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City Council - 09/27/1983 - Special Meeting APPROVED MINUTES EDEN PP.AIRIC CITY COUNCIL SPECIAL MEETING TUESDAY , SEPTEMBER 27, 1983 7:30 PM, CITY HALL COUNCIL MEMBERS: Mayor Wolfgang Penzel , Richard Anderson, George Bentley, Paul Redpath and George Tangen CITY COUNCIL STAFF: City Manager Carl J . Jullie; Finance Director John Frane; Director of Community Services Robert Lambert; and Recording Secretary Joyce Provo ROLL_ CALL Penzel , Anderson, Bentley and Tangen present; Redpath arrived at 9:00 PM. II . CALL MEETING TO ORDER The meeting was called to order by Mayor Penzel at 7:30 PM. I II . '" DROYAL OF AGENDA . ey moved, seconded by Tangen, to approve the Agenda as published. Motion ied unanimously. \_ IV. ;_ECTION OF PLANNING FIRM FOR PURGATORY CREEK RECREATION AREA City Manager Jullie explained that in April of 1983 the City Council authorized r staff to develop a design competition for selection of a planning firm to complete '•faster Plan for the Purgatory Creek Recreation Area. Three planning teams selected to compete in the design competition: Brauer and Associates from Prairie , Saunders-Thalden and Associates of Eden Prairie with Theodore Wirth -,ssociates from Billings, Montana, and John Tietz Associates from Excelsior with i Jones and Jones from Seattle, Washington. s 4 Director of Community Services Lambert summarized the process that was followed as outlined in his memo of September 14, 1983. The Planning Review Committee felt it was a very close choice between Brauer and Associates and the Saunders- Thalden/Wirth group as both plans are conceptually quite similar. The committee felt that the Saunders-Thalden/Wirth group put the most effort into developing the concept plan and provided an excellent presentation on their ideas for development and thus recommended that the Council award the Saunders-Thalden/ Wirth planning team the winner of the design competition. Lambent requested authorization from the Council to negotiate with the Saunders-Thalden/Wirth group regarding fees to prepare a master plan for the Purgatory Creek Recreation Area, and if that were not forthcoming in a reasonable amount of time, Brauer and Associates would be used. Lambert responded to questions raised by Council members. Penzel asked if there were any comments from the three planning firms involved. John Worrall , Brauer & Associates, thanked the Council for the opportunity to compete in the design competition and emphasized the fairness in the selection process. Special City Council Meeting - 2 - Septe,-ter 27, 1983 �f Gary Tushie , Saunders-Thalden/Wirth group, commented he was very excited about �. the project and is looking forward to working with the City and other agencies involved. MOTION: Bentley moved, seconded by Tangen, to award the Saunders-Thal den/Wirth group the winners of the design competition for the Purgatory Creek Recreation Area . Motion carried unanimously. MOTION: Tangen moved, seconded by Anderson, to instruct staff to negotiate a contract, including fees, with the Saunders-Thalden/Wirth group for final action by the Council no later than October 18th. Motion carried unanimously. a The Council complimented all three firms on the plans submitted with the expressed regret that there couldn't be three winners. V. DISCUSSION OF THE 1984 CITY BUDGET (Continued from September 13, 1983) 3 At the September 13th City Budget hearing the Council asked for additional information on Storefront (page 15 of the 1984 City Budget) . Steven Lepinski , ►Director of Storefront Youth Action, addressed the Council concerning the Southdale u YMCA ' s exploring the need for what the YMCA calls "detached workers" , which provides ` youth counselling in communities. In a number of communities the YMCA operates its programs very similar to what Storefront Action provides in Eden Prairie. As they n exploring, the YMCA came to Mr. Lepinski and asked if there is a need for the to become involved in this type of service in Eden Prairie. The YMCA has 2eded through a long-range planning process deciding what new areas they were g to move into in the next few years and just concluded the end of August or first part of September, that detached workers is an area that they are committed b and want to put some money into. They identified Eden Prairie as the highest priority since there are few services out here as there are no youth counsellors working in Eden Prairie like there are in other communities. What they have identified is a desire to actively place some staff out in Eden Prairie who would be working wit the police, the schools and with other parts of the community in a detached war- !r or youth counselling model . The cost to do this - to bring people out and house them, would probably cost $70,000 - $75,000 for two people in a community. The YMCA is able to come up with $40,000 - $45,000 for next year. Between the Storefront and the YMCA they could fund raise another $10,000 - $15,000 from the corporate community. The YMCA didn't come up with a specific figure - it was more of let's look at a commitment from the City and School District out in Eden .-airie. From Storefront's prospective and looking at the actual dollars it will to implement this plan, they are looking at being as close to $10,000 from the of Eden Prairie as possible, and then would try and request through the schools year in their budget process through their community services a fairly cun,parable amount, which is consistent with what they have been receiving from other communities. Penzel asked if the $10,000 would be in lieu of or in addition to the $4,000 already in the proposed 1984 City Budget. Lepinski responded in lieu of. Tangen questioned who would house the detached workers. Lepinski replied either in the school facilities or possibly churches. Penzel asked Mr. Lepinski to be more specific as to what kinds of problems or programs they would be dealing with. Lepinski stated what they do in the other communities (Richfield, Bloomington and Edina) , is a little bit different in each community depending on the other resources in the community. Bloomington, for example, has a fairly comprehensive in-school chemical dependency program - "they put close to _ : eci al City Council Meeting - 3 - Sep tF _bler 7. 