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Home My WebLink About04.15.02 Council Packet City of Farmington 325 Oak Street Farmington, MN 55024 A Proud Past - A Promising Future Committed to Providing High Quality, Timely and Responsive Service to All Of Our Customers AGENDA REGULAR CITY COUNCIL MEETING April 15, 2002 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Acknowledge Retirement - Arvilla Neff b) Dakota County Fair - Jim Frost c) Proclaim Volunteer Recognition Week - April 22-26, 2002 d) Proclaim Arbor Month e) Proclaim Loyalty Day - May 1, 2002 AcknowledGed Information Received Proclaimed Proclaimed Proclaime.d 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open/or Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (4/1/02 Regular) b) Adopt Resolution - Revising Precinct Lines - Administration c) Approve Gambling Premise Permit - VFW - Administration d) Approve Change Order - City Facilities Project - Engineering e) Approve Change Order - Middle Creek Trunk. Utility Extension Project- Engineering f) Appointment Recommendation - Police g) Appointment Recommendation - Public Works - Administration h) Adopt Resolution - Acknowledge Retirement - Finance - Administration i) Adopt Resolution - MSA Mileage Designation - Engineering j) Approve Bills Approved R33-02 R34-02 Approved ApEroved Approved Approved R35-02 R36-02 Approved . PUBLIC HEARINGS a) Adopt Resolution - 209th Street Project - Engineering R37-02 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Customer Service Response Report - Administration b) Approve Compensation Study Consultant Contract - Administration c) Approve City Hall Task Force Scope of Work - Administration d) Charter Communications Information - Administration e) March 2002 Financial Report - Finance f) Trunk Hwy 3 Access Management Study Workshop - Engineering g) Castle Rock Township and Empire Township Communication - Engineering (verbal) 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN Acknowledged Approved Approved lriformation Received Information Received April 16, 2002 Iriformation Received. City ofFannington 325 Oak Street Fannington, MN 55024 A Proud Past - A Promising Future Committed to Providing High Quality, Timely and Responsive Service to All Of Our Customers AGENDA REGULAR CITY COUNCIL MEETING April 15, 2002 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Acknowledge Retirement - Arvilla Neff b) Dakota County Fair - Jim Frost c) Proclaim Volunteer Recognition Week - April 22-26, 2002 d) Proclaim Arbor Month 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (4/1/02 Regular) b) Adopt Resolution - Revising Precinct Lines - Administration c) Approve Gambling Premise Permit - VFW - Administration d) Approve Change Order - City Facilities Project - Engineering e) Approve Change Order - Middle Creek Trunk Utility Extension Project- Engineering f) Appointment Recommendation - Police g) Appointment Recommendation - Public Works - Administration h) Adopt Resolution - Acknowledge Retirement - Finance - Administration i) Adopt Resolution - MSA Mileage Designation - Engineering j) Approve Bills 8. PUBLIC HEARINGS a) Adopt Resolution - 209th Street Project - Engineering '. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Customer Service Response Report - Administration Action Taken Pages 543-544 PagesS45-546 Pages 547-~51 Pages.552~557 Pages 558-559 Pages 560-562 Page 563 Pages 564 Page 565 Pages 566-567 Palfes 568-570 Pages 571 Pages 572-576 Pages 577-578 b) Approve Compensation Study Consultant Contract - Administration c) Approve City Hall Task Force Scope of Work - Administration d) Charter Communications Information - Administration e) March 2002 Financial Report - Finance f) Trunk Hwy 3 Access Management Study Workshop - Engineering g) Castle Rock Township and Empire Township Communication - Engineering (verbal) 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN !k, City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: M C '1 b C' Adm" r. ~ . ayor, OunCl mem ers, Ity Imstrator FROM: Karen Finstuen, Administrative Services Manager SUBJECT: Proclaiming Volunteer Recognition Week - April 22-26, 2002 DATE: April 15, 2002 INTRODUCTION The Farmington Area Chamber of Commerce is requesting your support in proclaiming the week of April 22-26, 2002 as Volunteer Recognition Week in Farmington. DISCUSSION In Farmington and throughout Minnesota, people's lives are touched by caring citizens of all ages from diverse backgrounds, who bring our communities together through their involvement and commitment. The result of this tremendous citizen involvement improves the quality of life for all Minnesotans. BUDGET IMPACT None. ACTION REOUESTED Proclaim April 22-26, 2002 be observed as Volunteer Recognition Week. Respectfully submitted, d~u--- B=~ Karen Finstuen Administrative Services Manager 5Y3 Every Day in Every Way MINNESOTA VOLUNTEERS WHEREAS: Over 2 million people - 66 percent of all Minnesotans - provide a multitude of volunteer services in their communities every day in every way; and, WHEREAS: This commitment of active, engaged citizens around the state ensures healthy, vital communities positioned to solve critical problems and to improve the lives of many; and, WHEREAS: In Farmington and throughout Minnesota, people's lives are touched by caring citizens of all ages from diverse backgrounds, who bring our communities together through their involvement and commitment; and, WHEREAS: Farmington volunteers generously step forward to mentor at-risk youth, engage in civic action for local and state government, respond to emergencies and disasters, preserve the environment, perform chores for senior citizens and provide a multitude of services to address serious social problems; and, WHEREAS: The result of this tremendous citizen involvement improyes the quality of life for all Minnesotans. NOW THEREFORE, I, Gerald Ristow, Mayor of Farmington, do proclaim April 22-26, 2002 shall be observed as: VOLUNTEER RECOGNITION WEEK Gerald Ristow, Mayor 5"<1'" 5d City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: . fL Mayor, Councilmembers, City Administrator FROM: James Bell, Parks and Recreation Director SUBJECT: Proclaim Arbor Day and Month DATE: April 15, 2002 INTRODUCTION The annual Arbor Day activities are scheduled for Friday, April 26, 2002. DISCUSSION The City is a Tree City USA designated community. To continue with this designation, the Council must proclaim an annual Arbor Day Celebration. Staff has scheduled April 26, 2002 at 10:00 A.M. as the City's annual celebration. The ceremony will take place at the Rambling River Park. The City Council is invited to participate through its collective support of the attached proclamation. BUDGET IMPACT Expenditures for the Arbor Day Celebration are included in the 2002 Budget. ACTION REOUESTED Proclaim Friday, April 26, 2002 as Arbor Day in Farmington and Mayas Arbor month. Respectfully submitted, -Je- ~~ James Bell Parks and Recreation Director 5</5 ARBOR DAY April 26, 2002 WHEREAS; Native Minnesotans and early pioneers depended upon existing forests to survive in often harsh, yet beautiful land, as do Minnesota's current residents and landowners; and, WHEREAS: The old-growth red and white pine forests in the North, the mature hardwood forests of the Southeast, and the oak savannahs bordering the prairies in the South and West continue to change; and, WHEREAS: Trees in Minnesota continue to struggle due to insect pests, diseases, severe weather extremes, and human activities including pollution, construction damage, vandalism, and neglect; and, WHEREAS: Citizens must become stewards of their own environment by planting, maintaining, and protecting trees, so that the benefits which trees provide throughout their life cycles continue to improve the quality of life that Minnesotans enjoy. NOW, THEREFORE, I, GERALD RISTOW, Mayor of the City of Farmington, do hereby proclaim April 26, 2002 to be ARBOR DA Y and the month of May 2002 to be ARBOR MONTH in the City of Farmington Gerald Ristow, Mayor 5' <-It:, 7a.... COUNCIL MINUTES REGULAR April!, 2002 1. CALL TO ORDER The meeting was called to order by Mayor Ristow at 7:00 p,m. 2. PLEDGE OF ALLEGIANCE Mayor Ristow led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Ristow, Cordes, Soderberg, Strachan, Verch None Joel Jamnik, City Attorney; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; Dan Siebenaler, Police Chief; Jim Bell, Parks and Recreation Director; Lee Mann, Director of Public Works/City Engineer; Brenda Wendlandt, Human Resources Manager; Mike Schultz, Associate Planner; Cynthia Muller, Executive Assistant Fred Conlan, Paul Speiker, Christy Reinhold, Larry Frank, Tom Wartman 4. APPROYEA GENDA Councilmembers Cordes and Verch pulled item 7a) Council Minutes 3/19/02 Special, as they were absent from that meeting, MOTION by Strachan, second by Soderberg to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Acknowledge Retirement - Paul Speiker Mr. Speiker will retire from his position of Solid Waste Operator effective April 15,2002. Mayor Ristow presented him with a plaque to honor his years of service. Mr. Speiker stated he enjoyed his work and the people he worked with. