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HomeMy WebLinkAbout06.20.11 Council Packet City of Farmington 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 JUNE 20, 2011 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 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 fEVe minutes to address the Council during "Citizen Comment" time.) 7. CONSENT AGENDA a) Approve Council Minutes (6/6/11 Regular) (6/1/11, 6/8/11 & 6/13/11 Workshop) (6/8/11 Special) b) Approving Waiving ofShowmobile Rental Fees Farmington Business Association Block Party - Parks and Recreation c) Approve Allowing FYHA to Hang Banners and Hockey Team Photos in Schmitz-Maki Arena - Parks and Recreation d) Appointment Recommendation Fire Lieutenant - Fire Department e) Approve Temporary On-Sale Liquor License VFW - Engineering f) Approve Request for Proposal Process for Printing of Combined City Newsletter and Parks and Recreation Seasonal Brochure - Parks and Recreation g) Approve 2011 Mowing Contract - Engineering h) Approve Bills Approved Approved Approved Appr(),,~d Approved Approved Approved Approved 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 ____n___ _ ____ ________ ____________ _____ may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS a) Approve On-Sale Liquor License Big Sombrero - Engineering b) Approve On-Sale Liquor License Ugly Mug - Engineering 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) May Financial Report - Finance 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Paperless Council Meeting Discussion - Administration 13. COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION - Labor Relations 15. ADJOURN 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 (6/6/11 Regular) (6/1/11,6/8/11 & 6/13/11 Workshop) (6/8/11 Special) 6/6/11 Regular Minutes . . . 4 6/1/11 Workshop Minutes. . . 14 6/8/11 Workshop Minutes. . . 17 6/13/11 Workshop Minutes . . 23 6/8/11 Special Minutes . . . . 27 Approve Request to Waive Showmobile Rental Fee Memo . . . . . . . . . . . . . . . . . . . . . 30 Approve Request to Allow Hanging of Banners and Photos in Schmitz-Maki Arena Memo . . . . . . . . . . . . . . . . . . . 31 Appointment Recommendation Fire Lieutenant Memo . . . . . . . . . . . . . . . . . . . 32 Approve Temporary On-Sale Liquor License VFW Memo . . . . . . . . . . . . . . . . . . . . 33 Applications . . . . . . . . . . . . . . . . . 34 Approve Request for Proposal Process for the Printing of Combined City Newsletter and Parks and Recreation Seasonal Brochure Memo . . . . . . . . . . . . . . 37 2011 Mowing Contract 2011 Mowing Contract Memo. . 38 2011 mowing Contract final version. . 39 Approve Bills Bills . . . . . . . . . . . . . . . . . . 43 Approve On-Sale Liquor License Big Sombrero Memo . . . . . . . . . . . . . . . . . 65 Approve On-Sale Liquor License Ugly Mug Memo . . . . . . . . . 66 May 2011 Financial Report MAY MEMO 6-20-11 .67 2011 monthly report. . 69 Paperless Council Meetings Paperless Council Meetings 062011 . 75 1 --- -- -- - ----- - - --- --- --- -- -- 7a- COUNCIL MINUTES REGULAR June 6, 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: Audience: Larson, Bartholomay, Donnelly, Fogarty, May None Joel Jamnik, City Attorney; Kevin Schorzman, Interim City Administrator; Teresa Walters, Finance Director; Randy Distad, Parks and Recreation Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Terry Krei, Beve Preece, Shawna Kendall, Jon Einess 4. APPROVE AGENDA Councilmember Bartholomay pulled item 7n) Approve Mowing Contract. The contractor was unable to provide the insurance certificate. This is tabled until all documents are received. MOTION by Fogarty, second by May to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS Ms. Beve Preece, spoke about the Dew Days Art Show. This will be held on Saturday, June 18. An entry form is also being sent to the high school. The DV AC will be doing face painting at the Farmers' Market, at the Farmington Business Association Block Party in July, and at an event at Tamarack Center. Letters have been sent to nine students from the all student art show. This artwork will be placed in the art park. Also, in the art park, the DV AC will place a legacy wall for artwork from past artists. Ms. Terry Kre~ 18876 Elite Court, and Ms. Shawna Kendall, 6313 Upper 179th Street. Ms. Krei stated the Farmington High School opened in the fall 2009. She takes her son there everyday. There are pedestrians, roller bladers, and bikers on Flagstaff Avenue. There are also students walking in the ditch in the winter. There are sports at the high school and participants need to ride their bikes to the school. Ms. Krei asked for support to construct connectin! trails to the existing trails for safe access to Farmington High School. Students in 9 and 10th grade cannot yet drive. In addition to the high volume of traffic before and after school, the majority of the drivers are young and have less 4 Council Minutes (Regular) June 6, 2011 Page 2 experience. She proposed the trails run along Flagstaff Avenue connecting to 179th Street on the north end down to Hwy 50 on the south end. A second connection is needed along 195th Street from Meadowview Elementary to Flagstaff Avenue. Realizing funding is limited she identified two possible grant funding sources for bicycle pedestrian trails. The first is offered by the MN DNR and is specifically for local trail connections. The other is a federal program on the Met Council website and is a transit enhancement grant. These grants do require local matching funds so would have to be considered for future budgets. Ms. Krei requested the Council take concrete action to move this trail connection project forward. Whether that be to direct the Planning staff to pursue funding or initiate design process. She realized it is time consuming and will not happen overnight. If there were an accident there today and someone was hurt or killed~ the project would become instant top priority. Farmington High School is not going anywhere. It is time we address the needed trail connects and asked for Council support. Ms. Kendall stated her father was killed riding his bike in a small town in Oklahoma. That is an example of what can happen ifpeople want to work together. The town rallied and found grants and did what was necessary to build 4.5 miles of walking trails. She lives on the corner of 179th Street and Flagstaff Avenue. Her son will be doing training at the high school~ she works and cannot get him there. She is totally dependent on car pools because she will not let him ride his bike on that road. She asked Council to strongly do what needs to be done and she and Ms. Krei would be willing to help. 7. CONSENT AGENDA MOTION by Fogarty, second by May to approve the Consent Agenda as follows: a) Approved Council Minutes (5/16/11 Regular) (5/11/11, 5/18/11 & 5/25/11 Workshop) b) Approved Rotary Club of Farmington's Request to Waive Showmobile Rental Fee for Rocktoberfest - Parks and Recreation c) Adopted RESOLUTION R28-11 Accepting Donations Rambling River Center Project - Parks and Recreation d) Adopted RESOLUTION R29-11 Accepting Memorial Bench Donation - Parks and Recreation e) Adopted RESOLUTION R30-11 Accepting Donations Arbor Day Celebration- Parks and Recreation f) Approved Development Contract Release 18818 Dylan Drive - Engineering g) Accepted Resignation Water Board - Administration h) Adopted RESOLUTION R31-11 Fairhill AUAR Update - Planning i) Approved ALF 2012 Budget - Human Resources j) Approved Appointment Recommendation Parks & Recreation - Human Resources k) Approved Appointment Recommendation Parks & Recreation - Human Resources I) Approved Appointment Recommendation Parks & Recreation - Human Resources m) Accepted Fiber Repair Quote - Human Resources 0) Approved City Administrator Severance Agreement - City Attorney 5 Council Minutes (Regular) June 6, 2011 Page 3 p) Approved Bills APIF, MOTION CARRIED. 7n) Approve Mowing Contract - Engineering MOTION by Fogarty, second by Bartholomay to table until the appropriate documents are received. APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) April 2011 Financial Report - Finance At 29.15% the general fund expenditures are in line with where they should be at this time as we are at 33% of the year. Revenues are a little lower compared to last year due to having higher permit revenue last year. Staff anticipates the permit revenue will come in later in the year. Regarding special revenue funds, the EDA, Rambling River Center, and the Ice Arena all have revenues that exceeded expenditures this month. However, there are still deficit fund balances. In the enterprise funds, liquor revenues exceeded expenditures by $29,000. Storm water and solid waste were consistent with last year. The water and sewer funds are showing reductions in revenue due to the reduced SAC and WAC charges. Street light revenue is higher, but so are the electric charges so we are not seeing the impact we wanted in reducing the deficit. Staffis hoping to break even with the street light fund at the end of the year. Councilmember Donnelly asked when the first half taxes are received. Staff requests an early payment, so 70% is received in June and 30% in July. Councilmember May asked about the Senior Center revenues exceeding expenditures. That is with the transfer. Without the transfer, the Senior Center cannot support itself. Councilmember May noted the revenue trend is lower and asked if it is less programming or what is the reason. It went from $8500 in January to just under $2000 in April. Parks and Recreation Director Distad explained the membership is down from last year. Now we are at 390 and last year we had 440 memberships. This affects overall revenue. Councilmember May asked about the interest income and felt we need to have discussions soon on a contingency plan. She did not feel we will come anywhere near the budgeted $200,000. We are at 15% now and we should be close to 30%. Staff will provide information. Councilmember Fogarty asked about fmes being ahead of where we were last year and asked if it was a percentage or dollar amount. Staff replied it is both. That number was reduced from last year. Councilmember May felt that number also will not be attained and could be $150,000 short. 