1983 $100,000 in their inschool chemical dependency program, so they don 't work with that issue in the schools very much . In Richfield they don 't have that kind of service so Storefront goes in and provides some assessments for the school district which they don't have to do in Bloomington. Generally Storefront is working with young people and their families. Jullie added the Public Safety Department feels this is a worthwhile project. Lepinski mentioned in 1982, Storefront worked with about 45 - 47 young people and families in Eden Prairie compared to maybe 175 in Richfield and Edina and 2 .0± in Bloomington. That is with staff working out of the Richfield/Edina offices. I Tangen asked if there is any remuneration back to Storefront from the families involved. Lepinski replied they charge for family counselling and currently out of <220,000 counselling budget, approximately $12,000 - $15,000 is generated from the families involved. Families are charged on a sliding fee scale based on the family's income and number of people in the family. Tangen questioned if there had been any response from the School District. !_epi! -),i stated they have talked fairly extensively with Dr. McCoy, Judy Cooper and the S. al Fducation Director and they have indicated a strong support being consistent witt, some of the things they are trying to do. They also indicated they liked the ide, of working with community agencies and not having to carry the ball themselves on ne of the things. They didn 't come up with a dollar figure but hopefully will match the $10,000 figure requested from the City. MOTION: Tangen moved, seconded by Penzel , to budget $10,000 to meet the pro; : 1 to place two permanent full -time counsellors in Eden Prairie. Motion carrier: unanimously. Penzel referred to memos dated September 16 and September 21 , 1983, submitted by Director of Community Services Lambert, responding to questions previously raised by the Council regarding the 1984 Community Services Budget request. The following items were individually discussed and actions taken: Item 3 in September 16th memo regarding separate brochures from Community Services and Park & Recreation. Council felt joint brochures should be issued by the City and School District rather than two separate brochures. Lambert explained the main request for separate brochures was by Community Education as they wanted to go with three brochures rather than four, and also because they offered programs at different tunes than the City. Council strongly urged that the City go to three brochures to be published jointly with Community Education. Penzel asked City Manager Jullie to look into a joint powers agreement between the School and City having one person in charge of the brochures, and that Jullie contact Dr. McCoy regarding joint brochures rather than separate brochures. Redpath arrived at meeting at this time. Second item 1 in September 21st memo regarding the summer recreation program. Lambert explained that the Parks, Recreation & Natural Resources Commission recommended removal of the free Summer Fun program. Council agreed with the Corrrmission s recommendation for removal of the Summer Fun program and that fees be adjusted in some of the other programs in order to reduce the subsidy, Item 4 in September 16th memo pertaining to advertising for the Historical & Cultural Commission. The question was asked as to where the Historical & Cultural Commission advertises for their events and mention was made that there are hardly any people present at the events the Commission sponsors. Lambert replied he did not feel the -i_ial City Council P' eying - f fi Commission has any advertising policies and that it is often last minute advertising and that only a small amount has been spent out of their advertising budget. Bentley recommerded that the Commission seek out advertising assistance either as a volunteer or paid advertising person. Penzel requested Lambert prepare a full explanation on the Historical & Cultural Commission nues as well as expenditures. i !ON: Bentley moved, seconded by Redpa th, to reduce the budget request of the Historical & Cultural Commission to $7,250, and if there is justification ' it can be increased. Motion carried unanimously. Item 4, number 3 , of the September 21st memo was discussed - Sterling Field tennis court overlay. A concern was raised by Mayor Penzel that people outside the Sterling Field area have not been encouraged to use the facilities at the park because of close supervision by residents in the Sterling Field area . The Council questioned if the City should budget for a tennis court overlay r:hen this park is not being maintained as a regular City park . Lambert pointed out that this park is on public property and is owned by the City; however, the residents in the Sterling Field area have taken it upon themselves to fully maintain the park and the City has never expended dollars to improve or maintain that facility. Tangen added he could not support any improvements to the park until the City fully takes over Sterling ^ield and maintains it like other City parks . Lambert further explained Lhat Sterling - id is a City park , the City has the deed. however, the City has never maintained jr never developed one thing in the park. Legally it is a City park, factually ,esn't operate like the rest of the City' s parks. Anderson felt this is a --ulous situation for the City to be in - either it is a City park or it isn 't. =rt added it is a concern from the standpoint that the City is liable and has •aed them to build structures in