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Home My WebLink About03.21.11 Council Packet City ofFannington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. FARMINGTON CITY COUNCIL Todd Larson, Mayor Jason Bartholomay Christy Fogarty Terry Donnelly Julie May AGENDA REGULAR CITY COUNCIL MEETING March 21,2011 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) Introduce Promoted Employee - Municipal Services b) Acknowledge Retirement - Rosemary Swedin 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (This time is reservedfor citizen comments regarding non-agenda items. No official Council action can be taken on these items. Speakers are limited to fIVe minutes to address the Council during "Citizen Comment" time.) 7. CONSENT AGENDA a) Approve Council Minutes (3/7/11 Regular) (3/10/11 Workshop) b) Approve Curbside Cleanup Day Agreement - Municipal Services c) Liquor License Suspension - City Attorney d) February 2011 Financial Report - Finance e) Adopt Resolution - Accept Donation from Rotary Club to Youth Scholarship Program - Parks and Recreation f) Adopt Resolution - Approve Joint Powers Agreement with the State of Minnesota/Bureau of Criminal Apprehension - Police Department g) Appointment Recommendation - Fire Department h) Approve Bills i) Approve EDA Transfer REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. If you wish to address the Council regarding any or all of the items on the Regular Agenda, please address the item when the item is discussed. Speakers will be given at least three minutes to speak per item. Additional time Action Taken Introduced Acknowledged Approved Approved Approved Information Received RI8-11 Ri9-li Approved Approved Approved may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS a) Approve Spending Plan for Downtown Redevelopment project Tax Increment Financing District - Economic Development 9. AWARDOFCONTRACT a) Approve Agreement Janitorial Cleaning Services - Parks and Recreation 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Request to Reduce Ballfield Rental Fees Farmington Adult Fastpitch Organization - Parks and Recreation b) 2010 Annual Report - Municipal Services c) 2010 Annual Report - Parks and Recreation 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN 15. EXECUTIVE SESSION a) City Administrator Evaluation Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803. Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation. Table of Contents Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Approve Council Minutes (3n /11 Regular)(3/1 0/11 Workshop) Council Minutes. . . . . . . . . . . . 4 Workshop Minutes. . . . . . . . . . .13 Approve Curbside Cleanup Day Agreement Memo . . . . . . . . 14 Agreement. . . . . . 15 Liquor License Suspension Memo . . . . . . . . 17 Stipulation. . . . . . 19 February 2011 Financial Report Memo . . . . . . . . . . . 22 Report. . . . . . . . . . . 24 Adopt Resolution Accept Donation From Rotary Club to Youth Scholarship Program Memo . . . . . . . . . . . . . . . . . . . 31 Resolution. . . . . . . . . . . . . . . . . 32 Approve Joint Powers Agreement with State of Minnesota/Bureau of Criminal Apprehension 3-21-1 BCA JPA. . . . .33 BCA Resolution . . . . . 34 Appointment Recommendation Memo. .36 Approve Bills Bills . . . 37 Approve Spending Plan for Downtown Redevelopment Project Tax Increment Financing District Spending Plan. . . . . . . . . . . . . . . . 57 Approve Agreement Janitorial Cleaning Services memo . . . . . . 62 tabulation form. . . . . . . . . . . . . . . .64 Agreement. . . . . . . . . . . . . . . . . . 66 Request to Reduce Ballfield Rental Fees Farmington Adult Fastpitch Organization memo . . . . . . . . . . . 72 letter from adultfastpitch .74 prac meeting minutes . . 77 2010 Annual Report Annual Report. .80 2010 Annual Report Annual Report. .93 1 7a.. COUNCIL MINUTES REGULAR March 7, 2011 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Larson, Bartholomay, Donnelly, Fogarty, May None Joel Jamnik, City Attorney; Teresa Walters, Finance Director; Kevin Schorzman, City Engineer; Brenda Wendlandt, Human Resources Director; Jen Dullum, Natural Resources Specialist; Cynthia Muller, Executive Assistant Mitch Faber, Rick Reichert Audience: Mayor Larson called for a moment of silence for Mr. Dick Siverson. 4. APPROVE AGENDA Councilmember May pulled item 7g) Draft 2010 Financial Report and 7h) January 2011 Financial Report for separate vote. Human Resources Director Wendlandt pulled item 5b) Introduce Promoted Employee for a future date. MOTION by Bartholomay, second by Donnelly to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Introduce New Employee - Parks and Recreation Parks and Recreation Director Distad introduced Mitch Faber, new Facilities Maintenance employee. 6. CITIZEN COMMENTS a) Response to Mr. Tim Thompson - Engineering Mr. Tim Thompson, 816 7th Street, at the last meeting he had a question regarding the contract for the utility companies. He has found no further information about it. City Engineer Schorzman explained the franchise agreements say the surcharge will be equal to the franchise fee. The surcharge is what the customer pays the utility company and the franchise fee is what the utility company pays to the City. In all the agreements it says those payments will be equal. That means there is no administrative charge. Mr. Thompson asked if that was a guarantee that they will not raise the rates. He has been told it will be a pass through to the City, but the companies will apply to the utility commission for an increase in the rates. One way or another we will pay more for it; whether it is 10% on the 4 Council Minutes (Regular) March 7,2011 Page 2 franchise fee or on the monthly bill. City Engineer Schorzman stated the wording in the agreement says the surcharge will equal the franchise fee which means there is no administrative charge on top of it. They do provide that possibility if they choose to in the future, however, that would require the company going to the Public Utilities Commission and going through a public hearing process there for them to impose that fee. The argument would be, if they impose that fee on a tax in Farmington, are they going to impose that same fee on the State for collecting sales tax. We would have the option of discontinuing the franchise fee before that option is put in place. The City would receive notice of the public hearing. Mr. Thompson asked if anywhere in the contract it states they will not raise utility rates for a certain amount of time, or as soon as we apply for the pass through will they apply to the Public Utilities Commission to increase gas and electric rates. The City may get a pass through, but the people will pay 10% - 15% more. There is no way they will receive $50 and pass through $50, it is not feasible. He asked if there was a guarantee in the contract for no increase for a certain period of time. Staff explained the guarantee is that they have to go through a public hearing process. Mr. Thompson stated he has done some homework and that is already in the works. City Attorney Jamnik stated the language in the contract says the surcharge is equal to the amount imposed. Mr. Thompson stated there is nothing stating from the utility companies that they cannot increase their rates through the Public Utilities Commission. It is an increase to the people if they raise the rates. Mayor Larson asked if they can only raise the rates for Farmington. Mr. Thompson replied the rates can be raised for the region. Councilmember Donnelly clarified there is no guarantee. They could raise the rates, but they have to go through the Public Utilities Commission to do so. He asked Mr. Thompson about his comment that they have already started this. Mr. Thompson replied the person he spoke to at Minnesota Energy said they are waiting to apply for it. There is no large corporation that is going to pass $50 through and get $50 back out. They are losing money. Councilmember Fogarty clarified he told you they are starting this process because we are doing a franchise fee. Mr. Thompson stated if the franchise fees are applied to Minnesota Energy. Councilmember Fogarty questioned that is the reason they are going for a rate increase. She asked Mr. Thompson if they told him because we are considering a franchise fee, they are seeking a rate increase? Mr. Thompson stated they are seeking a rate increase with all municipalities that are seeking a franchise fee. City Attorney Jamnik confIrmed they can do that. Finance Director Walters clarified with notice, so we would have the opportunity to stop the franchise fee. Mr. Thompson stated it is hard to vote on something if you do not have all the information. b) Response to Mr. Rick Reichert - Engineering A response was sent to Mr. Reichert. 5 Council Minutes (Regular) March 7, 2011 Page 3 7. CONSENT AGENDA MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as follows: a) Approved Council Minutes (2/22/11 Regular) b) Adopted RESOLUTION RI5-11 Approved Gambling Event Permit- Engineering Approved Joint Powers Agreement with Department of Public Safety - Police Department Adopted RESOLUTION RI6-11 Accepting Park Bench Donation - Parks and Recreation Adopted RESOLUTION RI7-11 Accepting Donation Rambling River Center Construction Project - Parks and Recreation f) Approved Pictometry Agreement - Human Resources i) Approved Bills APIF, MOTION CARRIED. c) d) e) g) Draft 2010 Financial Report - Finance Councilmember May noted under property tax it states although we did not receive 100% of our 2010 taxes, we did receive $300,000 in delinquent taxes which are not considered revenue until received. Councilmember May asked what percent of the 2010 taxes we did collect. Staff will provide that information. Councilmember May asked what year the $300,000 was from. Staff explained the numbers are not broken down. Councilmember May asked ifwe have the amount of delinquent taxes yet to be paid. Staffwill provide that number. Councilmember May noted under EDA, they understand there was a negative balance in the BRA and asked if staff has learned any more about that number. Finance Director Walters explained the reason for the negative balance was because when the EDA was started, the BRA balance was left out there, so there were two separate funds. The majority of the negative balance in the BRA was due to the library. Councilmember May stated we are also dealing with a negative balance with the Ice Arena and asked ifwe ever received a commitment from the hockey association. Mayor Larson stated it was a percentage and he will talk with the hockey association. Councilmember May stated on the spreadsheet showing transfers in and out, looking at the different funds, she could not match up the numbers. Finance Director Walters stated we also transfer out to debt service funds, which are not shown. She has a spreadsheet showing where each transfer went and will provide that to Council. Councilmember May noted with the historical preservation, expenditures exceeded budget and asked if there was a grant. Finance Director Walters confrrmed there was a grant that goes into the general fund revenues, so you do not see the revenue side, just the expenditures. Councilmember May noted under Engineering, expenditures are quite a bit less than budgeted and asked if it was due to allocation of expenses elsewhere. City Engineer Schorzman replied yes, in particular to Walnut Street. We talked about doing a transfer from the engineering general fund to the project. That has not happened yet. Councilmember May noted in 2010 we exceeded budget for snow removal and will expect to have issues also in 2011. When the snow season ends, 6 Council Minutes (Regular) March 7, 2011 Page 4 she asked staff to provide information on where we will be short. Councilmember May asked ifwe will see a fmal draft of the 2010 financial report. Staff explained the final is the Comprehensive Annual Financial Report that is audited. Council will receive a copy. Councilmember Bartholomay asked if Council could receive a report with more detail and also with the budget. He suggested something that shows revenues and expenditures on one page. Finance Director Walters has a spreadsheet showing all the transfers and the reason. She will provide that to Council. Councilmember May stated regarding solid waste, there is an increase in the fund balance and so has to ask ifwe are charging too much. Finance Director Walters stated it is preliminary and does not include the capital asset entries or debt entries. Most of the enterprise funds will change quite a bit in the final report; the general fund and special revenue funds should not show much change. MOTION by Fogarty, second by Donnelly to accept the Draft 2010 Financial Report. APIF, MOTION CARRIED. h) January 2011 Financial Report Councilmember May asked if staff has the budge broken out by month so it can be compared on a monthly basis rather than a year end budget number. Finance Director Walters stated we do not budget by month; we budget annually because some areas will have higher revenue at different times of year. The budget is compared on a percentage basis. Right now we are at 8% of the year. We are at 6.5% of the budget. Councilmember Bartholomay asked if it was possible to break it out quarterly. Finance Director Walters could compare last year's quarterly report to see where we were then compared to this year. Councilmember Fogarty stated snapshots are not always reflective of how the budget is operating for the year. Councilmember May asked when the budget is prepared, do we not have a monthly calendar to use to reach a year end number? Finance Director Walters replied no, each department does their own budget and it is done annually. Councilmember Fogarty asked for a column showing where we were for that month in 2010. Staff will provide that information. Councilmember May was looking more for what we budgeted for this year. Councilmember Donnelly stated each department has a budget they manage during the year. Councilmember May noted the Rambling River Center operations states it is funded by $173,450 transfer from the general fund which was $155,000 last year. Staff stated we increased the number because the Rambling River Center borrowed money from another fund and the general fund is paying for that debt. It is passing it through to the Rambling River Center. The Rambling River Center holds the debt, the general fund transfers it to them, and they pay it off. Councilmember May noted under Rambling River Center donations, it says future 7 Council Minutes (Regular) March 7, 2011 Page 5 donations have been pledged and will be received over the next four years. She asked for that number. MOTION by Fogarty, second by Bartholomay to accept the January 2011 Financial Report. APIF, MOTION CARRIED. 8. PUBLIC HEARINGS a) NPDES Phase II Annual Report - Natural Resources Natural Resources Specialist Dullum presented the annual report. Farmington is required to follow the phase II requirements because we have a population over 10,000. Under phase II, operators of municipal separate storm sewer systems need to obtain authorization to discharge storm water runoff to surface water. Staff was required to develop a storm water pollution prevention plan. The six minimum control measures include: 1. Public Education and Outreach 2. Public ParticipationlInvolvement 3. Illicit Discharge Detection and Elimination 4. Construction Site Runoff Control 5. Post Construction Runoff Control 6. Pollution Prevention/Good Housekeeping There are 60 best management practices contained in these measures that the City is required to meet. MOTION by Fogarty, second by May to close the public hearing. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS a) Approve Funding Source - Seal Coating - Engineering Mayor Larson felt the community was not ready for franchise fees. Once we are able to control them ourselves through a street utility, then we can look at it. So we have to go with a levy or assessments/levy. Councilmember May stated ifwe choose the levy option, is there any reason the amount has to be $400,000; could we determine that amount on an annual basis? City Engineer Schorzman stated the Council is free to fund this however they want. He suggested $400,000 because it is consistent with the amount year to year throughout the cycle. If you try to fund it year by year, there is a $270,000 jump from one year to the next in the future. MOTION by May, second by Bartholomay that we choose the levy option with the amount to be levied to be determined at a future date, perhaps at an engineering workshop. Mayor Larson spoke with some residents prior to the meeting and they would like to have a levy/assessment combination. City Engineer Schorzman stated one of the biggest detractors from the assessment 8 Council Minutes (Regular) March 7,2011 Page 6 process is that as the assessments increase over time, you have to substantiate them if someone challenges them. If a resident challenges the amount, and they lose, that process is after the work is done. Then where will we get the money. Councilmember Donnelly asked about the conversation with the residents. He was not in favor of the combination. Why go through all the legal work and challenges of the assessments and then levy for the other half. Mr. Tim Thompson stated the levy is based on overall area ofthe City. Staff explained the levy is based on the property value. Mr. Thompson confIrmed it is throughout the City, commercial and residential. He asked how much would be based on the levy and how much on the assessment. City Attorney Jamnik stated that is up to Council. Councilmember Fogarty stated traditionally for an assessment we have gone by residential unit divided evenly. Mr. Thompson felt that was fair. He asked if you strictly levied, would you have a prior number so the number would be fIXed at the time of budget so you levy for the exact amount. Councilmember Fogarty stated it would be an estimate. Mr. Thompson stated he received the paperwork from the last meeting, at a 10-year average including the crack filling it still averages $153,000/year. Councilmember Fogarty stated there is a percentage increase from one seal coat project to the next. Mr. Thompson received the past 10 years of seal coating and crack fIlling services. At the budget workshop it was stated the crack filling is not included in the $400,000. He used a 10 year average including the crack filling of$135,000 which comes to $150,000/year. Councilmember Fogarty asked in the year 2000 and 2007 that would have been the same group of people. In 2000 the project cost $78,000; in 2007 it cost $145,000. The reason staff says $400,000 is because that is a 100% increase. Mr. Thompson understood about increases and cost changes. He suggested the 7 -year period could be moved to ten years which would save money. Councilmember Fogarty stated the City's Engineer does not agree with that extension. We will not have an exact number prior to budgeting. Mr. Thompson stated it will be hard to levy, so he recommended setting a levy and assessing the rest. Councilmember Fogarty stated what ifwe decided to levy $250,000 for seal coating with the balance to be paid in assessments. Mr. Thompson stated that is foolish, because he did not think you would go through $250,000. He believes you could replace the streets for less in a shorter period of time, than you can adding the cost of seal coating twice in a 15-year period. Mayor Larson asked Mr. Thompson to explain why he wanted the levy/assessment combination. Mr. Thompson stated if you cannot come up with an exact figure for a levy, then you will levy and assess. It is hard to levy without an exact number of what you will pay at the end ofthe year. Councilmember Donnelly asked ifwe had an exact number when we assessed. City Engineer Schorzman stated at the assessment hearing we did. Councilmember Donnelly stated with the levy the more land you own you will pay more. Mr. Thompson agreed you could go with either option, but not franchise fees. 9 Council Minutes (Regular) March 7, 2011 Page 7 City Engineer Schorzman stated there was some discussion about the utility company charging a fee to collect the money for us. That is exactly what the county does to us during the assessment process. They collect a fee on top of what we assess and that is charged back to the residents. Mr. Thompson clarified that is only if the assessment is not paid upfront. Finance Director Walters stated with the levy/assessment combination, you do not have the money upfront to pay for the project. You would have to levy for the full $400,000 so we have something there to pay for the project until we receive the assessments. Then how long do we spread the assessments out, and you also would be looking at delinquent assessments similar to delinquent taxes where you may not receive everything. Councilmember Donnelly stated ifwe went with the levy, we would not collect any money until June 2012. Could we do seal coating in 2012 or fund it with fund balance money? City Engineer Schorzman stated you could seal coat in 2012 and the revenue would be received in 2012, but there would be a period of time between July and December where the fund balance would float it. Councilmember Fogarty did not think this is realistic. Looking at 2007, 2008, 2009,2010 there is not the constitution on the Council who will make the levy go from $145,000, drop it to $134,000 and the next year go to $236,000. In 2008, we would have skipped seal coating. Ifwe decide to levy this and not come up with a set dollar amount, this will be the beginning of the end of seal coating. There is not the constitution in this Council to make those jumps every year. Budgets are getting tighter and this will be one of the first things to go. In 2014 and 2016, it will be an increase of$200,000. It will be the end of seal coating unless we come up with a set dollar amount or go with franchise fees. It is a matter of determining how committed we are to seal coating and pavement management. There are fundamental basic things government is responsible for, and infrastructure is one of them. We have to fmd the fmances to do it. If you go with a levy, for example Flagstaff, the residents will be paying for a road which some use, but the road only exists because of a school who will not have to pay for the maintenance of the road; the residents will. The reason we did assessments was so properties that are tax-exempt had to pay something for the roads they use. Councilmember Bartholomay felt we will need to determine a set amount soon. Councilmember Donnelly stated this will be part of the levy, not a special levy. There is no category that says $400,000 is for seal coating. We are agreeing to increase next year's taxes by a certain amount to cover seal coating for 2012. City Attorney Jamnik stated if at a later date, Council wants to add an assessment element, you could do that, or if in a year Council wanted to go with franchise fees, you could do that. Tonight you are saying this Council plans to look at a general fund levy for seal coating for the foreseeable future. You are not binding anyone to anything. Mayor Larson stated in a year or two we can look at how close we are to the estimated costs. City Engineer Schorzman has received three 10 Council Minutes (Regular) March 7, 2011 Page 8 estimates that range between $320,000 - $360,000. Mayor Larson stated if estimates are coming in different, we can adjust the levy number. Councilmember Fogarty stated we have to think long term. Mayor Larson stated if staff figures $360,000 and it comes in $100,000 less then something needs to be adjusted. Ifwe come in close to that, then we know the system will work. Iffor two or three years we come in significantly lower, then we are charging too much. Councilmember Fogarty asked what is close? Ifwe are not banking some for 2016, then we will be really short. We need to be $100,000 off in 2012 and 2013 so we can afford 20 16. You cannot evaluate it on a year by year basis. Councilmember Fogarty asked if the intent is to set up a separate fund for seal coating so we can track the month. Staff confIrmed this. Every project will have its own fund. Councilmember May agreed with having a separate fund. She does not disagree with Councilmember Fogarty, but ifwe are going to decide on the levy option, she would like the public to have an opportunity to weigh in on what that number should be. Councilmember Donnelly stated part of the reason we are in this situation, is that over the prior years development helped pay part of the seal coating and we were able to assess less. The road and bridge fund was a byproduct of the growth of the City. City Engineer Schorzman stated when development comes, part of the fees paid by the developer are the fIrst seal coating of the road. After that it was assessed. The growth was covered by the fact the developer paid for the fIrst seal coating of the new roads. Councilmember Fogarty asked ifwe keep the current policy, with the same rotation, but instead we levy that amount and assess the remainder each year, is there any historical information that can help us determine ifwe will be okay legally with the 50%. City Attorney Jamnik suggested you will not be okay. In the years where we have spikes and have to sustain large assessments, we will fail to do that, especially if property values are dropping. When you have the spikes, we would have to determine a way to spike the levy side, rather than the assessments. Councilmember Fogarty stated ifwe decide to go with $250,000 with the idea of banking to buy down those years, how would the Council in those years determine what is sustainable? City Attorney Jamnik stated we would have to look at it on a year by year basis. If the real estate market is depressed, or having more challenges that are difficult to sustain, we would have to evaluate whether we can sustain them. Councilmember Fogarty felt non-profits should contribute to maintenance of the roads. She felt we should formulate a policy where we come up with a set dollar amount and we do 50/50 in years it is sustainable and use the balance to buy down the years it is not. MOTION by May, second by Bartholomay to choose the levy option for the seal coat program with an amount to be levied to be determined at a future date, likely the engineering workshop. Voting for: Larson, Bartholomay, Donnelly, May. Voting against: Fogarty. MOTION CARRIED. 