6 Council Minutes (Regular) June 6, 2011 Page 4 b) Approve Lease Agreement Pilot Knob Liquor Store - Parks and Recreation For the past seven years the City has leased space in the Farmington Gateway Shopping Center from Schwiness LLC for the liquor store. The current lease expires on December 1,2011. Staff has negotiated a lease amendment that proposes extending the lease for five additional years. This will be for the same location, but will reduce the space size of6,820 sq. ft. to 4,758 sq. ft. This is due to the elimination of the Wine Cellar. The proposed lease also reduced the annual per square foot price from $19/sq. ft. to $16/sq. ft. for the entire five years. Staff reached this agreement with the landlord after many months of negotiations. The directions from Council at a workshop were to negotiate a lease with a shorter term than seven years, negotiate a lease that reduces the annual per square foot price, and negotiate a lease that reduces the amount of square footage leased. The proposed lease meets these objectives and provides for stable operations of the Pilot Knob Liquor Store while issues related to the downtown liquor store are addressed. The lease for the downtown store comes due on December 1,2012. Staff did contact an independent broker regarding the amount of the lease and felt the amount was appropriate for the market. Councilmember May appreciated the work that went into this, but felt this was backwards. The fact we have two leases that expire at different times can create some challenges. She would like to be able to negotiate something for one year to allow a year to determine the direction we want to go and perhaps that includes whether we want to stay in this business. We have a neighboring City that does better than any other municipality and they are conducting a study to determine whether they should remain in this business. She felt we do not have a clear plan and our business has struggled for many reasons. She would like to spend the next year deciding what direction we want to go. To sign a five year lease and then talk about a plan and figure out what to do with the downtown store makes us look like we don't know what we are doing and we are shooting from the hip. We need to look at the type of lease or whether we want to own and where we want the stores to be located and ifwe want to remain in this business. She will vote no on the agreement. Mayor Larson agreed we have struggled with the liquor business, but he still sees it as an asset and wants to remain in the business. We do have a plan and it will be discussed at an upcoming workshop. Ifwe got out of the liquor business and two or three private businesses came in, they would generate between $3,500 - $5,000/year each in property taxes. We will not see three or four big box stores selling liquor in Farmington. The taxes they would generate would not make up for future profits. Parks and Recreation Director Distad noted the liquor store managers have done a tremendous job in the last few months to reduce costs. They have scheduled staff so during light times we do not have extra staff on hand. The fact we have a new lease that reduces the annual amount will help the bottom line by $72,OOO/year. In Apri~ sales turned around and as the weather warms sales will increase. There is a cost with carrying a certain amount of 7 Council Minutes (Regular) June 6, 2011 Page 5 inventory and the managers have worked very hard in keeping the inventory under control so we do not have a lot of product sitting there. Councilmember Bartholomay asked ifwe get out of the liquor business can we get back in. City Attorney Jamnik replied the City can re-establish, but it would be difficult with having to discontinue private licenses. Councilmember Bartholomay stated it would be nice to have the two leases coincide and it would be good to do our own study. As a City we are not supposed to be in the business of making money. He would like to look at it year by year. Councilmember Donnelly was aware of the study by the neighboring City and predicted they would stay in business because they are very profitable and they are doing due diligence. The liquor stores make money and contribute to the general fund. We are taking steps to increase the profitability of the liquor stores. Liquor will be sold in Farmington and right now the City is benefiting from it. He was in favor of continuing as we are. Ifwe got out of the liquor business we would have to come up with $180,000. Staff stated over the past three years the liquor stores have transferred $111,000, $139,000, and $139,900 to either the general fund or the swimming pool. If you want to continue operating those areas in the same manner without reducing something, then you would need to come up with that income. To have the leases coincide, staff would have the opportunity to have a four year lease on the downtown store to coincide with this lease. Parks and Recreation Director Distad stated with the reduced lease rate along with the reduction in CAM, it amounts to a savings of $72,000. We will carry almost the same amount of inventory. Councilmember Fogarty stated there are services that City's opt in or out of. As far as the neighboring City, there are some new Councilmembers and might have philosophical issues with them being in the liquor business. She has seen a lot of numbers over the years for liquor and garbage to show her we are getting the best value out of both these operations. Both are great benefits to the community and she has no intention of changing them. Councilmember May stated we are talking about putting a lease in place, then talking about the plan, then talking about what we will do with the downtown store and that is backwards. She wanted to have a conversation first about the plan for both locations and go through a process that makes sense. The argument about how the liquor stores contribute, as long as they make money and the trend has not been that favorable. The only reason we are not panicking is because there is a positive fund balance which is a good thing. That is why we should have the conversation now while there is money in that fund. We are talking about putting something in place and then have the plan fIt into this five year lease. She asked ifthere was a way to negotiate a one year lease and then talk about the plan. This would give the residents and Council more time to talk about the direction we want to go. Mayor Larson felt we would not get a one year lease and there is no land available on the north side to build. 8 Council Minutes (Regular) June 6, 2011 Page 6 Councilmember Bartholomay asked ifwe can use our website to get feedback from the residents and do a survey. Councilmember Fogarty noted they are not accurate. Councilmember Bartholomay noted there are controlled surveys with a unique identifying number with the utility bill. He asked if there was a positive fund balance. Finance Director Walters stated there is a positive fund balance and the majority is tied up in inventory. Interim City Administrator Schorzman stated before transfers the 2010 fund balance was $51,750. Councilmember Fogarty understood we look at the liquor business as a whole, but they are two separate businesses. She did not have any desire to change the Pilot Knob store. It is a fantastic location and this is a great lease agreement. The downtown issue is much different than the northern store. The northern store has done very well and she would like to secure that location because she would like the City to remain in the liquor business. MOTION by Fogarty, second by Donnelly to approve amendment number two to the original lease agreement that extends the current lease for an additional five years with Schwiness, LLC at the current Pilot Knob Liquor Store site. Voting for: Larson, Donnelly, Fogarty. Voting against: Bartholomay, May. MOTION CARRIED. 11. UNFINISHED BUSINESS a) Remediation of 431 Third Street - Economic Development Staffhas looked at options for remediation work for the old Senior Center building and recommended not doing any of the options and to sell the building as is. According to the realtor the costs of remediation work would not be recouped and all professionals recommended fmding the source before remediation work is done. Any buyer would do major renovation work to fit their needs. Councilmember May chose Steam Brothers option 3. If it doesn't sell, the problem will get worse. We need to clean up the building and move on. Councilmember Bartholomay stated there is no guarantee the mold will not return. He suggested waiting a year and if nothing happens, perhaps we need to look at demolishing the building. Councilmember Fogarty asked if the realtor thinks it will sell quicker if remediation work is done. Staff did not get a concrete answer about selling it, but the building would show better. Councilmember Fogarty understood the mold has been less of an issue than the fact it is a very large space. The realtor has commented we need to fmd a buyer for a location of that size. She doesn't want to clean it up now and then demolish it in a year. Councilmember Donnelly felt we should sell the building and it is a great location. A buyer will redo the interior. Unless we take measures to control the humidity the mold will come back. This is the no investment option in the building. He agreed with staff's recommendation. MOTION by Bartholomay, second by Fogarty to accept staff's recommendation to do nothing and revisit in one year. Voting for: Bartholomay, Donnelly, Fogarty. Voting against: Larson, May. MOTION CARRIED. 9 Council Minutes (Regular) June 6, 2011 Page 7 b) Approve Updated License Center Application - Human Resources With the resignation of the City Administrator, the City needs to appoint a new Deputy Registrar to open the License Center. Staff recommended appointing Brenda Wendlandt, Human Resources Director as Deputy Registrar, and Randy Distad, Parks and Recreation Director as Operations Manager. Human Resources Director Wendlandt asked for Council authorization to resubmit the application to Driver and Vehicle Services. Mayor Larson asked about the status of the bill in the legislature. Staff has not heard from the legislators and was waiting for approval of the bill before bringing this forward. With the status of the State government, staff does not know what will happen. Councilmember May would rather not act on this until the new City Administrator is in place. It will not hurt our chances for a License Center if we do not appoint a Deputy Registrar now. We should have this discussion with the new City Administrator. Interim City Administrator Schorzman explained the idea is to get to the point where we can sell the items we are allowed to through the original bill and should the new bill go through, we can add on to that. Councilmember May felt once the bill passes, we could appoint a Deputy Registrar. Mayor Larson stated we are allowed to sell everything except renew driver's licenses. When the bill passes, that would be added. Councilmember May understood we would not move forward until the bill passes. She felt she does not have all the information and clarified we want to appoint a Deputy Registrar to move forward with part of the business. Human Resources Director Wendlandt explained the other issue has been with Quick-Serv and they wanted to make sure the City was fully aware of the responsibility of running and managing the office. Submitting a new application verifies that. Councilmember May felt the new City Administrator should make this decision. The previous City Administrator held this position, so ifthe bill passes, the new City Administrator would hold this position. Staffexpla,ined ifwe want to open the License Center we have to have a Deputy Registrar. We can change it later with a new City Administrator. Once the application is submitted the DVS needs to approve it, an inspection needs to be done of the area, and obtain equipment. City Attorney Jamnik stated we cannot open until we receive approval from DVS. The question is whether DVS will approve this application. He has not had any conversations with them. The protocol is to file an application with DVS for a Deputy Registrar. Iftheyapprove it, we don't know what the turn around time will be with the status of the State. If they were to act before the end of June, parts of the operation could be open. Interim City Administrator Schorzman explained the point of doing this now, is we were waiting during the normal legislative session for two bills; one in the House and one in the Senate that would allow us to offer full service. To not get in the way of the legislation the City chose not to apply until after the legislation was resolved. However, it is still sitting in committee and the legislature will go into special session. Staffwas trying to get at the