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City Council - 01/06/1998 APPROVED MINUTES EDEN PRAIRIE CITY COUNCIL TUESDAY, JANUARY 6, 1998 7:30 PM, CITY CENTER Council Chamber 8080 Mitchell Road CITY COUNCIL: Mayor Jean Harris, Sherry Butcher- Younghans, Ronald Case, Ross Thorfinnson, Jr., and Nancy Tyra- Lukens CITY COUNCIL STAFF: City Manager Carl J. Jullie, Assistant City Manager Chris Enger, Director of Parks, Recreation &Natural Resources Bob Lambert, Director of Public Works Eugene Dietz, City Attorney Roger Pauly, and Council Recorder Jan Nelson PLEDGE OF ALLEGIANCE ROLL CALL I. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS Jullie added items XI.A. Retirement Plans and XI.B. Preview of Eden Prairie Web Site. MOTION: Thorfinnson moved, seconded by Case, to approve the Agenda as published and amended. Motion carried 5-0. H. OPEN PODIUM III. MINUTES A. TRUTH IN TAXATION PUBLIC HEARING HELD WEDNESDAY. DECEMBER 10, 1997 MOTION: Butcher-Younghans moved, seconded by Thorfinnson, to approve as published the Minutes of the Truth in Taxation Public Hearing held Wednesday, December 10, 1997. Motion carried 4-0-1, with Harris abstaining. B. HOUSING & REDEVELOPMENT AUTHORITY MEETING HELD TUESDAY, DECEMBER 16, 199 MOTION: Case moved, seconded by Butcher-Younghans, to approve as published the Minutes of the Housing &Redevelopment Authority Meeting held Tuesday, December 16, 1997. Motion carried 4-0-1, with Harris abstaining. CITY COUNCIL AGENDA January 6, 1998 Page 2 C. CITY COUNCIL MEETING HELD TUESDAY, DECEMBER 16, 1997 Case said sentence 2, paragraph 2 in Item B. on Page 8 should be changed to: "He said she was prepared ... if the project had gotten started." Butcher- Younghans said sentence 1, of Item 3 on Page 9 should be changed to: "Butcher-Younghans said Hennepin County received a$3 million grant ... a number of programs created this summer..." MOTION: Tyra-Lukens moved, seconded by Case, to approve the Minutes of the City Council Meeting held Tuesday, December 16, 1997, as published and amended. Motion carried 4-0-1, with Harris abstaining. IV. CONSENT CALENDAR A. CLERK'S LICENSE LIST B. RESOLUTION 98-1 REGULATING FEES AND CHARGES FOR BUSINESS LICENSE PERMITS AND MUNICIPAL SERVICES C. RESOLUTION 98-2 AUTHORIZING CITY OFFICIALS TO TRANSACT BANKING BUSINESS D. RESOLUTION 98-3 DESIGNATING DEPOSITORIES E. RESOLUTION 98-4 AUTHORIZING USE OF FACSIMILE SIGNATURES BY PUBLIC OFFICIALS F. RESOLUTION 98-5 AUTHORIZING THE TREASURER OR DEPUTY TREASURER TO INVEST CITY OF EDEN PRAIRIE FUNDS G. RESOLUTION 98-6 AUTHORIZING PAYMENT OF CERTAIN CLAIMS BY FINANCE DEPARTMENT WITHOUT PRIOR COUNCIL APPROVAL H. RESOLUTION 98-7 AUTHORIZING THE TREASURER OR DEPUTY TREASURER TO MAKE ELECTRONIC FUND TRANSFERS FOR CITY OF EDEN PRAIRIE, I. RESOLUTION 98-8 APPOINTING COMMISSIONERS TO THE EDEN PRAIRIE HOUSING AND REDEVELOPMENT AUTHORITY J. RESOLUTION 98-9 ESTABLISHING MEETING DATES AND TIMES FOR CITY BOARDS AND COMMISSIONS FOR 1998 K. APPOINTMENT OF MAYOR JEAN HARRIS AS DELEGATE AND COUNCILMEMBERS AS ALTERNATES TO THE ASSOCIATION OF CITY COUNCIL AGENDA January 6, 1998 Page 3 METROPOLITAN MUNICIPALITIES L. APPOINTMENT OF MAYOR JEAN HARRIS AS DELEGATE AND COUNCILMEMBERS AS ALTERNATES TO THE NATIONAL LEAGUE OF CITIES M. APPROVE CHANGE ORDER NO. 4 FOR PARKS & PUBLIC WORKS MAINTENANCE FACILITY. I.C. 96-5417 N. APPROVE REPLACEMENT OF HIDDEN PONDS PLAYGROUND EOUIPMENT O. ESTABLISH THE FOURTH TUESDAY OF EVERY MONTH AS A CITY COUNCIL/STAFF WORKSHOP MOTION: Tyra-Lukens moved, seconded by Butcher-Younghans, to approve items A-O on the Consent Calendar. Motion carried 5-0. V. PUBLIC HEARINGS/MEETINGS VI. PAYMENT OF CLAIMS MOTION: Case moved, seconded by Thorfinnson, to approve the Payment of Claims as submitted. Motion carried on a roll call vote, with Butcher-Younghans, Case, Thorfinnson, Tyra-Lukens and Harris voting "aye." VII. ORDINANCES AND RESOLUTIONS VIII. PETITIONS, REQUESTS AND COMMUNICATIONS IX. REPORTS OF ADVISORY BOARDS & COMMISSIONS A. SOUTHWEST METRO TRANSIT COMMISSION (Councilmember Nancy Tyra-Lukens) Tyra-Lukens said Southwest