City 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.
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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.
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Anderson stated that Eden Prairie did not have the
communication facilities that the neighboring communities had
available.
PAGE 41
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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
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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
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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.
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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
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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.
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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 .
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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
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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
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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 .
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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
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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
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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.
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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.
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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
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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
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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.
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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.
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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.
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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.
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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 .
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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_
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