11 Council Minutes (Regular) March 7, 2011 Page 9 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Fogarty: She received some calls regarding the increase in the street light utility from $6.00 to $6.90. There was discussion at Council meetings regarding this fund going negative for 2010. This change was approved for the 2011 fee schedule. 2010 was an unusually high year for street light expenses. Staffwill monitor the funds. The Farmington Pageant committee is accepting applications for 2nd, 3rd, 6th, 7th, and 8th graders for Little Miss and Junior Miss Farmington and girls ages 17-19 for Miss Farmington. There is also a button design contest. Anyone K-12th grade can enter the contest. The deadline for Pageant applications is April 1 , and for the button contest the deadline is March 21. Councilmember Bartholomay: Thanked City Engineer Schorzman and staff for their hard work on the seal coating budget. He also thanked the residents for voicing their opinions. Councilmember May: Thanked those who are involved in the Grow Farmington initiative. The third meeting was held and there is a core group still attending the meetings. We are getting closer to action items. It has been mentioned about a Citizen Finance Council and she would like to see that started this year to help Council through the budget process. City Attorney Jamnik: Regarding the liquor compliance checks, we have resolved the criminal proceedings on both cases. One was a private licensee and the other public. Both will be brought to the next Council meeting. The proposed closure dates for both businesses are March 28 - 30, 2011. Human Resources Director Wendlandt: The Parks and Recreation Commission would like to meet with the Council on April 11, to discuss 2012 projects. Mayor Larson: Urged residents to shop locally. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 8:26 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 12 Council Retreat Minutes March 10,2011 Lakeview Bank The meeting was called to order by Mayor Larson at 3:14 p.m. Present: Absent: Larson, Bartholomay, Fogarty, May Donnelly Council discussed pavement management, strategic planning, EDA goals and levy, City liquor stores, replacing City equipment, budget process. The meeting adjourned at 7:29 p.m. Respectfully submitted, Cynthia Muller Executive Assistant 13 /b City of Farmington 430 Third Street l;armington, I\.1inncsota 651.280.6800. Fax 651.280.6899 www.ci.furrningtI1l1.n11l.LLo; TO: Mayor, Councilmembers, City Administrator FROM: Todd Reiten, Director of Municipal Services SUBJECT: Approve Curbside Cleanup Day Agreement DATE: March 21,2011 INTRODUCTION & DISCUSSION Curbside Cleanup Days begin on Saturday, April 23 and end on Saturday, May 21, 2010. Dick's Sanitation, Inc./Lakeville Sanitary, Inc. will be providing trucks and labor to remove furniture, mattresses, and household garbage per the contract extension. In past years, DSI/LSI has also collected scrap metal. As a cost saving measure for Curbside Cleanup Days, staff is proposing discontinuing the collection of scrap metal during Curbside Cleanup Days. Scrap metal weights have declined in recent years and many metal recyclers are offering reimbursement for metal. Residents will be encouraged to recycle their scrap metal locally or at The Recycling Zone in Eagan. The City contracts directly with the appliance/electronics recycler to reduce costs of the Curbside Cleanup Day program. Certified Recycling, L.L.C. has agreed to collect and recycle appliances and electronics at reasonable rates. BUDGET IMPACT The charge for each appliance picked up at the curb will be $20, and electronics will be $.30/pound. The total cost will not be determined until collections are complete in May. Discontinuing scrap metal collections should save several thousand dollars. Funding for Cleanup Day is included in the Solid Waste operations budget. RECOMMENDATION Approve the attached agreement with Certified Appliance Recycling, L.L.C. for recycling appliances and electronics for Curbside Cleanup Days 2011. Respectfully submitted, Todd Reiten Director of Municipal Services cc: file 14 Certified Recycling, L.L.C. 14305 Ewing Av. Bumsville, MN 55306 Office: (952) 894-1448 Fax: (952) 224-9055 Dept: Public Works Department Contact: Lena Larson City: Farmington Office Address: 19650 Municipal Dr. Farmington. Mn. 55024 Collection Dates: April 23 & 30. 2010 and Mav 7. 14. and 21. 2011 Collection Site Address: City of Farmington curbside collection 2011 price schedule Appliances: $20.00 per piece and electronics @ $ .30 per pound. Business electronics will be charged at the rate of $ .35 per pd (Commercial copiers, printers, and items obvious from a business.) Ammonia refrigeration will be charged at the rate of $250.00 per unit. In the event the weight from electronics collected for this event and/or dropped at our facility has a value, these weights are the property of Certified Recycling. No other organization will have the authority to claim these for sale purposes. Accepted for Customer: Title: Date: Accepted for Certified Recycling, L.L.C.: Bill Weber/ Title: President/Owner Date: January 4. 2011 PAGE 1 15 Certified Recycling, L.L.C. 14305 Ewing Ave. Bumsville, MN 55306 Office: (952) 894-1448 Fax: (952) 224-9055 Appliances will include, but not be limited to: Air Conditioners, Dehumidifiers, Dishwashers, Dryers, Freezers, Furnaces, Garbage Disposals, Heat Pumps, Humidifiers, Microwaves, Refrigerators, Stoves, Trash Compactors, Washers, water softeners, and water Heaters. Appliances will be in a square (non-compacted) condition and will not contain food, debris, or other foreign materials. Certified Appliance Recycling, L.L.C., retains the right to refuse any appliance(s) deemed to be in such compacted or destroyed condnion which prevents the proper removal of hazardous wastes and/or refrigerants according to law. Electronics will include; televisions, cpu, monitors, keyboards, printers, copiers, fax machines, answer machines, speakers, CB radios, telephones, calculators, cell phones, standard phones, electronic games, radios, stereo equipment, vcr's, dvd players, typewriters, scanners, and any other electronic devices. Certified Recycling, L.L.C., (RECYCLER) is solely responsible for the safe removal of all PCB's, Mercury, CFC's, appliance metals, and other hazardous wastes, according to Federal law and the laws of the State of Minnesota. The Recycler shall secure and maintain all necessary PERMITS and APPROVALS necessary to process said appliances. The Recycler will also provide any necessary CERTIFICATES OF INSURANCE to the Customer, prior to the start of work. INSURANCE shall remain in effect at all times and not be materially changed. The Customer shall pay to the Recycler an amount, (per the Quantity Program price), for curbside collection for each appliance accepted by the Customer and tendered to the Recycler. Any special charges will be agreed to by both parties prior to acceptance by either party. Customer shall pay within 30 days of the invoice date. The Recycler shall INDEMNIFY and HOLD the Customer and its employees HARMLESS from all claims, demands, and causes of action of any kind, character, including the cost of defense thereof, resulting from the acts, omissions of the Recycler; of the organization's respective officers, agents, employees, and/or the individuals receiving benefit from the funds or items exchanged relating to the activities conducted under this agreement. Accepted for Customer: Title: Date: Accepted for Certified Recycling, L.L.C.: Bill Weber I Title: President/Owner Date: January 4. 2011 CUSTOMER: Keep this original and mail or fax second copy back to Certified Recycling, L.L.C Page 2 16 7~ City of Farmington 430 Third Street .'armington, l\-1inncsota 651.280.6800. Fax 651.280.6899 www:ci.larmingtlm.n111.L1... TO: Mayor and Councilmembers City Administrator Police Chief FROM: Joel Jamnik City Attorney SUBJECT: Liquor Law Compliance Check Violations Proposed Suspension of Liquor License DATE: March 21,2011 INTRODUCTION The City of Farmington conducts periodic compliance checks on all liquor retailers in the city. During the most recent compliance check two retailers sold alcoholic beverages to an underage adult. In each case the retail sales employee was charged with the violation and both of those criminal cases have recently been concluded with guilty pleas and convictions. Pursuant to City Ordinance, Council is now asked to review additional sanctions against the licensee/owner. DISCUSSION Per Farmington Ordinance, there are presumed penalties for initial and repeat violations. In these two cases, the presumed penalty is a three day suspension and a $250 fme. The ordinance provides an opportunity for a public hearing. Our office has reviewed the two cases and believes the presumed penalty specified in the ordinance is reasonable, and we are not recommending either an upward or downward departure from the presumed penalty for either the private licensee or the city store. We prepared and delivered a Hearing Notice to the liquor licensee and have discussed our recommendation with city liquor store staff. The private licensee has signed a stipulation agreeing to the recommended suspension and penalty and has paid the proposed penalty pending city council approval this evening. If the Council agrees with the presumed penalty, it may approve the stipulation and the proposed penalty for the private licensee or, if not, proceed to schedule and conduct a public hearing regarding the matter at a later date. Similarly, the Council can determine to impose the same penalty on the city store, or direct a different penalty be imposed. 17 ACTION REOUESTED I recommend that the City Council accept the stipulation and penalty payment from the private licensee and approve a three day suspension of the license for Monday through Wednesday, March 28-30 (inclusive). I further recommend that the City Council direct city staff to close the specific city store that failed the compliance check those same three days. 18 CITY OF FARMINGTON /'''' _l/ DAKOTA COUNTY, NUNNESOTA InRe: City of Farmington Liquor Licensing Complaint Against STIPULATION OF FACTS AND CIVIL SANCTION Cancun Restaurant 953 8th Street, Farmington, MN The City of Farmington, through its undersigned attorney, and Cancun Restaurant, through its undersigned authorized officer, hereby agree and stipulate as follows: 1. Cancun Restaurant is licensed under Farmington City Code 3-12-12-1, to operate an on-sale intoxicating liquor and Sunday liquor establishment at 953 8th Street in the City of Farmington, Minnesota. 2. On August 2, 2010 an employee at Cancun Restaurant did sell alcohol to an underage person on the licensed premises in violation of Farmington City Code Section 3-12-12-1. 3. Copies of the Farmington Police Department reports regarding this incident are incorporated into this Stipulation by reference. 4. This constitutes the :first appearance of Cancun Restaurant before the City Council pursuant to Farmington City Code ~3-12-13-3. 5. Cancun Restaurant will pay a civil sanction of $250.00 by March 16,2010, and not sell alcoholic beverages on March 28,2011, starting at 2:00 a.m. until March 30,2011 at 2:00 a.m. Cancun Restaurant will also provide proof of server training acceptable to the Police Department within 30 days. 1 54294vO 1 1 19 . (" ,Ii 6. Cancun Restaurant waives its right to the hearing provided by Minnesota Statute ~340A.415 and Farmington City Code Section 3-12-13-3. 7. The civil sanction set forth in Section 5 is contingent upon the Farmington City Council's approval. If the City Council rejects the sanction agreed to in this Stipulation in favor of a more severe sanction, Cancun Restaurant has the absolute right to withdraw its waiver of hearing and to have a hearing before the City Council. Dated: ~ ~ z. . 2011. CAMPBELL KNUTSON Professional Association ~~~ Joel 1 . , 146419 Farmington City Attorney 317 Eagandale Office Center 1380 Corporate Center Curve Eagan, MN 55121 Telephone: 651-452-5000 Dated: 3/ /0 /.2011. . CANCUN RESTAURANT By: ';2 J ~'~ / .I .'" i . 4lf I al?Ct 1-: . 0 ~. Maria Cortes, Its Manager 154294vOl 2 20 CITY OF FARMINGTON Cash Receipt Receipt Date 3/11/2011 Receipt Number 59997 CANCUN RESTAURANT LIQUOR VIOLATION 1001.4910 LIQUOR VIOLATION 250.00 Total Receipt Amount 250.00 105364 15:32:35 21 lei' City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Teresa Walters, Finance Director SUBJECT: February Financial Report DATE: March 21,2011 Enclosed is the financial report for the month of February 2011. Below is an explanation for variations from the budget. The Financial Report for 2010 is also enclosed for comparison. If you have any questions prior to the meeting, please e-mail meattwalters@ci.farmington.mn.us or call me at 651-280-6880. General Fund Overall General Fund Revenues are at 1.88% of the budget. Without taxes, revenues are at 9.46% of the budget. Tax revenue is not received until June/July. Expenditures are at 13.98% of the budget. General Fund compared to Last Year at this time: In 2010 the General fund revenues were at 2.8%. This was mainly due to the ALF payment which we no longer receive. General Fund Expenditures were 13.19%. Although the variance is not large, it is due mainly to higher snow removal costs in 2011. REVENUES - Licenses: This is consistent with previous years at this time. License revenue is higher due to receipt of the :first quarter payment. - Intergovernmental: This includes the State Aid Maintenance payment Charges for services: This is seasonal and will increase during the summer months. - Miscellaneous revenue includes the $5,000 from KDV to off-set the Fire Relief Pension. EXPENDITURES Snow Plowing: Snow plowing is higher due to greater than anticipated snowfalls in February. - Finance: This includes a portion of the audit payment. 22 Special Revenue Funds: The Special Revenue funds are established to account for specific revenue sources (grants) or to finance a specific activity. A plan to eliminate deficits will be discussed during the budget process. The following is a summary of each special revenue fund: EDA: February revenues exceeded expenditures by $1,098, bringing the fund balance from a negative $262,509 in January to a negative $261,411 in February. Rambling River Center Operations (Senior Center): As a result of transfer, February revenues exceeded expenditures by $4,416, bringing the fund balance from a negative $25,198 in January to a negative $20,782 in February. Rambling River Center Renovations: February revenues exceeded expenditures by $6,192, bringing the fund balance from a negative $158,351 in January to a negative $152,159 in February. Swimming Pool: The Swimming pool will be funded this year by a $20,000 transfer from the Liquor Stores. Efforts by staff to reduce costs have led to an increase in the Fund balance at the end of201O. The fund balance as of the end of December was $58,278. This fund balance will be drawn down throughout the year due to a reduction in the transfer. Ice Arena: The Ice Arena revenues were down in February because (at the end of February) we had not billed approximately $39,000 to the Hockey association, Tri-County Skating Club, School, and Men's League. This Revenue will show up on the March Report. Enternrise funds: The Enterprise funds are self supporting and do not need financial assistance from the General fund. Liquor: Expenses exceeded revenues by $3,404 this month. More information will be provided to Council on the quarterly Liquor report. Overall the Sewer. Solid Waste. Storm Water. Water. and Street Light Utility. enterprise revenues are down in February. January's billing included 2 months in 2010. February's billing included one month in 2010. The Revenue was moved back to 2010 in February. When compared to last year at this time, it does not appear this was done in 2010. In an effort to keep 12 months of revenue in each year, this may need to be adjusted for all enterprise funds except the Street Light Utility. Graph: The graph shows that overall 2011 YTD fund balance slightly lower than the 2010 fund balance at this time. 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Fax 651.280.6899 www.ci.furmingtlln.mn.LL.i TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accept Donation to the Youth Scholarship Program from the Rotary Club of Farmington DATE: March 21,2011 INTRODUCTION Previously the City Council approved in 2006 the Rotary Club of Farmington's proposal to provide annual sponsorship of the Rotary Club of Farmington Parks and Recreation Department Youth Scholarship Program (Youth Scholarship Program). DISCUSSION The Rotary Club of Farmington has donated $1,500 to cover 45 youth scholarships that were approved and given in 2010. The following comparison shows the number of Rotary Club of Farmington youth scholarships that have been granted since the sponsorship of the program was approved in 2006: Totals Number of Scholarships Provided 67 69 44 31 45 256 Total Cost of All Scholarships $2,523.00 $3,437.00 $2,114.00 $1,748.00 $1.500.00 $11,322.00 Year 2006 2007 2008 2009 2010 Thanks to the Rotary Club of Farmington's commitment to sponsor the youth scholarship program you can see that many youths in the community have benefIted from their sponsorship since 2006. ACTION REOUESTED Adopt the attached resolution accepting the generous donation of$I,500.00 from the Rotary Club of Farmington for the 2010 youth scholarship sponsorship. Respectfully Submitted, Randy Distad Parks and Recreation Director 31 RESOLUTION No. RI8-11 ACCEPTING DONATION OF $1,500.00 FROM THE ROTARY CLUB OF FARMINGTON TO THE ROTARY CLUB OF FARMINGTON AND PARKS AND RECREATION DEPARTMENT YOUTH SCHOLARSHIP PROGRAM 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 21 st day of March, 2011 at 7:00 p.m. Members Present: Larson, Bartholomay, Fogarty, May Members Absent: Donnelly Member Bartholomay introduced and Member May seconded the following: WHEREAS, a donation of$1,500.00 has been given to the Rotary Club of Farmington Parks and Recreation Department's Youth Scholarship Program by the Rotary Club of Farmington; and, WHEREAS, it is required by State statute and it is in the best interest of the City to accept such donation. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts with gratitude the generous donation <?f $1 ,500.00 from the Rotary Club of Farmington. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21st day of March 2011. ~~~ Mayor n.:i Attested to the:29 day of March 2011. ( ./ SEAL 7-( City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.furmingtlln.n11l.L1." TO: Mayor and Councilmembers City Administrator FROM: Brian Lindquist Police Chief SUBJECT: Resolution approving State of Minnesota Joint Powers Agreement DATE: March 21,2011 INTRODUCTION / DISCUSSION The State of Minnesota, Bureau of Criminal Apprehension, provide 11 different services to local and state law enforcement agencies. This JP A is an attempt to replace the original document approved by Council in 1992 and streamline the efforts of both the State and the City to access new programs in the future. BUDGET IMPACT The City of Farmington currently pays the State $1,080.00 annually for connection services allowing us to access information necessary to fulfill our mission. This amount is budgeted annually and no change has been requested. ACTION REOUESTED Adopt the resolution between the State, MN BCA and the City of Farmington. Respectfully submitted, .......F ,'" ....-: c:7 / /t:.?~~, ':'I aj}4.....,.,... ~~/.....v Brian Lindquist Chief of Police 33 RESOLUTION NO. R19-11 RESOLUTION APPROVING STATE OF MINNESOTA JOINT POWERS AGREEMENTS WITH THE CITY OF FARMINGTON ON BEHALF OF ITS CITY ATTORNEY AND POLICE DEPARTMENT 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 215t day of March 2011 at 7:00 p.m. Members Present: Members Absent: Larson, Bartholomay, Fogarty, May Donnelly Member Bartholomay introduced and Member May seconded the following: WHEREAS, the City of Farmington on behalf of its Prosecuting Attorney and Police Department desires to enter into Joint Powers Agreements with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension to use systems and tools available over the State's criminal justice data communications network for which the City is eligible. The Joint Powers Agreements further provide the City with the ability to add, modify and delete connectivity, systems and tools over the five year life of the agreement and obligates the City to pay the costs for the network connection. NOW, THEREFORE, BE IT RESOLVED by the City Council of Farmington, Minnesota as follows: 1. That the State of Minnesota Joint Powers Agreements by and between the State of Minnesota acting through its Department of Public Safety, Bureau of Criminal Apprehension and the City of Farmington on behalf of its Prosecuting Attorney and Police Department, are hereby approved. Copies of the two Joint Powers Agreements are attached to this Resolution and made a part of it. 2. That the Chief, Brian A. Lindquist, or his or her successor, is designated the Authorized Representative for the Police Department. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, the City Administrator is appointed as the Authorized Representative's designee. 3. That the Chief, Brian A. Lindquist or his or her successor, is designated the Authorized Representative for the Prosecuting Attorney. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, City Administrator Peter Herlofsky is appointed as the Authorized Representative's designee. 4. That Todd Larson, the Mayor for the City of Farmington, and Peter Herlofsky, the City Clerk, are authorized to sign the State of Minnesota Joint Powers Agreements. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21 st day of March 2001. ~~ Mayor Attested to the Old nc/ day of March 2011. SEAL 3 City of Farmington 430 Third Street l:armington, Minnesota 651.280.6800. Fax 651.280.6899 WWW.ci.t2InnillgtI1ll.mn.LL..i TO: Mayor, Council and City Administrator FROM: Tim Pietsch, Fire Chief SUBJECT: Appointment Recommendation - New Members DATE: March 21,2011 INTRODUCTION: The 2011 budget provides for a compliment of 50 members. With the addition ofthese five we will be at full compliment. DISCUSSION: The five candidates have undergone extensive training, testing and other checks. These are the candidates that meet the New Member Committees recommendations. Rick Fischer, Aasa Just, Daniel Kuykendall, Travis Pugliese and Linda Thelen all meet the requirements to become Pro bationary Firefighters. ACTION REQUESTED: Approve Fire Chiefs request to appoint these members effective March 28,2011. Respectfully Submitted, Tim Pietsch Fire Chief 36 ~ ... o ~ ..... ..... ..... o I ~ & ~ ~ ~ i ..... ~ ~ i ~ ~ u. I.) ... o 'li ?: 3 ~ I.) 8 ciS ...... ...... o N .. ...... N i 'Is g' '6 fii :I !if '" oS ., .a ~ I ~ I ~ I o g u > ~ ~ J 9 ~ ~ ~ ~ ~ ~ 0 0: Z ~ i t!l Z H 8 riI ~ ~I !I 81 i o ::> co c t o g I ~I f .g II) ~I 8'1 ~I ~ lO 01 ~ Z ~ E: ;;; _::>0 ~Il: ~ ~WS; ~I~ ~ 3 II. 6 ~ '!ill j .! ..... l~ g-; II) ~ II ~Ii o f:5 .... il~ ~ ~ o o Z ~ UJ ffi ~ ~ g 0. ill ~ ~ ~ Z o Z ::> l: ~ g N 8 ~ i ~ ~ ~ i ll! I ::> a 2!:i ~ I ~ ::> II) I I 8 8 ~ ~. ..... ..... ..... ij ~ Olt &i ..... ..... 