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Soderberg, second by Strachan approving Council Minutes (3/19/02 Special). Voting for: Ristow, Soderberg, Strachan. Abstain: Cordes, Verch. MOTION CARRIED. MOTION by Soderberg, second by Cordes to approve the Consent Agenda as follows: a) Approved Council Minutes (3/18/02 Regular) b) Approved Temporary 3.2 Beer License - Farmington Fastpitch League- Administration c) Approved Temporary On-Sale Liquor License S1. Michael's Church- Administration St./7 Council Minutes (Regular) April 1, 2002 Page 2 d) Adopted RESOLUTION R26-02 Approving Signal Agreement 3rd and Elm Streets - Engineering Approved Fiber Optic Cabling Public Facilities - Finance Accepted and Approved City Administrator Evaluation and Approved Compensation Adjustment - Administration Adopted RESOLUTION R27-02 Approving Gambling Premises Permit Civil Air Patrol - Administration Adopted RESOLUTION R28-02 Approving Gambling Event Permit St. Michael's Church - Administration Adopted RESOLUTION R29-02 Accepting Donations Senior Center - Parks and Recreation j) Acknowledged Resignation - Parks and Recreation k) Acknowledged Resignation - Community Development 1) Received Information School and Conference - Administration m) Received Information School and Conference - Community Development n) Approved Bills APIF, MOTION CARRIED. e) t) g) h) i) 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT a) Adopt Resolution - 2002 Sealcoat Project - Engineering (Supplemental) Allied Blacktop submitted the low bid in the amount of $59,655.40. The total estimated project cost is $81,728. Seal coating will start after June 23, 2002 and be completed before August 5, 2002. Benefiting property owners will be assessed 50% of the project costs, which was estimated to be $65.41 per residential equivalent unit. MOTION by Cordes, second by Soderberg adopting RESOLUTION R30-02 accepting the base bid of Allied Blacktop in the amount of $59,655.40, awarding the project; and directing staff to prepare the proposed final assessment roll allocating 50% of the project costs to the benefiting properties, APIF, MOTION CARRIED. 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Adopt Resolution - Approving City Center Preliminary and Final Plat - Community Development Mr, Tom Wartman of Farmington City Center, LLC, is seeking approval of the City Center Preliminary and Final Plat. The plat consists of9.87 acres that involves a replat of the original City Center development area and the redeveloped Elm Park dump site. The original City Center plat was approved in September 1993 to accommodate the construction of the More 4 grocery store and mini-mall. The proposed plat would replat the original subdivision with the addition of two additional commercial lots on the former Elm Park dump site. The Ace Hardware store is currently located on Lot 1, and the Econo Foods store and mini-mall are located on Lot 3. Lot 2 is available for commercial development. The remaining portions of 2nd Street, Main Street and the drainage and utility easement were vacated by the Council in November 2001 to make way .5'1<6" Council Minutes (Regular) April 1, 2002 Page 3 for this plat. A new drainage and utility easement has been dedicated for the sewer and water main lines that were connected off of 1 st Street. Outlot A will be deeded to the City for parkland and will be connected to Rambling River Park. MOTION by Soderberg, second by Verch adopting RESOLUTION R31-02 approving the City Center 2nd Addition Final Plat contingent upon Outlot A being deeded over to the City as parkland. APIF, MOTION CARRIED. b) Adopt Resolution - Approving Middle Creek Estates Final Plat - Community Development The Middle Creek Estates Final Plat is located to the west of Akin Road and south of Pine Knoll. The plat consists of26 single family lots on approximately 40.74 acres. The plat contains a single cul-de-sac. Outlots B and F contain wetlands, and Outlot E will be a pond, each of which will be dedicated to the City. Outlot A is the parkland dedication area. Outlot C will be deeded to Mike and Patty Haley for a land swap for the cul-de-sac. There will be a 75 foot wetland buffer setback on Lots 5-10, Block 2. Staff is looking at eliminating the Eaves Way lift station through this development. If the lift station is eliminated proposed side easement, 10 feet on each side of pipe centerline, at the connection location could possibly be changed. The entire cost of eliminating the lift station would be paid by the City. Council would like this issue resolved prior to filing of the Final Plat. The Planning Commission recommended approval with the following contingencies: 1. Revise the final Plat to include the 75-foot wetland buffer easement as measured from the edge of the DNR Protect wetland; 2, File Outlot B as a conservation area with Dakota County; 3. Deed Outlots A, B, E, F & G to the City; 4. Continue working with staff in preserving mature trees during building permit review, The landscape island in the cul-de-sac has been eliminated to allow more room for emergency vehicles. The developer will place a sign at the end of the cul-de- sac indicating possible future through street. MOTION by Soderberg, second by Cordes adopting RESOLUTION R32-02 approving the Middle Creek Estates Final Plat with the above contingencies. APIF, MOTION CARRIED. c) Consider Appeal Fee Refund Request - Community Development Mr, Fred Conlan, 9 7th Street, owns property that backs up to the car wash on Hwy 3, The car wash owners replaced the fence between the properties last year, and staff approved the fence in August of 200 1. Mr, Conlan objected to the fence, stating lights from the cars shined through the fence. According to staff, the fence met requirements of the conditional use permit. Mr. Conlan then appealed the decision to the Planning Commission. He paid the $150 appeal fee at that time. The Planning Commission concluded there was enough light coming through the fence to require the fence to be modified. The car wash owners did not appeal the decision and will redo the fence. Mr. Conlan is now requesting a refund of the appeal fee. According to staff, the provisions in the code and fee resolution are $'1'1 Council Minutes (Regular) April 1, 2002 Page 4 clear, This was an appeal to a decision made by the Zoning Officer. Howeyer, the staff time devoted to reviewing the request is covered by the appeal fee. Staff recommended the appeal fee not be waived. Mayor Ristow stated the original fence in 1965 met the requirements of a conditional use permit. Mr. Conlan is asking the city to abide by the original ordinance, stating no headlights are allowed to shine through the fence. Mr. Conlan wanted the fence installed as originally approved. He should not have to pay an appeal fee, There are large gaps in the fence and the original height was 8 feet, and is now 6 feet. Councilmember Soderberg asked if the decision of the Planning Commission to modify the fence, was based on the 1965 ordinance? Community Development Director Carroll stated it was based on a fact determination, and what they saw, Councilmember Soderberg asked if the fence is ok by today's standard. Community Development Director Carroll stated it does screen the majority of the lights. There are some areas with no gaps and some with large gaps. The ordinance does not say opaque, so it would meet the current requirements. Staff would like guidance from Council regarding what situations require an appeal fee and which do not, in case this issue should arise in the future. Councilmember Cordes felt Mr. Conlan was making more of a request than an appeal. Mayor Ristow stated Council sent Mr. Conlan to the Planning Commission and he followed Council's guidelines. City Attorney Jamnik stated either the property owner or someone affected by it could ask for an interpretation of the code and then disagree. They have the right to appeal the staff decision. The difference here is that Council directed the process that triggered the appeal fee. Without a change in the resolution, anyone in the future would be charged the $150 application fee. You do not want a system where if you win you do not have to pay. Staff should routinely charge the fee until there is a change in the fee resolution. Council agreed to deal with appeal fees on a case by case basis. Councilmember Soderberg stated he had some reservations with refunding the appeal fee. It is a process that was established and the process worked. The fence will be modified. On the other hand, if he were in Mr. Conlan's position, he would not like to have to pay to take the appeal to the next level. Mayor Ristow stated Mr. Conlan requested the same type offence be installed as in 1965, It is still the same business that existed then. The Planning Commission at that time felt it was appropriate for a conditional use, Nothing has changed. The property owner is asking to put back what was originally there. MOTION by Ristow, second by Cordes granting a refund to Mr. Fred Conlan of the $150 appeal fee. APIF, MOTION CARRIED. Mr. Fred Conlan, 9 7th Street, thanked everyone for their assistance in resolving this issue. The current fence is a joke. In 1965 the fence was suitable. Traffic and noise has increased 10-fold. He and his family have suffered from it, not staff, No one that approved the fence suffered from it. We are now splitting hairs .550 Council Minutes (Regular) April 1, 2002 Page 5 between 1/4" and 1/8". There should be no light shining through the fence, like the original fence. Councilmember Strachan stated staff has to make sure their decisions are fair and equitable and takes great pains to do that. He thanked Mr. Conlan for the time he put into it. d) 2002 Assessment, Open Book Meeting Information - Administration A memo was received from Dakota County notifying the City of open book meetings. In 2002, 23 residents from Farmington attended the meetings. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Council member Strachan: There is a town meeting April 2 at the high school to discuss the MN survey regarding drug use, Finance Director Roland: Reminded Council of the goal setting retreat April 13, 2002, Community Development Director Carroll: The City of Rosemount is having an open house for their City Hall on April 6. Postcards have been sent to 1250 residents who have property that will be affected by the revised zoning ordinance. There will be informational meetings April 11 and April 18. A Public Hearing will be held on April 23. Everyone receiving a card has property that is being affected by the zoning change. According to the City Attorney, if it is just a zoning change, only the property owner needs to be notified. For a comprehensive guide plan amendment, cards will be sent to property owners, as well as residents within 150 feet. 14. ADJOURN MOTION by Cordes, second by Strachan to adjourn at 7:57 p,m. APIF, MOTION CARRIED. Respectfully submitted, 7~~rv)~ Cynthia Muller Executive Assistant 55/ 76 City of Farmington 325 Oak Street, Farmington, MN 55024 (65 I) 463~7111 Fax (65 I) 463~2591 www.d.farmington.mn.us TO: M C '1 b C. Adm" <ft, ayor, OunCl mem ers, Ity lnIstrator FROM: Karen Finstuen, Administrative Services Manager SUBJECT: Adopt Resolution Revising Precinct Lines DATE: April 15, 2002 INTRODUCTION Every ten years states are required to redefine legislative and congressional districts in accordance with updated population distributions provided by the United States Census. DISCUSSION Legislative Redistricting is complete and Farmington is now located entirely within Congressional District 2 and Legislative District 36B. Upon finishing this process, cities need to establish precincts with any changed boundaries or establish existing precinct boundaries by April 30, 2002. The changes recommended to precinct boundaries at this time are reflected on the enclosed map and consist of the following: Precinct 1 - Residents on the east side of Akin Road (with an Akin Road address) and south of 195th Street West, who in the past voted in precinct Four, will be moved to Precinct One, Voters living east of Highway Three and north of Main Street will be moved to Precinct Two. Precinct One will continue to vote at the Senior Center, 431 3rd Street. Precinct 2 - will be modified by adding voters on the east side of Highway 3 and north of Main Street that, in the past, voted in Precinct One. Precinct Two polling place will remain at the District Service Center, 510 Walnut Street. Precinct 3 - will not be modified and voters will continue to vote at Akin Road Elementary School, 5231 195th Street W. S6~ Precinct 4 - will be modified by eliminating those voters living south of 19Sth Street W. and east of Akin Road (and with an address on Akin Road). Precinct Four voters will continue to vote at the Bible Baptist Church, 19700 Akin Road. The change to Precinct One is being recommended because of redistricting and State Statute Regulations (M.S. 204B.14 subd. 6(c)) that precinct boundaries should follow visible, clearly recognizable physical features. Changes to Precinct Two are being recommended to more evenly distribute numbers of voters. Dakota County will notify the affected residents by mail, at the appropriate time prior to the 2002 election. I have enclosed maps of the present boundaries and the proposed boundary change, BUDGET IMPACT Costs incurred by the elections are included in the 2002 budget. ACTION REOUESTED Adopt the attached resolution Revising Precinct boundaries, and reestablishing existing precinct boundaries, Respectfully submitted, ~y U-v-- g~:;t:~ Karen Finstuen Administrative Services Manager 563 RESOLUTION NO. R -02 REVISING PRECINCT BOUNDARIES AND REESTABLISHING EXISTING PRECINCT BOUNDARIES Pursuant to due call and notice, a regular meeting of the City Council of the City of Farmington, Minnesota was held in the Council Chambers of said City of the 15th day of April, 2002 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to 204B.14, subds. 3 and 4, after legislative redistricting is finished cities need to establish precincts with newly changed boundaries and/or reestablish existing precinct boundaries by April 30, 2002, and WHEREAS, Precincts Three and Four were, prior to redistricting, located in Legislative District 37B and Precincts One and Two were in Legislatiye District 37 A; and WHEREAS, Precincts must be arranged so that no precinct lies in more than one legislatiye or congressional district; and WHEREAS upon completion of Redistricting, the City of Farmington now falls entirely within Congressional District 2 and Legislative District 36B, and WHEREAS, precinct boundaries are to be established with clearly recognizable physical features. NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that precincts be revised and/or reestablished as follows: Precinct One Shall remain the same except by adding those residents living south of 19Sth Street West to the easterly border of the City and east of Akin Road (and with an address on Akin Road), who currently voted in Precinct Four and by eliminating voters living east of Highway Three and north of Main Street S5</~ Precinct Two Precinct Three Precinct Four Shall remain the same except by adding those residents living east of Highway Three and north of Main Street, who currently voted in Precinct One Shall be reestablished with the existing precinct boundaries Shall remain the same except by eliminating those voters living south of 195th Street West and east of Akin Road (and with an address on Akin Road). BE IT FURTHER RESOLVED that Polling Places be reestablished at the following locations: Precinct One Precinct Two Precinct Three Precinct Four Farmington Senior Center, 431 Third Street District Service Center, 510 Walnut Street Akin Road Elementary, 5231 195th Street West Bible Baptist Church, 19700 Akin Road This resolution adopted by recorded vote of the Farmington City Council in open session on this 15th day of April, 2002. Attested to this _ day of SEAL 555 Mayor , 2002 City Administrator Pre nct 3 3 B ~ u. ~ f- IJ) ~ ..J U. Precinct 1 37A Legend City of Farmington 2000 Voting Precinct Districts M ~ :r ~ z => f!: Empire Township --, I I :::~~ i property I I I Castle Rock Township ,^J City Boundary Precinct Boundaries D Precinct 1 - Farmington Senior Center, 431 3rd Street D Precinct 2 - ISO #192 District Service Center, 510 Walnut Street D Precinct 3 - Akin Road Elementary, 5231 195th Street W D Precinct 4 - Bible Baptist Church, 19700 Akin Road ., Polling Location N w+, C5...'..,...... 8" ~- ,.: , -- "" . . \. ~ s CreatlK! by City Plannll'lQ OlviWrl. 10/99 65':6 City of Farmington Proposed Voting Precinct Districts Preci ct 3 195TH ST ~ ~ <Il ~ ..J U. Precinct 1 Legend :I: " z => ~ Empire Township Castle Rock Township ,^,/ City Boundary Precinct Boundaries 1':-1 Precinct 1 - Farmington Senior Center, 431 3rd Street D Precinct 2 - ISD #192 District Service Center, 510 Walnut Street D Precinct 3 - Akin Road Elementary, 5231 195th Street W D Precinct 4 - Bible Baptist Church, 19700 Akin Road ./ Polling Location N w.' (I),',",','" .- ~ s S~7 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: -. -.5 Mayor, Councilmembers and City Administratol~' ' FROM: Karen Finstuen Administrative Services Manager SUBJECT: Approve a Gambling Premises Permit - VFW DATE: April 15, 2002 INTRODUCTION The VFW is requesting a Gambling Premises Permit at 421 3rd Street. DISCUSSION Pursuant to State Statute and pertinent City Code, an organization must first obtain a resolution from the City, granting permission for gambling to occur at a specific location. The VFW is requesting approval to conduct gambling activity at 421 3rd Street. The appropriate application and fees have been received and the application has been reviewed by the City Attorney. BUDGET IMP ACT None. ACTION REOUESTED Consider the attached resolution approving a Gambling Premises Permit at 421 3rd Street. Respectfully submitted, (~~~ Karen Finstuen Administrative Services Manager 7~ ......- .......... 5Sct RESOLUTION NO. R -02 APPROVING A MINNESOTA LAWFUL GAMBLING PREMISES PERMIT APPLICATION FOR VFW POST 7662 Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Fannington, Minnesota, was held in the Council Chambers of said City on the 15th day of April 2002 at 7:00 p,m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to M.S. 349.213, the State of Minnesota Gambling Board may not issue or renew a Gambling Premises Permit unless the City Council adopts a Resolution approving said permit; and, WHEREAS, the VFW has submitted an application for a Gambling Premises Permit to be conducted at 421 3rd Street, for Council consideration. NOW, THEREFORE, BE IT RESOLVED by the Fannington City Council that the Gambling Premises Permit for the VFW to be conducted at 421 3rd Street, is hereby approved. This resolution adopted by recorded vote of the Fannington City Council in open session on the 15th day of Apri12002, Mayor Attested to the day of 2002, City Administrator SEAL 559 7e1 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farminlrton.mn.us TO: M C '1 b C' Ad . . f; ~. ayor, ounCI mem ers, lty mmlstrator FROM: Lee M. Mann, P .E., Director of Public Works/City Engineer SUBJECT: Approve Change Order - City Facilities Project DATE: April 15, 2002 INTRODUCTION Forwarded herewith for Council's review and consideration is Change Order #5 for the City's facilities project. DISCUSSION The attached memo from WOLD Architects outlines the recommended