the park the City wouldn' t build, and have let it go on . Bentley suggested rather than do an overlay of $5,000 for the tennis court, that the request be made part of the overall comprehensive plan for the City parks system for some sort of future improvement within that park on a permanent basis would upgrade the whole facility into a more workable facility than just doing ;rary things right now. Lambert agreed with Bentley's comments if the Council , ] agree to put it into the comprehensive plan . Penzel asked that a communication be sent to the Sterling Field Association indicating the Council 's appreciation for their input and their many years of effort, but in order for the City to properly treat the facility it has to be incorporated into our general improvement program for public parks and that we will do so and take the appropriate action with the Sterling "-ield public park when appropriate funds are available. :)N: Tangen moved, seconded by Redpath, to send this request to the Parks, ation & Natural Resources Commission for their recommendation on how to maintain ing Field Park, and to delete the budget request for a tennis court overlay at this time. Motion carried unanimously. Item 4, number 1, of the September 21st memo, regarding the Forest Hills Hockey Rink new boards at a cost of $6,000. Lambert stated the Parks, Recreation & Natural Resources Commission has recommended this item as a first priority and Lambert concurred with the recommendation. Tangen asked where the $6,000 would come from. Lambert replied from the General Fund. MOTION: Bentley moved, seconded by Tangen, to approve the budget request of $6,000 for hockey boards at the Forest Hills hockey rink. Motion carried unanimously. Item 4 , number 2, of September 21st memo, pertaining to the bike trail extension on County Road 1 . Special City Council Meeting - 5 - September 27, 1983 MOTION : Redpath moved, seconded by Penzel , to delete the bike trail extension on County Road 1 . Motion carried unanimously. Anderson, asked City Manager Jullie to look at a way to reroute traffic after football games to McDonald's , i .e. , Scenic Heights to Mitchell Road. Item 1 of September 21st memo regarding chemicals for fertilizing ballfields. , MOTION: Bentley moved, seconded by Redpath, to recommend the budget amount of $5,000 for chemicals for fertilizing the ballfields. Motion carried unanimously. Item 2 of September 2Ist memo regarding part-time people was considered. MOTION: Bentley moved, seconded by Redpath, to recommend the figure of $19,250 for part-time services. Roll Call Vote: Bentley, Redpath and Penzel voted "aye" ; Anderson and Tangen voted "nae". Motion carried. Council agreed with the recommendation of the Parks, Recreation & Natural Resources Commission to increase adult softball team registration by $70.00 per team in 1984 as outlined in September 21st memo from Lambert. The Council continued on with a page-by-page discussion of the City Budget starting with Page 25 (Pages I - 24 were discussed at the September 13th Budget meeting) . Page 25 - City Planning: Penzel asked if our planning fees are substantially lower than neighboring communities. Jullie replied after checking fees in comparable communities it has been found our fees are not lower. Penzel asked that the Guide Plan review process be updated as the present plan is six years old, and suggested that an intern could be used to accumulate data. It was the general consensus of the Council that Planning Director Enger definitely needs help because of the projections for future building and also the need for someone to work on the Star Cities program. MOTION: Tangen moved, seconded by Anderson, to reinstate the position of Senior Planner in the 1984 City Budget at the annual rate of $22,500. Motion carried unanimously. MOTION: Bentley moved, seconded by Redpath, to authorize the Manager to advertise t for employment of a Senior Planner for the remainder of 1983. Motion carried 4 unanimously. t Page 26 - Public Safety/Police Division: Council agreed with Jullie 's recommendation for additional staff as outlined in memo of September 23rd. MOTION: Tangen moved, seconded by Redpath, to adjust the staffing for the Police Division as follows - Promote CSO John Sorensen to Police Officer as of January 1 , 1984 (+ $7,500) ; and promote CSO Dana Pearson from part-time to full time CSO (+ $6,600) . Motion carried unanimously. Penzel asked Jullie to check on how many officers we have per capita and to look into a central dictation system for Public Safety. Page 29 - Public Safety/Animal Control : Delete "Vehicle (1/3) - $3,500", as it 4 already appears under "Certificates". Page 31 Public Works/Engineering Division: Finance Director Frane was asked to check the figures under "Survey Crew (2)" and make the necessary adjustments. z Special City Council Meeting - 6 - September 27, 1983 } Council requested in the future when salaries are reported that they are the actual salaries paid. Page 34 - Public Works/Street 8 Drainange Maintenance: "Pond Cleaning" was stricken from the budget at a cost of $20,000. Page 37 - Shared Services/General : When asked what was included for "machine rentals at $24,000", Frane replied machines that are not functioning properly, i .e. , xerox machine. Council asked Frane to check into rental versus purchasing a xerox machine outright or lease/purchase, which would spread the cost over a number of years. Page 44 - Certificates: Finance Director Frane to check "Replace Rescue Vehicle" at $12,000. MOTION: Redpath moved, seconded by Bentley, to continue consideration of the 1984 City Budget to the October 4, 1983, Council meeting, with Finance Director Frane providing the revised summary pages and answers to questions before that time. Motion carried unanimously. VI . NEW BUSINESS No "New Business". V: JRNMENT 3N : Redpath moved, seconded by Bentley, to adjourn the meeting at 11 :29 PM. _ on carried unanimously. t .