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Gl It) co co "'" '<l: C"l ..... 0 O'l co O'l co "l q co C"l co ~ q:: l!! r-: ai ai ai ai O'l ~ ai ~ ~ ai ~ ai ci ci ~ co ..... ~ '" ~ ~ l"- I"- O'l C'I '" ~ 0 O'l C"l 0 10 '0 ..... C'I '" ..... co " 1"-- cO > ~ E ~ " 5 8 ~ ..... ..... 0 ....I ~ ~I N ~ Gl ~ ~ :::l J: U ~ ~ il I"- 0 U ~ ~ .... z .... 0 N 7/' City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Teresa Walters, Finance Director SUBJECT: EDA Transfer DATE: March 21,2011 BACKGROUND INFORMATION: At the September 27,2010 EDA meeting a discussion was held regarding the TIP funds combined into the BRA fund. The minutes are attached. At the beginning of the discussion, Staff requested approval to allow staff to combine the BRA and the EDA funds. Discussion was held, but there was no formal approval. DISCUSSION: Since council approves the budget, Council needs to formally approve the combination of the BRA and EDA funds. BUDGET IMPACT: There is no budget impact. It is a shift (of the deficit) from the BRA to the EDA. The BRA fund will be closed. ACTION REQUESTED: Approve a transfer of$533,732 from the EDA to the BRA to cover the negative balance and close the BRA fund. This brings the EDA balance to a negative $242,241. Respectfully submitted, Teresa Walters Finance Director BOA Minutes (Regular) September 27,2010 Page 2 Member May asked for information on the type of inquiries being received. MOTION by Wilson, second by Larson to approve the extension to the Listing Agreement with KW Commercial for the above properties. APIF, MOTION CARRIED. 8. NEW BUSINESS a) Financial Information Finance Director Walters explained the meaning ofa TIP District. TIP is Tax Increment Financing. It is a development tool to help finance improvements to a property. Ifa property is worth $100,000 and with improvements the new property is worth $150,000, if you paid $5,000 in taxes with the old property and now taxes on the new property is $7500, then your increment is the difference between the taxes when the property is developed and undeveloped. It would be $2500. The $2500 is used to fund the improvements. You are using future revenue to fund current improvements. Once the TIP is over, you will have a property that is on the tax role. Finance Director Walters noticed the TIP funds did not match the financial system. There was a negative balance in the lIRA fund which is where the TIP funds were located. Individually you have to report the TIP funds to the state. They are supposed to be in the financial system as individual funds; they should never be mixed with any other fund. When reviewing old TIP reports, there were positive TIP balances. Staffhired Shelly Eldridge, Ehlers & Associates to determine the problem and the true balance in the TIP funds. Ms. Eldridge had to make some adjustments to the prior year report and bring it to the correct balance. She went back many years. She discovered that the individual TIP funds did have positive balances. In splitting out the TIP funds and bringing the lIRA fund as its own fund, we ended up with an even higher negative in the lIRA fund. Two of the TIP districts are being decertified. Because of this, we need to determine what to do with the remaining money. The first TIP district that has been decertified is the downtown redevelopment project At the end of 2009, it had a balance of $84,989. However, there is a bond payment in 2010 that had to be made. With that bond payment being made there would be a balance of$39,336. This TIP district is a pre-79 TIP district. This means we cannot just offset any negative balances from previous years with this TIP district. We have to use this money to provide future development. The EDA was provided with information on what the money could be used for. We could also send the money back to the county if there is no use. In doing that, we would receive a portion of it back. The second TIP district to be decertified is the economic development district 13 which is the industrial park. The balance is $4,658, and we can keep that balance because we can offset it with negatives from a different TIP district. We are in this position because with the TIP funds being comingled with the lIRA funds, it appears the BRA used the funds for other purposes. One of those purposes was for the library many years ago. Staffhas not determined what else BOA Minutes (Regular) September 27,2010 Page 3 the funds were used for. The bottom line is the funds were used, and we have to remain with positive balances in the TIP districts and we need to separate the TIP districts out. Staff requested approval to combine the HRA and EOA funds and to allow staff to transfer funds over to pay the bond payment. The funds will be separate because it is a State mandate. Chair Fogarty stated we are talking about combining the HRA and EDA funds. The EDA and the HRA are one entity, so she did not understand how we have separate funds to begin with. Finance Director Walters stated we had an BRA fund and at that time, when we created the EDA and decided to drop the BRA, we walked away from the HRA fund and created the EDA fund. Chair Fogarty asked with what funding. Finance Director Walters has not been able to determine where the funds came from; if they sold property that was in the lIRA and put it into the EDA. Chair Fogarty recalled there was property sold in the industrial park. The budget sheets she saw never looked any different in the conversion. Finance Director Walters found out today, that it appears there were two lIRA funds. There was an BRA Capital Projects fund and an HRA Special Revenue fund. When it was combined, the special revenue funds were combined into one, however, the capital project fund is what we are looking at now and that is the one with the negative balance. Member Wilson stated in the budget there is an expense under other charges and services for $233,000. Staff noted that is completely unrelated. Member Wilson asked when the library project was done. He asked Ms. Eldridge if she found a transfer date. Ms. Eldridge used the audits back to 1985 to get balances for the pre-79 TIP district. She did not recreate the library project. In 1985 there was only one TIP district. The second TIP district did not come until 1996. She recreated the sources and uses of increment in the pre-79 district to try to determine a reasonable fund balance. From 1997 on there was a document that detailed out each of the different funds within the 4700 fund balance. The account 4720 was the industrial park 1, the Chinese restaurant was another fund number. There were expenditures and revenues broken out on the spreadsheet, but they were not separate in the audit and rolled into one fund. Member Wilson stated with a TIP district, you grant the authority and then you keep using the authority to apply projected new tax growth to future developments. Ms. Eldridgenoted it depends on when the TIP district was created as there are different mles. As far as the pre-79 district with the $84,000 balance, in 1990 the legislature changed the rules, so the only thing you can payout of that district is debt service payments for bonds issued prior to 1990 and administration. In 2010 additional authority was created in the ability to spend the balance. You have to give it to a developer for bricks and mortar, create the spending plan, hold a public hearing, and construction would have to start before July 1,2011, and all the money would have to be spent before December 31, 2011. The EDA would have to decide if the spending plan should give it all away, return it to the county and get a little BOA Minutes (Regular) September 27,2010 Page 4 back which would be your percentage of the tax rate. The bulk. of the TIP districts are being created on a pay as you go basis where the taxes go to repay the developer for the extraordinary costs. Member Wilson asked if during the analysis there was a blip in the budget. Ms. Eldridge explained in 1997, or the end of 1996, the industrial park had a $300,000 deficit and the library had a $240,000 deficit. She did not go back to other funds that were not TIP related. Member Wilson asked how we can have a balance that negative. Ms. Eldridge stated the library was not in a TIP district, it was one of the lIRA projects. There was no tax increment associated with those expenditures. The law does not allow tax increment to be spent on public buildings. That would have been part of the overall HRA budget. Finance Director Walters stated at some point the balance had to have been negative. The financial statements for 2009 show a negative $334,000. It carried forward from year to year. The negative balances did not come from the TIF districts, because all the TIP districts had positive balances. So it was the HRA that spent the money. Chair Fogarty was trying to understand how she sat on the EDA and the HRA and had no idea this fund existed. Finance Director Walters stated at the end of last year the fund had a balance of $400,515. Chair Fogarty asked when the last time funds were taken out to create a negative balance. Ms. Eldridge stated it appears it was prior to 1997. Finance Director Walters stated this fund has been shown in the financial statements every year since then. Member Donnelly asked if it is real money. Staff confirmed it is a real negative. We need to have the funds in the TIP districts in order to decertify the two TIP districts. Member Donnelly asked why the auditors didn't find this. Staffhas questioned this also and will be talking to the auditors. The negative was noticed and the auditors had been told there was a plan to reduce this. If the auditors are told there is a plan to reduce this, then they believe there is a plan. What staff is questioning is how did the auditors not realize the TIP districts were in this fund and that they were combined. Member May stated the audit was one of her :first questions. She often looked at the EDA budget summary and fund balance and wondered where it came fro~ but now it will go away. We still need to know where the negative came from and asked if staff will continue to investigate. City Administrator Herlofsky stated the sale of the old liquor store building will help by $100,000. In the next couple years we may ask for a sma1l EDA levy. Chair Fogarty asked how do we function next year? It is too late to consider an EDA levy now because it is past the de-.antine. Everything this body decides to do and every legal matter we need reviewed, we are digging a hole. City Administrator Herlofsky stated any project we plan to do, there would be revenues and expenditures associated with it. The day to day items are billed out of the general fund so that will get us through this year. Chair Fogarty EOA Minutes (Regular) September 27,2010 Page 5 understood, but she wanted the EDA to pay for its activities. We have no balance in the EDA and that ties our hands to do any kind of economic development. Chair Fogarty appreciated the diligence and thoroughness from Finance Director Walters. We cannot come up with plans for things we do not know about. Member May asked about the decertification process. Finance Director Walters stated it was supposed to be decertified in 2009, but it was actually decertified in 2010. Member May asked if the City receives a notice that the districts are up for decertification. Staff received a notice that the TIF districts had not been decertified yet and needed to be. Ms. Eldridge explained the County Auditor is responsible for administering the TIP districts in the county. The pre-79 district statutorily would have expired August 1, 2009. In this situation, because there was enough increment to pay off the bond payments, the Council probably requested an early decertification. So that stopped the increment from coming in. The Finance Director is referring to a report that goes to the county and the state auditor regarding the specifics of the districts that have been decertified. The second district expired. When the district is expired, with redevelopment districts it is 25 years from the first receipt of increment, an economic development district depends upon when it was established, but currently it is eight years from the receipt of first increment or nine years of increment. The counties are diligent about stopping payment to the Cities and there is a lot of paperwork that comes after the fact. That is what triggered staff to look into this because the county or the state auditor had not received the follow-up paperwork. Member May stated the uses for the $39,000 can be discussed at another meeting. Chair Fogarty asked for more information and felt it would be easy if we could turn the money into grants. Ms. Eldridge stated you cannot use the money for City projects. A developer can be reimbursed for items such as installing storm water on a project. Chair Fogarty confirmed it could be a grant for any business that would create jobs within the community. Ms. Eldridge stated the construction must start before July 1, 2011, and the money must be spent by December 31, 2011. Documentation must be provided and a check cut by the end of 2011. Also a spending plan needs to be set up and a public hearing is held. Chair Fogarty would like staff to move ahead with developing a grant program to disburse the funds next year. Member May asked if we want to know why the account is negative and where the money went. All members agreed. Member Donnelly stated the money came from somewhere; the HRA wrote checks from somewhere. Finance Director Walters explained the City has pooled cash, so when we spend money from a certain fund, it comes from pooled cash. Then you track the revenues and expenditures. Member Donnelly stated revenues go into that fund and the expenses did not line up. Chair Fogarty had a feeling it had to do with when the industrial park was developed or Member Larson suggested when City Center was developed. ,?a.., City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, and City Administrator FROM: Tina Hansmeier, Economic Development Specialist SUBJECT: Spending Plan for Downtown Redevelopment project Tax Increment Financing District DATE: March 21,2011 INTRODUCTION The EDA intends to use available tax increments from the previously established Downtown Redevelopment project Tax Increment Financing (TIP) District to provide fmancial assistance for private development of the McVicker lot (323 3rd Street). The development will include the construction of a medical/office building that will commence construction before July 1,2011. Without such assistance, this development would not be feasible. DISCUSSION The State of Minnesota 2010 Jobs Bill ("Jobs Bill") authorizes tax increment balances to be used for assisting projects which consist of new construction or substantial rehabilitation of buildings, if doing so will create or retainjobs in the state, including construction jobs. The aforementioned project can meet the requirements of the Jobs Bill. Additionally, the City's Financial Consultant (Ehlers) has completed their review determining that the requested assistance is warranted. Therefore the BDA proposes to make the existing tax increment revenues available to the developer to stimulate new construction. The Jobs Bill requires that the City Council approves a Spending Plan and Resolution authorizing the use of the existing TIP revenues. The City has the ability to provide up to $65,000 to a qualified project that starts construction before July 1, 2011. Otherwise, under the current law, existing balances not expended by December 31, 2011 are required to be returned to Dakota County with a portion (37%) of the balance then sent back to the City of Farmington to be used towards whatever they so choose. BACKGROUND The EDA received an offer to purchase the McVicker lot from an existing Farmington business owner. Since the offer was received, City staff, the EDA's broker, and the Developer have been negotiating the terms of the development agreement. During this time, staff received a request from the Developer for fmancial assistance. The request for assistance was reviewed by the City's Financial Consultants who then determined the assistance is warranted to make the project feasible. ACTION REQUESTED Approve the Spending Plan for Downtown Redevelopment project Tax Increment Financing District. Respectfully submitted, Tina Hansmeier Economic Development Specialist 57 CITY OF FARMINGTON DAKOTA COUNTY STATE OF MINNESOTA RESOLUTION NO. R20-11 RESOLUTION APPROVING A SPENDING PLAN FOR THE DOWNTOWN REDEVELOPMENT PROJECT TAX INCREMENT FINANCING DISTRICT IN THE CITY 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 21 st day of March 2011 at 7 :00 p.m. Members Present: Members Absent: Larson, Bartholomay, Fogarty, May Donnelly Member Fogarty introduced and Member Bartholomay seconded the following: BE IT RESOLVED by the City Council (the "City Council") of the City of Farmington (the "City"), Dakota County, Minnesota as follows: Section 1. Background: Findings. (a) The City and the Farmington Economic Development Authority (the "Authority") have previously established the Downtown Redevelopment Tax Increment Financing District (the "TIF District") and adopted the tax increment financing plan therefore (the "TIF Plan"). (b) Subject to the approval of the City Council following a public hearing, the Authority has adopted a spending plan for the TIF District in accordance with Minnesota Statutes, Section 469.176 Subd. 4m in the form submitted to the City Council by the Authority (the "Spending Plan") to utilize existing tax increment revenues from the TIF District in order to stimulate construction or rehabilitation of private development in a way that will also create or retain jobs. (c) The City and Authority have performed all actions required by law to be performed prior to the approval of the Spending Plan, including, but not limited to, causing notice of a public hearing to be published and holding a public hearing on the date hereof on the adoption of the Spending Plan. Section 2. Approval of the Spending Plan. (a) The Spending Plan for the TIP District, is hereby approved. (b) The Authority is hereby authorized to carry out the terms of the Spending Plan in such manner as it determines to be consistent with the Program Policy. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21 st day of March 2011. ~~~. Mayor Attested to the cPd 11/ day of March 2011. SEAL ~ 'Jd1;f~' Spending Plan for the Downtown Redevelopment Project Tax Increment Financing District City of Farmington Dakota County State of Minnesota City Council Approval: March 21, 2011 EHLERS Prepared by: EHLERS & ASSOCIATES, INC. 3060 Centre Pointe Drive, Roseville, Minnesota 55113-1105 651-697-8500 FAX: 651-697-8555 WWW.EHLERS-INC.COM - LEADERS IN PUBLIC FINANCE Spending Plan For the Downtown Redevelopment Project Tax Increment Financing District Section 1. Purpose The Farmington Economic Development Authority (the "Authority") is the administrative authority for the Downtown Redevelopment Project Tax Increment Financing District (the "TIP District") in the City of Farmington, Minnesota (the "City"), and proposes to adopt a Spending Plan for the TIP District in accordance with Minnesota Statutes, Section 469.176 Subd. 4m (the "Act"). The purpose of the Spending Plan is to develop or redevelop sites, lands or areas within the City in conformity with the City's Comprehensive Plan by using available tax increments from the TIP District to provide improvements, loans, interest rate subsidies, or assistance in any form to private development consisting of the construction or substantial rehabilitation of buildings and ancillary facilities, which will create or retain jobs in this state, including construction jobs. Section 2. Plan Under this Spending Plan, the Authority intends: (a) To use available tax increments from the TIF District to provide improvements, loans, interest rate subsidies, or assistance in any form to private development consisting of the construction or substantial rehabilitation of commercial, industrial, housing and/or mixed-use buildings and ancillary facilities (the "Projects") requiring up to $65,000. The Projects shall commence before July 1, 2011, (unless a later commencement date is authorized by law) and shall constitute Projects that would not commence by such date without the assistance provided pursuant to this Spending Plan. (b) To amend the budget set forth in the Tax Increment Financing Plans for the TIF District as necessary to provide for the assistance authorized by this Spending Plan. (c) To take any other action necessary and authorized by the Act in connection with the Projects. The assistance provided pursuant to this Spending Plan shall be subject to Minnesota Statutes, Sections 116J.993 to 116J.995 (the "Business Subsidy Law"), if applicable, and shall be subject to the City's Business Subsidy Policy and requirements. City of Farmington Spending Plan for the Downtown Redevelopment Project TIF District 7C0 City of Farmington 430 Third Street Jiarmington, Minnesota 651.280.6800. Fax: 651.280.6899 w\....w:ci.furmingt(m.mll.LL'I TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Agreement for Janitorial Cleaning Services DATE: March 21,2011 INTRODUCTION Since 2003, the City has utilized contracted janitorial cleaning services from ROC Commercial Cleaning to clean certain City buildings. Recently a Request for Proposals (RFP) for janitorial cleaning services was mailed to cleaning contractors and the results have since been tabulated. DISCUSSION On February 7, 2011, the City Council approved a RFP process to solicit proposals from cleaning companies to clean the following City buildings: City Hall, Central Maintenance Facility, Fire Station #1, Fire Station #2 and the Rambling River Center. Staff mailed RFP's to 14 different vendors and received proposals back from 8 vendors. Attached is Exhibit A the tabulation form showing the vendor names and the amount proposed by each vendor to clean the five City buildings. It is important to note the RFP identified that the vendor was to submit a total cost to clean the five City buildings over a three year period and should be shown as a lump sum. The quoted amounts that you see on the tabulation form are the total cost to clean each building for three years. The total lump sum would then be divided by three in order to determine the annual cost to clean the five City buildings. While McFarland Hanson, Inc. submitted the lowest cost for the three year time period at an amount of $131,151.24. McFarland Hanson, Inc. contacted City staff to inform them that their proposal included a calculation error and the proposal should have been a higher amount. Staff contacted the City Attorney about this and was informed that if McFarland Hanson, Inc did not honor their bid amount then they would have to remove themselves from consideration and in the event they removed themselves, the City could then be able to go to the second lowest bidder and offer them a contract. Another option was that the City could also reject all proposals received and start the process all over again. Staff then contacted McFarland Hanson, Inc and was informed that they would not be able to honor the bid submitted and were removing their bid from consideration. Coverall of the Twin Cities was then given consideration as the second lowest bidder. Staff checked references provided and received very positive feedback on the cleaning that Coverall of the Twin Cities has completed for other cities in the Twin Cities area. Staff then contacted an employee from Coverall of the Twin Cities and informed them of the situation and that as the cleaning company submitting the second lowest proposal would now be considered for hire to clean City of Farmington buildings. The employee stated that they were still interested in cleaning the City of Farmington buildings and understood what cleaning requirements were identified and further stated that they were confident that their company's bid of$165,173.76 was accurate and would cover their costs to clean City buildings over the next three years. 