expenditures for change order #5. The significant items in the change order are all added for the purposes of enhancing the operational capabilities of the two buildings (see attached memo form WOLD). BUDGET IMPACT The total cost for change order #5 is $47,116.00. The project's contingency fund balance including the expenditure for change order #5 is $400,000. ACTION REQUESTED Approve by motion, Change Order # 5 for the City Facilities project in the amount of$47,116.00. Respectfully Submitted, ~rn~ Lee M. Mann, P .E., Director of Public Works/City Engineer cc: file 5~C> lllDLD FROM: DATE: M E M 0 RAN DUM TO: 25 SOUTH GROVE AVENUE SUITE 500 ELGIN, IL 60120 847.608.2600 FAX 847.608.2654 WOLD ARCHITECTS AND ENGINEERS 305 ST. PETER STREET S T. P A U L, M N 5 5 1 02 651.227.7773 FAX 651.223.5646 Lee Man John MCNamara~ April 8, 2002 COMM. NO: 00086 WWW.WOLDAE.COM MAIL@WOLDAE.COM SUBJECT: Farmington North Municipal Campus - Phase I Per discussion with the Core Group on March 28, 2002 and our final review of outstanding items, the following are recommended contract changes for the North Municipal Campus. The approved costs have been reviewed and represent a fair value for the work performed. Item Description Approved Cost PR #1, Item 1 This provides for hydraulic lubrication, oil lines, $6,389 storage tank, hose reels and piping for operation of the maintenance facility. PR #6, Item 1 Per field meetings with City Engineers, the $2,955 storm structure was extended further int.o the drainage pond. PR #12, Item 4 As requested by the Owner, additional card $8,542 readers were requested at the Police Station. This pricing also includes an additional video recording device. PR #16, Item 1 Based on field coordination, additional depth $4,975 was needed to accommodate the light fixtures in the exterior canopy at the Police Station. This depth will also be provided at the CMF. PR #17, Item 1 To enhance operations, additional compressed $11,706 air locations (12 total) were added to the CMF vehicle storage area. PR #17, Item 2 Additional electrical outlets were requested at $2,980 the CMF based on final furniture coordination. PR #18, Item 2 To add additional protection of the exposed $4,492 steel in the CMF near the storage mezzanine, solid wood bumpers and furring was added. PR #19, Item 1 Per final operational coordination, the in ground $2,658 dock lift was moved to the solid waste bay and drainage was added in the pit. 5C, I .......' WYLO Memorandum to Lee Mann Page Two SI #21 The steel support for the folding partition was modified resulting in a change in the steel. $424 Misc. Cost #23 As recommended by the tile manufacturer, additional waterproofing was added in the showers. 96 Total Change Order #5 $47,116 Upon approval by City Council, we will issue Change Order #5 for the project. If you have any questions, please call. cc: Robin Roland, City of Farmington Michael Cox Brendon Stuckey CK/00086/apr02 ~~ ~ k. City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmin2ton.mn.us TO: Mayor, Councilmembers, City Administrato/''''- FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Approve Change Order - Middle Creek Trunk Utility Extension Project DATE: April 15, 2002 INTRODUCTION Forwarded herewith for Council's review and consideration is Change Order #1 for the Middle Creek Trunk Utility Extension Project. DISCUSSION The change order item is for additional improved pipe foundation material for the sewer pipe installation needed due to the soil conditions encountered on the project. BUDGET IMPACT The total cost for Change Order #1 is $9,375.00. This amount is within the project's contingency budget. ACTION REOUESTED Approve by motion, Change Order #1 for the Middle Creek Trunk Utility Extension Project in the amount of$9,375.00. Respectfully Submitted, ~m~ Lee M. Mann, P .E., Director of Public Works/City Engineer cc: file 5&,3 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax'(651) 463-2591 www.ci.farmington.mn.us ?-F TO: (/c. Mayor, Councilmembers and City Administrator? · FROM: Brenda Wendlandt, Human Resources Manager SUBJECT: Appointment Recommendation - Police Department DATE: April 15, 2002 , INTRODUCTION The recruitment and selection process for the appointment of a full-time Police Officer to fill a new position authorized in the 2002 Budget in the Police Department, has been completed. DISCUSSION The City has completed the recruitment, testing, and interview process for a Police Officer. After a thorough review by the Police Department and the Human Resources Office, an offer of employment has been made to Mr. Gary Rutherford, subject to ratification by the City Council. Mr. Rutherford has an Associates Degree in Law Enforcement and is currently a Police Officer for the City of Northfield, MN. He is a Certified Firearms Instructor and has served on the Dakota County MAAG team since 1999. His knowledge, skills and qualifications more than meet the minimum qualifications for the position. BUDGET IMPACT Funding for this position is authorized in the 2002 budget. RECOMMENDATION Approve the appointment of Mr. Gary Rutherford in the Police Department, effective April 30, 2002. Respectfully submitted, ,6(l~d~/iL;I dC / Brenda Wendlandt, SPHR Human Resources Manager S(py City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.cLfarmington.mn.us TO: Ed Shukle City Administrator FROM: Daniel M. Siebenaler Chief of Police SUBJECT: Hiring Recommendation DATE: April 9, 2002 INTRODUCTION As part of the 2002 Budget the Farmington Police Department was authorized to hire two police officers. Staff has completed the process on the first of those officers and is prepared to make a recommendation. DISCUSSION Staff has completed the recruitment, testing and interview process for the position of police officer as approved by the Human Resources Division of the City. As a result of that process a candidate has been identified. Mr. Gary Rutherford is currently a Police Officer for the City of North field, MN where he has been employed since August 1996. He graduated from Inver Hills Community College with an Associates Degree in Law Enforcement. As a member of the Northfield Police Department Officer Rutherford has proven to be an exemplary employee. He is a Certified Firearms Instructor and has served as a member of the Dakota County MAAG team since 1999. In addition Officer Rutherford currently serves as a Certified Field Training Officer for the Northfield Police Department. Among other A wards, Officer Rutherford was the recipient of the 1999 Mothers Against Drunk Driving Award for his DWI enforcement efforts. Officer Rutherford would be available to begin his duties in the City of Farmington on April 30, 2002. BUDGET IMPACT The 2002 budget authorized this position and included the possibility of lateral transfer in order to recruit experienced candidates. Officer Rutherford has been conditionally offered entry into the Farmington Police Department at a one-year wage level. Upon successful completion of the Farmington Police Field Training Program and six months employment he would be elevated to a two year wage level as outlined in the LELS Labor Agreement. This employment agreement will allow for Officer Rutherford to begin employment for the City of Farmington at a wage equitable to his current position in Northfield. ACTION REQUESTED Staff is recommending that the City Administrator approve the conditional Offer of Employment to Officer Gary Rutherford and forward an employment recommendation to the City Council for final action. I .~ POLICE DEPARTMENT CITY OF FARMINGTON, (651) 463-3333 FAX (651) 463-3122 Gary Ruth~.r(ord .' 10155 Upper 2051h StW Lakeville, MN 55044 April 9,2002 Gary, , I want'to ttiarik~o~ for your continued interest in becoming a member of the Farmi~gtori Police . Department. Itgives me great pleasure to be able to offer you a position as a PattolOfficer here in Farmingtol1", . .'.:}.'" . ",:.: ,,: . :' .'-. - This letter wiU~erve as your conditionaioffer of employment for the City of Farmington. It will outline the conditions1hatyou must meet prior to your employment. It will also outlineth~ wage, and benefit packageay~ai1abletoyou as an employee of the City. 'f', . .,' ..... . ,,- . As disc~ssed, 'you would be granted a lateral entry into the Farmington Police DePartWentatthe One Year wage level as,described in.the Bargaining Agreement with Law Enforcement LaborServices (LELS). Upon successfulcompletion of the Farmington Police Department Field Training Progr~mandsix months , service you\\iould be elevated to the Two Year wage level as described. in that same ,agreement. This lateral entry do~sl1Qt include seniority benefits associated with thQse wage levels. ~eriiority will be accruedonly)n,c<mjunctionwith actual years of service in the City of Fannington.. i '. . You will be granted all employee benefits as outliried in the LELS Agreement described above. You have been provided ~ copy of that agreement for reference purposes. . In additiQ~ YOll will be eligible to participate in a variety of other employee programs including, but not lirilitedto FlexibleSpending and Deferred Compensation. . . .. >' . {- ., .-'" .'" '.'- . -i; This offer Willremail1conditionaluntil such time as you have passed a physical examination and drug , screen}esf~tth~ ~edicalclinicdesignated byth~ 9ty. Ar~cdmmendatio.n will be forwardedtothe CitY Administrator for final ~pprOval bytbeCity Council on . April 15; 2002. We have agreed Qn yoti~ofemployment withtl)e, CityofFarmington effective Tuesday, "~pril'?O,209i'>," "'" ",' " .' . "': /. ...,- , J"':~,;"~;~' :_7';--,:"".:_"., _ , . ,," __.,""" ,_, . ,-', ,-,: . ,','" "<':,,, ,n' .' 