core services we could provide 10 Council~mes~gulM) June 6, 2011 Page 8 with the original legislation while the driver's license piece is sorted out. To do that we need to appoint a Deputy Registrar because the former City Administrator was on the application. This was also to demonstrate the City's understanding that we are responsible for this operation. We are doing this now because the regular legislative session is over, we have not been able to communicate with our representatives, and we may have this legislation until next year. Councilmember May stated what if it is denied; do we want to run half a business? What Council approved was a full service office. It sounds like we would open to do a few things and that is not what was agreed. She does not want to move forward until we have approval. Mayor Larson noted the original legislation says a full service office. City Attorney Jamnik stated the driver's license portion was denied based on the existing mileage limitation. Mayor Larson spoke with the DVS and the mileage issue is no longer an issue. The biggest concern was the DVS did not like the structure and wanted more City involvement. Councilmember May asked ifwe are going to wait until it is approved before moving forward with any type of operation. She felt we should wait because that is the mistake we made last time. Mayor Larson stated they could sell everything except driver's licenses. Councilmember Fogarty clarified the Mayor feels we have met all their concerns and even if the legislation does not go through we may be able to operate as a full License Center. Mayor Larson replied no, not unless the legislation goes through. Councilmember Fogarty stated if the mileage is not an issue anymore, and the structure is not an issue, what is the issue? Mayor Larson stated as far as the City, there were no issues the fIrst time. Councilmember May asked the City Attorney, we approved Quick- Serv coming in so can we now tell them we don't want them to move forward until we have full approval from the legislature? They don't seem to be able to perform the functions that were approved before. She has no desire for an office that can only do a few things. Councilmember Donnelly asked why do we have to re-apply? Because we changed the Deputy Registrar? Do we have to re-apply every time we change the Deputy Registrar? Why do we think it will work this time? He doesn't want to repeat what happened last time. What assurances do we have that will not happen again? Human Resources Director Wendlandt stated we do not have any assurances. The purpose for reapplying was the State thought our application was not clear as far as us recognizing our responsibility for operating and managing the office because of our contract with Quick-Serv. We do need a City employee to be the Deputy Registrar, but that would be the sole reason for re-submitting the application. Councilmember Donnelly stated we had the City Administrator before. Staff clarified we had Quick-Serve managing the office; that is the difference. Councilmember Donnelly stated it still will not be a full service office. Mayor Larson stated if it does get approved within the next couple months and then we re-apply are we looking at two months before the State gets back to us? Staffhad no idea. Mayor Larson asked what Quick-Serv wants to do. They would like to open and provide service for license plates, tabs, registrations, and 11 Council Minutes (Regular) June 6, 2011 Page 9 titles. Councilmember May was not willing to approve this and wanted to wait for the new City Administrator ifwe are talking about assigning staff to different functions. Councilmember Donnelly asked if the legislation passes, do we have to re-submit the application again? Staff did not believe we need to re-submit. We would wait for the equipment and the camera for the driver's licenses. DVS does not have any cameras available at this time. Even if the legislation was approved, we would wait for the camera. MOTION by May, second by Donnelly to table this until the new City Administrator is hired unless we need to address it sooner. Voting for: Larson, Donnelly, May. Voting against: Bartholomay, Fogarty. MOTION CARRIED. c) City Administrator Process Update - Human Resources Human Resources Director Wendlandt suggested Council set a Special Meeting to make a decision on who to bring in for interviews. Not everyone had the same top five candidates. There were three names in everyone's top five, but they were not everyone's top three. A number will be assigned to each of the candidates and the list will be sent to Council. As it is not public data, candidates will be referred to by number to make the selections. Then they will be invited for an interview and once they accept the interview the names will become public. Council set a Special Meeting for June 8, 2011, at 5:00 p.m. Tonight's meeting will be recessed. 12. NEW BUSINESS a) Boulevard Landscaping Maintenance - Engineering Several areas have been brought to the City's attention that are not looking as nice as they used to. City Engineer Schorzman asked Council if staff should again start to maintain these areas with the understanding there will be a cost for improvements and an ongoing maintenance cost or if Council would like other maintenance free options. Areas are along Elm Street containing five planters along the road where the plants have been killed due to road salt. The other area is Spruce Street west of Denmark. There are also areas on 187th Street and on Cascade Drive. Staff provided a total cost for improvements of all areas for $14,316 and an annual maintenance cost of$5,208. Councilmember Fogarty would like to do this because it adds to the community, however we do not have $14,000 for this. She wanted to discuss this with the budget and work it into next year's budget. Councilmember Donnelly agreed and it is too bad there was not a plan in place to take care of it. He would like to see a plan for the future and look at the other maintenance free options. Councilmember May noted in one area there are only ten bushes. We are all one big family and it is a matter of figuring out who can fit it into their schedule. As far as the plants, perhaps local organizations can adopt the areas. City Engineer Schorzman stated what has happened over time is that it is a small area and we can work it in. Now the small areas are not working in. Councilmember Bartholomay would like to see the maintenance free option for fewer staff hours and budget savings. Mayor Larson suggested looking at this with the budget for a permanent solution, but for this year contact organizations for a project. 12 Council Minutes (Regular) June 6, 2011 Page 10 13. COUNCIL ROUNDTABLE Councilmember Fogarty: The School District, in their search for a new Superintendent, has put together an advisory committee. The committee would interview all the candidates Council has selected. She would like to have the City bring in two management team, two staff, three at large members, one School Board, one Farmington Business Association, one from the Chamber. The school's advisor had said to not ask for volunteers. It is better to have the Council submit recommendations for the panel to the Mayor. This would be in addition to the meet and greet which is open to the public. She suggested Council forward names to the Mayor this week. There would be 8 or 9 on the panel. Human Resources Director Wendlandt noted at a previous meeting it was discussed to have a staff interview panel. Councilmember Fogarty stated this would be in place ofthat and put those people on the panel. Councilmember Fogarty thanked those who attended the Red Carpet Fashion Show fundraiser for Dew Days. Dew Days will be June 15 -19. She thanked staff for placing the City on Facebook. Councilmember Bartholomay: Applications for two ex-officio seats on the EDA are due by June 17. He will be attending the LMC Annual Conference next week and will accept the City's GreenStep Award. He thanked the residents for coming forward this evening with their ideas on the trail along Flagstaff. City Engineer Schorzman: On the consent agenda, Council accepted the resignation of one ofthe Water Board members. This position will also be available. Human Resources Director Wendlandt: Recognized Danielle Cahlander, Communications Specialist, who put in a lot of work to get the City on Facebook. She asked for a clarification for the advisory panel and if the names for staff should go to the Mayor? Mayor Larson stated they will work together on it. Mayor Larson: The City is on Facebook. He encouraged everyone to shop local. Residents should support Farmington liquor stores because the profits do stay in town and help to reduce taxes. The Farmers' Market starts Thursday, June 16, from 3:00- 6:00 p.m. in front of City Hall. There will be 16 vendors and ready-to-eat food. 14. RECESS MOTION by Fogarty, second by Bartholomay to recess until June 8, at 4:30 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 13 Council Workshop Minutes Human Resources / Information Technology Budget June 1, 2011 Mayor Larson called the workshop to order at 3:05 p.m. Present: Absent: Also Present: Larson, Bartholomay, Fogarty Donnelly, May Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Human Resources - The majority of the Human Resources budget is data processing and professional services. Professional services covers a labor attorney if necessary, legal fees for the City Attorney, and money to cover drug testing. The City is a member ofMMUA for drug testing. Professional services also covers Citywide training and the Human Resources Director does a lot of this herself. Most of the safety training is free because we are a member of the Safety Assurance Program through the League of Minnesota Cities. The majority of safety training is online. Citywide training was cut for 2011, but Human Resources Director Wendlandt would like to put some back in the 2012 budget for welIness initiatives and other training such as the fish philosophy which has to do with attitude, leadership, and team building. For 2011, $3,000 was cut and staff would like to put at least half of it back. Data processing covers the HR Payroll system. Human Resources Director Wendlandt would like to add an employee self-service program. Employees would be able to use their computer to enter their time worked, submit it to the supervisor, the supervisor approves it and submits it to payroll all through the computer. It does not save payroll time except for data entry, but we would not use paper to print timesheets, we would not have to track people down for time sheets. Once payroll is fmalized, employees could see their leave accruals, amount of their check, etc. so we would not have to print payroll advices. This would cost $3,000/year to add this function. As it grows, staff would like to do online enrollment for benefits and not have to use so much paper. This would be rolled out one department at a time and the Police Department has volunteered to be first. The HR Payroll software is purchased through LOGIS and is connected to the financial package. A major upgrade was done recently which is paid for through the monthly maintenance fee. These two items would add $6,000 to the HR budget. Miscellaneous covers employee recognition. The school district is working with a company, NeoPath, that opens on-site clinics within organizations. These clinics have a doctor, a nurse, and the school district has also chosen to have a physicians assistant. The school district will