62 BUDGET IMPACT Currently the City pays ROC Commercial Cleaning just over $86,000 a year to clean the five City buildings identified in the RFP to be cleaned. Coverall of the Twin Cities proposal would drop the average annual cleaning cost to $55,057. 92. This would result in the City saving about $31,000 per year on janitorial cleaning services. ACTION REOUESTED Approve by motion the attached three year agreement with Coverall of the Twin Cities to provide janitorial cleaning services for the City of Farmington in the amount of$165,173.76. Respectfully Submitted, Randy Distad, Parks and Recreation Director 63 E o LL e o CJ .- e- ._ ca e- ns ::I CD.Q _ ca 01- ca'i .- en ... 0 .s c. .- 0 e ... caD. .., I CJ .~ CD en < ...... ... ,.Q ~ ~ .. .eO; 00000 ""Ca~OOOo ~;~(::~~~~ ~a1;l ~"<t-~O'I 'f ~~B ~~~ $' ~U ~~~~~ 00 i =r !S ~'a ~ ~I = t; ~ ;.. ..,UrI.l o 0 0 00000 000.000, "<t 0 0 l'-: 000 0 "<t 10 -oo~-r--r<'l - 00'-" ~ ION r--r<'l Z;~~~~ =- .. 0 Q 0 0 =ru 0 ~ :a:l~eg =a~N~ = 6 r<'l "<t ",z;~ &! 000 000 o 0 ~ ~ ~ r<'l ~ ~ vSvS ~ ~ 00 ~ l"l M 00 ... ~ N 0\";- _ Cl'I ~~ 0'1 ~ '<:!: l"'i 111 ff'l ~... vS=' _ III ~~ 0'1 ~ l"l l"'i 111 r-- gg 0Cl vSr;f - N ~EI"l _ -5 II) .S! ~ ~ ~ 00 ~ ~ 3 g ~ u t .~ ~ - ~ .,f 10 .S C' ~ i a " r<'l ~ ~ ~ ~ '"g .~ ~ ~og~~~~~~ a u .S ~ - " 'C 00 N ~:l~d~~ ='~_1000 ':-;t."<tIl1~~ ~~~~:ftiti ~ ~~ ~ ~ ~~ooteoooo~ =a=~M::\C =.e~~~~!::; = = oo~ r--~ o:i v1 0 ~~~~~EI"l~ ..c:: II) oo~o; "<t II) ;:s ....:' . = C' ,- 10 .... ~ -'"dbllr-- O'I~ d).S => r<'l '"d '"0 Cl'I ~..=:-;:: ~ u.6 EI"l .S ~ co 0'1 ~ ~ . 10 ~ ~fIl _ 0Cl _ 10 ~~ ] II) =~.oo"<t~.II)O~ " C'!"<too =&l"'i .. r<'l r-- 0 .,f r-- .... r-- ~Q ~ ~ ~ _ ~'"d~bll ~ o l"'1 ~ 111 0'1 ..g.__ III U 1I1~v1r<'l;:S ~ ~ ~ ~ ~ ~ '0 'S ~ .S ~ "Cl "Cl .e 00 ~ = " C'! 'C51a~ r:~eoo~ ~=8~ ~ .:l~ 'fi II) v~Ngg3s~ C'! ~,~ . = ET ~ :g~~5~~:!l r-- ,~N ~ d) ..; 0\v1v1"<t-g~ff'l ~ ~ ~ ~ -;-::.... ... ~ ~ EI"l .S - ~ u &: ~ u = " = .e = ... " = ~ ~ e .e>= ... ~ u u .. ~ ~ u .. ; ~ ~ ii ! ! ~ := := = ~ ~ :E e e a Ii; Ii; ~ - " ~ ~ " E-l '" ~ 0; 00 .. AGREEMENT TIllS AGREEMENT is made and entered into by and between the CITY OF FARMINGTON, a municipal corporation located in Dakota County, State of Minnesota, hereinafter referred to as ("City") and COVERALL OF THE TWIN CITIES, a Minnesota corporation, located at 8009 34th Avenue South, Suite 10, Bloomington, Minnesota 55425, Hennepin County, State of Minnesota, hereinafter referred to as the ("Contractor"). RECITAL'S WHEREAS, the City wishes to purchase the services of Contractor for janitorial services; and WHEREAS, there are funds available for the purchase of these services. NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth, the City and the Contractor agree as follows: 1. TERMAN>> COST OF THE AGREEMENT. The Contractor agrees to furnish services on behalf of the City during the period commencing May 1, 2011 and terminating April 30, 2014. The Contractor shall be paid for cleaning services performed, as follows: Service Location Farmington City Hall, 430 Third Street, Farmington, :MN 55024 Farmington Central. Maintenance Facility., 19650 Municipal Drive, Farmington, :MN 55024 Farmington Fire Station #1,21625 Denmark Avenue, Farmington,:MN 55024 Farmington Fire Station #2, 19695 Municipal Drive, Farmington,:MN 55024 Farmington Rambling River Center, 325 Oak Street, Farmington, :MN 55024 TOTAL Monthly Fee $2,24427 $927.70 $163.90 $153.19 $1,099.10 $4.588.16 The monthly rate will be Four Thousand Five Hundred and Eighty Eight Dollars and Sixteen Cents. ($4,588.16). The cost of services provided under this Agreement shall not exceed One Hundred and Sixty Five Thousand and One Hundred and Seventy Three Dollars and Seventy Six Cents ($165,173.76) over the term of this Agreement, unless extended. ~ 2. SERVICES TO BE PROVIDED. The Coniractor shall provide janitorial services in accordance with the plans and specifications prepared by the City dated February 16, 2011, and attached hereto and made a part hereof as Exhibit "A." 3. PAYMENT FOR SERVICES. Payment for services completed, shall be made monthly, directly to the Contractor, based upon invoices submitted by the:fifth day of the month for the preceding month's services. 4. INDEPENDENT CONTRACTOR. Nothing contained in this Agreement is intended or should be construed as creating the relationship of co-partners of joint ventures within the City. No tenure or any rights or benefits, including Workers' Compensation, Unemployment Insurance, medical care, sick leave, vacation leave, severance pay, PERA, or other benefits available to City employees, shall accrue to the Contractor or employees of the Coniractor performing services under this Agreement 5. INDEMNIFICATION AND INSURANCE. The Contractor agrees it will defend, indemnify and hold harmless the City, its officers and employees against any and all liability, loss, costs, damages and expenses which the City, its officers or employees may hereafter sustain, incur, or be required to pay arising out of the Contractor's performance or failure to adequately perform its obligations pursuant to this contract The Contractor's insurance company shall waive its right to assert the immunity of the City as a defense to any claims made under said insurance. The Coniractor shall take out and maintain during the life of this contract, Contractor's General Liability & Automobile Insurance, including Contractor's Contingent or Protective Insurance to protect the coniractor from damage claims arising for operations under this contract, which shall protect him or her and any subcontractor performing work covered by this contract, from claims for damages for personal injury including accidental death under this coniract whether such operations by him or 2 herself or by any subcontJ:actor or by anyone directly or indirectly employed by either of them and the amounts of the insured shall be as follows: a) Worker's Compensation Insurance 1. Coverage B - Employer's liability with limits of not less than: $100,000 Bodily injury by disease per employee $500,000 Bodily injury by disease aggregate $100,000 Bodily injury by accident 2. The contractor and his/her subcontractors, if any, must provide Worker's Compensation Insurance for all employees, in accordance with the statutory requirements of the State of Minnesota, including Coverage B, Employer's liability. Evidence of subcontractor insurance shall be filed with the contractor. b) Automobile Liability Insurance 1. Minimum limits of liability coverage for passenger vehicles such as car, van or pickup truck, unless it be being used to perform the service. If vehicle is towing equipment or a commercial vehicle, and all other vehicles then liability limits shall be the same as required under #c. General Liability Insurance. below. 2. Required Coverages The contractor and hislher subcontractors, if any, shall maintain insurance to cover liability arising out of the operations, use, or maintenance of all owned, non-owned and hire automobiles. Evidence of subcontractor insurance shall be filed with the Contractor. c) General Liability Insurance 1. Minimum limits of liability shall be as follows: . $1,500,000 Per Occurrence . $1,500,000 Annual Aggregate 3 . $1,500,000 Annual Aggregate applying to Products/Completed Operations 2. Insurance coverages should include the following: Premises and Operations Bodily Injury and Property Damage Personal and Advertising Injury Blanket Contractual City of Farmington listed as additional insured The Contractor shall maintain insurance to cover claims, which may arise from operations under a contract with the City, whether such operations are by Contractor or Subcontractor or by anyone directly or indirectly employed under this contract. d) A professional liability insurance policy covering personnel of the Consultant while performing services under this Agreement in the following amounts: Errors and omissions $500,000 per occurrence and $1,500,000 aggregate~ for total damages arising from anyone occurrence. e) If Contractor's work involves working with, or the potential release of: a hazardous substance, then the Contractor shall be required to procure double the insurance policy limits of those noted above. 6. DATA PRACTICES. All data collected, created, received, maintained, or disseminated for any pmposes by the activities of Contractor because of this contract is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota Rules implementing such act now in force or as adopted, as well as federal regulations on data privacy. 7. RECORDS - AVAILABILITY AND RETENTION. Pursuant to Minnesota Statutes ~16B.06, Subd. 4, the Contractor agrees that the City, the State Auditor, or any of their duly authorized representatives at any time during normal business hours and as 4 often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of the Contractor and invoice transactions relating to this Agreement Contractor agrees to maintain these records for a period of three (3) years from the date of termination of this Agreement 8. MERGER AND MODIFICATION. A It is understood and agreed that the entire Agreement between the parties is contained here and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter. All items referred to in this Agreement are incorporated or attached and are deemed to be part of this Agreement B. Any material alterations, variations, modifications, or waivers of provisions of this Agreement shall be valid only when they have been reduced to writing as an amendment and signed by the parties. 9. DEFAULT AND CANCELLATION. A If the Contractor fails to perform any of the provisions of this Agreement or so fails to administer the work as to endanger the performance of the Agreement, this shall constitute default Unless the Contractor's default is remedied, the City may, upon written notice, immediately cancel this Agreement in its entirety. B. This Agreement may be cancelled with or without cause by either party upon thirty (30) days written notice. Upon termination, the City shall be responsible for payment to Contractor only for services previously performed. There shall be no responsibility for payment of any expectation or contracted for 5 I . . r amounts for :future services not performed. 10. SUBCONTRACTING AND ASSIGNMENT. Contractor shall not enter into any subcontract for performance of any services contemplated under this Contract without the prior written approval of the City and subject to such conditions and provisions as :the City may deem necessary. The Contractor shall be responsible for the performance of all subcontractors. 11. NONDISCRIMINATION. During the performance of this Agreement, the Contractor agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, cri.mina1 record, creed or national origin be excluded from full employment rights in, participation in, be denied the benefits of or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. Contractor has signed this Agreement, and the City Council having duly approved this Agreement on the a I~ dayof;J-r7~ , 2011 and pursuant to such approval and the proper City officials having signed this Agreement, the parties hereto agree to be bound by the provisions herein set forth. CITY OF FARMINGTON COVERALL OF THE TWIN CITIES By~~ -'I f B k 50 / /I ('..5.s. a. Jlt.).>/J/Yl e/l 7" Title 0 6 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us Exhibit A REQUEST FOR PROPOSALS MUNICIPAL BUILDINGS JANITORIAL SERVICES CITY OF FARMINGTON, MINNESOTA February 16,2011 PROPOSALS ARE BEING ACCEPTED FOR JANITORIAL SERVICES IN THE FOLLOWING CITY OF FARMINGTON BUILDINGS: City Hall, 430 Third Street; Central Maintenance Facility, 19650 Municipal Drive; Rambling River Center, 325 Oak Street Fire Station #1, 21625 Denmark Avenue; Fire Station #2, 19695 Municipal Drive; February 16. 2011 To Whom It May Concern: The undersigned, being familiar with your local conditions, having made all necessary on-site investigations and being familiar with all other factors affecting'the conditions and cost for the projects, hereby proposes to furnish all else necessary and to provide janitorial services for a three year period from May 1,2011 through Apri130, 2014 in the following City of Farmington (the City) buildings: City Hall, 430 Third Street; Central Maintenance Facility, 19650 Municipal Drive; Fire Station #1,21652 Denmark Avenue; Fire Station #2, 19695 Municipal Drive; Rambling River Center, 325 Oak Street; and in accordance with the specifications prepared by the City, dated February 16,2011. Each proposer is responsible for visiting the sites prior to quote submission and to become familiar with work site conditions. A pre-bid conference and walk-through of the sites will occur at 1:00 p.m. on Wednesday, February 23, 2011. The pre-bid conference will begin at City Hall located at 430 Third Street, Farmington, Minnesota. Contact the Facilities Maintenance Supervisor, Jeremy Pire at (651) 280-6902 to inform him. of your attendance at the pre-bid conference. Please submit the proposal in a sealed envelope by 1:00 p.m., March 7, 2011 to Randy Distad, Parks and Recreation Director, City Hall, 430 Third Street, Farmington, Minnesota 55024. Sincerely, Randy Distad Parks and Recreation Director JANITORIAL SERVICES FOR: City Hall, 430 Third Street; 30,500 Square Feet Central Maintenance Facility, 19650 Municipal Drive; 3,400 Square Feet Rambling River Center, 325 Oak Street; 8,500 Square Feet Fire Station #1,21625 Denmark Avenue; 1,880 Square Feet Fire Station #2, 19695 Municipal Drive; 1,850 Square Feet 1 Location Unit Price Unit Total 3 Year ProDosal Amount City Hall $ per month x 36 = . $ Central Maintenance Facility $ per month x 36 = $ Fire Station #1 $ per month x 36 = $ Fire Station #2 $ per month x 36= $ Rambling River Center $ per month x 36 = $ 2 3 4 5 *TOTAL (including sales tax) $ *11 is understood the proposer must submit on all items listed above. Any proposal which does not contain a price for all proposal items will be rejected in its entirety. The undersigned has completed the accompanying "AFFIDAVIT OF NON-COLLUSION" and has submitted same as a part of this proposal. It is understood that proposals may not be withdrawn for a period of sixty (60) days after the date and time set for the opening of the proposals. In submitting the proposal it is understood that the City reserves the right to reject any and all Proposals, to waive irregularities and informalities therein and to award the contract in the best interests of the City. Respectfully submitted, Name of Proposer (A Corporation) (A Partnership) (An Individual) BY Title Business Address Telephone Number Items to be included with proposal: * Affidavit of Non Collusion Two References Copy of Certificate of Insurance * * STATE OF MINNESOTA ) ) ss COUNTY OF ) AFFIDAVIT OF NON-COLLUSION I hereby swear (or affirm) under the penalty of peIjury: 1. That I am the proposer (if the proposer is an individual), a partner in the proposer (if the proposer is a partnership) or an officer or employee of the proposer corporation having authority to sign on its behalf (if the proposer is a corporation): 2, That the attached proposal or proposals have been arrived at by the proposer individually and have been submitted without collusion with, and without any agreement, understanding or planned common course of action with any other vendor of materials, supplies, equipment or services described in the invitation to proposal designed to limit individual bidding or competition: 3. That the contents ofthe proposal or proposals have not been communicated by the proposer or its employees or agents to any person not an employee or agent of the proposer or its surety on any bond furnished with the proposal or proposals, and will not be communicated to any such person, prior to any official opening of the proposal or proposals; and 4. That I have informed myself regarding the accuracy of the statements made in this affidavit. Subscribed and sworn to before me Proposer this day of ,20_, (Firm making proposal) Official Title CERTIFICATION OF ACKNOWLEDGMENT BY PRINCIPAL (For use where contractor is individual or partnership) STATE OF MINNESOTA ) ) ss COUNTY OF ) On this day of . 20-, before me personally appeared . to me known to be the person _ described in and who executed the foregoing conditions, and acknowledged that he/she executed the same as free act and deed. Notary Public (Notarial Seal) CERTIFICATE OF ACKNOWLEDGMENT (For use where contractor is a corporation) STATE OF MINNESOTA ) ) ss COUNTY OF ) On this day of , 20-, before me personally appeared and to me personally known, who, being by me duly sworn, did say that they are respectively the that the seal affIxed to the foregoing instrument is the corporate seal of said corporation, and that said instrument was executed in behalf of the corporation by authority of its Board of Directors, and said and acknowledged the instrument to be the free act and deed of said corporation. Notary Public (Seal) Full Name of Surety Company Home Office Address Name of Attorney-in-Fact Name of Local Agency Address of Local Agency Name of Agent AffIXing Countersignature Address Memorandum: Affix here Power of Attorney and Acknowledgment of Corporate Surety. INSTRUCTIONS TO PROPOSER The foregoing is an explanation of the purpose and requirements of the Janitorial Services for the City for the period May 1,2011 through April 30, 2014. The City is seeking a fIrm or individuals to provide quality janitorial cleaning services at the City Hall Building located at 430 Third Street; Central Maintenance Facility located at 19650 Municipal Drive; Fire Station #1 located at 21625 Denmark Avenue; Fire Station #2 located at 19695 Municipal Drive; and Rambling River Center located at 325 Oak Street. Each proposer shall refer to Section 10 of this proposal for location of cleaning areas at each of the buildings specified above. The contract requires that there be one continuous cleaning period each day that the service is performed at each building. Consistent starting times as defined in section 7.4 are also desired. The specifications and proposal form requires a unit price be stated for each building, therefore, an "annual" fee or price is not applicable unless and until all services have been provided. For services that are contained in Section 9 of the specifications, the contractor will be paid on a monthly basis. Any questions regarding the forms, documents, specification or other matters related to janitorial services for the City should be referred to the Facilities Maintenance Supervisor, Jeremy Pire, (651) 280-6902. Randy Distad, Parks and Recreation Director SPECIFICATIONS AND SPECIAL PROVISIONS JANITORIAL SERVICES CITY HALL, 430 THIRD STREET; CENTRAL MAINTENANCE FACILITY, 19650 MUNICIPAL DRIVE; FIRE STATION #1, 21625 DENMARK AVENUE; FIRE STATION #2,19650 MUNICIPAL DRIVE; RAMBLING RIVER CENTER, 325 OAK STREET; SECTION 1 INTENT AND DEFINITIONS 1.10 INTENT To furnish labor, equipment and materials as herein specified and as necessary to provide janitorial services for the City buildings identified on the top of this page. 1.20 DEFINITIONS Unless other intention clearly appears, words and phrases (including technical words and phrases and such others as have acquired a special meaning) shall be construed according to rules of grammar and according to their approved usage as contained in the Merriam-Webster New International Dictionary, Second Edition, Unabridged. Wherever the following terms or pronouns in place of them are used in these specifications, the plans or other contract documents, the intent and meaning shall be interpreted as follows: ADDENDUM A supplement to the proposal form as originally issued or printed, covering additions, corrections or changes in the bidding conditions for the advertised work, that is issued by the contracting authority to prospective proposers prior to the date set for opening of proposals. ADDmONAL WORK The increased quantity or amount of work above that is shown in the proposal and plans for each contract item. REQUEST FOR PROPOSAL Inviting proposals for the work to be performed and or materials to be furnished. AWARD The acceptance by the contracting authority of a proposal, subject to execution and approval of the contract. PROPOSAL SCHEDULE A listing of contract items in the proposal form, showing quantities and units of measurement and having blank spaces for insertion of proposal prices. PROPOSER An individual, fIrm or corporation submitting a proposal for the advertised work. CALENDAR DAY Every day shown on the calendar. CERTIFIED TEST REPORT A test report, provided by a manufacturer, producer or supplier of a product, indicating actual test results or analysis, covering elements of specification requirements for the product or workmanship and including validated certification. CHANGE ORDER A written order issued by the owner to the contractor covering permissible adjustments and minor changes or corrections and rulings with respect to omissions, discrepancies or intent of the specifications, but not including any extra work or other alterations that are required to be covered by supplemental agreement. CLEANING HOURS The hours of the day that contractor may perform janitorial services. CONTRACT The written agreement between the City and the contractor, identifying obligations of the parties thereunder, including, but not limited to: performance of work, furnishing of labor and materials and basis of payment. CONTRACT ITEMS (pay Item) A specifically described unit of work for which a price is provided for in the contract. CONTRACTING AUTHORITY The political subdivision, governmental body, board, department, commission or officer making the award and execution of contract as the party of the first part. In this case, being the City Council of the City of Farmington. CONTRACTOR The individual, firm or corporation contracting for an undertaking of the prescribed work; the party of the second part to the contract, acting directly or through a duly authorized representative. CITY (see owner) EQUIPMENT All machinery and equipment, together with the necessary supplies for upkeep and maintenance, and also tools and apparatus necessary for the proper and acceptable performance of the contract within its intended scope. EXTRA WORK Any work not required by the contract as awarded but which is authorized and performed by supplemental agreement, at negotiated prices. FACILITIES MAINTENANCE SUPERVISOR The duly authorized representative of the contracting authority, acting directly or through their designated representatives who have been delegated the responsibility for supervision of the service, each acting within the scope of the duties and authority delegated to them. HOLIDAYS The days each year set aside by legal authority in recognition of special events and on which no public business shall be transacted except as specifically provided in cases of necessity. Holidays shall be specified by the City. OWNER The public body or authority, corporation, association, fIrm or person with whom CONTRACTOR has entered into the Agreement and for whom the work is to be provided. PROPOSAL The offer of a proposer, on the prescribed proposal form, to perform the work and to furnish the labor and materials at the prices quoted. PROPOSAL FORM The approved form on which the contracting authority required proposal to be prepared and submitted for the work. SPECIAL PROVISIONS Additions and revisions to the standard specifications covering conditions peculiar to an individual building. SPECIFICATIONS A general term applied to all directions, provisions and requirements pertaining to performance of the work. SUPERVISOR The contractor's authorized representative in responsible charge of the work. SUPPLEMENTAL AGREEMENT A written agreement between the contracting authority and the contractor, executed on the prescribed form and approved as required by law, covering the performance of extra work or other alterations or adjustments as provided for within the general scope of the contract, but which extra work or change order constitutes a modification of the contract as originally executed and approved. WINTER/SUMMER Winter months are from November 1 st to March 31 st and summer months are from April I st to October 31st. WORK The furnishing of all labor, materials, equipment and other incidentals necessary or convenient to the successful performance of the service and the carrying out of all duties and obligations imposed by the contract upon the contractor. WORK ORDER A written order, signed by the Facilities Maintenance Supervisor, of a contractual status requiring performance or other action by the contractor without negotiation of any sort. SECTION 2 PROPOSAL REQUIREMENTS AND CONDIDONS 2.10 PRE QUALIFICATION OF PROPOSERS All proposers are required to submit at least (3) referrals [for whom the proposer provides services to a similar client as the City, i.e. providing the same services to a similarly used facility which has an equivalent amount of square feet as the Farmington contract]. Please include the references as part of the proposal. Also include an Affidavit of Non- Collusion and Certificate of Acknowledgment. 