'CongratuliitionsOriY9ur~ppointmentas a member of,theFa.rmington p()lic~ Departmeot ,We are looking 'forwatd to\~brkirigwithyoli for many years. . ",' "." -,",-' , , ,;" ,-,' ,," , . . " . , - '"pani~IM;S'i~berialer '>.ol1ie(ofPolic'e.' ..... ' . '>',qi~Y offlmumgton' City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us ?5 TO: Mayor, Councilmembers and City Administrator 1 $.. FROM: Brenda Wendlandt, Human Resources Manager SUBJECT: Appointment Recommendation - Public Works Department DATE: April 15, 2002 . INTRODUCTION The recruitment and selection process for the appointment of a full-time Maintenance Worker to fill a new position authorized in the 2002 Budget in the Public Works Department, has been completed. DISCUSSION The City recruited for this position internally. After a thorough review by the Public Works Department and the Human Resources Office, an offer of employment has been made to Mr. Joseph Fischbach subject to ratification by the City Council. Mr, Fischbach has been employed in a seasonal capacity with the City in the Public Works Department performing a variety of functions. He has been an excellent seasonal employee for the City and meets the minimum qualifications for the position. BUDGET IMPACT Funding for this position is authorized in the 2002 budget. RECOMMENDATION Approve the appointment of Mr. Joseph Fischbach as Maintenance Worker in the Department of Public Works, effective on or about May 1, 2002, Respectfully submitted, -C3~~I1~A~ e.~ Brenda Wendlandt, SPHR Human Resources Manager f sC,6 7~ City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator e: ;,. FROM: Brenda Wendlandt, Human Resources Manager SUBJECT: Adopt Resolution - Acknowledge Retirement - Finance DATE: April 15, 2002 INTRODUCTION . The City has received notification from Ms. Arvilla Neff of her intention to retire from her position as Utility Billing Clerk. DISCUSSION The Human Resources office has received notification that Ms. Neff will retire from her current position on May 31, 2002. She began her employment on February 21, 1984. She has been an excellent employee and has gained the respect of her co-workers. The City has appreciated her commitment to the organization and wishes her well in her future endeavors. ACTION REOUESTED Acknowledge the resignation of Ms. Arvilla Neff effective May 31, 2002. Respectfully submitted, ~k/ddA;jf , Brenda Wendlandt, SPHR Human Resources Manager cc: Personnel File s~c,. RESOLUTION NO. R -02 ACKNOWLEDGING RETIREMENT - FINANCE Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 15th day of April 2002 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, the City has received notification from Ms. Arvilla Neff of her intention to retire from her position as Utility Billing Clerk; and, WHEREAS, she began her employment on February 21, 1984; and, WHEREAS, the City has appreciated her commitment to the organization and wishes her well in her future endeavors. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of FarmiJ}gton acknowledges the retirement of Ms. Arvilla Neff effective May 31, 2002. This resolution adopted by recorded vote of the Farmington City Council in open session on the 15th day of April 2002. Mayor Attested to the day of 2002. City Administrator SEAL 5(;:,'7 l' City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farminlrton.mn.us TO: Mayor, Councilmembers, City Administrator ~,\.. FROM: Lee M. Mann, P .E., Director of Public Works/City Engineer SUBJECT: MSA Mileage Designation DATE: April 15, 2002 INTRODUCTION Staff recommends the designation of 0.80 miles of Flagstaff Avenue from 208th Street extended (See attached map) to 200th Street as a Municipal State Aid Street ofthe City of Farmington. DISCUSSION Municipalities in the State of Minnesota are allowed to designate a percentage of the total miles of city streets and county roads within the jurisdiction of the City. Currently the mileage the City has designated is 0.87 miles below the total mileage that can be designated. Other sections of Flagstaff are already designated as a Municipal State Aid street and this designation would serve to complete the designation of the City portion of Flagstaff Avenue north of County Road 50. BUDGET IMPACT The City is allotted funds every year based on the mileage and condition of the designated streets. Increasing the mileage of streets designated will increase the City's MSA account allotment. The actual increase in funds will not be known until next year when the change takes affect. ACTION REOUESTED Adopt the attached resolution designating Flagstaff Avenue from 20Sth Street to 200th Street (Co. Rd. 64) as a Municipal State Aid Street. Respectfully submitted, ~m~ Lee M. Mann, P.E., Director of Public Works/City Engineer cc: file s~co RESOLUTION NO. R -02 ESTABLISHING STATE AID HIGHWAYS Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 15th day of April, 2002 at 7:00 p.m. Members present: Members absent: Member introduced and Member seconded the following resolution: WHEREAS, it appears to the City Council of the City of Farmington that the street hereinafter described should be designated a Municipal State Aid Street under the provisions of Minnesota law. NOW THEREFORE, BE IT RESOLVED by the City Council of Farmington that the road described as follows, to wit: Flagstaff Avenue from 20ffh Street to 20dh Street (County Road 64) be, and hereby is established, located, and designated a Municipal State Aid Street of said City, subject to the approval of the Commissioner of Transportation of the State of Minnesota. BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized and directed to forward two certified copies of this resolution to the Commissioner of Transportation for his consideration, and that upon his approval of the designation of said road or portion thereof, that the same be constructed, improved and maintained as a Municipal State Aid Street of the City of Farmington. This resolution adopted by recorded vote of the Farmington City Council in open session on the 15th day of April, 2002. Mayor day of ,2002. Attested to the City Administrator SEAL SC:,9 ~ ~ ~ ~ > ~ ~ <C ~ ~ <i9 @ ... 111 ~---~ J/~ ~ ~ - OOth ST, $9> "- "- Q f- " LJ Q --' "- '/ ~ / 106 Tl14N R20'W 2726 3435 ~ ~ - c::. - / Tl14N R20'W 34 35 3 2 Tl13N R20'W 212th 19Sth 2625 DESI 'NATE FLAGSTAFF FRO 208TH ST TO LEN 'TH 0.80 ill!. _//....//J ST( CO. q u: W 210th ST > Q '-';'-> Tl14N 35 36 2 1 T113N R20\J c::. - "'l c::. - 5''/0 ?fa..... City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farminlrton.mn.us ~J. TO: Mayor, Councilmembers, City Administrator FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: 209th Street Project - Public Hearing DATE: April 15, 2002 INTRODUCTION At the March 18, 2002 City Council meeting, the Council accepted feasibility report, authorized the preparation of plans and specifications and called for a public hearing for the 209th Street Improvement Project. The neighborhood meeting for the project was held on Tuesday, April 9, 2002. DISCUSSION The proposed improvements include bituminous paving, curb and gutter, storm sewer and water main. The allocation of the costs for the improvements proposed for 209th Street was addressed in the development contracts for the Tamarack Ridge Development. As the contract states, the developer is responsible for the construction of the street and the developer will be reimbursed for the costs apportioned to the residents along the south side of the street. The residents along the south side of 209th Street were annexed into the City in January of 200 1. BUDGET IMPACT The total estimated project cost for the 209th Street improvements is $311,000. Funds covering the costs of the construction are available in the developer's surety for the development project. The proposed cost allocations and assessments based on the project estimates are outlined in the following table: _Gosts all()_~l!ted to dev~~per of Tama!,ack Ridge___~__~____~159,809 C~sts allocated to the sOll!h side of 209th_~treet __________~~ 1 ,200_ A~~~~~ment ~~!!!rit for Str~~!!_~!9rm Se~~!'__and W_8:!~!'_M~i!1___~-1970 Dt;:!t;:l.!t::d Ass_t;:~~~t;:!1ts _to Gi!Ylropertit;:~J7_!lnit&____________~1~~40- Future Assessments to Em ire Townshi $51,550 57~ 209'h Street Project - Public Hearing Page 2 April 15, 2002 The appraisal for the project has been completed and indicates that the sustainable benefit to the subject properties for the proposed improvements is $11,000 per unit. The Finance Director has indicated that the City has the funds to carry the deferred assessment amounts until such time those costs are actually assessed. Attached is a spreadsheet detailing the estimated assessments and a map of the project area showing the properties to be assessed. ACTION REQUESTED Adopt the attached resolution ordering the project, approving plans & specifications, and authorizing advertisement for bids. Respectfully Submitted, ~111~ Lee M. Mann, P .E., Director of Public Works/City Engineer cc: file 573 RESOLUTION NO. R -02 ORDERING PROJECT, APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS PROJECT 01-08, 209th STREET IMPROVEMENTS Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota was held in the Council Chambers of said City on the 15th day of April 2002 at 7:00 p.m. Members present: Members absent: Member introduced and Member seconded the following resolution: WHEREAS, a resolution of the CiZ Council adopted the 18th day of March 2002, fixed a date for a Council hearing on the proposed 209 Street Improvements; and WHEREAS, ten days' mailed notice and two publications of the notice of the hearing was given, and the hearing was held thereon on the 15th day of April, 2002, at which all persons desiring to be heard were given an opportunity to be heard thereon. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Farmington, Minnesota, 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report, and the improvement should be made as proposed and not in connection with any other improvement. 2. Such improvement is hereby ordered as proposed in the Council resolution adopted the 15th day of April 2002. 3. Plans and specifications prepared by Pioneer Engineering, engineer for such improvement, are hereby approved and shall be filed with the City Clerk. 4. The City Clerk shall prepare and cause to be inserted in the Farmington Independent and the Construction Bulletin an advertisement for bids for the construction of such improvement under the approved plans and specifications. The advertisement shall be published no less than three weeks before the last day for submission of bids in the Farmington Independent and at least once in the Construction Bulletin. The advertisement shall specify the work to be done, shall state that the bids will be opened for consideration publicly at 2:00 p.m. on the 16th day of May, 2002 in the Council Chambers of the City Hall by two or more designated officers or agents of the municipality and tabulated in advance of the meeting at which they are to be considered by the Council, and that no bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the Clerk for 5% of the amount of each bid. This resolution adopted by recorded vote of the Farmington City Council in open session on the 15th day of April 2002. Mayor Attested to the day of ,2002. City Administrator SEAL ,my 209th Street Reconstruction Project Estimated Assessments printed 04/10/02 Total Improvement Costs (allocated to south side of 209th Street) Street and Storm Sewer Improvement costs Assessable Units Estimated Assessment for Street and Storm Sewer Costs - per unit Water Main Improvement costs Assessable Units Estimated Assessment for Water Main Costs - per unit Total Assessment for Improvement Costs per Unit Future Assessments for Township Property (includes street and storm sewer costs only) Watermain Connection Fees (per connection) Water meter Connection Permit Water Treatment Plant Fee Water Availability Charge Improvements Connection fees Estimated subtotal Estimated water hookup cost (max) Estimated total Cost per year at 6.5% interest for 10 years on $11,475.78 = $ 151,200 $ 117,800 17 $ 6,929.41 $ 33,400 11 $ 3,036.36 $ 9,965.78 ~ $ 51 ,542.25 $ 265.00 $ 65.00 $ 535.00 $ 645.00 $ 1,510.00 $ 9,965.78 $ 1,510.00 $ 11,475.78 $1,500.00 $ 12,975.78 $1,596.33 ~,'" ., ., 5'75 209th Street Project Area ('I') 209TH 8T W ~ ~ 1 2 3 4 5 6 7 8 9 10 11 .s:::. 3478 C) 3430 3414 340) 3376 3350 3328 3310 I ~ c ~ L... Frandrup I- American Legion (Empire Township) (Empire Township) 12-17 ~ ~ 200 I 200 400 Feet I o N s-,e, )Oc::L City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.fin.us TO: /'.5 Mayor, Council Members, City Administrator''' . FROM: Karen Finstuen, Administrative Services Manager SUBJECT: Customer Service Response Report DATE: April 15, 2002 INTRODUCTION In an effort to meet and understand our citizen's needs and concerns, the City has adopted a customer service satisfaction program. This program is designed to ascertain and measure the level of customer satisfaction during service-related interactions. All citizen contacts with the City are documented in terms of complaint type, referring department, priority of service request and service outcomes. Responses are typically anonymous ensuring that citizens with negative experiences are just as likely to respond as those with positive service experiences. Accordingly, it is the City's intent to use this information as a customer service tool to improve and promote the importance of excellence in customer service. DISCUSSION The table below reflects summary statistics generated by Customer Action Request forms over the months of October, November and December, 2001. Summary response percentages are generated through the analysis of monthly reports and include response data from all operating City departments. The percentages above reflect the number of actual surveys that indicated a response in any given category. Consequently calculations are baSed on the actual numbers of responses received which may differ from the number of surveys received as some respondents did not indicate answers to specific survey questions. :;--"J.4- 57/ On average, eighty-nine percent (89%) of citizen requests for service are handled and addressed within a 1-3 day period. Typically, from that point it requires approximately 90 days or more to receive, process, compile and analyze the survey response data into monthly reports. In terms of how "promptly the City reacted to citizen requests," the degree of "how personally satisfied citizens were with service outcomes," and was City staff "courteous and helpful" in responding to citizen requests, response data suggests a very high level of customer satisfaction in all three categories. In terms of core customer service skills, City staff have achieved an impressive 100% rating in "courteous and helpful service" and 97% in "prompt service" regardless of how personally satisfied a resident was with service outcomes. This underscores the City's commitment to treat each resident contact as a highly valued customer service relations opportunity . In terms of how personally satisfied a resident is with a specific service outcome, staff responses are, in most cases, controlled by state statutes, City ordinances, available staff resources and/or service priorities. In some cases, responses are a function of a third party who must respond to a given situation. Overall, a summary rating of 96% over the three month period for how personally satisfied a resident was with a City service response is a very respectable response ratio given the wide range of resident concerns. In review of survey comments, residents commented both negatively and positively on a variety of concerns such as tree and stump removal on boulevards to unkept yards, encroachments on drainage areas, sod damage by snowplows, and garbage can replacements along with staffs prompt and helpful responses. BUDGET IMPACT None. ACTION REQUESTED Acknowledge the Customer Service Satisfaction reports from October through December, 200 I. Staff will continue to present customer service satisfaction data to Council as it becomes available. Monthly report data with department breakdowns are available for Council review upon request. Respectfully submitted, cJJ~ 9~ Karen Finstuen Administrative Services Manager 57C6 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463~7111 Fax (651) 463-2591 www.cLfarmington.mn.us lOb TO: Mayor, Councilmembers and City Administrato~" \. FROM: Brenda Wendlandt, Human Resources Manager SUBJECT: Compensation Consultant Contract April 15, 2002 INTRODUCTION DATE: This memorandum provides information regarding the compensation study and the contract for compensation consulting services. DISCUSSION The City sent out "Request for Proposals" for a compensation study and received seven responses. After careful review, the City interviewed three firms: Fox Lawson, Riley, Dettmann and Kelsey, and Bjorklund Compensation Consulting. Their proposals best met all the criteria outlined in the Request for Proposal. Upon completion of the interviews and of reference checks, the City chose Fox Lawson to be the Consultants for the Compensation Study. The attached contract outlines the terms and conditions of the agreement and is presented for Council approval. BUDGET The cost of this study is $26,500. The funding for this project was budgeted at an estimated $20,000. Discussions during budget meetings indicated that the budgeted amount was an approximation as actual costs are determined by the scope of the project. There is money available within the personnel division budget to cover the additional costs. ACTION REOUESTED Approve the Compensation Study Consultant contract. Respectfully submitted, ~lur{2Jt{;dhdr / i Brenda Wendlandt, SPHR Human Resources Manager ~ 579 CONSULTING AGREEMENT This Consulting Agreement ("Agreement") is made by and between the CITY OF FARMINGTON ("Client") and Fox Lawson & Associates LLC ("Consultant") a Limited Liability Corporation organized in the State of Minnesota with offices in Roseville, MN and Phoenix, Arizona. The Minnesota office is located at 3101 Old Highway 8, Suite 304, Roseville, MN 55113-1069. The Phoenix office address is PO Box 32985, Phoenix, Arizona 85064-2985 WITNESSETH WHEREAS, Consultant has substantial skill and experience in human resources management, position classification, job evaluation, compensation, pay equity analysis, benefits and performance appraisal; and; WHEREAS, Client desires to hire Fox Lawson & Associates LLC to conduct a classification and compensation study and Consultant desires to provide services to Client; NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree to the terms and conditions set forth herein. ARTICLE 1. STATEMENTOFWORK Consultant shall provide professional consulting services as outlined in its proposal to Client to conduct a compensation study dated February 28, 2002. Consultant shall receive technical direction and review from, and shall report to Brenda