Metro will have to be out of their garage by the end of April, so they are in the process of looking for a new location for the bus garage. They will incur additional expenses for rent at the new location. She said there have been changes to the policies for Dial-A-Ride, primarily to encourage people to cancel their ride requests in order to cut down on the number of no-shows. They have added nine new buses. Harris asked if they have identified a new location for the garage. Len Simich, Director of Southwest Metro, said they are getting down to negotiating costs for one location. They have some options but nothing definite at this time. CITY COUNCIL AGENDA January 6, 1998 Page 4 X. APPOINTMENTS A. RESOLUTION 98-10 DESIGNATING THE OFFICIAL CITY NEWSPAPER Jullie said the Eden Prairie Community News has been the Official City Newspaper for 20 years. We have asked for quotes from both the Eden Prairie Community News and the Eden Prairie Sun-Current. After evaluating the numbers, Staff is recommending continuation of the Eden Prairie News as the Official City Newspaper. Staff understands the merits of the proposal from the Sun-Current and recommends we re-evaluate this next year. The City has developed a strong and professional relationship with the Eden Prairie News over the years. Readership of the News by our residents is higher, the coverage is more local, and articles about the City are timely and well done. Jullie said, while the lower price quote from the Sun-Current is a real consideration, staff found that the Sun-Current's standard charge to communities is higher than the Eden Prairie Community News. In checking with communities in which they are the official newspaper, we found mixed results. Any or all of these factors can change over the course of a year and we would re-evaluate next year. Doug Dance, 14763 Boulder Pointe Road, representing the Sun-Current, thought Staff was adding some factors to the decision that are not relevant for this year. In excess of 15 communities use the Sun as their legal newspaper. He thought the question becomes which publication can reach the community with the same level of parity. The Sun-Current's price quote represents a cost saving of over 50% on average. They have revised their format in the last several months, upgraded their staff, and have launched a web site. Harris could not reconcile the numbers in the second paragraph of their letter that indicated a 37% greater circulation than the Eden Prairie News. Dance said there are 11,000 copies of the News circulated and 15,000 copies of the Sun- Current. Harris said the News is delivered to her by mail but she has to take a copy of the Sun-Current from the newspaper box. She has noted some copies of the Sun- Current are not taken. Dance said they have had studies in a variety of communities that indicate 2/3 of the people that receive the paper read it. Mark Weber, publisher of the Eden Prairie News, said he was available to answer questions. Case said he leans towards the Eden Prairie News for this year. He has been comfortable with the News and believes there is more to the coverage than just printing the legal ads. He said if some of the changes that the Sun-Current has CITY COUNCIL AGENDA January 6, 1998 Page 5 made would change the perception of the paper he would consider the Sun for next year. Butcher-Younghans said the News is a tried and true publication, and she thought their coverage has been very even. She was struck by the high number of readers of the News. She asked if the rates we pay to the News for carrying the notices is commensurate with other communities. Weber said it is an open rate that keeps charges even across the board. The exception would be the charge for electronic transfer of public notices. Tyra-Lukens asked if rates are related to circulation. Weber said rates do reflect costs such as printing and postage so it would be tied into circulation. Tyra- Lukens said she is leaning towards the News. She thought it is compelling that 2/3 of the residents of Eden Prairie placed the News first