2.20 CONTENTS OF PROPOSAL FORM The proposal form shall state the location and description of the services, the amount and nature of the guaranty deposit required if any and the date the proposals will be due. Bound within the proposal forms will be any Special Provisions and other supplementary requirements. All papers bound with or attached to the proposal form are essential parts of the proposal and shall not be detached from or altered without specific authorization. The Plans, Specifications and other documents designated in the proposal are also a part thereof, whether attached or not. 2.30 SPECIFICATIONS AND SITE OF WORK The proposer is expected to examine carefully the sites of the proposed work, the specifications, and the proposal and contract forms, before submitting a proposal. Submission of a proposal shall be conclusive evidence that the proposer has investigated and is satisfied as to the conditions to be encountered in performing the work as to the requirements of the specifications and contract. 2.40 PREPARATION OF PROPOSAL The proposer shall submit his or her proposal upon the forms furnished by the City. All figures shall be in ink or typed. The proposer's proposal shall be signed with ink by the individual, by one or more members of the partnership, by one or more officers, of each firm representing ajoint venture or by one or more officers of a corporation. If the proposal is made by an individual, his or her name and post office address shall be shown; by a partnership, the name and post office address of each partnership member shall be shown; as a joint venture, the name and post office address of each member or officer of the fIrmS represented by the joint venture shall be shown; by a corporation, the state in which it was chartered and the business address of its corporate officials shall be shown. 2.50 DELIVERY OF PROPOSALS Each proposal shall be delivered in a sealed envelope, so marked as to clearly indicate the name of the Proposer, type of work and project. When sent by mail, the envelope shall be addressed to the Parks and Recreation Director, 430 Third Street, Farmington, MN 55024 and in whose office the proposals are to be received. 2.60 WITHDRAWAL OR REVISION OF PROPOSALS The City reserves the right to revise the Plans, Specifications and proposal for any project at any time prior to the closing of bids. Revisions will be made by Addendum, duly numbered and dated; subject to the following provisions: a) Each addendum will be mailed, emailed or will be sent by facsimile to each prospective proposer who has received a proposal form prior to the date of the Addendum. Each proposal form issued after the date of an Addendum will have it attached thereto. b) If the revisions made by an Addendum require considerable change or reconsideration on the part of the proposer, the date set for opening the proposal may be postponed, in which case the Addendum will include an announcement of the new date set for opening proposals. c) Each proposer shall acknowledge receipt of each Addendum, either in the space provided on the proposal for or by submitting a letter, facsimile or email prior to the date set for opening proposals. 2.70 COMBINATION OR CONDmONAL PROPOSALS No combination or conditional proposals will be allowed other than those specifically set up in the special provisions. 2.80 EVALUATION OF QUOTES Proposals will be opened and evaluated by the Parks and Recreation Director and Facilities Maintenance Supervisor. 2.90 DISQUALIFICATION OF PROPOSERS The following reasons may be considered sufficient cause for disqualification of a proposer and the rejection of his or her proposals: a) More than one proposal for the same work from an individual, firm or corporation under the same or different name. b) Evidence of collusion among proposers. Participants in collusion will receive no recognition as proposers on future work until they have been reinstated as responsible proposers. c) Evidence of falsification of any forms or documents submitted as part of the quote. SECTION 3 AWARD AND EXECUTION OF CONTRACT 3.10 CONSIDERATION OF PROPOSALS After the proposals are opened, they will be compared on the basis of the proposal price and who in the judgment of the City would best comply with the requirements. 3.11 REJECTION OF PROPOSALS The right is reserved to reject any or all proposals, to waive defects and technicalities or to ask for new proposals if, in the judgment of the City, its best interest will be promoted thereby. 3.20 AWARD OF CONTRACT The award of contract, if it be awarded, will be made within sixty (60) calendar days after the opening of proposals to the lowest responsible proposer who in the judgment of the City best complies with all prescribed requirements. The successful proposer will be notified by letter, mailed to the address shown on his or her proposal, that his or her proposal has been accepted subject to execution and approval of the contract as required by law. As a condition precedent to approval of a contract, a foreign or nonresident corporation whom a contract is awarded shall furnish proof that it has met all legal requirements for transacting business in the State of Minnesota. 3.30 CANCELLATION OF AWARD The City reserve the right to cancel the award of any contract at any time and for any reason before the execution of said contract by all parties without any liability against the City. 3.40 EXECUTION AND APPROVAL OF CONTRACT The contract shall be signed by the successful proposer and returned within ten (10) days after the forms have been mailed to the proposer. If return of the executed forms within the specified time is impossible due to the absence of one or more of the required signers, an extension of time may be granted by the City provided satisfactory evidence is furnished that the forms will be executed. 3.41 SIGNATURE REQUIREMENT All members of a partnership, and the president or vice president and the secretary or treasurer of aleach corporation shall sign the contract. In the case of joint ventures, signature requirements shall apply to each firm represented. 3.42 PROPOSER'S NOTICE OF APPROVAL OR DISAPPROVAL Notice of approval or disapproval of the contract will be given to the successful proposer within ten (10) days after the forms have been properly executed and returned to the Contracting Authority. No award shall be considered binding nor shall any contract become effective until the contract form has been fully executed and approved as required by law. 3.50 FAILURE TO EXECUTE CONTRACT Failure on the part of the successful proposer, within the time allowed, to execute the contract or comply with any other requirements imposed precedent to approval of the contract, shall be considered just cause for cancellation of the award and forfeiture of his or her Proposal Guaranty, not as a penalty, but in liquidation of damages sustained by the City. Award may then be made to the next lowest responsible proposer or the work may be re-advertised or otherwise performed as the City may decide. 3.60 CONTRACT LIFE The contract, unless terminated as provided for in these specifications shall be in effect through April 30, 2014. SECTION 4 LEGAL, RELATIONS AND RESPONSffilLITY TO THE PUBLIC 4.10 LAWS TO BE OBSERVED The contractor shaH keep fully informed of all federal and state laws; all local laws, ordinances and regulations; and all orders and decrees of bodies and tribunal having any jurisdiction or authority, which in any manner affect those engaged or employed on the work, or which in any way affect the conduct of the work. He or she shall at all times observe and comply with all applicable laws, ordinances, regulations, orders and decrees; and shall protect and indemnify the City and its representatives against all claims and liabilities arising from or based on violations committed by him or herself or his or her employees. 4.11 PROVISIONS CONTRARY TO LAW If the contractor should discover any provisions in the contract that are contrary to or inconsistent with any law, ordinance, regulation, order or decree, he or she shall immediately report it to the Facilities Maintenance Supervisor in writing. 4.20 PERMITS, LICENSES AND TAXES The contractor shall procure all permits and licenses; pay all charges, fees and taxes; and give all notices necessary and incidental to the due and lawful prosecution of the work. When requested, the contractor shall furnish the Facilities Maintenance Supervisor with evidence indicating that he or she has complied with any permit, license or tax requirements. 4.30 EMPLOYEE HEALTH AND WELFARE The contractor shall provide and maintain all sanitary and safety accommodations for the use and protection of his or her employees as may be necessary to provide for their health and welfare and comply with state, federal and local codes and regulations, as well as those of other bodies and tribunals having jurisdiction. 4.40 PUBLIC CONVENIENCE AND SAFETY The contractor shall at all times conduct his or her operations and perform the work in a manner that will assure the least possible obstruction and he or she shall provide for the safety of the general public as well as the employees of the city. 4.50 PERSONAL LIABILITY OF PUBLIC OFFICIALS In carrying out the provisions of the contract and in exercising the powers and authorities granted to them by or within the scope thereof, there shall be no personal liability upon the City Administrative Officers, the Facilities Maintenance Supervisor or his authorized representatives, it being understood that in all matters they act solely as agents and representatives of the Contracting Authority. 4.55 INTEREST OF PUBLIC OFFICIALS No member, officer, employee or agent of the City or of a local public body during his tenure or for one (1) year thereafter, shall have any interest, direct or indirect, in this Contract or the proceeds thereof. 4.60 INDEMNIFICATION, INSURANCE AND PROTECTION OF LIVES AND PROPERTY The contractor shall indemnify and hold harmless the City and its officers and employees from and against all claims, damages, losses, expenses, including but not limited to attorney's fees, arising out or resulting from the performance of the contract, provided that any such claim, damage loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than goods, materials and equipment furnished under this contract) including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent act or omission of the contractor or subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part, by a partly indemnified hereunder, such obligation shall not be construed to negate, abridge, or otherwise exist as to any party or person described in this paragraph. In any and all claims against the City or any of its officers or employees by an employee of the contractor, and subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, in indemnification obligation under this paragraph shall not be limited in any way by any limitation of the amount or type of damages compensation or benefits payable by or for the contractor of any subcontractor under worker's on workmen's compensation acts, disability benefit acts or other employee benefit acts. 4.62 INJURY OR DAMAGE TO PERSON OR PROPERTY Should either party to the contract suffer injury or damage to person or property because of any act or omission of the other party or of any of his or her employees, agents or others for whose acts is liable a claim shall be made in writing to such other party within a reasonable time after the first observance of such injury or damage. 4.63 REASONABLE SAFETY PRECAUTIONS The contractor shall take all reasonable precautions for the safety of, and shall provide all reasonable protection to prevent damage, injury or loss to: a) Employees at the site and other persons who may be affected thereby. b) His or her work and materials and equipment to be incorporated therein which are under the care, custody and control of the contractor or any of his or her subcontractors. c) Other property at the site or adjacent thereto. 4.641 MANAGEMENT OF WORKLOAD The contractor shall provide the appropriate number of employees and the supervision to assure that the workload is managed proficiently. assuring that the contracted buildings are cleaned to specifications. The contractor shall also supervise and direct the work of the contract using his or her best skill and attention and shall be responsible to the City for the acts and omissions of his or her employees, subcontractors and their agents and employees. 4.70 INSURANCE INDEMNITY Unless otherwise provided by the City, the contractor in all cases will be required to carry insurance of the kinds and in the amounts hereinafter specified. The contractor shall not commence work under the contract until he or she has obtained all the insurance required by the specifications and until such insurance has been approved by the owner or its agents. 4.90 GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE REQUIREMENTS The Contractor's insurance company will waive its right to assert the immunity of the City as a defense to any claims made under said insurance. The Contractor shall take out and maintain during the life of this contract, Contractor's General Liability & Automobile Insurance, including Contractor's Contingent or Protective Insurance to protect the contractor from damage claims arising for operations under this contract, which shall protect him or her and any subcontractor performing work covered by this contract, from claims for damages for personal injury including accidental death under this contract whether such operations by him or herself or by any subcontractor or by anyone directly or indirectly employed by either of them and the amounts of the insured shall be as follows: a) Worker's Compensation Insurance 1. Coverage B - Employer's liability with limits of not less than: $100,000 Bodily injury by disease per employee $500,000 Bodily injury by disease aggregate $100,000 Bodily injury by accident 2. The contractor and his/her subcontractors, if any, must provide Worker's Compensation Insurance for all employees, in accordance with the statutory requirements of the State of Minnesota, including Coverage B, Employer's liability. Evidence of subcontractor insurance shall be filed with the contractor. b) Automobile Liability Insurance 1. Minimum limits of liability coverage for passenger vehicles such as car, van or pickup truck, unless it be being used to perform the service. If vehicle is towing equipment or a commercial vehicle, and all other vehicles then liability limits shall be the same as required under #c. General Liability Insurance. below. 2. Required Coverages The contractor and his/her subcontractors, if any, shall maintain insurance to cover liability arising out of the operations, use, or maintenance of all owned, non-owned and hired automobiles. Evidence of subcontractor insurance shall be filed with the Contractor. c) General Liability Insurance 1. Minimum limits of liability shall be as follows: .. $1,500,000 Per Occurrence . $1,500,000 Annual Aggregate o $1,500,000 Annual Aggregate applying to Products/Completed Operations 2. Insurance coverages should include the following: Premises and Operations Bodily Injury and Property Damage Personal and Advertising Injury Blanket Contractual City of Farmington listed as additional insured The Contractor shall maintain insurance to cover claims, which may arise from operations under a contract with the City, whether such operations are by Contractor or Subcontractor or by anyone directly or indirectly employed under this contract. d) A professional liability insurance policy covering personnel of the Consultant while performing services under this Agreement in the following amounts: Errors and omissions $500,000 per occurrence and $1,500,000 aggregate, for total damages arising from anyone occurrence. e) If Contractor's work involves working with, or the potential release of, a hazardous substance, then the Contractor shall be required to procure double the insurance policy limits of those noted above. 4.91 CONTRACT INSURANCE REQUIREMENTS - SUPPLEMENTAL The sample Certificate of Insurance attached is supplied to be transmitted to your agent along with the insurance requirements identified in the Request for Proposal. Should your proposal be selected and the City contract with your company, this will make it possible for your agent to complete a certificate of insurance that will be in compliance with the specifications in the contract. An important requirement of the contract insurance is that the City be listed as "Additional Insured" by being added to your liability policy by endorsement. This endorsement must accompany the certificate and must be provided to the City prior to the Contractor beginning any work for the City. It may be mailed via regular U.S. mail or may be emailed to: Mallin!! address: Randy Distad City of Farmington 430 Third Street Farmington, MN 55024 Email address: rdistad@ci.farmington.mn.us 4.92 CONTRACTUAL LIABILTY FORMAT The contractual liability is to be either on a blanket basis for all written or oral contracts, or specifically endorsed to acknowledge the contract between the insured and the City. 4.93 WRITTEN NOTICE OF INSURANCE CANCELLATION All certificates of insurance shall provide that the insurance company shall give the City thirty (30) days prior written notice of cancellation, non-renewal or any material changes in the policy. 4.94 ADDITIONAL INSURANCE The above requirements are minimum and it is the sole responsibility of the contractor to purchase and maintain additional insurance that may be necessary in connection with this contract. 4.95 POSSESSION OF FIREARMS ON CITY OF FARMINGTON PREMISES Unless specifically required by the terms of this contract, no provider of services pursuant to this contract, including but not limited to employees, agents or subcontractors of the Vendor or Contractor shall carry or possess a firearm on City premises or while acting on behalf of the City pursuant to the terms of this agreement. Violation of this provision shall be considered a substantial breach of the Agreement; and, in addition to any other remedy available to the City under law or equity is grounds for immediate suspension or termination of this contract. SECTION 5 EMPLOYEE AND CONTRACT TERMS AND CONDmONS 5.10 SUBLETTING OF CONTRACT The contractor shall not sublet, sell, transfer, assign or otherwise dispose ofthe contract or contracts or any portion thereof or of his or her right, title or interest. 5.20 QUALIFICATIONS OF WORKERS All workers shall have sufficient skill and experience to perform properly the work assigned to them. Upon request by the Facilities Maintenance Supervisor, the contractor shall submit satisfactory qualifications evidence for any person engaged in special work requiring professional training. Any person employed by the contractor who does not perform his or her assigned work in a proper and skillful manner or who is intemperate or disorderly, shall be removed from the premises forthwith by his or her employer upon written request of the Facilities Maintenance Supervisor, and shall not be employed again on any portion of the work without the Facilities Maintenance Supervisor's consent. Should the contractor fail to remove such person or fail to furnish suitable and sufficient personnel for the proper prosecution of the work, the Facilities Maintenance Supervisor may suspend the work until the contractor has complied with these orders. All of the proposer's employees shall be subject to security screening and background checks by the City at any time under this contract. Any of the proposer's employees deemed unsuitable by the City due to criminal history, security violations or lack of citizenship or legal status documentation shall be precluded from engaging in any service under this contract. Proposer shall be responsible to provide current employee identification and legal status to the City on request throughout the term of the contract. 5.25 FACILITY SECURITY All workers as supplied by the contractor will be required to have photo lD. name tags on at all times and be identified by a master list filed with the City and be fully compliant with the security requirements (background checks) as promulgated by the Police Department before they can work on City premises. Under no circumstances, will unidentified and unchecked workers be allowed to work in City Facilities. 5.30 HIRING AND QUALIFICATIONS All supervisors, cleaning personnel or other employees of the contractor shall be thoroughly trained in proper maintenance and service procedures. 5.40 EMPLOYEE CONDUCT The contractor shall be responsible to insure proper conduct by his or her employees at all times while on City facility premise. Smoking by employees shall be prohibited in City Buildings at all times. Contractor's employees shall be prohibited using telephone or office equipment except as may be designated. Personnel deemed unacceptable by the City shall be replaced by the contractor within twenty-four (24) hours after written notice by the Facilities Maintenance Supervisor. 5.50 FAILURE TO MAINTAIN SATISFACTORY PROGRESS Should the contractor fail to perform satisfactory work, the Facilities Maintenance Supervisor will require that additional forces, materials or equipment be provided as he or she determines to be necessary for bringing the work up to schedule and maintaining that level. Any failure to adhere to the approved schedule will be considered prima facie evidence that the contractor has failed to provide sufficient workers, equipment or materials to assure performance of the service within the specified time. If the contractor fails to adhere to the approved schedule or fails to take action as ordered to remedy unsatisfactory work, a notice of default may be issued as provided for in Section 5.71. 5.60 METHODS AND EQUIPMENT Sufficient equipment of proper size and good mechanical condition or specific equipment as noted herein shall be employed to prosecute the work to full compliance in a satisfactory manner and within the prescribed time. 5.70 DEFAULT AND TERMINATION OF CONTRACT The City, after giving due notice to the contractor and his or her sureties, shall have the power and authority to take the prosecution of the work out of the hands of the contractor, without violating the terms of the contract, if the contractor: a) Fails to begin the work under the contract within the time specified; or b) Fails to perform the work with sufficient workers and equipment and with sufficient materials to assure prompt completion of said work; or c) Performs the work unsatisfactorily or discontinue the prosecution of work without permission of the Facilities Maintenance Supervisor. d) Fails to resume work which has been discontinued within a reasonable time after notice to do so; or e) Becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency; or f) Allows any fmaljudgment to stand against him or her unsatisfied for a period often (10) days; or g) Makes an assignment for the benefit of creditors; or h) Fails to carry on the work in an acceptable manner for any other cause whatsoever. i) Views any confidential information. j) Fails to keep a log of work performed as specified in section 7.100. 5.71 The Facilities Maintenance Supervisor will give the contractor written notice of any breach of the contract that may be default, together with a demand that such a delay, neglect or default be corrected satisfactorily. If the contractor within a period of ten (10) days after such notice, does not proceed satisfactorily in compliance therewith, the Facilities Maintenance Supervisor will exercise his or her authority and notify the contractor of the action to be taken. 