Wendlandt or such other person(s) as the City may designate from time to time. ARTICLE 2. COMPENSATION For the complete, satisfactory and timely performance of services provided hereunder, Consultant will be paid a professional fee of $26,500. If the Client desires services in addition to these services, the Consultant will provide the Client with a proposal and fee. sc;ro Consulting Agreement - April 15, 2002 CITY OF FARMINGTON - Fox Lawson & Associates LLC Page 2 ARTICLE 3. PAYMENT Consultant shall invoice the Client monthly for services provided in the previous 30 days. Each invoice shall be paid within 30 days. ARTICLE 4. INDEPENDENT CONSULTANT STATUS It is understood and agreed that consultant will provide the services under this Agreement on a professional basis and as independent contractor and that during the performance of the services under this Agreement, Consultant will not be considered an employee of the Client within the meaning or applications of any federal, state or local laws or regulations including, but not limited to, laws or regulations covering unemployment insurance, old age benefits, worker's compensation, industrial accident, labor or taxes of any kind. Consultant shall not be entitled to benefits that may be afforded from time to time to Client employees, including without limitation, vacation, holidays, sick leave, worker's compensation and unemployment insurance. Further, the Client shall not be responsible for withholding or pay any taxes or social security on behalf of Consultant; Consultant shall be fully responsible for any such withholding or payment of taxes or social security. ARTICLE 5. ASSIGNMENT AND DELEGATION Neither party shall assign or delegate this Agreement or any rights, duties or obligations hereunder without the express written consent of the other. ARTICLE 6. ENTIRE AGREEMENT The following represents the entire agreement between the parties with respect to the subject matter hereof, Should there be conflicts between the documents, the lowest numbered document shall control. This Agreement may be amended only by written instrument signed by both parties. 1. This agreement. 5~1 Consulting Agreement - April 15, 2002 CITY OF FARMINGTON - Fox Lawson & Associates LLC Page 3 2. Response to Request for Proposals. 3. Request for Proposals. ARTICLE 7. HOLD HARMLESS Consultant shall indemnify, defend, and hold the Client, its officers, employees and agents harmless from and against any and all damages, expenses, costs and liabilities arising out of Consultant's negligent acts, omissions or wrongful conduct in the course of performance of this Agreement, including, without limitation, the breach or failure of the warranties and representations set forth herein. Should the Consultant be requested to provide testimony in court or with regard to litigation brought against the Client for work performed by the consultant pursuant to this contract, the Client shall reimburse the Consultant for time and expenses incurred at the firm's established hourly billing rates for the individuals involved. ARTICLE 8. CONFIDENTIAL INFORMATION Consultant shall not use, duplicate or divulge to others any confidential information disclosed to Consultant by the Client in the course of performance hereof without first obtaining written permission from the Client. The Client shall not use, duplicate, or divulge to others, any confidential information including, without limitation, trade secrets and private sector compensation data that is disclosed to the Client by Consultant in the course of performance hereof without first obtaining written permission from Fox Lawson & Associates LLC. ARTICLE 9. TERMINATION AND TERM Either Party may terminate this Agreement by giving written notice to the other, which notice shall be effective 60 calendar days following receipt. Consultant shall be compensated as provided herein for all services performed and expenses incurred prior to the date of termination. 5<6'~ Consulting Agreement - April 15, 2002 CITY OF FARMINGTON - Fox Lawson & Associates LLC Page 4 Unless earlier terminated, or extended, this Agreement shall be in effect until the final report is delivered to the Client. ARTICLE 10. WARRANTIES AND REPRESENTATIONS Consultant warrants and represents that neither the execution, delivery nor performance of this Agreement constitutes a breach or violation of any contract or agreement to which it is a party or by which it is in any manner bound. Consultant further warrants and represents that it has no interests or obligations nor during the term hereof will he acquire any interests or obligations, which conflict with or hamper its ability to perform as required hereby. Consultant warrants and represents that it will perform any and all services hereunder in a professional and workmanlike manner and that all such work shall be free of errors and defects. Consultant shall immediately correct such error or defect at no additional cost to the Client. This remedy is in addition to any and all other remedies which the Client may have pursuant to this Agreement or otherwise. This warranty is in addition to any warranty that may be implied or imposed by operation of law. ARTICLE 11. APPLICABLE LAW This Agreement shall be governed by, and construed in accordance with, the laws of the State of Minnesota. ARTICLE 12. LIABILITY INSURANCE Consultant agrees to maintain one million dollars ($1,000,000.00) in general liability insurance and one million dollars ($1,000,000.00) in professional liability insurance throughout the term of this agreement in such a form and manner as to provide coverage for any and all errors and omissions made during performance of this project. 5~3 Consulting Agreement - April 15, 2002 CITY OF FARMINGTON - Fox Lawson & Associates LLC Page 5 ARTICLE 13. DUE DILIGENCE The consultant agrees to proceed with performance of the contract with due diligence and complete the contract by June 30, 2002 as provided in the response to Request for Proposals unless completion is delayed by a cause set forth in the specifications and for which timely completion would be excused. ARTICLE 14. TAXES. The Client is a tax-exempt, political subdivision of the State of Minnesota and, as such, shall not be responsible for payment of any taxes of any type whatsoever. ARTICLE 15. LICENSES, PERMITS, LEGALITIES. Consultant agrees to obtain any and all necessary permits or licenses required to perform the work, to comply with all applicable laws, ordinances, regulations, etc., and to perform the work in a legal manner. ARTICLE 16. CONTACT PERSON. The Consultant and the Client may be contacted through the following people. Consultant may change contact people by notifying the other in writing of such change: FOX LAWSON & ASSOCIATES LLC Name: James C. Fox CITY OF FARMINGTON Brenda Wendlandt Address: 3101 Old Highway 8, Suite 304 Roseville, MN 55113 325 Oak Street Farmington, MN 55024 5~</ Consulting Agreement - April 15, 2002 CITY OF FARMINGTON - Fox Lawson & Associates LLC Page 6 ARTICLE 17. REMOVAL OF REPRESENTATION. Should the Client reasonably object to an individual deployed on the project by consultant, consultant agrees to promptly replace the individual with someone approved by the Client. IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized representatives. FOX LAWSON & ASSOCIATES LLC CITY OF FARMINGTON By: James C. Fox Partner Date Date 5~6 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.d.farmington.mn.us /o~ TO: Mayor and City Council FROM: Ed Shukle, City Administrator SUBJECT: City Hall Task Force - Scope of Work DATE: April 15, 2002 INTRODUCTION As you know, we are in the process of assembling a new task force to study the immediate, short-term and long-term needs of the city hall facility. DISCUSSION At a recent City Council workshop, we discussed this topic and it was suggested that we engage the services of an architect to assist the city hall task force in studying the city of Farmington's needs stated above. WOLD Architects, the firm that is working on behalf of the city in the design and construction of the new police and maintenance facilities in the northern part of the city, has proposed to assist us in this city hall effort. Their proposal is attached for your review and consideration. Staff believes this proposed scope of work clearly identifies the issues to be studied and will provide an excellent framework to begin this project. The anticipated length of the study is 6 months. BUDGET IMPACT The proposed scope of work will cost $2,000. This is within the estimated cost identified at the workshop and will be funded within the 2002 Budget. ACTION RECOMMENDED Review and consider the proposed scope of work for the city hall task force project and approve the engagement of WOLD to assist the city hall task force during this first phase of the project. Sincerely, Cdl~~ <,r---/ Ed Shukle City Administrator ~ WYLO 305 ST. PETER STREET ST. PAUL., MN 55102 651.227.7773 651.223.5646 FAX 25 SOUTH GROVE AVE. SUITE 500 EL.GIN, IL 60120 847.608.2600 847.608.2654 FAX 901 TOWER DRIVE, SUITE 325 TROY, MI 48098 248.879.9888 248.879.9884 FAX WWW.WDLDAE.COM MAIL.