have it open a couple days a week to start. This is for school district employees and their dependents who take their insurance. This would be located at Farmington High School. This saves employees time taking a half day to go to the doctor. Medica will be the insurance provider for the school district and they are contributing over $100,000 to help fund the clinic because it helps to keep insurance rates reasonable. The 14 Council Workshop Minutes June 1,2011 Page 2 clinic is a cross between a Minute Clinic and your regular doctor. The cost of the clinic, because of adding the physicians assistant, is approximately $4200/day. However, the school district predicts they will have healthier employees and less usage of sick time. The clinic will also focus on wellness. The school district has asked if the City is interested in partnering to use the clinic. Staffhas decided to let the clinic get up and running and then discuss partnering. The school clinic wants to supplement the local clinics and not replace them. The clinic does not accept insurance; they are paid by the school to operate. The City has also discussed partnering with the school district for staff. Ifboth need a part time person, can it be the same person. Information Technology - The plan to replace computers has been revised to replacing computers as needed. Newer computers go to those who need more computing power and their computer goes to someone who has a computer with less power. Staff has worked to make sure people have the computing power they need. There was a server due for replacement this year that was not replaced. All servers will eventually need to be replaced. All of the switches that allow us to talk between buildings, to run our fiber, and run the network all come due in 2014. Staffwill recommend replacing some sooner than needed rather than all at once to avoid the costs being all in one year. A fund balance was created specifically to have money for the unforeseen such as the redundant fiber cut. There is money in the IT fund balance to pay for those things. Part of that comes from the charge back from the departments. IT services are charged to each department. If the money is not all spent, there is an internal service fund balance. For the fiber cut, there will not be a negative hit because it comes out of the fund balance. The cost to fIX the fiber cut is approximately $10,000. The City leases the phone system for $26,000. The analog lines cost $24,105. Next year the IT budget will be close to 2011 except we do need to add the server back in that was cut. Previously it was discussed to add wireless access points at the arena and Rambling River Park. At that time it was decided not to because of the cost. Staff asked if Council was interested in pursuing this. Council noted there are several places in town that offer wireless service. There is wireless service at City Hall. The capital acquisition plan for 2012 will show $20,000 for servers. In 2014, there is a plan for redundancy for the fiber loop with the County. Staff is putting numbers together. We do have conduit on Elm Street to TH3. Councilmember Fogarty asked that the graphic of the fiber connections be given to Councilmembers May and Bartholomay. There are a couple black and white printers that need to be replaced, however we have been utilizing the copiers to do a lot of the printing. As technology gets better and we have more opportunities to keep things online we may move away from printers. Rather than buying new equipment, staff is looking at how to better utilize what we have. Council has been considering a per diem amount for laptops or Ipads for Council packets and going paperless. This would be a one time per diem for four years. Councilmembers would own the laptop and take the liability off the City. Councilmember Bartholomay asked ifwe could go paperless sooner than 2012. If Council wants to start this sooner, staff felt there would be money available ifwe replace the money next year. Councilmember Fogarty suggested putting an IT line in the Council budget for a per diem for laptops and Council would buy their own. This will be discussed further at the Administration budget meeting. 15 Council Workshop Minutes June 1,2011 Page 3 The equipment maintenance in the IT budget covers the agreements for software. As part of this the City receives upgrades and support for various software packages. MOTION by Fogarty, second by Bartholomay to adjourn at 4:20 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 16 Council Workshop Minutes Administration I Economic Development Budget June 8, 2011 Mayor Larson called the workshop to order at 3:06 p.m. Present: Absent: Also Present: Larson, Bartholomay, Fogarty, May Donnelly Kevin Schorzman, Interim City Administrator; Brenda Wendlandt, Human Resources Director; Randy Distad, Parks and Recreation Director; Tina Hansmeier, Economic Development Specialist; Danielle Cahlander, Communications Specialist; Cynthia Muller, Executive Assistant MOTION by Fogarty, second by Bartholomay to approve the agenda. APIF, MOTION CARRIED. Administration-Legislative Control covers the Council's budget. It includes legal fees and Council training. Human Resources Director Wendlandt stated as we look at the budget, staff budgeted below actual costs. If actual costs run higher than 2011, then we should budget 2011 costs for 2012. There are no changes proposed to the Council budget. Administration - Historical Preservation Commission. This budget should remain the same. Administration budget will be actual costs. Staff has cut office supplies and is working on going paperless. Human Resources Director Wendlandt asked Council to consider adding back in a clerical support person in Administration to provide clerical support globally, not just for one department. This person would do a little bit of everything for anyone who needs help. This would be the biggest addition in Administration. Staff proposed full time, but would accept part time. The previous person was at a higher level and this would be at a lower level to get some basic clerical support back. Councilmember May asked ifthere was a particular area that needs more support than others and would like to see this more defmed as to where the real need is. This may include some reassignment of duties to place them in a certain department. Staff stated that can be done, but there are a lot of areas that need clerical support such as economic development, general administration, parks and recreation, fmance, and planning. Councilmember May noted the Finance Director has already talked about adding someone to the Finance Department such as an accountant. Staff noted the previous person also did clerical work for fmance which was separate from an accountant. They are looking for someone who can type memos or update spreadsheets, filing, scanning, general clerical support. Staff can look at any options for assigning a clerical person to one area and then look at restructuring of duties for others as a possibility. Mayor Larson asked about the pay rate. Interim City Administrator Schorzman asked what is driving having the person assigned to a specific area. Councilmember May stated there would be more accountability for a specific department and trying to evaluate what their needs are. There should be accountability for each department. It could also be frustrating for someone to answer to several different people rather than one department head. Staff noted when you are short staffed from an administrative support level as we are now, the 17 Council Workshop Minutes June 8, 2011 Page 2 more cross-training you can have the better. Human Resources Director Wendlandt stated the intent would be to have the position report to one person. We have positions now that report to one person, but do work for several areas. The intent is to look at the clerical help we have and have them focus more on two areas rather than four areas by adding another person. The pay range would be $17 - $18/hour and it would be a union position. Councilmember May asked if it could be two part time positions; one in the morning and one in the afternoon. There is currently more need for full time in the fmance area. Councilmember Bartholomay noted part time would save on benefits. Councilmember May noted this may be an opportunity to advance someone who is already full time and split another position. Staff agreed with the part time suggestion. There is some training in Administration for a position that was laid off. That has been left in the budget for the new City Administrator to decide. Administration - Elections. There will be an election in 2012. The actual 2010 budget was a little under the budgeted amount. Human Resources Director Wendlandt felt we should use the same numbers as 2010 with the exception of needing to buy some voting machines. Cynthia Muller noted 2012 will be a presidential election like 2008 so we should follow that budget. We did not update equipment for 2010 and the amount in 2011 was for the maintenance contract. Human Resources Director Wendlandt noted there were changes in 2008 so some ofthat would not be implemented again. Administration - Communications. Human Resources Director Wendlandt is looking at slightly increasing website training for the Communications Specialist. A piece of communications is money from the cable franchise fees goes to the general fund to pay for staff time to prepare the newsletter. Councilmember May recalled that we were not going to use franchise fees for salaries. Staff explained the salary is still under Administration; the money is more to support the function. The City designates a portion of the cable franchise fees to the general fund each year to fund the City newsletter and communication costs. Most of the actual costs come out of the enterprise fund as far as printing and mailing costs. Councilmember May asked about the original purpose of the franchise fee. Staff explained it pays for broadcast, maintenance, capital improvements. Through the Cable Commission it does fund some of the Cable Coordinator's time and those who run the control room. Councilmember May asked if there was a fund for the capital acquisitions. Human Resources Director Wendlandt explained it is in the budget under communications projects. Councilmember Fogarty noted this amount does not come from the general fund; it comes from the franchise fees. Councilmember May stated the money we are collecting is getting carved out. She would like to see more detail on how that is carved out and where the balance is. It should be specifically for communications equipment. Councilmember May felt there should be a specific fund for communications projects. Staffwill provide that information. Councilmember May noted it is a hot button when money is collected for a specific purpose. She would also like to see how money is added to the capital acquisition fund for communication. Councilmember Bartholomay asked that budget breakdowns be added to the budget books. Danielle Cahlander and Missie Kohlbeck prepared information on combining the City Newsletter and the Recreation Guide into one publication. Ms. Cahlander presented publications from other cities that combine these publications and the cost. Currently Farmington Printing is used to print the Newsletter and Northfield Printing prints the Rec Guide. Council liked the 18 Council Workshop Minutes June 8, 2011 Page 3 publications from Chanhassen and Lakeville. Northfield Printing could print the combined publication for $.52/each. The