and their track record is very important. She was not sure how many of the other 15 communities that use the Sun papers have other options nor does she know if their track record is dependable. She thought the issue of local coverage is very valid, and she thought we should be supportive of a newspaper that adds to the sense of pride in the community. At this point the Sun has not been at the same level, but this might be something we would look at again in a year when there is a track record of good coverage for the city. She regretted there is such a cost difference. Thorfinnson said the most important thing to him is communications. We have been talking about ways to increase communications with our customers and, in this year with leadership and public organizational changes, it is important to continue to use the newspaper that 2/3 of the residents read. Harris agreed that communications is what we have been preaching in the last year. She has some difficulty in changing from the News this year specifically. She would encourage the Sun-Current to continue with the changes proposed and return next year. MOTION: Thorfinnson moved, seconded by Butcher-Younghans, to adopt Resolution 98-10 designating the Eden Prairie News as the Official City Newspaper. Motion carried 5-0. C. RESOLUTION 98-11 DESIGNATING THE OFFICIAL MEETING DATES, TIME AND PLACE FOR THE CITY OF EDEN PRAIRIE COUNCIL IN 1998, AND APPOINTING AN ACTING MAYOR Case nominated Nancy Tyra-Lukens as Acting Mayor. MOTION: Thorfinnson moved, seconded by Case, to approve Resolution 98- 11 designating the official meeting dates, time and place for the City of Eden CITY COUNCIL AGENDA January 6, 1998 Page 6 Prairie Council in 1998, and appointing Councilmember Tyra-Lukens as Acting Mayor. Motion carried 5-0. B. SOUTHWEST METRO TRANSIT COMMISSION 1. Appointment of 1 Councilmember to a three-year term commencing 1/1/98 Harris said Tyra-Lukens has agreed to continue as our representative on Southwest Metro Transit Commission. 2. Appointment of a Rider Representative to a two-year term commencing 1/1/98 Harris said Dan Grote has agreed to serve as the Rider Representative on Southwest Metro Transit Commission. D. RESOLUTION 98-12 DESIGNATING THE DIRECTOR AND ALTERNATE DIRECTOR TO THE SUBURBAN RATE AUTHORITY FOR 1998 Harris recommended Councilmember Case to be the Director and Mayor Harris to be the Alternate Director to the Suburban Rate Authority. E. APPOINTMENT OF ONE COUNCILMEMBER TO THE COMMUNITY RESOURCE CENTER ADVISORY COUNCIL Harris suggested Councilmember Butcher-Younghans be appointed to serve on the Community Resource Center Advisory Council. F. APPOINTMENT OF 1 COUNCII.MEMBER TO THE SUBURBAN TRANSIT ASSOCIATION Harris suggested Councilmember Tyra-Lukens be appointed to the Suburban Transit Association. G. APPOINTMENT OF ONE COUNCILMEMBER TO THE SOUTHWEST CABLE TV COMMISSION Harris suggested Councilmember Case be appointed to the Southwest Cable TV Commission. H. APPOINTMENT OF ONE COUNCILMEMBER TO THE EDEN PRAIRIE FOUNDATION Harris suggested Councilmember Butcher-Younghans be appointed to the Eden Prairie Foundation. CITY COUNCIL AGENDA January 6, 1998 Page 7 I. APPOINTMENT OF TWO COUNCILMEMBERS TO THE TELECOMMUNICATIONS TASK FORCE Harris suggested Councilmember Case and Mayor Harris be appointed to the Telecommunications Task Force. J. APPOINTMENT OF ONE COUNCILMEMBER TO THE I-494 CORRIDOR COMMISSION Harris suggested Councilmember Thorfinnson be appointed to the I-494 Corridor Commission. K. APPOINTMENT OF ONE COUNCILMEMBER TO THE SOUTH HENNEPIN REGIONAL PLANNING AGENCY ADVISORY COUNCIL Harris suggested Councilmember Butcher-Younghans be appointed to the South Hennepin Regional Planning Agency Advisory Council. L. APPOINTMENT OF ONE COUNCILMEMBER TO THE HENNEPIN COUNTY EMERGENCY MEDICAL SERVICES COUNCIL Harris suggested Councilmember Tyra-Lukens be appointed to the Hennepin County Emergency Medical Services Council. M. APPOINTMENT OF ONE COUNCILMEMBER TO THE HENNEPIN COUNTY COMMUNITY HEALTH SERVICES ADVISORY COUNCIL Harris suggested Councilmember