meetings. Nelson City Council Workshop Minutes November 14, 2023 Page 5 encouraged Loken and his neighbors to apply to serve on the FCAAC. Toomey asked if Loken had noticed an increase in noise since 2020. Loken answered the noise has been consistently disruptive and is experienced differently by each neighbor. Narayanan asked if Loken and his neighbors have thought of any solutions. Loken stated his group is still brainstorming potential solutions and is currently looking for more neighborhood support. Case stated the Federal Aviation Administration (FAA) and MAC hold most of the power to make changes at the Flying Cloud Airport. There are several solutions the Council could propose including sending flight school planes to a nearby rural airport to practice touch and go exercises. Another solution could be to send a percentage of planes to a higher elevation to increase the amount of time between each touch and go. The FCAAC isn’t a decision making body but is able to receive information and report back to the Council. Case encouraged Loken to return to an FCAAC meeting. III. ADJOURNMENT