City currently prints 11,300 Rec Guides. The City would save $10,000 by combining the publications. Staff would go out for RFP once a year. Parks and Recreation Director Distad stated in this format the publication would go out 4 times a year. Currently the Newsletter is sent 6 times a year. An issue could be that the Rec Guide goes to the entire school district which includes the townships. Some City information could be confusing for them. On the other hand, this would educate and inform people beyond the boundaries of Farmington on what we have to offer. Interim City Engineer Schorzman asked if the $10,000 is split between all the participating funds. Staff explained it is $10,000 overall. How the savings would be split has not been determined. Currently the Rec Guide is paid from the general fund. They also have advertising to offset the cost. If advertising is requested for the combined publication it would be competing with the calendar. Council felt some businesses may be more interested in advertising in one rather than the other. The Newsletter is funded through enterprise funds for solid waste, water, storm water and sewer. Interim City Administrator Schorzman stated one funding partner has indicated reducing the number of printed publications would be in the City's best interest and are leaning towards not wanting to participate in the cost. Staff noted the number of publications will be reduced from 6 to 4. Councilmember May stated regarding ads for the calendar, ifwe now have an online calendar, maybe we should not do a printed calendar. Council and staff stated the information is not the same. There will always be a dispute about whether we need online pieces versus print pieces. We should not focus on one population and expect people to go online to bookmark things. Sometimes they enjoy having a publication to read. The calendar is something that hangs on the wall and is used. Councilmember Bartholomay suggested sending a postcard with a QR code for those with smart phones so they could scan in the brochure and others could go into City Hall to pick up a brochure. Staff felt that is not very convenient for everyone. Councilmember Fogarty noted she registers online, but uses the booklet. Councilmember Bartholomay stated we could send the postcard ahead of time and say printed copies are available at City Hall. Parks and Recreation Director Distad noted in the community survey 80% said they get their information from the Rec Guide so it is an important publication. Mayor Larson asked if there was a way to start leaning people towards electronic copies. Councilmember Fogarty suggested the other way around. After this year, ask people if they prefer electronic format to go to the website and opt out of the mailing list or when they register have a question if they would like to receive a copy electronically rather than by mail. Staff explained the addresses come from utility billing for the Newsletter. Northern Concepts gets addresses from the school district. There are issues with renters receiving copies if the bills go to the landlord. Councilmember May asked if staff can go out for RFP's now. Staffwill bring the RFP request to Council for approval. Administration - City Hall. City Hall is a new building, but it is getting older. Maintenance is difficult to predict. The previous cleaning contract with ROC was $60,320/year and the new contract with Coverall is $27,000/year which is a savings of$33,000/year. There is an elevator in City Hall and money has not been budgeted for inspection and maintenance. Staffwill confirm that this is not already in the budget. The building is three years old and some walls need painting which would increase the budget by $500. The landscaped areas are good. Utilities are hard to predict year to year and may have to be adjusted up or down. Parks and Recreation Director Distad encouraged Council to consider long term capital outlay for the building. At some point we will need work on the roof and the exterior. Mayor Larson asked 19 Council Workshop Minutes June 8, 2011 Page 4 staff to put together a plan for that to start putting money away now. Councilmember May asked why this is in Park and Rec. Staff explained building maintenance has always been under Park and Rec. Previously it was under Administration. Park and Rec does maintenance on all the other facilities and this is not uncommon. Councilmember May wanted to discuss everyone moving to one floor. She asked if anyone has determined what the cost would be. Interim City Administrator Schorzman felt it would be beneficial for Council to walk around City Hall. Moving everyone downstairs would be adding 10 people downstairs. This would include utility billing where they should have a space accessible to the public. Ifwe still want a Deputy Registrar that will occupy the entire east side of the downstairs. You would be putting 10 more people in a space smaller than we moved out of. There would not be a savings in utilities because we have a server room upstairs. Before any decision is made, Council should look around to see what that proposal means. There are also 3 or 4 storage rooms upstairs, the lunch room, and the training room. You cannot board up the upstairs and walk away. Human Resources Director Wendlandt stated they did check on moving the server room to the lower level and we do not have the space so it would require some construction. Also to move the server room was estimated at $20,000 - $30,000 because ofthe amount of equipment, recabling everything and having an independent cooling system for that area on the ftrst floor. It would take a long time to recoup those costs. Councilmember May felt we need to look outside the box and that it is a viable option. Not only will we have the ability to rent the entire upstairs, we have a bigger income opportunity in addition to saving on cleaning and some utility costs. She wanted to take a serious look at it. Mayor Larson has spoken with the school district regarding renting the upstairs. The school district would be more interested in the space the City already occupies. If that is the case, then maybe the school can pay to build out the other half upstairs. Councilmember May stated with a rental opportunity upstairs that still leaves us room to grow because it is our space. This building sitting here fairly vacant is a tough pill to swallow for a lot of residents. Councilmember Fogarty asked about the reverse. What ifwe moved staff upstairs and put the liquor store downstairs. Councilmember May stated we have to be proactive and fill this building. In these budget meetings, there are a lot of needs and wants. The public will be open to us saying we have to increase taxes for the CIP, etc. but look at what we are doing to save money as well. Interim City Administrator Schorzman stated Council said one reason was to lease the space. Even if we move everyone downstairs, thinking long term, as the City grows with employees you do not want to create a landlord/tenant relationship that would be long term and then they need to move out. Mayor Larson liked the option of moving everyone upstairs and having the school district downstairs. Councilmember Fogarty stated we would have to keep the deputy registrar area and the front desk, but the rest may work for them. They are looking for conference rooms and office spaces. Parks and Recreation Director Distad noted the purpose of having Park and Rec and Building Inspections downstairs was to make it easy access for customers. Councilmember May asked if the conference rooms are fully utilized and maybe they could be offices. She wanted to look at the entire building and repurpose some rooms. Mayor Larson suggested calling the school district as their lease is coming due on their extended campus. They want to move that to the administrative office building and move the offices to City Hall. Interim City Administrator Schorzman had that discussion with the school this morning and they are not as far along in the process as we believed they were. The 20 Council Workshop Minutes June 8, 2011 Page 5 Superintendent's suggestion was to wait for the new Superintendent and the new City Administrator to discuss it. This may have been moved to the 2012 - 2013 school year. The Superintendent was in favor of doing this, but it has to make sense to do it. If they have to spend a lot of money to move and remodel things, it has to make fmandal sense. To facilitate this happening, what is the City expecting to get out of this. Is this a source of revenue for the City or a cooperative effort with another governmental entity? Councilmembers felt it is both. If the school district does not have to build new spaces, that saves the residents money. Ifwe have some revenue to offset costs for City Hall that is great and the building is more utilized. Interim City Engineer Schorzman felt working with another governmental group is an ideal goal, not to try to generate additional revenue. The money comes from the same people. Parks and Recreation Director Distad stated the school has to do their own fmancial analysis on what the cost is to move to City Hall. They have invested a lot of money in their extended campus and the school was concerned if they walk way what message does that send. Mayor Larson stated when he met with them they were ready to get out of the leased space. Staff felt this is an excellent opportunity for the new Superintendent and new City Administrator to come together. In the meantime, we can look at options internally of what does moving around mean, but it will be a big picture. Depending on the tenant, it may mean a different plan. Community Development - This is tied with Economic Development. Tina Hansmeier, Economic Development Specialist stated Community Development is made up of salaries, professional services, IT, dues, training and mileage reimbursement. Some ofthe pieces of the Economic Development budget would make more sense being under Community Development. Community Development comes out of the general fund; EDA is a special revenue fund. The Farmers' Market and training would make sense to move to Community Development general fund. With that, the general fund budget for Community Development would increase by $29,000. Human Resources Director Wendlandt stated the Farmers' Market is more a community based event and while it relates to Economic Development, it is separate. Some of this goes back to Council's overall goals with economic development. There are two different budgets because one is general fund and one is special revenue fund. Staff discussed the option of moving Community Development into Economic Development, but there isn't an advantage to doing that. It comes down to what Council is looking at globally for community development and economic development. Ms. Hansmeier also considered where the EDA is with the deficit and what revenue sources do we have to help cover the cost to operate and help pay that down. Ifwe have some things in the EDA where we do not have revenue sources to cover, maybe they should be split out to focus on what it takes to operate the EDA side and pull the others to the community development side. There are standing expenses that will need to be covered which amount to approximately $5,000 and there is no revenue to cover them. Human Resources Director Wendlandt noted Council could also consider an EDA levy to get rid of the deficit. Staff is projecting a shortfall in the EDA for 2011 with a budget of$19,000 and expenses will be $25,000. The proceeds from the liquor