5.72 A notice shall be considered duly served when it is delivered in person or by registered mail, to the contractor and his or her surety, or to their authorized representatives, including persons in charge of their offices. Service of the notice shall be considered complete and sufficient when a properly addressed and stamped envelope containing the notice is registered and deposited in any post office or U.S. letter box in the state. The City's authority to take the prosecution of the work out of the hands of the contractor shall include the right to appropriate or use any or all materials and equipment as may be suitable and acceptable and to enter into an agreement with others for completion of the contract according to the terms and provisions thereof or to use such other methods as may be required to complete the contract in an acceptable manner. All costs and charges incurred by the City together with the cost of completing the work under contract, will be deducted from any monies due or which would have been payable under the contract if it had been completed by the contractor. In case the expense so incurred by the City exceeds the sum which would have been payable under the contract, then the contractor shall be liable for the excess. 5.80 CANCELLATION OF CONTRACT The City may, by written notice to the contractor, terminate the contract or any portion thereof for any reason during the frrst ninety (90) days of the contract period. The written notice to the contractor will be made at least thirty (30) days prior to the date of the contract termination. Thereafter, the City may, by written notice, terminate the contract or any portion thereof when it is deemed in the best public interest of do so or after finding that for reasons beyond the contractor's control he or she is prevented from proceeding with or completing the contract work. The written notice to the contractor will be made at least thirty (30) days prior to the date of the contract termination. When it is the fmding of the City that the contractor is unable to obtain necessary labor or materials or is otherwise prevented from proceeding with the work because of or under limitations imposed by law, rule, regulation or order of government or on account of any action of the public enemy, including those related to priorities and third party actions, the contractor will be relieved of his or her obligations for performing such portions of the contract that are delayed unreasonably thereby. The right is reserved to eliminate, in conjunction therewith, such other incomplete portions of the contract as may be rendered useless, unnecessary or undesirable thereby. Also, the City reserves the right to make such alteration in the plans and specifications as it deems necessary to complete the work to the extent possible under the circumstances. Termination without cause. Notwithstanding and provisions of this contract to the contrary, the City shall have the right, in its sole option and discretion, to terminate this contract in its entirety or to terminate service provider's obligations with regard to particular location(s), upon fifteen (15) days prior written notice. Termination of the contract or any portion thereof shall not relieve the contractor of his or her responsibilities for the completed work nor shall it relieve the contractor of his or her obligation for and concerning any just claims arising out of the work performed. SECTION 6 PAYMENTS 6.10 SCOPE OF PAYMENT The Contractor shall receive and accept compensation provided for in the contract as full payment for furnishing all materials and for performing all work under the contract in a complete and acceptable manner and for all risk, loss, damage and expense of whatever character arising out of the nature of the work or the prosecution thereof. 6.20 BASIS OF PAYMENT Any payment earned pursuant to this contract will be made not later than 30 days following the receipt of invoice. Invoices which are incomplete in any way will not be accepted for payment. Invoices will be submitted individually in same format as bids are submitted by area. PRIOR TO THE PROCESSING OF ANY AND ALL PAYMENTS TO THE CONTRACTOR PURSUANT TO THIS CONTRACT COMPLIANCE WITH THE CITY OF FARMINGTON'S FINANCE DEPARTMENT REGULATIONS ON THE COMPLETION AND FILING OF W-9 FORMS AND OTHER IRS AND MINNESOTA DEPARTMENT OF REVENUE TAXING FORMS IS REQUIRED. 6.21 EQUAL OPPORTUNITY COMPLIANCE The City is an Equal Opportunity and AffIrmative Action employer. The Contractor with the City is required to follow and conform to applicable federal, state and City laws as they apply to the Contractors duty for equal Opportunity and AffIrmative Action employment. It is the Contractor's responsibility to insure compliance with Equal Opportunity and AffIrmative Action requirements. Failure to comply with applicable Equal Opportunity and Affirmative Action employment requirements may lead to contractor sanctions. SECTION 7 SPECIAL CONDITIONS 7.10 GENERAL The contractor shall provide Janitorial Maintenance Service as described herein at the following locations: City Hall, 430 Third Street; Central Maintenance Facility, 19650 Municipal Drive; Rambling River Center, 325 Oak Street; Fire Station #1,21652 Denmark Avenue; Fire Station #2, 19695 Municipal Drive; ADDITIONAL INFORMATION (Best Estimates- Contractor should verify if necessary) 1. Approximate square feet of tile for stripping & waxing in each building City Hall- 1,700 Central Maintenance Facility- 2,900 Rambling River Center- 0 Fire Station # 1- 0 Fire Station #2- 0 2. Approximate square feet of cleaning area in each building City Hall- 30,500 Central Maintenance Facility - 3,400 Rambling River Center - 8,500 Fire Station #1 - 1,880 Fire Station #2 - 1,850 3. Approximate square feet of carpet in each building City Hall- 25,000 Central Maintenance Facility - 500 Rambling River Center - 4,000 Fire Station #1 - 1,584 Fire Station #2 - 1,740 4. Approximate square feet of ceramic tile in each building City Hall- 3,800 Central Maintenance Facility - 0 Rambling River Center - 1,200 Fire Station #1 - 0 Fire Station #2 - 0 5. Approximate square feet oflaminate flooring in each building City Hall- 0 Central Maintenance Facility - 0 Rambling River Center - 1,824 Fire Station #1 - 0 Fire Station #2 - 0 7.20 CHANGES IN SCOPE OF CONTRACT The City reserves the right to alter or modify this contract with respect to area, tasks or budget changes. Fifteen (15) days written notice shall be provided to the contractor. Contract modifications shall be made by Supplemental Agreement to the contract. 7.30 NONPERFORMANCE Failure of the contractor to complete the tasks outlined in these conditions shall be a basis for termination of the contract by the City as provided for in these specifications. 7.40 HOURS Cleaning hours for the City Hall building shall be from 10:00 p.m. to 7:00 a.m. Monday tthrough Friday; the Central Maintenance Facility shall be cleaned between the hours of7:00 p.m. to 12:00 Midnight, Monday through Friday; the Rambling River Center building between the hours of 10:00 p.m. to 7:00 a.m. Monday through Friday; and Fire Station #1 and #2 shall be cleaned between the hours of 10:00 p.m. to 7:00 a.m. Monday through Friday. 7.50 HOLIDAYS No cleaning will be conducted on any of the following holidays: New Years Day President's Day Independence Day Veteran's Day Christmas Day Martin Luther King Day Memorial Day Labor Day Thanksgiving Day 7.60 EQUIPMENT The contractor shall supply all equipment necessary to perform specified tasks. Equipment shall be maintained in clean, properly operating condition and shall be suitable for the areas and tasks to be performed. 7.70 SUPPLIES PROVIDED BY OWNER The City shall provide at no cost to the contractor some supplies including paper towels, toilet tissue, sanitary napkins, hand soap and plastic garbage can liners. 7.80 SUPPLIES PROVIDED BY CONTRACTOR The contractor shall provide all cleaning materials required to perform cleaning tasks including but not limited to cleaning compounds for floors, carpets, fixtures, glass and furniture; wax, stripper, carpet spot cleaner, shampoo, spill and stain remover products, disinfectants, mops, dust cloths and polishes. Supplies shall be kept in a neat and organized manner in the janitors closets at each facility. Cost of contractor's cleaning supplies shall be included as part of the base bid. All cleaning supplies must meet the "green" criteria to be acceptable. 7.90 CLEANING AREA Building cleanable area shall consist of the areas specified in Section 10. 7.100 WORK PROCEDURES The contractor shall provide written procedures documentation to the Facilities Maintenance Supervisor for approval prior to implementation to ensure building security, energy conservation and compliance with specifications. A procedural requirement shall be maintaining a daily log book at each location on all contracted activities. 7.110 SUPERVISION The contractor shaY provide a competent supervisor to be available on site or by phone during the working hours of the contractor's work force. The supervisor shall be responsible for the performance of the contractor's employees and the physical security of the premises during the work shift and coordinating the contractor's overall activities with the Facilities Maintenance Supervisor. SECTION 8 GENERAL HOUSEKEEPING REQUIREMENTS 8.10 All cleaning material used must be of type that will not have an immediate or extended detrimental effect on any of the surfaces being cleaned. All equipment, products and supplies shall be approved by the Facilities Maintenance Supervisor. Contractor will assume liability for damage caused to plumbing fixtures, hardware, carpet and floor surfaces by the use or accidental spillage of abrasive materials, acids, waxes, strippers or other caustic materials. Proper use & training working with chemicals is necessary & documentation of training is required. 8.20 Any foreign matter. spills. stains. marks. gum or residue or any nature on any surfaces shall be removed during regular cleaning operations on a nightly/daily basis. 8.30 Mechanical or other equipment used in the cleaning operations must be of a type that is approved in the industry and shall be operated in such a manner as not to cause danger to employees or other persons or damage the building structure, fixtures, furnishings, etc. Any injuries or damages of any nature shall be immediately reported to the Facilities Maintenance Supervisor. Carts used to carry cleaning and/or waste materials will not be used to prop open or to push open doors within the bridling to prevent damage to door surfaces. Door stop blocks shall be furnished by the contractor if doors need to be kept open during cleaning. 8.40 Any building facilities, broken windows, equipment, fIXtures or furnishing in need of repair or replacement, including those resulting from vandalism, shall be reported immediately to the Facilities Maintenance Supervisor at 651-280-6902 or Parks and Recreation Director at 651-280-6851. 8.50 Any items or articles of apparent value found by the contractor's personnel in any area of the building or site shall be left at the main Information desk and noted in the daily log book. Any item of major concern shall be brought to the Facilities Maintenance Supervisor's attention. . 8.60 Any articles of a suspicious nature that may be found or persons noted loitering or conducting themselves in a manner to arouse suspicion or possibly in need of help, shall be immediately reported to the Farmington Police Department at telephone number: Emergency: Non emergency: 911 651-280-6700 8.70 Necessary precautions shall be taken at all times to protect persons, property and equipment from injury and damage. All equipment used in cleaning operations shall be stored in a safe and proper manner and in locations designated or approved by the Facilities Maintenance Supervisor. The contractor is responsible for maintaining the designated areas in a clean and orderly condition. Any flammable, volatile or hazardous materials required in the janitorial service operations shall be stored in such a manner and in locations approved by the Fire Underwriter's Association and the Facilities Maintenance Supervisor. The contractor shall also comply with the laws governing workers right-to-know (MSDS) concerning hazardous materials. The contractor shall also maintain current Material Safety Data Sheets at each facility. 8.80 The City in all of its buildings has in place a paper, can, glass and plastic recycling program. It shall be the contractor's responsibility to collect the recyclables and place in an assigned collection bin. 8.90 CLEANING STANDARD For the purpose of this specification, the following definitions are established and conditions are designated as either clean or dirty for ease in determining contract performance. The following standards of performance shall be considered unacceptable: 8.91 DUST AND DIRT The presence of dust and dirt or related material on vertical or horizontal hard and soft surfaces to the degree that it is noticeable and will mark clothing or skin. 8.92 STAINS AND/OR MARKS The presence of stains and marks to the degree that it is noticeable and alters the appearance of vertical and horizontal hard and soft surfaces or items of furnishing. 8.93 LITTER AND/OR REFUSE The presence of litter and refuse on top of, underneath, behind or around vertical and horizontal and soft surfaces or items of furnishing. 8.94 SANITATION The condition of sanitation that will cause odor or create a public hazard. Liquid or solid deodorants are not acceptable to control odors unless permitted by the Facilities Maintenance Supervisor. They are not to be used unless authorized. SECTION 9 DETAILED HOUSEKEEPING REQUIREMENTS The detailed work requirements are intended to cover the janitorial maintenance services required under this contract in a general manner, but they may not be complete in all details. If any items have inadvertently been omitted that should be included to affect a complete job, they shall be included in the services rendered and brought to the attention of the Facilities Maintenance Supervisor. The City reserves the right to make changes to this schedule of services as it may fmd necessary or desirable from time to time to satisfy the requirements of the City. SECTION 10 LOCATION OF CLEANING AREA 10.10 AREAS The areas to be cleaned under this section of the proposal are as follows: 1) City Hall All areas on the fIrst and second level, including stairs and entryways, of the City Hall building located at 430 Third Street, Farmington Minnesota, 55024, excluding the Mechanical and Maintenance room located on the 1 st and 2nd floors. Total square footage of area to be cleaned is approximately 30,500 square feet. Times will be from 10:00 p.m. to 7:00 a.m. Monday thru Friday. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. GENERAL AREAS WEEK MONTH OTHER Empty wastebaskets and replace liners as needed 5x (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. Clean and sanitize drinking fountains 5x Spot clean all interior windows and railing glass to remove fmgerprints 5x Completely clean all interior glass 1x Vacuum all traffic areas 5x Vacuum carpet wall to wall 1x Dust mop or sweep all hard/ceramic floors 5x Spot clean spills and stains on carpets 5x Damp mop all hard/ceramic floors 5x Dust all accessible hi-lo horizontal surfaces including 2x counter tops, window sills, heating vents, light fIxtures and furniture Dry dust file cabinets 2x Spot clean walls and doors 1x Clean marks from kick plates 1x Remove dust & cobwebs from return vents & ceilings 1x Clean all hand railings 1x Strip and wax vinyl tile floor 1x Per Year Vacuum upholstered chairs and edge vacuum 1x Collection and disposal of recyclable materials 5x Put recyclables outside for bi-weekly pick-up 2x Shampoo all carpet areas 1x per year Clean and sanitize door handles and door knobs 5x RESTROOMS WEEK MONTH OTHER Clean mirrors & chrome fittings 5x Clean & sanitize sinks & countertops 5x Clean & sanitize toilets (outside & inside) 5x Clean & sanitize urinals (outside & inside) 5x Empty waste baskets and liners 5x Replace w/basket liners 5x Metal partitions & walls completely scrubbed 2x Spot clean metal partitions & walls 5x Restock restroom supplies (City provides) 5x Sweep restroom floors 5x 11. Mop & sanitize restroom floors 5x 12. Clean grout on tile floors 2x per year 13. Clean exhaust and return vents 2x per year 14. Clean and sanitize door handles and door knobs 5x MAIN ENTRYS & RECEPTION AREAS WEEK MONTH OTHER 1. Spot clean all entry glass and display cases 5x 2. Completely clean entrance door glass 1x 3. Vacuum - mats 5x 4. Remove mats and vacuum 1x 5. Spot clean marks from kick plates 5x 6. Tile - sweep/dust mop 5x 7. Tile - wet mop 5x 8. Tile - clean grout 2x Per Year 9. Sweep & mop stairs (front and rear) 5x 10. Dust or wipe off stair railings 1x 11. Clean and sanitize door handles and door knobs 5x LUNCHROOM WEEK MONTH OTHER 1. Empty all waste containers 5x 2. Clean and disinfect tables 5x 3. Clean chairs 5x 4. Clean and disinfect counter tops 5x 5. Clean sink & chrome fIxtures 5x 6. Sweep and damp mop vinyl tile floor 5x 7. Spot clean walls 5x 8. Clean cabinet fronts, appliance exteriors 1x & ceiling return vents 9. Spot clean spills 5x 10. Empty all recycling containers 5x 11. Clean refrigerator 1x year 12. Strip and wax vinyl tile floor 1x Per Year COUNCIL CHAMBERS WEEK MONTH OTHER 1. Dust and polish desk areas 3x 2. Vacuum wall to wall 3x 3. Clean chairs 1x 4. Clean all glass 1x 5. Vacuum all chairs and spot clean 2x 6. Clean TV monitors and screens 1x 7. Shampoo all carpet areas 1x per year 8. Clean and sanitize door handles and door knobs 5x COUNCIL CONFERENCE ROOMS WEEK MONTH OTHER 1. Clean tables 1x 2. Clean chairs 1x 3. Vacuum wall to wall 1x 4. Clean & disinfect countertops and sinks 1x 5. Empty all waste containers 5x 6. Shampoo all carpet areas 1x per year 7. Clean and sanitize door handles and door knobs 5x DEPARTMENT CONFERENCE ROOMS WEEK MONTH OTHER 1. Spot clean tables 5x 2. Spot clean chairs 5x 3. Vacuum wall to wall 1x 4. Clean window ledges 1x 5. Empty all waste containers 5x 6. Shampoo all carpet areas 1x per year 7. Clean and sanitize door handles and door knobs 5x COPY ROOM(S) & KITCHENETTE(S) WEEK MONTH OTHER 1. Empty all waste containers 5x 2. Clean & disinfect counter-tops and sinks Ix 3. Sweep floor 5x 4. Damp mop floor 1x 5. Strip and wax vinyl tile floor 1x per year 6. Collection and disposal of recyclable materials 5x OFFICE AREAS WEEK MONTH OTHER 1. Dust window ledges 1x 2. Clean interior window glass 1x 3. Clean and sanitize phone receiver 1x 4. Dust phone 1x 5. Dust top of all storage areas and shelves 1x 6. Dust computer monitor screens 1x 7. Clean and sanitize computer keyboards 1x 8. Shampoo all carpet areas 1x per year 9. Clean and sanitize door handles and door knobs 5x LOCKER ROOM/SHOWER WEEK MONTH OTHER 1. Completely clean tops and sides of lockers 2x per year 2. Clean and sanitize shower stalls 1x 3. Shower tile - clean grout 2x per year 4. Sweep & wet mop floors 5x 5. Clean floors & grout 2x per year 6. Wipe and sanitize benches 1x EXPANSION SPACE WEEK MONTH OTHER 1. Vacuum carpet wall to wall 2x 2. Clean interior of windows 1x 3. Wipe window ledges 1x 4. Clean and sanitize door handles and door knobs 1x SECURITY 1. Leave designated lights on 2. Conserve energy, turn off lights when leaving an area 3. Close and/or lock all doors designated by City 4. All employees wear uniformed shirts and photo J.D. name tags when on duty 5. Do not prop open entry doors 6. Never allow unauthorized people into the building 10.20 AREAS The areas to be cleaned under this section of the proposal are as follows: 1) Central Maintenance Facility All areas of the Central Maintenance Facility located at 196250 Municipal Drive, Farmington, Minnesota 55024 excluding the vehicle storage, vehicle maintenance, storage rooms and mezzanine area. Total square footage of area to be cleaned is approximately 8,400 square feet. Cleaning will be from 7:00 p.m. to 12:00 midnight Monday thru Friday 1. 2. 3. 4. 6. 7. 8. 9. 10. 11. 12. 13. 14. 16. 17. 18. 19. 20. 21. 22. 1. 2. 3. 4. 5. 6. 7. 7. 8. 9. 10. 11. GENERAL AREAS WEEK MONTH OTHER Empty wastebaskets and replace liners as needed 5x (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. Clean and sanitize drinking fountains 5x Spot clean all interior windows to remove fmgerprints 5x Completely clean all interior glass 2x per year Vacuum conference room Ix Dust mop or sweep all hard floors 5x Spot clean spills and stains on carpets 1x Wet mop all hard floors 5x Dust all accessible hi-Io horizontal surfaces including 1x counter tops, window sills, heating vents, light fixtures and furniture Dry dust file cabinets 1x Spot clean walls and doors 1x Clean marks from kick plates 1x Remove dust and cobwebs from ceilings/corners Ix Clean all return air grates 1x per year Clean and sanitize door handles and door knobs 5x Strip and wax vinyl tile floor 1x per year Vacuum cloth chairs 2x per year Put recyclables outside for ever other week pick-up 2x Collection and disposal of recyclable materials 5x recyclable material. Shampoo all carpet areas Ix per year RESTROOMS WEEK MONTH OTHER Clean mirrors & chrome fittings 5x Clean & sanitize sinks & countertops 5x Clean & sanitize toilets (outside & inside) 5x Empty waste baskets and liners 5x Replace w/basket liners 5x Scrub walls completely 2x per year Clean and sanitize door handles and door knobs 5x Spot clean walls 5x Restock restroom supplies (City provides) 5x Sweep restroom floors 5x Wet mop & sanitize restroom floors 5x Strip and wax vinyl tile floor Ix Per Year GENERAL RECEPTION AREA & CORRIDORS WEEK MONTH OTHER 1. Spot clean all entry glass 5x 2. Completely clean entrance door glass 2x per year 3. Vacuum entry mats 5x 4. Clean marks from kick plates & walls 1x 5. Tile-sweep, dust or dry mop including work 5x station and reception area. 6. Strip and wax vinyl tile floors 1x per year 7. Clean and sanitize door handles and door knobs 5x LUNCHROOM WEEK MONTH OTHER 1. Empty all waste containers 5x 2. Clean and disinfect tables 5x 3. Clean chairs 5x 4. Clean counter tops 5x 5. Clean sink & chrome fIxtures 5x 6. Sweep and wet mop tile floor 5x 7. Spot clean walls 5x 8. Clean cabinet fronts, appliance exteriors 5x 9. Strip and wax vinyl tile floor 1x per year 10. Clean interior of refrigerator 1x year 11. Clean and sanitize door handles and door knobs 5x LOCKER ROOM/SHOWER WEEK MONTH OTHER 1. Completely clean lockers 1x per year 2. Clean and sanitize shower stalls Ix 3. Shower tile - clean grout 1x per year 4. Sweep & wet mop floors 5x 5. Clean floors & grout 2x per year 6. Wipe and sanitize benches 1x 7. Clean and sanitize door handles and door knobs 5x OFFICE AREAS WEEK MONTH OTHER 1. Empty wastebaskets and replace liners as needed 5x (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. 2. Dust window ledges Ix 3. Clean interior window glass 2x per year 4. Clean and sanitize phone receiver Ix 5. Dust phone 1x 6. Dust top of all storage areas and shelves 1x 7. Dust computer monitor screens 1x 8. Dust and sanitize computer keyboards 1x 9. Put recyclables outside for ever other week pick-up 2x 10. Collection and appropriate disposal of 5x recyclable material. 11. Clean and sanitize door handles and door knobs 5x 12. Strip and wax vinyl tile floor Ix per year SECURITY 1. Leave designated lights on 2. Conserve energy, turn off lights when leaving an area 2. Close and/or lock all doors designated by City 3. All employees wear uniformed shirts and photo J.D. name tags when on duty 4. Do not prop open entry doors 5. Never allow unauthorized people into the building 6. Under no circumstances are contractor's vehicles allowed to be driven into the shop area of the facility. 10.50 AREAS The areas to be cleaned under this section of the proposal are as follows: 1) Fire Station #1 All areas of Fire Station #1 located at 21625 Denmark Avenue, Farrmington, Minnesota 55024 excluding the fIre apparatus bays, hose tower, mechanical room, electrical room and work shop. Total square footage of area to be cleaned is approximately 1,880 square feet. Cleaning will be between the hours of 10:00 p.m. and 7:00 a.m., Monday thru Friday. GENERAL WEEK MONTH OTHER 1. Empty wastebaskets and replace 1x liners as needed (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. 