WS 2008 05 27
CHANHASSEN CITY COUNCIL
WORK SESSION
MAY 27, 2008
The City Council members participated in an emergency weather drill prior to the work
session. The work session was called to order at 6:15 p.m.
COUNCIL MEMBERS PRESENT:
Mayor Furlong, Councilman Litsey, Councilwoman
Ernst, Councilwoman Tjornhom, and Councilman McDonald
STAFF PRESENT:
Todd Gerhardt, Laurie Hokkanen, Kate Aanenson, Paul Oehme, Todd
Hoffman, Ed Coppersmith, Beth Hoiseth, and Terry Jeffery
City staff and council members held a debriefing on what worked and didn’t work with the
emergency drill. Councilman Litsey noted the City of Hugo did a good job of putting
information on their city web page, and specifying when volunteers would be needed. Beth
Hoiseth talked about the technical problems encountered with preparing the news release and
possible designated parking areas. Councilwoman Tjornhom felt the phone chain worked well
and that the drill provided clarification on the council’s role in an emergency. Todd Gerhardt
reminded council members of the need to be careful on information given out to the public.
Councilwoman Tjornhom asked about communication options for residents staying at the Rec
Center. Councilman McDonald asked about options for people trying to reach residents inside
the Rec Center. Councilwoman Ernst asked about transportation for family members of people
hurt in an emergency. Mayor Furlong asked about volunteer coordination on different
governmental levels. Ed Coppersmith explained how the coordination system will function and
the role of the Emergency Declaration. Councilman McDonald asked about back-up locations to
city hall for the emergency command center. Todd Gerhardt explained how the fire station and
Rec Center could perform as back up to city hall.
RESEARCH IMPLEMENTATION OF REVERSE 911 SYSTEM.
Laurie Hokkanen explained that “Reverse 911 System” is a brand name for a specific reverse
emergency warning system, and that there are numerous other similar systems available on the
market. Councilman Litsey asked if the system can be used with cell phones. Laurie Hokkanen
explained how the system of signing up phone numbers would work, and that people have the
option to opt out if they choose. Councilman McDonald asked about the timeframe for notifying
the public. Councilman Litsey asked about notifications during the night, liability issues and if
the system is only used for weather-related emergencies. Councilwoman Ernst asked if a trial
period would be available, and privacy issues related to phone numbers. Laurie Hokkanen
explained other uses for the reverse system such as notifying residents of hydrant flushings,
street reconstruction issues, water shut off, chemical spills, etc. Councilman McDonald asked
about follow up to people that can’t be reached by phone. Councilwoman Ernst expressed
concern with people who don’t get notified. Councilman Litsey stated the system would be a
nice back-up to other notifications. Todd Gerhardt stated staff would get feedback from other
cities currently using the system. Councilman Litsey asked if there were any advantages to
partnering with other communities or the county. Laurie Hokkanen explained that Carver
City Council Work Session - May 27, 2008
County currently has a system and explained the problems with sharing a system. After
discussion among the council, it was decided that staff should obtain additional information from
other cities before pursuing the issue any further.
The work session was recessed at 7:05 p.m. It was reconvened at 8:20 p.m.
DISCUSSION OF BASEBALL/SOFTBALL/TOWN BALL FIELD AT CHANHASSEN
HIGH SCHOOL.
Todd Gerhardt provided background information on discussions that have taken place to date
with Steve Pumper, the Director of Finance for School District 112. Todd Hoffman summarized
the discussion that took place at a special Park and Recreation Commission meeting held on May
th
14 where all the Park and Recreation Commission members were present along with the
following four residents: Dick Mingo, Pete Voas, Mike Funk and Lyndell Frey. The
commission discussed at length the pros and cons associated with forming a town team and
having a field on school property. After 2 hours of discussion, a number of motions were
discussed but none resulted in a motion being forwarded to the City Council. Steve Pumper
outlined the school district’s plans for athletic facilities and programs planned for the new high
school with possible partnerships with community organizations, both private and public, noting
this is an opportunity for the city to partner with the school district to upgrade the varsity
baseball/softball fields at a cost of $600,000. Mayor Furlong asked if the school district is
considering the use of artificial turf or a dome in the future. There was discussion regarding
installing footings now for future development. Councilman Litsey favored the idea of
partnering with the school district for the use of a town team. Councilman McDonald was
disappointed with the lack of public support at the Park and Recreation Commission and had a
problem with the city spending money without support from the public. Councilman Litsey
asked about the timeline needed for a decision from the city. Steve Pumper explained that the
construction needs to start this summer, so a decision would need to be made early summer.