store will go to the EDA fund which was $112,000. This will bring the EDA deficit from a negative $242,000 to a negative $130,000. Councilmember May did not see the need for two funds and felt these would fall under the EDA. She was an advocate for the Farmers' Market, but did not see the City always running it. The EDA's focus is on economic development. We also need to look at whether we will have an Economic Development Director. Mayor Larson stated the EDA is not really sure why the EDA 21 Council Workshop Minutes June 8, 2011 Page 6 deficit occurred. Human Resources Director Wendlandt recalled some of the discussion being annexation issues in 1993. There is some research taking place. Mayor Larson felt it was important to fmd out what happened and how the funds were appropriated. We had a deficit for years and years and no one knew about it. Councilmember May stated regardless of the answer, we need to know and cannot leave a negative balance in the EDA. She felt we will be forced to do a levy. Regarding combining Community Development and the EDA and what is the true cost for community development and economic development, perhaps the new City Administrator can determine that. She asked if we need these two areas and suggested combining them under one. Councilmember Fogarty was not sure we can combine the two; the EDA has to have its own budget. We can put the Economic Development Specialist under the EDA. Most ofthe EDA budget is that position. Council suggested moving the Community Development budget under the EDA budget. Staffwill check with the Finance Director if there are any issues with combining the two. Councilmember Fogarty stated ifwe combine the two, we should recognize it as an HRA-EDA. Councilmember Bartholomay noted one of the EDA's objectives for 2011 was to develop a marketing plan, but we don't have money set aside. Ms. Hansmeier explained we have money in the EDA fund to cover the minimum expenses. We would need money for marketing and long term planning and to update the market study. Councilmember Bartholomay felt staff should determine the amount of money needed for marketing to attract businesses to Farmington. Councilmember Fogarty wanted staff to determine what we need for 2012 to market better. Councilmember Bartholomay noted the broker contracts have lapsed. Staff stated the broker is still representing the old Rambling River Center. Both parties will uphold their obligations for the next six months. Council noted staffwill have to determine the best broker and ifthere is a change, bring it to the EDA. Staff should bring this to the EDA prior to the end of six months so we have something in place. Council asked ifwe could use that building for the liquor store. A sprinkler system would have to be installed which is a large expense. MOTION by Fogarty, second by Bartholomay to adjourn at 4:40 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 22 Council Workshop Minutes June 13, 2011 Mayor Larson called the workshop to order at 6:32 p.m. Present: Larson, Bartholomay, Donnelly, May (arrived 7:25 p.m.), Fogarty (arrived 7:28 p.m.) Also Present: Kevin Schorzman, City Engineer; Randy Distad, Parks and Recreation Director; Cynthia Muller, Executive Assistant Mayor Larson added item 3c) Discuss City Administrator Interview Process. MOTION by Bartholomay, second by Donnelly to approve the agenda. APIF, MOTION CARRIED. Liouor Store Five Year Plan Parks and Recreation Director Distad stated Council needs to make a decision whether or not the City wants to stay in the liquor business. Mayor Larson felt the majority of Council does want to stay in the business. A five year lease has been approved for the Pilot Knob store. The lease for the downtown store comes due December 1,2012. The City needs to determine ifwe want to lease or own a building for the downtown store. Mayor Larson stated ifwe do not own, he does not want to lease where we are and would prefer to own. Parks and Recreation Director Distad and City Engineer Schorzman did an analysis comparing tax revenue versus liquor store revenue, where we can go owning versus leasing space and how much money we can capture as profit versus spending on a lease. Staff had to lease the Pilot Knob location because of the lack of land availability in the northern portion oftown and timing. One of the criteria for a site would be a location with 7,500 vehicles per day. This would be county roads such as hwy 50 and hwy 3. Other considerations are the type of intersection, parking, easy in and out, close in parking, and the proper zoning. Staff will continue the process and bring recommendations to Council in the next few months. Staff presented information showing the average income before transfers and depreciation is $50,000. The new lease for the Pilot Knob store will save $72,000/year. If sales remain the same, in 2012 there will be $122,000 available from the liquor stores. Currently $139,000 is transferred to the pool and the general fund. In order to cut expenses, part time wages have been reduced and there are fewer full time employees. Staff presented information on owning versus leasing for the downtown store. To own, with a 15 year note, the City would pay approximately $95,000/year to payoff a $1 million loan. To lease we currently spend $125,000/year for the downtown store. In addition, we pay a CAM amount of$36,000. This covers the landlord's property tax and the overhead that comes with the shopping center. This is standard for any commercial lease. The total amount is $161,000 to lease the downtown store. To own a space we would pay $95,000. There would be a $66,000 savings to own a building. For the current lease at Pilot Knob we pay $130,000 plus $61,000 for the CAM for a total of $ 190,000/year. That is a difference of$95,000 for owning versus leasing. The future lease (recently approved) is $76,000 plus a CAM amount of $42,000 for a total of $118,000. This is a $72,000/year savings from the previous lease. Staff and other tenants have tried to re-negotiate a lease with the landlord ofthe downtown store and he will not negotiate. 23 Council Workshop Minutes June 13,2011 Page 2 The municipal liquor stores provide an annual income of$122~000 for use in lieu ofa tax levy. As a comparison if it were a private business, staff reviewed City taxes in other cities for comparable businesses. The tax revenue is not close to the amount received in liquor revenues. Councilmember Bartholomay asked for a fact sheet explaining tax revenue versus liquor store revenue to educate residents. Staff will bring Council options on owning versus leasing. Enl!ineerinl! Items This portion is intended to determine funding for seal coating. There is $400~000 needed to cover seal coating. City Engineer Schorzman asked if Council wants to levy for it. The second item is to review the CIP and the effect of moving projects from year to year. Council discussed seal coating and whether to use franchise fees or levy for it. (Councilmember May arrived at 7:25 p.m.) Mayor Larson stated we need to seal coat. City Engineer Schorzman stated research is being conducted with seal coating at Mn DOT and attributing some of the failures area wide in the streets to seal coating. This has led to some cities no longer doing seal coating. Staff feels this is a huge mistake. There are pavements with a lot of air void in them. When you seal coat over the top~ the moisture from the bottom goes up but it does not have a way to get out. It sits at the top and deteriorates the surface. This is where you get pot holes from. Applying this theory to every street is reactionary. The age of the streets runs about 25 years. It has much more to do with the mix design of the roads at that time. The areas that are failing have this high air void content. (Councilmember Fogarty arrived at 7:28 p.m.) City Engineer Schorzman would not recommend seal coating roads that are falling apart~ but he would not stop seal coating the rest of the roads. Roads such as Akin Park Estates would be taken out of the seal coat program and placed in the CIP. He recommended the City stay with the current plan of seal coating every seven years. CIP costs are covered by the total annual fIxed revenue whether it is $500~000~ $600~000 or $750,000 as discussed in a previous workshop. The fIxed revenue would cover rehabilitation costs over time. The :fixed revenue is $600,000 from the levy in addition to the $400~000 for seal coating. The money would stay in a fund for CIP and seal coating projects. Council and staff reviewed the various CIP projects and examples of various fIXed revenue amounts. Councilmember Fogarty asked if we want to take a big hit one year or small bites for four years. Staff reminded Council that in the seal coat program, half the amount would have come from assessments. So there is really a $200,000 increase rather than $400,000. Council agreed we need to seal coat and trust staff's judgment. City Engineer Schorzman suggested doing small repairs on 2nd Street to make it last until 2015. Councilmember Bartholomay asked if it would help to do franchise fees for a couple years and then levy. Staff stated if you are going to implement franchise fees that should stay in place until we can have a street levy. Councilmember Fogarty was concerned we will not do seal coating if we don~t have franchise fees. Councilmember Donnelly thought Council was leaning more towards a levy. Staff explained when it was discussed to add it to the levy, that was prior to budget discussions and the 24 - -- -- -. - -- - --- ------- Council Workshop Minutes June 13,2011 Page 3 amount of other items we need to cover. Councilmembers noted we will have the same concerns brought up again with franchise fees. Staff explained the fIXed revenue number of $600,000 would come from a levy and does not include seal coating. We also need a $400,000 franchise fee to cover seal coating. Councilmembers stated the previous discussion about franchise fees was who doesn't pay. The issue was that the money goes to the utility company and then to the City. It is more transparent if it is a levy. We cannot have a line on the tax. statement that says street utility fund. When it goes into the general fund, Council can say $600,000 every year is to go into this fund from the general levy. The next Council can use it for something else. There will not be levy limits for 2012. If Council is worried about levy limits then we should raise it to $1 million and fund it through the general fund. It gives us an option later to do franchise fees. We still have to cut in some areas, and Council would like everyone to look for savings. City Engineer Schorzman showed the savings of moving away from Bonestroo for engineering. In 2005 the City paid Bonestroo $1,498,000. So far in 2011 that has been reduced to $48,880. Councilmember May stated we have a number between $400,000 - $600,000 in the CIP. Looking at the seal coating number, does it have to be $400,000? Staff showed there would be increased deficits. If Council wants that staff would recommend explaining to residents it is a long term plan and they may have to deal with road issues for a couple years. Councilmember May asked staff to look at the seal coat number to see if it has to be $400,000. City Engineer Schorzman showed the costs we actually paid and the associated increase or decrease each year. A 5% increase does not come close to matching this. The various seal coat options are all close to $300,000. Councilmember May asked ifwe could put it just under $400,000. Staffwould be