2. Clean and sanitize drinking fountains 1x 3. Spot clean all interior windows 1x 4. Completely clean all interior glass 1x 5. Vacuum all traffic areas 1x 6. Dust mop or sweep all hard floors 1x 7. Spot clean spills and stains on carpets 1x 8. Damp mop all hard floors 1x 9. Dust all accessible hi-lo horizontal 1x surfaces including counter tops, window sills, heating'vents and furniture 10. Dry dust file cabinets 2x 11. Spot clean walls and doors 1x 12. Clean marks from kick plates 1x 13. Remove dust and cobwebs from ceiling/corners/ceiling return grates 2x 14. Vacuum upholstered chairs and edge vacuum 1x 15. Shampoo all carpet areas 1x per year 16. Clean and sanitize door handles and door knobs 5x RESTROOMS WEEK MONTH OTHER 1. Clean mirrors & chrome fittings Ix 2. Clean & sanitize sinks Ix 3. Clean & sanitize toilets (outside & inside) 1x 4. Clean & sanitize urinals (outside & inside) 1x 5. Clean & sanitize shower walls and floor 1x 6. Empty waste baskets and liners 1x 7. Metal partitions & walls completely scrubbed 1x 8. Clean return air vents 2x year 9. Restock restroom supplies (City provides) 1x 10. Mop & sanitize restroom floors 1x 11. Ceramic tile - clean grout 2x year 12. Clean and sanitize door handles and door knobs 5x MAIN ENTRY WEEK MONTH OTHER 1. Spot clean all entry glass 1x 2. Completely clean all entryway glass 1x 3. Vacuum mats and throw rugs 1x 4. Clean marks from kick plates 1x 5. Tile - sweep, dust mop or wet mop 1x 6. Clean and sanitize door handles and door knobs 5x TRAINING ROOM & KITCHEN AREA WEEK MONTH OTHER 1. Clean tables and counter tops 1x 2. Clean chairs 1x 3. Clean sink and chrome frxtures 1x 4. Vacuum carpet traffic areas 1x 5. Vacuum wall to wall 1x 6. Wet mop tile floor in kitchen area 1x 7. Clean cabinet fronts, appliance exteriors 1x 8. Strip and wax vinyl tile floor 1x per year OFFICE AREAS WEEK MONTH OTHER 1. Dust window ledges 1x 2. Clean interior window glass 1x 3. Clean and sanitize phone receiver 1x 4. Dust phone 1x 5. Dust top of all storage areas and shelves 1x 6. Dust computer monitor screens Ix 7. Dust and sanitize computer keyboards 1x 8. Clean and sanitize door handles and door knobs 5x SECURITY 1. Leave only designated lights on 2. Conserve energy, turn off lights when leaving an area 3. Close and/or lock all doors designated by City 4. All employees wear uniformed shirts and photo J.D. name tags when on duty 5. Do not prop open entry doors 6. Never allow unauthorized people into the building 10.50 AREAS The areas to be cleaned under this section of the proposal are as follows: 1) Fire Station #2 All areas of Fire Station #2 located at 19695 Municipal Drive, Farrmington, Minnesota 55024 excluding the fIre apparatus bays, hose tower, mechanical room, electrical room and work shop. Total square footage of area to be cleaned is approximately 1,850 square feet. Cleaning will be between the hours of 10:00 p.m. and 7:00 a.m. Monday thru Friday. GENERAL WEEK MONTH OTHER 1. Empty wastebaskets and replace liners as needed 1x (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. 2. Clean and sanitize drinking fountains 1x 3. Spot clean all interior windows to 1x remove fmgerprints. 4. Completely clean all interior glass 1x 5. Vacuum all traffic areas 1x 6. Dust mop or sweep all hard floors 1x 7. Spot clean spills and stains on carpets 1x 8. Damp mop all hard floors 1x 9. Dust all accessible hi-Io horizontal surfaces including 1x counter tops, window sills, heating vents and furniture 10. Dry dust venetian blinds and me cabinets 2x 11. Spot clean walls and doors 1x 12. Clean marks from kick plates Ix 13. Remove dust and cobwebs from ceiling/corners/ceiling return grates 2x 14. Vacuum upholstered chairs and edge vacuum 1x 15. Shampoo all carpet areas 1x per year 16. Clean and sanitize door handles and door knobs 5x RESTROOMS WEEK MONTH OTHER 1. Clean mirrors & chrome fittings 1x 2. Clean & sanitize sinks 1x 3. Clean & sanitize toilets (outside & inside) 1x 4. Clean & sanitize urinals (outside & inside) Ix 5. Clean & sanitize shower walls and floor Ix 6. Empty waste baskets and liners 1x 7. Metal partitions & walls completely scrubbed 1x 8. Clean return air vents 2x year 9. Restock restroom supplies (City provides) Ix 10. Mop & sanitize restroom floors 1x 11. Ceramic tile - clean grout 2x year 12. Clean and sanitize door handles and door knobs 5x MAIN ENTRY WEEK MONTH OTHER 1. Spot clean all entry glass 1x 2. Completely clean all entryway glass 1x 3. Vacuum mats and throw rugs Ix 4. Clean marks from kick plates 1x 5. Tile - sweep, dust mop or wet mop 1x 6. Clean and sanitize door handles and 'door knobs 5x TRAINING ROOM & KITCHEN AREA WEEK MONTH OTHER 1. Clean tables and counter tops 1x 2. Clean chairs 1x 3. Clean sink and chrome fIxtures 1x 4. Clean cabinet fronts, appliance exteriors 1x 5. Vacuum carpet traffic areas 1x 6. Vacuum wall to wall 1x 7. Clean cabinet fronts, appliance exteriors 1x exteriors OFFICE AREAS WEEK MONTH OTHER 1. Dust window ledges 1x 2. Clean interior window glass 1x 3. Clean and sanitize phone receiver 1x 4. Dust phone 1x 5. Dust top of all storage areas and shelves 1x 6. Dust computer monitor screens 1x 7. Dust and sanitize computer keyboards 1x 8. Clean and sanitize door handles and door knobs 5x SECURITY 1. Leave only designated lights on 2. Conserve energy and turn off lights when leaving an area 3. Close and/or lock all doors designated by City 4. All employees wear uniformed shirts and photo J.D. name tags when on duty 5. Do not prop open entry doors 6. Never allow unauthorized people into the building 10.80 AREAS The areas to be cleaned under this section of the proposal are as follows: 1) Rambling River Center All areas including entryways in the Rambling River Center building located at 325 Oak Street, Farmington Minnesota, 55024, excluding the Mechanical and Maintenance rooms. Total approximate square footage of area to be cleaned is 8,500 square feet. Cleaning will be between the hours of 10:00 p.m. and 7:00 a.m., Monday through Friday subject to change based on events. Additional weekend times may be contracted separately due to weekend rentals. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. GENERAL AREA Empty wastebaskets and replace liners as needed (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. Clean and sanitize drinking fountains Spot clean all accessible interior windows to remove fmgerprints. Completely clean all interior glass Wet mop all tile hallways Vacuum wall to wall any carpeted areas Spot clean spills and stains on carpets Dust mop and spot clean laminate floor Dust all accessible hi-Io horizontal surfaces including counter tops, window sills and heating vents Dry dust file cabinets & return grates Spot clean walls and doors Clean marks from kick plates Remove dust and cobwebs from ceiling/corners Vacuum cloth chairs and edge vacuum Empty and collect recyclables into one collection bin Put recyclables outside for collection Clean and sanitize door handles and door knobs WEEK 5x MONTH OTHER 5x 5x 1x 5x 3x 5x 5x Ix 1x 5x Ix 2x 1x 5x 2x 5x MONTH OTHER 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. RESTROOMS (Administrative and Banquet Areas)WEEK Clean mirrors & chrome fittings 5x Clean & sanitize sinks 5x Clean & sanitize toilets (outside & inside) 5x Clean & sanitize urinals (outside & inside) 5x Empty waste baskets and liners 5x Replace w/basket liners 5x Metal partitions & walls completely scrubbed Spot clean metal partitions & walls 5x Restock restroom supplies (City provides) 5x Sweep restroom floors 5x Mop & sanitize restroom floors 5x Clean grout between tile Clean and sanitize door handles and door knobs 5x Ix 2x per year MAIN ENTRYS & RECEPTION AREAS WEEK MONTH OTHER 1. Spot clean all entry glass 5x 2. Completely clean entrance door glass 1x 3. Vacuum - mats 5x 4. Clean marks from kick plates 1x (not all marks are removable) 5. Tile - sweep/dust mop 5x 6. Tile - wet mop 5x 7. Shampoo all carpet areas 1x per year 8. Clean and sanitize door handles and door knobs 5x KITCHENETTE AREA WEEK MONTH OTHER 1. Empty all waste containers 5x 2. Clean counter tops 5x 3. Clean sink & chrome fIXtures 5x 4. Sweep and wet mop tile floor 5x 5. Spot clean walls 5x 6. Clean cabinet fronts, appliance exteriors 1x 7. Clean and sanitize door handles and door knobs 5x MEETING/CONFERENCE ROOMS WEEK MONTH OTHER 1. Empty wastebaskets and replace 5x liners as needed (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. 2. Vacuum wall to wall 5x 3. Spot clean spills and stains on carpets 5x 4. Dust all accessible hi-Io horizontal 2x surfaces including window sills, heating vents and furniture 5. Spot clean walls, doors & door handles 1x 6. Clean marks from kick plates 1x 7. Remove dust and cobwebs from 2x ceiling/corners/ return air grates 8. Shampoo all carpet areas 1x per year 9. Clean and sanitize door handles and door knobs 5x OFFICE AREAS WEEK MONTH OTHER 1. Dust window ledges 1x 2. Clean interior window glass 1x 3. Clean and sanitize phone receiver 1x 4. Dust phone 1x 5. Dust top of all storage areas and shelves 1x 6. Dust computer monitor screens 1x 7. Dust and sanitize computer keyboards 1x 8. Shampoo all carpet areas 1x per year 9. Clean and sanitize door handles and door knobs 5x BANQUET ROOM WEEK MONTH OTHER 1. Empty wastebaskets and replace liner as needed 5x (plastic liners supplied by the City). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked 2. Spot clean all accessible interior 1x windows to remove fmgerprints. 3. Completely clean all interior glass windows 1x 4. Spot clean spills and stains on cloth chairs 1x 5. Dust mop and spot clean laminate floors 5x 6. Wet mop w/water laminate floor 3x 7. Dust all window sills 2x 8. Dust all heating vents and cold air return grates 1x 9. Spot clean walls and doors 5x 11. Clean marks from kick plates 1x 12. Remove dust and cobwebs from ceiling/corners 2x 13. Vacuum cloth chairs 1x 14. Empty and collect recyclables into one collection bin 5x 15. Put recyclables outside in appropriate 2x main collection bin for bi-weekly pick-up 16. Clean refrigerator interior 1x per year 17. Clean and sanitize door handles and door knobs 5x FITNESS ROOM WEEK MONTH OTHER 1. Empty wastebaskets and replace liners as needed 5x (plastic liners supplied by the city). All waste to be moved to a designated area, no waste to be thrown away unless clearly marked. 2. Vacuum wall to wall 5x 3. Spot clean spills and stains on carpets 5x 4. Dust all window sills and heating vents 1x 5. Spot clean walls, doors & door handles 5x 6. Clean marks from kick plates Ix 7. Remove dust and cobwebs from 2x ceiling/corners/ return air grates 8. Clean and sanitize exercise equipment 1x 9. Shampoo all carpet areas 1x per year 10. Clean and sanitize door handles and door knobs 5x SECURITY 1. Leave designated lights on 2. Conserve energy, turn off lights when leaving an area 3. Close and/or lock all doors designated by city 4. All employees wear uniformed shirts and photo I.D. name tags when on duty 5. Do not prop open entry doors 6. Never allow unauthorized people into the building SECTION 11 SITE INSPECTION 11.10 SITE INSPECTION Each proposer is responsible for visiting the sites prior to quote submission and to become familiar with work site conditions. A pre-bid conference and walk-through of the sites will occur at 1:00 p.m. on Wednesday, February 23, 2011. The pre-bid conference will begin at City Hall located at 430 Third Street, Farmington, Minnesota. Contact the Facilities Maintenance Supervisor, Jeremy Pire at (651) 280-6902 to inform him of your attendance at the pre-bid conference. lOa.. City of Farmington 430 'Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.tarm;ngton.TI11l.L1... TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director RE: Request from Farmington Men's Fastpitch Softball League to Reduce Ballfield Rental Fees DATE: March 21,2011 BACKGROUND In 2005, the City of Farmington and the Farmington Men's Adult Fastpitch Softball Organization (the Organization) signed an agreement resulting in the rental fees being lowered for the Organization's league games through the 2010 season. The agreement has now expired and the Organization is requesting that the fee continue to be reduced. DISCUSSION The key points to the previous Agreement between the City and the Organization that expired after the 2010 season were as follows: . The Agreement was valid through the 2010 season after which time the Organization would begin paying the regular rental fee that is charged in 2011 . The ballfield rental fee charged to the Organization for using the Rambling River Park's Feely Fields would be capped at $300.00 per year through the 2010 season. . The Organization would not receive any reduction in the tournament fees when using the ballfield and would pay the tournament fee that is approved by the City Council . Acknowledged the past volunteer work and money raised by the Organization resulting in the improvements being made to the ballfields at Rambling River Park's Feely Fields . Identified each party's responsibility for maintenance and operations of the fields Paul Harrington, the Organization's Director, and two of its players attended the February 9, 2011 Parks and Recreation Advisory Commission (pRAC) meeting to request a reduction in the ballfield rental fee during the 2011 season. The request was to continue to allow the Organization to pay the $300 rental fee per night that was capped in the previous agreement. Mr. Harrington shared that based on the current number of26 nights the Organization uses the fields multiplied by the current fee of $40 + tax per night charged to rent the ballfields, it would cost the Organization approximately $1,100 in 2011 to play its full league schedule of games in Farmington. PRAC members discussed whether it should recommend to the City Council to continue charging the Organization $300, charge the Organization the full amount of $40 + tax rental fee per night at approximately $1,100 total cost, or charge a fee somewhere in between these two 72 amounts. Bya 3-2 vote recommended to the City Council that a fee of $700 be charged to the Organization during the 2011 season and then the Organization would be charged the full rental fee beginning with the 2012 season. The amount was determined by increasing the fee halfway from $300 that was charged in 20 I 0 to $700 in 2011 in order to transition to the full rental fee amount of$40 + tax per night in 2012 or at whatever the rate is approved for in 2012. Minutes from this meeting are attached. Mr. Harrington provided a written request to PRAC members at its February 9,2011 meeting outlining the reasons for making his request. A copy of the written request that was provided to PRAC members is attached. BUDGET IMPACT The obvious budget impact is the loss of additional revenue should the fee be reduced based on the number of nights the Organization has used the ballfield at Feely Fields in past seasons. It is important to point out that the City does have one other adult softball organization that rents a ballfield from the City for its own league games and this organization pays the full fee of $40 + tax per night that it uses the field. REOUESTED ACTION Consider both the request by the Organization to reduce the fees and the recommendation made by the PRAC to charge $700 in 2011 and the full rental amount in 2012 and then make a decision on the amount to charge the Organization to rent the Rambling River Park Feely Field ballfields for league play in 2011. Respectfully Submitted, Randy Distad Parks and Recreation Director 73 A History of the Ballfields The Farmington Mens Fastpich League (League) began in 1960 at the Dakota County Fairgrounds. In 1981, the League moved from the Fairgrounds to the current City ballfields. All that existed at the Rambling River Ballfields (now Feely Fields) in 1981, was two backstops, two skinned infields and a snow fence for an outfield fence. Nothing else was out there. As our Fastpitch League needed lights to survive, the timing was just right in 1981, as the City had just obtained the football lights from the old football field at no cost. Our League members, along with Jim Bell, worked with Dakota Electric guys and their boom trucks to set the poles. Our League then held fundraisers to obtain the wiring and conduit and hired the electricians to get the fields lighted. That was all subsequent to us digging many trenches by shovel, pick and jackhammer to bury the wiring underground. Our League paid for all expenses incurred. With "old fashioned" bulbs, the lighting and conditions were poor, but we survived. At last in 1990, our Fastpitch League said, "enough is enough", as no further field improvements had been made to the ballfields and none were on the horizon. We knew we could not wait any longer for the City to improve our fields. Therefore, we took matters into our own hands (with the Park & Rec's consent), as we just wanted to play on some ballfields, which were somewhat respectable. Subsequently, we came up with a plan to renovate both fields owned by the City. The fIrst step of our plan were to solicit the Eagles Club, VFWand American Legion in Farmington. They all gave generously, as we received $10,000, $7,000 and $4,000, respectively. When the project's bill was still about $2,500 short, our League held some more fundraisers and we paid off the rest of the expenses from our Farmington Fastpitch League checkbook. With these funds and other donations it was possible to: 1. Purchase modem day lights for both fields. 2. Buy cyclone fence for the outfield fence offield #1 3. Buy cyclone fence for the sides/dugouts on both fields 4. Obtain the concrete for the dugouts on both fields and the concession stand, which was "donated" by Apple Valley Red-e-Mix through our "connections" 5. Purchase the four sets of bleachers, which currently exist at both ballfields 6. Purchase any necessary electrical items to make it all work During the whole process and even now, no doubt the donations and the raising of $25,000 was the easy part. The second step (i.e. donated hours of labor by our League members) was the tough part. It was a huge effort for a bunch of guys working during their "spare time" on weeknights and weekends. If the condition of the property or ground were normal and ordinary, the task would have been much easier. But when Farmington re-did 3rd street years before, tons and tons of concrete block and pavement were dumped out there as clean fill. I would estimate 90% of the holes we dug (except for the outfield fence) took jack-hammering to obtain sufficient depth. 74 It was grueling work to say the least. There was a lot of sweat and blisters developed, while we were shoveling in some real "rock hard" ground. There was a lot of learning and ingenuity used in putting up the cyclone fence and dugouts with no specialized tools. But a bunch of determined guys/community residents wanted it done, and the fencing, bleachers and lighting that exists today as community property, was the result of these efforts. All together, the League members put in approximately 400 hours to get the job done, which we had logged on a daily basis. My most vivid memory was trying to get all the dugout post holes dug, so we could get the fields ready for the Mountain Dew Days community celebration. The weekend before Dew Days, at least 12 of us were out at the field until after midnight on a Friday night, so that we could be back there by 7 a.m. the next morning to help our "professional concrete guys" (i.e. Mark Kelly, Jim Roschen, et.al.) put in the dugout's concrete slabs. But we got it done. The original outfield cyclone fence for field #2 came from the Sewer Plant. Jim Bell. "borrowed it". I took off several days work and Jim, Don Hays and myselfput it up. Once again when the auger pin sheared (which was quite frequently), the jackhammer came out. It was a long week! The "crowning jewel" of the whole project was when Ed Fischer obtained a boom truck from Apple Valley Red-e-Mix. He removed the old lights and installed the new light fIXtures. Don Hunter did the electrical wiring. After we got done, we could hardly wait for night time to arrive, at which time we threw the switch and lit up the fields. It was lighting like we had never seen before and a great feeling of accomplishment. Overall, considering the professional help (e.g. electricians, concrete guys, Dakota Electric expertise, etc.) and our hard manual labor, I would say conservatively we donated well over $35,000 of cash and labor (which resulted in a huge saving to the City of Farmington). There is a lot of history with those ballfields and some good stories to be told. And us "older guys" take a lot of pride in what we accomplished with the City ballfields. The Mens Fastpitch Game Mens Fastpitch has been "dying" in Minnesota and across the Nation, since the advent ofSlowpitch Softball in the mid-70s. Many teams/leagues have faded away since that time and very few exist in Minnesota. However in Farmington, we have managed to keep the league going during this time frame. Our League has won three state championships along with several top three fmishes in State tourney play to make our teams and Farmington recognizable in Minnesota Mens Fastpitch. I have run the League since mid-summer of 1975 on a volunteer basis. We have had a lot of ups and downs. During that time, I have never gotten a dime for any of my time, which is fine with me. We have never been a problem to anyone and have had an excellent relationship with Farmington Park and Rec. I would anticipate more ofthe same in the future. 75 ,dgreement for the use of the Ballfield For the 2005 season, our league was approached by the City to pay a "per night" rental fee. We were certainly surprised at the intended charges for our League, based upon the prior events mentioned above. Our League has a lot of history in Farmington softball and has been a big part of the community throughout the years. Based upon the proposed nightly rental rate, we knew that we could not afford these rates and would be a big blow to our existence. We knew those high rates would send us down the path of all those other Fastpitch teams/leagues that disappeared. Based upon our involvement with the development of the two fields and working with Randy Distad and personnel on the Park & Rec Advisory members, we came up with an agreement for a reasonable "annual fee". We have paid this annual fee since that time. Also at that time, I made my best estimate (based upon our ages, interest and weight!!) that our League would not last past the 2010 season. It appears that looking into the "crystal ball" this was an incorrect prediction on my part. The interest to have a Mens Fastpitch League in the summer of 2011 exists and we are proceeding forward. However, the 2005 agreement has expired and we are again facing a nightly rental rate. We felt that an understanding ofthe development of the fields and our League's role, was important for everyone to know. Based upon our League's history and donations to the fields, we would like our contributions to be recognized again. We would like to have the nightly rate waived and extend our existing agreement. We are not an organization/group that came along to use these facilities. We are an organization that took the initiative and helped build the facility. Our League has put a lot oftime and money into those ballfields. We take great pride in these fields and treat them with respect. To emphasize another point, we are not using the field exclusively. It is not a "closed" league. On the contrary, we are and always have been a league "open" to the entire Farmington community. We invite any and all Farmington residents to come up with a team and join our league. Or if forming a team is not an option, come out and maybe fmd a team looking for players. Many a time, guys walking to/from the Slowpitch games have jumped in and played a game or two in our League. Although our League is run "independently", we are a "Softball option" for Farmington citizens and have been for over 50 years. Thank you for considering all the related issues and hope we can come up with an economic solution so we can continue to offer Mens Fastpitch in Farmington. Thank you. Paul Harrington & the Farmington Fastpitch League Members 76 Farmington Parks and Recreation Advisory Commission Minutes from the Regular Meeting on February 9, 2011 Members Present: Charlie Weber, Karen Neal, David McMillen, Karen Neal and Dawn Johnson Members Absent: None Other's Present: Randy Distad, Parks and Recreation Director, Paul Harrington, Farmington Adult Fastpitch Organization, Daren Betzold, Farmington Adult Fastpitch Organization and Blair Simonsen, Farmington Adult Fastpitch Organization. I. Call To Order Chair McMillen called the meeting to order at 6:00 p.m. Quorum was present. IT. Approval of Agenda Moved by Weber, seconded by Neal to approve the meeting agenda. All persons in favor (APIF). Motion carried. m. Approval of January 12, 2011 Meeting Minutes. Moved by Neal, seconded by Weber to approve the December 8, 2010 meeting minutes. Voting in Favor: Neal, Weber, McMillen and Johnson. Voting against: none. Abstaining from the vote: Haley. Motion carried. IV. Election of Officers Distad informed the Commission members that the City Ordinance requires officers be elected at the frrst meeting of the year, which this meeting is. Current Chair McMillen opened the floor for Chair nominations. Moved by Haley and seconded by Weber to nominate McMillen for the Chair position. There were no other nominations made for the Chair position so Neal moved and Weber seconded to close the nominations. APIF. Motion carried. McMillen called for a voice vote. APIF of McMillen being the Chair for the year. Chair McMillen opened the floor for Vice-Chair nominations. Moved by McMillen and seconded by Webet: to nominate Haley for the Vice-Chair position. There were no other nominations made so moved by Weber and seconded by Johnson to close the nominations. APIF. Motion carried. McMillen called for a voice vote. APIF of Haley being the Vice-Chair for the year. V. Presentation . Request by Farmington Adult Fastpitch Organization to Reduce the Ballfield Rental Fee~ aul Harrington, League Director of the Farmington Adult Fastpitch Organization (the Organization) made a requestJ9 ve the ballfield rental fees reduced in 2011 to the same level they had been at under the expired agreement that th~ ganization had with the City from 2005-2010. Neal asked how much each team pays for an entry fee to be in th~ eague. Harrington stated that the fee is different for each team as not every team in the league played the same number ~ . ghts so the fee ranged from $350-$600 per team. McMillen asked who pays the entry fee. Harrington responded tha~ orne players will pool their money to pay the entry fee for the team but other teams will go out and solicit sponsorship~ om businesses to pay the entry fee. Neal asked if the City Council did not approve the reduction would the league s.!!!] xist. Harrington said he wasn't sure and he would have to check with teams first. McMillen asked when the seasoq tarted. Harrington responded that the league would start play either on May 9th or 10th. Weber said he didn't think thatJ!l as fair to let this league have their fees reduced when other organizations pay the approved fee. He said then the Cit)1 y as well reduce the fee for everyone else. Haley asked where the money from the league goes at the end of the yeatj suming there is money remaining after the season. Harrington said that whatever money remains after the season i~ arried over to the next season. Haley asked how many nights would the Organization be renting the fields. Harringtoq tated that in a normal seasonlhey use the fields about 25 or 26 nights.1 eal said she would be open to a compromise. Haley stated the fee should be raised this year to see what ha ens an en in year 2 see where the league is at. Weber asked why Neal would compromise when other fees are no ompromised. Neal stated that sometimes she is definite about not compromising but <?ther times she is not. She though~ his was a good time for a compromis~ 77 ~aleythought that it woufcrb.e a good-ldeato notlei-ihe oI'gan.