Tyra-Lukens be appointed to the Hennepin County Community Health Services Advisory Council. MOTION: Thorfinnson moved, seconded by Tyra-Lukens, to confirm the appointments as selected by Mayor Harris under agenda items X.B and X.D-M. Motion carried 5-0. XI. REPORTS OF OFFICERS A. REPORTS OF COUNCILMEMBERS 1. Mayor Jean Harris - Appointment of 2 Councilmembers to perform the Annual Review of the City Manager Harris said in the past we have appointed one Councilmember who has had experience in performing the annual review and one who has not had the experience. She suggested Councilmembers Case and Butcher- Younghans be appointed to the Performance Evaluation Team. CITY COUNCIL AGENDA January 6, 1998 Page 8 MOTION: Tyra-Lukens moved, seconded by Thorfinnson, to appoint Councilmembers Case and Butcher-Younghans to the Performance Evaluation Team. Motion carried 5-0. B. REPORT OF CITY MANAGER 1. Retirement Plans City Manager Jullie announced his plans for retirement later this year. He expressed his gratitude for serving the last 25 years in Eden Prairie and his appreciation of the trust, respect and positive working relationship with the Mayor and Councilmembers. He also thanked and acknowledged the support and work of City Staff. In his remaining seven months he wants to be very active in the transition of the leadership process and hopes to accomplish some objectives that he has outlined. Harris said she has worked with Mr. Jullie for 11 years as they participated in guiding the community from a small town to our current status as a nationally-recognized community. She was truly appreciative of Mr. Jullie's contribution in providing quality services and the respect he has shown to every Councilmember. Harris said over the past few years we have accelerated the strategic management planning and have moved to formalize what has been a more informal process. A number of people have participated in the strategic management process and she asked that City Manager Jullie, Assistant City Manager Enger, Director of Human Resources Swaggert and Councilmember Thorfinnson, with Mayor Harris as an Ex Officio member, serve as a Management Transition team to accomplish the following objectives: 1. Set up a regular work schedule to prepare the stage for change; 2. Develop management goals for 1998 using City Manager Key Result areas; 3. Conduct and compile an internal resources inventory; 4. Identify critical areas for succession management planning and staff development throughout the organization; 5. Consider potential consolidation and refocus of internal resources to better reflect future and changing service areas, taking into account data and information developed through our community forums and the forthcoming community survey and focus groups; CITY COUNCIL AGENDA January 6, 1998 Page 9 6. Consider potential consolidation and refocus of Boards and Commissions to better reflect future and changing service areas Harris reminded the transition team that there is a great deal of talent and skill present in the City Staff and on the Council. She asked that as tasks are addressed the team seek out and utilize this talent in their deliberation and planning. She believes that if we achieve the six tasks our manage- ment transition will be smooth and seamless and the City of Eden Prairie will continue to blossom. 2. Preview of the Eden Prairie Web Page Enger said Staff has prepared a preview of the pages available on the City's web site. He noted this is the first stage and there will be some interactivity to register or pay bills at a later time. Enger and Terry Kucera then showed some of the pages available. Harris commended Staff for bringing us a quality product. C. REPORT OF DIRECTOR OF PARKS, RECREATION & NATURAL RESOURCES D. REPORT OF DIRECTOR OF COMMUNITY AND ECONOMIC DEVELOPMENT E. REPORT OF DIRECTOR OF PUBLIC WORKS F. REPORT OF CITY ATTORNEY XII. OTHER BUSINESS XIII. ADJOURNMENT MOTION: Butcher-Younghans moved, seconded by Tyra-Lukens, to adjourn the meeting. Motion carried 5-0. Mayor Harris adjourned the meeting at 8:25 p.m.