comfortable with starting lower if it was through a levy. If it is through franchise fees we need to set them and be done. Councilmember May would vote for a levy around $350,000. Staff felt that would come close if seal coating is done next year. If Council wants to start lower, it should be through a levy. Mayor Larson agreed with a levy until we can do a street utility fee. Councilmember Bartholomay also agreed with a levy. City Engineer Schorzman stated for $400,000 it would be $4.40/month or $132/household/year. Councilmember Fogarty would rather do a large increase in one year and be done. Councilmember May stated all departments have presented their budgets so she would like to see their requests be put into a budget worksheet. Interim City Administrator Schorzman stated all the things Council thought were a good idea, staff will put in a list for Council to prioritize. Councilmember May noted there was a budget summary in addition to the full budget book. She would like to see the items put in that. Each department should have a recap page of the things they have added and removed to match those numbers. Staff stated everyone agreed we cannot do all the good ideas. He suggested a summary showing a 2011 budget number showing what has been done to reduce costs going into 2012 and a list of the ideas. He asked ifit had to be by department. Councilmember May wanted a budget summary with everything combined, but also what each department has done. Councilmember Fogarty wanted a list with a recap that Council can prioritize. Councilmember May wanted that list but also to see what the numbers look like. There have been reductions and she would like to see where we are at. 25 Council Workshop Minutes June 13,2011 Page 4 Citv Administrator Interview Schedule Mayor Larson asked if Council wanted to keep the original schedule or extend it to allow more time. He wants full Council at the interviews. After discussion, Council agreed on the following: June 24 interview all six candidates with the advisory panel starting at 9:00 a.m. and Council starting at 10:00 a.m. June 27 hold the meet and greet with all six candidates, open to the public, in the City Hall expansion area from 4:00 - 6:00 p.m. June 29 Council holds a special meeting at 3:30 to select the finalists. Council would have the written panel report and meet and greet comments for this meeting. June 30 staffwill notify the fmalists. July 11, 1 :00 p.m. Council conducts second interviews. 5 :00 p.m. Special Council meeting to move the fmal candidate forward to background checks. Council agreed to cancel the regular July 5, Council meeting and hold a Council retreat on July 5, at 3:30 p.m. at City Hall to discuss the budget. MOTION by May, second by Bartholomay to adjourn at 9:15 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 26 -- -- -- -- -- --- - - ----- Special Council Minutes June 8, 2011 Present: Absent: Also Present: Larson, Bartholomay, Fogarty, May Donnelly Kevin Schorzman, Interim City Administrator; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant MOTION by Fogarty, second by May to reconvene the regular June 6, Council meeting at 4:45 p.m. APIF, MOTION CARRIED. MOTION by Fogarty, second by May to approve the agenda. APIF, MOTION CARRIED. The purpose of this meeting was to select candidates to be interviewed for the City Administrator position. Applications were numbered. Council agreed on nos. 3, 5, 9. Also the majority of Council selected no. 4. Council discussed adding candidates 2 and 8. Human Resources Director Wendlandt suggested Council also needed to decide the date and time to conduct interviews and how to structure them with the advisory panel. We can do a round robin where they go to the advisory panel and then the Council and rotate the candidates. Council would receive input from the advisory panel before they make a decision. These could be done on separate days, but that makes the process longer. Council can set any process they want. Councilmember May asked about Council doing first interviews and narrow it down and then it would go to the advisory panel and have a second interview by Council. Councilmember May would like to include a couple more candidates and have six candidates and Council narrow it down to 3 or 4 and then the advisory panel would interview them and then Council would interview a second time. This would allow some time to think about it and get feedback from the advisory panel. Human Resources Director Wendlandt suggested Council consider ifthere are two that really shine after the first interview only invite those two back. She suggested keeping the number offmalists open. Councilmember Fogarty would like to see Council and the advisory panel interview all six candidates and take the panel's opinion. In the past, the right ones have been very evident quickly. Councilmember May wanted Council to interview a second time and Mayor Larson agreed. Councilmember May suggested the Council and advisory panel interview all six candidates on the same day and narrow it down from there to two or three. Have those candidates come to the meet and greet and following that, Council interviews them a second time. This way the Council and the advisory panel would narrow down the candidates. Human Resources Director Wendlandt suggested one hour for the fIrst interview with 15 minutes in between. This would take either two nights or one entire day. Interim City Administrator Schorzman reminded Council as they choose who they invite for interviews, be sure they really want to interview them, because the implications can be fairly large once their names are made public. Council added so do we really want to interview six candidates. Councilmember Fogarty was inclined to lean towards four candidates unless candidates 2 and 8 are on the bubble for Councilmembers. Council discussed the ranking of candidates. Staff noted candidates can withdraw when they are called for an interview. 27 -- - - -- - - - --- --- - ---- --- - - Councilmember May suggested interviewing six candidates because they could change their mind. She was very excited with this list because the candidates are very diverse and have a lot of experience. Mayor Larson added reading about someone on paper and meeting them could change things. Council was afraid to narrow it too much. Councilmember Bartholomay confirmed we interview six candidates so there will be six hours of interviews. Councilmember Fogarty felt the candidates could be narrowed down and invite those back for a meet and greet for public feed back and do second interviews the next day. Human Resources Director Wendlandt conftrmed the candidates would be nos. 2, 3,4,5,8,9. Interim City Administrator Schorzman conftrmed the Council and advisory panel will interview all six candidates. Council will narrow it down for the meet and greet and second interviews. Interim City Administrator Schorzman stated this process has the opportunity to be very successful and very unifying. It also has the potential to be dividing. If Council were to interview and reduce the number of candidates and the second interviews were conducted by Council and the advisory pane~ that gives a higher chance of unification rather than division. Council liked that idea. Councilmembers were to give their suggestions for the advisory panel to the Mayor. Councilmember Fogarty asked if Council wanted a written summary from the panel or at the end ofthe day, everyone meet together and Council receives the panel's recommendations. She would prefer to meet with the panel. Some Councilmembers felt some people may not want to share their thoughts verbally. That was the reason for the advisory panel was to get their recommendation. Councilmember May suggested leaving it to the advisory panel as to how they want to give Council their information. Interim City Administrator Schorzman stated if you do it that way, it is less likely to be divisive if they are included in the fITst interview. If Council is looking for a single recommendation, wait until the second interviews. If you want a group ofthree or four recommendations, it would be fme to do fITst interviews with both the Council and the advisory panel. Councilmember Fogarty liked that idea to see if the panel and Council both heard the same things. After the interviews the panel would discuss the candidates and come up with their recommendations and Council would talk and either meet with the panel or take their report. Human Resources Director Wendlandt stated before the make-up of the advisory panel was suggested at the Council meeting, she contacted the union to see if anyone was interested in serving on a staff interview panel. She will also do this for the non-union group. Depending on the make-up of the pane~ there may be some people who are not as forthcoming. If you give parameters for the panel, some may decline being on the panel. Councilmember May asked if it would be an open meeting. Staffreplied yes. With that, Council wanted a written report from the panel. Human Resources Director Wendlandt stated in her role, she would be managing the process and be there for each of the interviews, but not an active part of the panel. That way she could be the recorder and put the report together while the panel is talking. She would also be there to make sure inappropriate questions are not asked. The City Attorney sat in with the Council interviews last time. Councilmember Fogarty noted as it is a political appointment we are allowed to ask political questions, but you cannot ask personal questions that are not job related. Councilmember Fogarty would like to pick two dates before July 4. Councilmembers suggested the makeup of the advisory panel be two residents, one Farmington Business Association 28 member, one Chamber, one School Board, one staff, two employees, one police. The Mayor will meet with Human Resources Director Wendlandt on Monday to select the advisory panel and notify them. Then the candidates will be notified of interview dates. Council discussed selecting a date and if a panel person is not available, move on to the next person. After discussing several dates, Council agreed on: Friday, June 24 - Full day for Council and the advisory panel to interview six candidates and narrow down to finalists Monday, June 27 - Evening meet and greet for the remaining candidates Wednesday, June 29, morning - Council conducts second interview There also needs to be time allowed for background checks. Two Councilmembers said no to doing the management assessment. MOTION by Fogarty, second May to adjourn at 5:28 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 29 76 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fa" 651.280.6899 www.ci.tilITnil1l:.