-.Tz.a.tio.-llPa.Y-last. year.--.'srental fee of $300 but would be opeq ~ not charging them the e...stimat~Q.fyll.r~~~oun.1 of arou.nc1 U.IQILbut!o meet 1l1.5lm halfwayJ ~oved by Haley to charge the OrganiZation $700 ratherthanthefulfaIlloUlrtduring the 2011season and then charge th~ ganization the full amo. un. t. at whatever fee is approved for the. 2012. season. N.. ea. I seconded the .motion. Voting in favol1 eal, Hal~y~d Johnson.__ Voj:ing aj?;ainst: Weber and McMillen.__M.o!ion~1>.f9,,~liJ~ya 3-2 vot~ VI. Old Business A. 2011 Annual Work Plan Revision Distad shared with Commission members the goals and objectives that have been written for the Commission's 2011 Annual Work will need to be revised based on a decision that was made at last month's meeting. Distad stated that a motion was approved that the Commission did not want to develop a policy on the priority scheduling of ballfields but that one of the goals in the annual work plan identified this policy being developed. Moved by Weber and seconded by Neal to amend Goal #5 in the annual work plan to reflect that the policy will not be developed in 2011. APIF. Motion carried unanimously. B. 2012 Budget Discussion (project Ideas) Distad shared that it would be a staff recommendation to focus on completing projects in Lake Julia and Pine Knoll Parks because these two parks have the oldest approved master plans but have not had any improvements completed yet. McMillen thought starting with a discussion on these two parks would be a good starting point. Johnson thought a playground for 5-12 year olds and a new shelter would be the best recommendation to have constructed in 2012. She thought the City should budget and spend $90,000 on these two items based on the estimated budget provided to the Commission. Haley thought it would be best to defer the Pine Knoll Park improvements to 2013 and focus on the Lake Julia improvements only in 2012. Johnson thought it would be best to focus on these two parks and if the improvements don't get completed then it is up to the community to convince the City Council to spend more funds on park improvements. Moved by Johnson and seconded by Haley to recommend to the City Council to fund the purchase and installation of new playground equipment and a new picnic shelter in Lake Julia Park. APIF. Motion carried unanimously. VII. New Business A. Swim Bus Route and Schedule Distad shared with Commission members the proposed swim bus route and schedule for the 2011 outdoor pool season. He stated that the stops and schedule were altered slightly from 20 I 0 based on the low number of riders that some of the stops had. He further stated that the route and schedule were provided to Marschall Bus Lines and they were in agreement with the schedule set for the various stops. Distad asked if the Commission members were "okay" with the route and the schedule. Johnson suggested a stop at Akin Road Elementary School and suggested that staff contact the school district to see if the school district would be "okay" with the school site being a stop for the swim bus. Distad stated he would research this site as a possible swim bus stop. VIII. Commission Roundtable Weber: Didn't have anything to share. Johnson: Didn't have anything to share. Neal: Stated she read an article about the need for a dome in Savage and there was an estimated $3-$5 million price tag on it. She also thought Kara Hildreth would be a good candidate for appointment to the Commission and was going to approach her about agplying. She reminded other Commission members about the Community Expo being held on Saturday, January 29 at the high school. Haley: Informed the Commission members that he is following up regarding Eagle Scout projects with the Boy Scouts and wondered if there are a list of projects we could provide them before he contacts them. Johnson: Wonderered if there was someway to ask a survey on the City's website to get feedback on the park and trail improvement projects the community would like to see happen in 2012. McMillen: Stated that he was at the Community Expo and he thought there was a good crowd. He also asked when the workshop should be scheduled with the City Council and suggested that we do it during the April Council workshop. There seemed to be an agreement on this date. 78 IX. StatTReport Distad provided updates on the following items to Commission members: 1. Outdoor rink attendance has been good this year with 8,737 people counted on the hour during every hour the rinks are open. 2. Veteran's Memorial Committee met and they have identified the Rambling River Park site as the preferred site for the memorial. They will be pulling together a concept plan to see how a memorial could conceptually fit on the site they have identified in the park. 3. The appointment for the opening position on the Commission will be made at the February 2200 City Council meeting. There were three people who applied to be on the Commission. 4. Commission photo for the newsletter will occur at the March 7th meeting assuming that the appointment is made to fill the open Commission position at the City Council meeting on February 2200. X. March 9, 2011 Meeting Agenda Items The following items were identified by Commission members for possible agenda items for the March 9,2011 meeting: 1. Review the annual work plan 2. Discussion on workshop power point presentation to the City Council 3. Photo of Commission members 4. Introduce new Commission member 5. Presentation by the Farmington Youth Basketball Association XL Adjournment Moved by Weber and seconded by Haley to adjourn the meeting. APIF. Motion carried. Adjournment was at 7:27 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary 79 80 Contents Street M a in te n a nee ................... ............................. .................................. ........... ........................ ...... ........ 4 Snow Remova I & Ice Co ntro I .................................................................................................................. 5 Sa n ita ry Sewe rs ...................................... ..................................................................................................... 6 Water ............................................................................................................................................................... 7 FI eet................................................. .......... ........................................................................................ ...... ........ 9 S to rm Wate r /80 u leva rd Trees ..............................................................................................................1 0 Sol i d Wa ste ....... .......... ............... .............. ..................... ................................................ ............ .................. 11 Cover photo by Gloria Collins ~1 This report is a summary highlighting some activities and initiatives ofthe Municipal Services Department during 2010. Municipal Services is made up of several divisions; including Streets, Snow, Sanitary Sewer, Water, Fleet, Storm Water, and Solid Waste. The department is lead by Director of Municipal Services, Todd Reiten, and includes two Supervisors, eight Maintenance Workers, five Solid Waste Operators, two Mechanics, and a part-time Administrative Support Technician. Serving a population of 22,000 kept the Municipal Services Department busy in 2010. Approximately 1215 customer service phone calls were received and over 280 visitors were assisted by the Administrative Support Technician at the Maintenance Facility. Requests range from general information inquiries such as concerns about water quality, snow and ice removal, watering permits, and abandoned waste to those requiring immediate action, including sewer backups, fallen street signs, and street light repairs. In 2010, 78 requests for street light repairs and 1688 service orders were received and processed. ~2 The Street Maintenance Division is responsible for approximately 82 miles of I City streets and alleys and 92 cul-de-sacs. I Proper maintenance minimizes deterioration and extends the life of the paved surfaces. To keep streets smooth for Farmington travelers, crews repaired potholes and large crevices in the pavement using 151 tons of blacktop and 1000 gallons of emulsion. Street sweeping keeps City streets looking well-kept and it is an important element in maintaining urban area water quality. Streets provide a path for storm water to travel. City streets are swept each spring and fall to protect water quality in ponds, lakes, and rivers. Spring Sweeping 114 hbU!~ Material Collected 78 yards. Fall Sweeping 240 h(rq~s, Material Collected 21 0 yards Crosswalks, parking stalls, and no parking zones are inspected and fresh paint is applied to areas that have substantially deteriorated. ," :in~~,~,,,>,~# I:,'..~. ,\~,_..~, '-:~-n" .' ;.7-.1 , ',.,.~" '- - ,. .'. i~~' . -"~L ~~ ~ "-~(j, t1.... ~~~~..,'1.- .~~l:- -'-~ r-- _____------- - G ...l - -- ~ ____- n ------ [] J ~- Several times a year, roadside right-of-ways are mowed to maintain safe visibility, reduce littering, and to improve their visual appearance. 133 r'-~-:, ": -'\~'~~.~~~-~~,,~: The City's Snow Division is responsible for snow removal in the City, which is divided into twelve zones. Staff from Municipal Services, Fleet, Solid Waste and Engineering form a team of twelve snow removal operators, each one with an assigned zone. In 2010, there were 24 weather events. Nearly 1383 tons of salt was applied to City streets to control ice in 2010. tota I snow eve nts Removing snow and ice from streets, public parking lots, and other areas takes priority over other work (except in urgent situations like water main breaks and sewer backups). Priority is given to collector streets, which carry the heaviest amounts of traffic, followed by residential streets. Plowing and ice control begins as soon as practical after it starts snowing. The time varies due to the uncertainty of when a snowfall begins and projected accumulations. The amount of snow that falls determines the number of operators that are dispatched for snow removal or ice control. Salt Used ~() "co ~() ,,~ ~() "t,:;. R)() <\) CI) c ~() .2 "a 'O()() b()() ~() ~()() () ~ ~ ~ ,. . Jon Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dee Totals 02007 02008 .2009 [12010 ~4 The Sewer Division is responsible for the operation and maintenance of 83 miles of sewers, five lift stations, and one grinder station that convey wastewater for 6200 customers in the City. All ofthe lift stations are inspected throughout the week and maintained as necessary, minimizing the chance of sewer backups and failures. Each lift station receives a thorough spring and fall cleaning. Sewer backups happen. A lot of time and money is spent correcting the damage caused by backups. Tree roots and improper disposal of items such as grease or diapers typically cause sanitary sewer line blockages. As part of a proactive seven year maintenance program, a portion of the sanitary sewer system is televised and inspected for infiltration, holes, blockages, roots, debris, etc., per year using a sewer inspection camera system. Manholes are inspected, cleaned, and repaired as part of that process. Ces More than 2700 utility locates were done Gopher State One Call Locates: In 1987, Minnesota enacted State Statutes Chapter 2160, comprehensive damage prevention legislation. The legislation required the establishment of a statewide notification center to receive notices of intent to excavate from any person engaged in excavation activity. Anyone excavating is required to notify the call center two business days prior to the start of their work. The call center in turn notifies facility operators in the area of the excavation. Municipal Services Maintenance Operators performed 2704 regular and emergency utility locates in 2010. . ~,'1 ~c;c~.$;~] 36,960 feet of sewef wq~ :1:" ';J< televised af)d~inspe~(te9~ Staff uses a sewer inspection camera system to quickly respond to and investigate sanitary and storm sewer emergencies. Known problem areas are inspected each spring and fall and cleaned with the vactor/ jetter truck several times each year to reduce the potential for backups. The Municipal Campus Water Tower was drained and sediment was cleaned from the tank when the cathodic protection system was replaced to control tank corrosion. The Water Division is responsible for the operation, maintenance, and repair of all facilities necessary for the production, storage, and distribution of water to 6230 Farmington residences and businesses. Current facilities include two water towers and seven wells. u Each of the City's seven wells and pumphouses are inspected each week day and are maintained as necessary. Regular inspections and routine maintenance reduces the chances of unforeseen problems. Four water main breaks were repaired by Municipal Services Operators in 2010. 680,522,200 gallons of City water was used in 2010 Water Usage: The total gallons of water pumped in 2010 was 680,522,200. The below graph shows the actual usage per month in a comparison of 2007 - 2010. c<:l <:s c<:l' c~ Q,<:S c<:l c~ <:l<:S <:)<:l' '0 c<:> c~ <:><:s <:><:>' "( c<:> c~ <:><:s '" ,P' c \) c<:> .Q c~ 0 0 <:><:s ,P' (oj c<:> <:s c<:>' <:s <:J<:>' l>l c<:l <:s c<:>' c~ ~<:s c<:> c~ <:><:s <:J<:>' '); c<:l c~ <:l<:S <:l<:>' "' <:l 2007-2010 Monthly Water Pumpage Jan Feb Mar April May June July Aug Sept oct Nov Dee Total I 02007 02008 .2009 1i:il20l0 I 86 Hydrants are flushed each spring and fall to remove rust from watermains and ensure clean water throughout the year. I During the flushing, hydrants and gate valves are inspected and repaired when necessary. Flushing requires the expertise of four employees for the majority of two weeks. In 2010, approximately 20 hydrants were repaired as a result of the regular inspections. Hydrants along seal coat routes are painted when streets are seal coated. Ninety hydrants were painted in 2010. To fulfill Minnesota Department of Health requirements, the City distributes an annual Water Quality Report, known as the Consumer Confidence Report, to all water customers. It is incorporated into the City's newsletter, The Bridge and it's available on the City website. As part of the City's commitment to conserving water and in response to Minnesota Rules, an Outdoor Water Use Policy is in effect year round. In 2010,50 administrative citations were issued. In addition to enforcing the Outdoor Water Use Policy, water conservation was promoted in a number of ways. Articles and advertisements aimed at the general public were in City publications and local newspapers. To ensure quality drinking water, 20 samples are collected for water testing from various local businesses each month. 20 water samples are coll~cted for testing monthly:::",.\ "Water!': an engaging educational Minnesota Science Museum program targeting fourth grade students was incorporated into Pollution Prevention Day and promotional items and information were available at City buildings, the Community EXPO, and during "Green Night" at the Downtown Farmington Farmers Market. I %7 The Fleet Division maintains and repairs approximately 87 vehicles, 44 pieces of equipment, and 10 trailers from Police, Fire, Solid Waste, Streets and Utilities, Engineering, Building Inspections, and Parks and Recreation. The vehicles range in size and complexity from patrol squads and pickups to automated garbage trucks and a vactor/jetter truck. Equipment maintained includes sweepers, mowers, a grader, a loader, an ice resurfacer and a wide variety of other pieces. The Fleet Division consists of two full-time mechanics. Their designated work area in the Maintenance Facility includes four bays. Two vehicle hoists, a heavy-duty truck hoist, and a crane make efficient repairs and maintenance operations easier. In addition to providing maintenance and repair services, both mechanics are responsible for a plow route. Transforming vehicles into patrol and squad cars requires hours of detailed wiring for lights, sirens, computers, ete. Two mechanics spent 3,800 hours performing preventative maintenance and repairing vehicles and equipment throughout 2010. Minor body repairs are done inhouse when feasible. Mechanics also travel off-site to repair breakdowns if necessary. Both mechanics are certified to perform DOT inspections, and annual inspections are done on all City owned commercially classified vehicles. Commercial vehicles over 26,000 pounds are required by the federal government to have DOT inspections annually. %8 On August 13, the Farmington area experienced a devastating storm. Over 120 homes were damaged. The City provided dumpsters for storm damage refuse and assisted with cleanup efforts. _1m The Storm Water Division is responsible for assuring the proper runoff of storm water. Catch basins and flared end sections, designed to collect leaves, dirt, and debris before entering storm water ponds, are cleaned as needed when time allows. 1~9 A crew of up to four Municipal Services Maintenance Operators worked throughout the fall, winter, and early spring trimming and chipping hundreds of boulevard trees as time permitted. Boulevard tree trimming is done in cooperation with the Natural Resources Specialist. The Solid Waste Division provides garbage collection services for more than 6850 residential accounts and 150 commercial accounts. Dick's Sanitation/lakeville Sanitary, Inc. (DSl/lSI) is contracted to provide curbside recycling collections and special services. 93% of the garbage collected by the City was processed into fuel for energy The City delivered 7000.73 tons of garbage to RRT Processing's Transfer Station in Empire for delivery to the Resource Recovery Facility in Newport. RRT processes waste into fuel for electricity generation, soil amendments and mulch products. Of the garbage delivered, approximately 6605.32 tons was processed. Unfortunately, as a budget reduction strat- egy, Dakota County discontinued the Hauler Financial Incentive Program in September. The processing rebates received from the County in 2010 totaled $53,900. . Processed . Landfilled In addition to the 395.41 tons of bypassed waste from RRT, City trucks delivered 63.22 tons of construction, demolition or other non-processible waste to Pine Bend landfill in Inver Grove Heights. less than 7% of the waste collected by the City was landfilled. 7000.73 tons of garbage and' 63.22 tons of construction debris. ~, -~ ~ was collected in 2010 Waste Collected in Farmington ~co ,,~ ~ . !\.. 8000 7000 - 6000 5000 en c 4000 0 I- 3000 2000 - 1000 0 2005 2006 2007 2008 190 2009 2010 In 2009, single sort recycling was implemented in Farmington. The first year showed a substantial increase in recycling collected of more than 500 tons. Recycling continued to increase in 2010, climbing from 1581.43 in 2009 to 1689.35 in 2010. 1689.35 tons of recycling was collected in 2010 Tons Recycled 1800 1600 1400 1200 1000 800 600 400 200 o ')0<::- <<.~ ~& ~<<' ~&. ')v<::- ')-S- ~v0.> e:,0<< aU. ~o~ <:)00 o 2008 . 2009 .2010 2009 357.8 270 164,971 1134 16.53 Curbside Cleanup Days provides residents with easy accessibility to properly dispose of large items once each year. 2010 Garbage (tons) 374.21 Tires (total #) n/a Electronics (Ibs) 162,604 Appliances (total #) 1105 Scrap Metal 6.63 2008 391.46 289 152,516 928 11.67 Corrugated cardboard cages encouraged Farmington citizens to drop off 229.62 tons of cardboard to be recycled; favorable old corrugated cardboard markets in 2010 resulted in revenues of $12,942.33 The popularity of the Seasonal Yard Waste Program continues to grow. DSI/LSI reported that 1917 customers subscribed to the Seasonal Yard Waste Program in 2010, an increase of 155 from 2009. 191 The City received $18,700 in funding from Dakota County Commissioners and the Minnesota Pollution Control Agency to support a landfill abatement program in 2010. Components of the landfill abatement program include public promotion of waste reduction, presentations at schools, participation in the Annual Pond & Park Cleanup, coordination of the Earth & Arbor Day Celebration, and providing Pollution Prevention Day for 500+ Farmington fourth graders. These events are provided in partnership with City Natural Resources, Parks & Recreation and Farmington Area Community Education staff. More than 500 fourth grader~ attended Pollution Prevention Day 20 lQ;, < Thank you for taking the time to review the City of Farmington Municipal Services 2010 Report. Recognition for the successes within the Department should not only go to the Municipal Services team, who proudly contribute to making Farmington a vibrant and livable place to live and work, but also to other departments we work with, leadership at City Hall, the Mayor and Council, and the citizens of Farmington. Through these collective efforts, the Municipal Services Department strived to maintain high quality services to meet the needs of our residents in 2010. We will continue to provide excellent service in 2011. Please feel free to contact me with questions or comments. Todd Reiten Director of Municipal Services 192 IO~ '1 '~ L..J " ~ g " ~ '~< ~ ~~' < ~ < ~ ~:I ," 0 Z ~" " ~ 0 , ',' 0 H ~ 00 ~ (1) .,.0 s (1) s ~ ~ ~ 00 (1) u a ~ (1) ~ ~ o 00 o~ :> ~ (1) ~ (/'J (1) u ~ a B ~ U (1) (1) ~ ~ ~ o~ o~ Q ~ ~ ~ ~ .;!Z 0 00 ~ o~ (1) . ;S ~ '.;j U (1) o~ ~ (1) ~ .~ ~ U U (/'J (1) ~ ~" ~,J~ 00 ~ (1) .,.0 s (1) s ~ ~ ~ 00 (1) U a ~ (1) ~ ~ o~ ~~ . 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