Councilwoman Tjornhom stated that as an optimist, it would be nice to have a town team for the
community but needs to see the community support before committing city money, citing that
Minnetonka used private fundraising efforts to fund their baseball stadium. Councilwoman Ernst
appreciated the vision of the school district but agreed with Councilman McDonald and
Councilwoman Tjornhom about the need for community support, asking what other needs could
be funded with the $600,000. Todd Gerhardt explained how the city/school district partnerships
have worked with past projects and that the council needed to take into consideration the cost of
building a new facility versus a partnership with the school district. Councilman Litsey
suggested repackaging the way the money is allocated, supporting the district’s athletics in
general rather than just for baseball/softball. Councilwoman Tjornhom expressed concern about
the city’s return on their investment. Mayor Furlong agreed that he was surprised by the lack of
a motion from the Park and Recreation Commission, noting that motivation has to come from
outside city government for supporting these types of needs and that the city needs to look at
what other demands aren’t being met. Todd Hoffman explained that the council needs to look
into the future and take into consideration the changes that will occur when Chanhassen has it’s
own high school. After discussion, Todd Gerhardt stated staff will continue to explore
partnership opportunity as they evolve, noting that this does not seem to be the right opportunity.
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City Council Work Session - May 27, 2008
CONSIDER IMPROVEMENTS TO PARK AND LIBRARY SIGNAGE.
Todd Hoffman explained that as a part of the 2008 work plan, staff was directed to investigate
the installation of a permanent electronic message center in City Center Park as a means of
improving communication with residents. Sign Source was contacted to assist in studying
alternatives. Councilwoman Tjornhom asked why other sign companies weren’t contacted.
Todd Hoffman explained that other companies will be contacted when the item goes out to bid.
Councilwoman Ernst stated she liked the looks of the sign but asked for clarification on the
materials being used. Councilman McDonald favored moving forward with the sign but asked
for additional information regarding design, size, and information that will be on the sign. After
discussion, Mayor Furlong summarized that the council was in favor of moving forward to the
next level of design and asked staff to look further into the size, location, type of information that
will be on the sign and cost estimates.
PUBLIC WORKS FACILITY UPDATE.
Todd Gerhardt reviewed the pros and cons for the two options staff has determined will meet the
current and future needs of public works, incorporating the information obtained from Chuck
Dennis, a professional in the construction and development of public works facilities around the
country. 1A would be the renovation of the existing facility and acquisition of the neighboring
Retail Tech warehouse building at an estimated cost of $7.3 million. Option 2 would be building
a new facility at the city owned property at Park Place at an estimated out of pocket cost of
$6,360,000. The council asked for clarification regarding cold storage, costs and traffic
circulation. Councilman McDonald asked about the impact of selling the existing city building
in today’s real estate market and the risk associated with having all the city’s equipment in one
facility. Councilwoman Ernst asked staff to clarify the disadvantages regarding cold storage
needs and associated costs for Option 2. She also asked if depreciation costs have been built into
the numbers. Mayor Furlong asked about the soil conditions and the possibility of phasing with
Option 2. Todd Gerhardt explained that the majority of the square footage would come from
storage areas, which are the cheapest to build. After council discussion staff was directed to
perform soil borings before proceeding further. Paul Oehme explained that construction would
most likely begin in the spring of 2009.
Mayor Furlong adjourned the work session meeting at 10:15 p.m.
Submitted by Todd Gerhardt
City Manager
Prepared by Nann Opheim
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