@WOL.DAE.COM April 11, 2002 Ed Shukle City Administrator City of Farmington 325 Oak Street Farmington, Minnesota 55024 Re: City Hall Planning Options Commission No. 9999 Dear Ed: We are pleased to see the results and be a participant of the City's efforts in the completion of the Maintenance Facility and Police Station. We understand the City is about to embark on the next phase of planning which will facilitate planning for Farmington's City Hall. Providing planning assistance for this next phase of the work is a planning expertise we have and is also one which we would very much like to be a part of. Based on our discussions on roles of the City, an appointed Task Force, and Wold, we have given thought to the process needed to study and develop City Hall decision-making consensus. It is understood that active participation by the Task Force representing broad interests of the City including the City Council, staff, businesses, and the City at large will be necessary. We at Wold, envision leading and facilitating meetings while working closely with you on planning strategy and feedback, which will be beneficial throughout the process. We understand the study and planning process needs to address the 2 basic options: Option 1: Remodeling and expanding existing City Hall and vacated Police space. Option 2: Build new: - Locate at existing site. - Other locations in downtown. We understand the study objectives to be the following: . Leverage previous studies. . Determine how much future staff is projected and future space is needed. . Determine what improvements are necessary at existing City Hall. . Determine what sites provide appropriate locations for a new City Hall. . Determine costs of options. . Develop criteria and process for decisions making. . Create and foster "vision" for the future City Hall. WOLD ARCHITECTS AND ENGINEERS s:67 Letter to Ed Shukle Page Two Our approach would be to facilitate the following: Task 1 - Organizational Meeting . Organize participants activities and tasks - City, Task Force, and Wold. . Determine goals and objectives. . Set forth planning strategy and preliminary schedule. . Determine convenient meeting dates of the Task Force. Task 2 - Analyze Facilities . Take Task Force on tour of existing City Hall. . Take Task Force on tour of other comparable City Halls. . Review facility capacity. . Define facility infrastructure needs. . Working with Task Force develop agreement of facility infrastructure needs. Task 3 - Functional Analysis . Project future city population growth and staff needed to accommodate growth. . Determine current space needs by interviewing city administrator, staff, mayor, and council. . Model future space needs by analyzing current needs and future staff requirements. . Determine facility organizational concepts. . Determine parking needs. . With the Task Force develop agreement of space needs. Task 4 - Site Analysis for Options . Determine site objectives and criteria. . Using information processed in Task 3, analyze existing site for feasibility. . If a new site is determined to be necessary, determine new sites in downtown. . With the Task Force, analyze site options utilizing criteria listed above. Task 5 - Option Analysis . Compare costs of options. . Determine advantages and disadvantages of options. . Review options with Task Force. ~ WOLD ARCHITECTS AND ENGINEERS Letter to Ed Shukle Page Three Task 6 - Financing . Determine financing options with financial advisors and Task Force. . Recommend financing strategy. Task 7 - Conclusion . Compare benefits using criteria. . Develop immediate, short-term and long-term approaches for City Hall. . With Task Force develop agreement on best approach/option. We propose to work with the City and designated Task Force to accomplish the outlined tasks until consensus is reached. A preliminary 6-month planning schedule is anticipated. Wold will provide these services for $2,000 plus reimbursables to be billed in progress payments. Please let me know if we can provide additional information. We look forward to the opportunity of commencing work on the next phase of public facilities in Farmington. Sincerely, WOLD ARCHITECTS AND ENGINEERS . ael S. Cox, AlA Partner cc: Lee Mann, City of Farmington John McNamara CK/9999/apr02 59/7 WOLD ARCHITECTS AND ENGINEERS lod ~..G~~~!~ April 2, 2002 City Administrator Ed Shukle 325 Oak Street Farmington, MN 55024 Dear Ed, I am writing to apprise you of upcoming changes in the Fannington channel lineup. These changes are necessary because MTV Networks is making enhancements to it's channel offering. These changes will be happening in the month of May. Please find these changes listed below. Effective May 1 Reformatting: MTV X will become MTV Jams Effective May 15 Adding: Nick Toons to 119, MTV Hits to 138, VHl Mega Hits to 149 Charter Communications believes that customer service is of top priority. To practice that philosophy we will be contacting customers regarding these adjustments. We will be sending a digital box message to all customers affected by this change. If you have any questions about the upcoming change, please feel free to contact me at 507- 289-8372. Thank you in advance for your understanding. Sincerely, , ~~~~ Paige Cain Marketing Manager Southern Minnesota Group 5'90 IDe CITY OF FARMINGTON SUMMARY OF REVENUES AS OF MARCH 31. 2002 25.00 % Year Complete $ % $ % GENERAL FUND Property Taxes 2,600,079 0.00 0 0.00 Licenses/Permits 809,175 74,172 251 .434 31.07 243,559 25.77 Fines 75,000 15,503 15,503 20.67 17,539 23.39 Intergovernment Revenue 784,517 2,824 74,173 9.45 63.496 5.61 Charges for Service 272,500 8,010 28,752 10.55 16,054 6.60 Miscellaneous 330,500 74,960 75,000 22.69 50,552 21.93 Transfers 344,500 86,185 86,185 25.02 93,750 24.70 Total General Fund 5,216,271 261,654 531,047 10.18 484,950 10.10 SPECIAL REVENUE HRA Operating Fund 17,000 2,240 13.18 2,218 1.38 Police Forfeitures Fund 9,050 500 1,100 12.15 0 0.00 Recreation Operating Fund 213,350 2,690 6,854 3.21 12,305 3.86 Park Improvement Fund 11 7,000 14,629 1 7,1 29 14.64 41,964 23.71 ENTERPRISE FUNDS Ice Arena 229,900 49,119 21.37 55.424 25.79 Liquor Operations 2,810,500 183,227 483,360 17.20 474,396 20.13 Sewer 1,224,675 331,696 432,518 35.32 299,920 26.72 Solid Waste 1,216,600 307,371 311,396 25.60 281 ,868 24.62 Storm Water 320,300 62,186 65,722 20.52 61,375 20.12 Water 1,572,000 220.421 374,237 23.81 269,895 19.01 Total Revenues 9,806,796 1,138.461 2,274,722 23.20 1,984,315 21.21 591 CITY OF FARMINGTON SUMMARY OF EXPENDITURES AS OF MARCH 31, 2002 GENERAL FUND $ $ $ % $ % Legislative 90.439 3,958 14,873 16.45 13,250 16.05 Administration 325,077 34,619 85,610 26.34 107,600 37.55 Personnel 129,725 9,033 22,323 17.21 24,523 18.83 MIS 55,833 5,624 7.463 13.37 13,843 32.22 Elections 22,657 3 8 0.04 0 0.00 Communications 67,877 4,773 13,055 19.23 12,931 22.42 Finance 364,160 45,000 79.707 21.89 89,594 26.22 Planning /Zoning 139.785 15.433 37,224 26.63 28.480 21.98 Building Inspection 262.781 40,311 79,931 30.42 51,770 22.98 Community Development 86.474 8,983 20,836 24.10 17,579 19.77 Police Administration 371,591 40,687 87,188 23.46 66,238 21.31 Patrol Services 960,870 96,576 234,276 24.38 200,733 20.45 Investigation Services 150,728 9,744 23,191 15.39 19,356 23.79 School Liason Office 67,059 12,043 25,053 37.36 17,037 27.84 Emergency Management 1 .400 17 34 2.43 40 0.35 Fire 333,888 24,441 55,099 16.50 41,517 13.50 Rescue 37,547 8,336 8,958 23.86 11,327 27.46 Engineering 233,788 28,562 56.475 24.16 39,562 16.52 G.I.S. 10.423 21 63 0.60 386 2.85 Streets 367,823 27,927 64,954 17.66 56.754 17.84 Snow Removal 84,994 12,241 25,880 30.45 48,039 54.61 Signal Maint 85,600 7,465 15,025 17.55 13,780 15.99 Fleet Maint 118,031 11,925 31,192 26.43 13,593 18.65 Park Maint 197,792 33,531 64,852 32.79 49,381 20.96 Forestry 102,904 4,340 5,699 5.54 487 0.73 Building Maint 105,517 9.D18 20,936 19.84 22,079 21.32 Recreation Programs 285,633 24,211 58,160 20.36 27,612 18.28 Outdoor Ice 25,875 223 4,806 18.57 6,797 34.14 Transfers Out 130,000 0 0.00 18.452 16.67 Total General Fund 5,216,271 519,045 1,142,871 21.91 1,012,740 21.58 SPECIAL REVENUE HRA Operating 46,852 1,696 1,696 3.62 20,205 27.64 Police Forfeitures Fund 9,813 1,588 16.18 0 0.00 Senior Center 110,543 10.483 22,937 20.75 Swimming Pool 132,846 599 1,565 1.18 0 0.00 Park Improvement Fund 70,000 0 0.00 4,278 6.11 ENTERPRISE FUNDS Ice Arena 269,081 28,936 72,823 27.06 78,020 37.04 Liquor Operations 2,620,197 200.410 489,598 18.69 447,999 19.89 Sewer 898,610 117 ,059 289,524 32.22 204,368 20.72 Solid Waste 1,231,370 101,878 240,845 19.56 202,045 16.90 Storm Water 175,030 22,395 25,703 14.68 40,752 28.67 Water Utility 470,539 83,282 206,797 43.95 116,812 24.47 Total Expenditures 10,955.766 1,052,905 2.495,947 22.78 2,086.467 20.45 5~ loP City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farminarton.mn.us TO: Mayor, Councilmembers, City Administrato~ \ FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Trunk Highway 3 Access Management Study Workshop DATE: April 15, 2002 INTRODUCTION The Minnesota Department of Transportation (MnDOT) Planning division is proposing to initiate an Access Management Study for the Trunk Highway 3 corridor through Farmington. DISCUSSION MnDOT has drafted a work plan for an access management study of the Trunk Highway 3 corridor through Farmington. Representatives from MnDOT have requested the opportunity to discuss the proposed access study with the City Council and receive input regarding issues and concerns the City has with Trunk Highway 3 in relation to access. BUDGET IMPACT None at this time. The study would ultimately identify potential access improvements and funding sources for those improvements. ACTION REOUESTED Schedule a workshop for April 16, 2002 at 7:00 p.m. to discuss the proposed Access Management Study for Trunk Highway 3. Respectfully Submitted, ~ In mA/WV-- Lee M. Mann, P .E., Director of Public Works/City Engineer cc: file 5'73