>tlm.nl1l.LL~ TO: Mayor, Councilmembers and Interim City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Request to Waive Showmobile Fees for Downtown Block Party Celebration DATE: June 20, 2011 INTRODUCTION The Farmington Business Association (FBA) will be holding a downtown block party event on Saturday, July 16th from 4:00-10:30 p.m. DISCUSSION The City has previously waived Showmobile rental fees for several groups this year. The block party event will showcase several bands. The Showmobile will be set up at Third and Spruce facing north adjacent to City Hall and the halfblock of Third Street will be used as the social/entertainment area. There will also be other activities planned during the block party. BUDGET IMPACT $400 in revenue will not be received due to the rental fee being waived. In addition there will be approximately about four hours of staff time involved with setting up and tearing down the Showmobile for the block party. ACTION REOUESTED Approve the FBA's request to waive the Showmobile rental fee for use during the downtown block party event. Respectfully submitted, Randy Distad Parks and Recreation Director 30 7<::, City of Farmington 430 Third Street Farmington, I\.1inncsota 651.280.6800. Fax 651.280.6899 w\....w.ci. tilnniTlgttlll.TI1n.LL'I TO: Mayor, Councilrnembers and Interim City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Request to Allow Hanging of Banners and Photos in Schmitz-Maki Arena DATE: June 20, 2011 INTRODUCTION A request has been made by Cory Bemu on behalf of interested Farmington Youth Hockey Association (FYHA) members and alumni of the Farmington School District's girl's and boy's high school hockey teams to be allowed to hang FYHA champion banners and Farmington School District's boys and girl's high school hockey team photos in Schmitz-MaId Arena. DISCUSSION Mr. Bemu made a formal request of the Parks and Recreation Advisory Commission (the Commission) at its May 11, 2011 meeting to be allowed to hang FYHA champion banners and Farmington School District's girl's and boy's high school hockey team photos since the inception of both programs. Mr. Bemu's formal written request that was reviewed by the Commission is attached. The Commission voted unanimously in support of this initiative and is recommending to the City Council that this initiative be allowed to move forward. Mr. Bemu also contacted Jon Summer, the Farmington High School Activities Director, about this initiative and Mr. Summer responded by saying he was fully supportive of it. BUDGET IMPACT There is no budget impact to the City. All labor, materials and maintenance will be provided by Mr. Bemu and the group that will be assisting him with this project. ACTION REOUESTED By motion, approve Mr. Bemu's request that will allow the hanging ofFYHA champion banners and Farmington School District's boy's and girl's high school hockey team photos in Schmitz- Maid Arena. Respectfully submitted, Randy Distad Parks and Recreation Director 31 .7j City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 ww...v.ci.tarmingtlm.nln.L1.... TO: Mayor, Council and City Administrator FROM: Tim Pietsch, Fire Chief SUBJECT: Appointment Recommendation, Fire Lieutenant DATE: June 20,2011 INTRODUCTION: Fire Lieutenant Appointment due to a promotion from within the ranks. DISCUSSION: Two candidates applied for this position at Station 1. Interviews were conducted and a candidate was chosen. Andy Skluzacek meets all the requirements to fulfill this position. Andy will start in this position on July 1, 2011. ACTION REQUESTED: Approve Fire Chiefs request to appoint Andy Skluzacek as Fire Lieutenant. Respectfully submitted, Tim Pietsch Fire Chief cc: Personnel file 32 7e City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 wWw.ci.t2mnil1gt4m.TI1n.L1..; TO: Mayor, CounciImembers FROM: Kevin Schorzman, Interim City Administrator SUBJECT: Temporary On-Sale Liquor License - Farmington VFW Club DATE: June 20,2011 INTRODUCTIONIDISCUSSION The Farmington VFW Club has submitted an application for a Temporary On-Sale Liquor License for events on July 16, 2011, August 20, 2011 and September 17, 2011. As part of their Club License a Temporary Liquor License is required to hold events open to the public. BUDGET IMPACT The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profit organizations. Therefore, the City has not established a fee for a Temporary On-Sale Liquor License. ACTION REOUESTED Approve the attached applications for a Temporary On-Sale Liquor License for the Farmington VFW Club on July 16, 2011, August 20, 2011 and September 17, 2011. Respectfully submitted, Kevin Schorzman, Interim City Administrator 33 Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENfORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 201-7507 Fax (651) 297-5259 TTY (651) 282-6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE -"v v,nM. ?Pt'.ir ~ TAX EXEMPT l\mffiER / ~(J9 ~ 0 ;L:JS- STATE ZIP CODE (VI N.' .....So. " HOME PHONE ~t) 1-U,..3" j't';S 'll. '., ....7*' Nt\Mf OF PERSON MAKINO APPLICATION t"'\ <> 'N ~f'!:S1?-& l.. P DATES LIQUOR WILL BE SOLD 7-/6 _ /1 OROANIZA TION OFFICER'S NAME I.(~~/ ,c.J .' ~ ORGANIZA TIO OFFICER S NAME ./ .- . e; ~fld Location license will be used. IflUl outdoor lU'e; describe N-~~ ADDRESS ~J.s .>- ",.".- . .--- ". .,.-....- ~r~"7I-to'~ ((!.~. r;jJ ,,'>':>.::1;R. 5~.J: ~ u...u,., ;S!'... P' . - ... /--r- ~""'/,IV.r-<<" J""'~).' l>>/.~ :55"'c~=).~ Q~ '7;: ~ ~~;r;. . frSJt.;'~ /fr P~'1 r #,n-, p . ~ ..,-- -.J 1 - r-p;c:. .::5 / ,1$ T'K.. rR1 ... r31:B./ Will the appliclUlt contract for Intoxicating liquor service? Ifso, give the name lUld address of the liquor licensee providing the service. Will the applicant ClU'I')' IIquor'lIablllty Insurance? If so, please provide the carrier's name and amount of coverage. ;::6-l:h.4'~'h""C,;:; Rnj.}/~&>.e~ /';)l~"'!Il:J"P''''. ~p ~Jt.';: I"rr,..,,;-;y rl'A~'>-' APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLIl'iG ENFORCEMENT CITY/COUNTY DA TE APPROVED CITY FEE AMOUNT LICENSE DATES " . DATE FEE PAID SIC~ATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DmECTOR ALCOHOL AND CAMBL~G ENFORCE~[E~I ~OTE: Subm.lllbls form to the cIty or county 30 days prIor to event. Forward application signed by clt)' andlor count)' to lbe address sbon. lflhe application Is approved Ib, Alcohol aDd CambllDll Enforcement Division will reCurn Ihls applicatIon to be used lithe LlceDse for tbe e\'CDI . , PS.09079 (05106) 34 .': ,:q..... Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101.5133 (651) 201-7507 Fax (651) 297.5259 TrY (651) 282.6S55 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRJNT INFORMATION ~..\~lE OF OROANIZA TION s: ~ t, ... ' 11""'- - 'J-' }) ,ntJ.. '?p6r ~ STREET ADDRESS .. .,., r;I -" ....... T" Nt\Mf OF PERSON MAKINO APPLICATION t"\o'N ~%S'?-.Gl..O DATES LIQUOR WILL BE SOLD It U6..,;I.t>--11 OROANIZA nON OFFICER'S NAME TAX EXEMPT ?\UMBER / -CJ 9 ~ () :;.. ,,'} S- STA TE ZIP CODE (Vi JJ.' .......S-6... HOME PHOl\'E ~'1.) ~'3" j'=d 11 z.. .., . !-<';Fv/ p o' 71 OROANIZA TIO OFFICER'S NAME ,/ .- . c:: ~t>tJ Location license will be used. Ifan outdoor area, describe N-?1 f(;t ADDRESS ~5.s5 ~ 5':1.& ~~ /~o $1",K', vr-K j:::;'J:l.;;s.' uJJ... %C'-~~ Q~ ?r: L? ~ hT; , fJ'S".;~ ~r /1 -. I J: ;:" --1.-1 ) - r[" r'~' 'f I .H'PN /'::" ~p"e..:5 I ~ ~~ ~~ .... ~~ '7 I /ZII.J I ry r':-A '7 s;: C;d'PJ Y &'t'Z-. Will the applicant contract for Intoxicating liquor service? Ifso, give the name and address of the liquor licensee providing the service. Will the applicant carry IIquor'lIablllty Insurance? Ifso, please provide the carrier's name and amount of coverage. ;::,J :;~.~~~ C.;:;' I'in~1 ~p;e.~ /" (),t'J~/'oPIJ'" ,.~ ~/Li!i ""1 <."';-y d?~>- o . APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLll"G . ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES t' . DA TE FEE PAID SIG:'I'ATVRE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GA~mL~G E~FORCE~U::'\" ~OTE: Submit this form to tho city or county 30 days prior to event. Forward application sl&ned by city and/or county to the address abo\'e. If the applle.lIoD I. approved tbe Alcobol and GambllD& EDforcement DivisIon will return tbls applleatloD to be used as lbe License for lbe eHol , , PS.09079 (05/06) 35 'P.ll,' Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN SSI01-S 133 (65 I) 20 I- 7507 Fax (651) 297-5259 'ITY (65 I) 282.6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE -'}-' J,J,fi;V.. ?pdT ~ -" T" Nt\Mf OF PERtON ~INO APPLICA TJON t"\ (; 1>~ ~~.:;o rj; 1..1> DA TES' LIQUOR WILL BE SOLD S6~;;; 1-;"-1/ ORGANIZATION OFFICER'S NAME DA TE ORGANIZED TAX EXEMPT l\UMBER / -cJ9 ~ 0 ;L:;;S- STATE ZIP CODE {YI N.' ......S6.,. HOME PHONE ~t) ~3" j'B '1 t.. - ...J ~ p e. CITY -.' , N-~~ ADDRESS ~5.s.> -- "",- . ....- ,. .--.- G(' r;'un'~~ (t:.~. r?j) ".5~~;2 5.i:t ~ ::1-'2J 'Ad";Sit,. P' .- ~ /~- .,1" r-1t/~ )-"'~;J.' l>>J... %C~:;-.~ ~~ ?/:' t? ~~;r:; frS~~ -'Lr /1 -. r ;::: .-r. ---.J->- '7 r ~, '1 / H"P n-t. r :r-;p;er:,.!J 7 p:. T' K.. J-1i?, .... . .-- :5 tA//".~d ,!;Safg. .I ~~o~..::J . , Will the applicant contract for Intoxicating liquor service? Ifso, give the name and address of the liquor Ucensee providing the service. Will the applicant can)' llquor'llablllty Insurance? Irso, please provide the carrier's name and amount of coverage. ;:''';:;Q.Ft'"hfJC.Zi- RnJ,)/~pp.~ /,r;J~It!!IEJ"P'''''. r# ;:-/L.';: ""1<'''';'-'' Ji~4.>-' APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLI;,<\G ENFORCEMENT CITYICOUNTY CITY FEE AMOUNT t' . DATE FEE PAID DATE APPROVED LICENSE DATES SIG~'\TCRE CITY CLERK OR COUNTY OFFICIAL A.PPROVED DIRECTOR ALCOHOL AND G'\~mL~G El'\FORCE~lE:\" ~OTE: SubmIt Ihls form to tho city or county 30 da)'s prior to event. Fonvard application signed b)' city and/or county Co Ibe address abon. Ifih. appllealloD" approved tbe Alcohol aDd GambllDIl EDforeemeDt DlvlsloD will relurD Ibl. applleaCloD to be used al Ibe L1eeau (or Ibe enD I . \ . , ."{t.. PS.09079 (05106) 36 ,.1; 4' 7F City of Farmington 430 Third Street hlrmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.fllnnillgtlm.nm.L1... TO: Mayor, Councilmembers and Interim City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Request for Proposal Process for the Printing of Combined City Newsletter and Parks and Recreation Seasonal Brochure DATE: June 20,2011 INTRODUCTION During the budget workshops that City Council has been holding with various City departments, a proposal was made to research costs associated with combining the City newsletter with the Parks and Recreation seasonal brochure. Early research shows that there will be a savings on printing costs to combine these two publications. DISCUSSION Staff is requesting to go through a Request for Proposal (RFP) process to solicit proposals from a number of printing companies to print the combined two City publications. BUDGET IMPACT Other than some staff time involved with the RFP process and the cost to mail the RFP to professional printing businesses there is no additional cost to go through this process. Once proposals have been submitted, a review will be completed of all proposals and a recommendation will be brought back to the City Council for the hiring of a specific printing business to print the combined City publication. ACTION REOUESTED By motion, approve allowing a RFP process to be used to solicit proposals from printing companies for the printing of a combined City newsletter and Parks and Recreation seasonal brochure. Respectfully Submitted, Randy Distad Parks and Recreation Director 37 o City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.tarmingtlm.nm.L1... TO: Mayor, Councilmembers, Interim City Administrator FROM: Jennifer Dullum, Natural Resource Specialist SUBJECT: 2011 Mowing Contract DATE: June 20,2011 INTRODUCTIONI DISCUSSION Council may recall that the City has made two attempts to go out for a mowing contract for 2011. The past two attempts have not worked out; therefore we have gone out for bid for a two year mowing contract. Staff recommends that the project be awarded to Gilmer Excavating, Inc. $64.00 per lot for both developed and vacant lots. All associated insurance documents have been received. Developed w/2010 Vacant w/2010 TOTAL Contactor Lots lot amt. Lots lot amt. (2010 amt.) Gilmer Excavating, Inc. $64.00 $576.00 $64.00 $1,280.00 $1,856.00 Summit Custom Landscape, Inc. $65.00 $585.00 $65.00 $1,300.00 $1,885.00 Hedlund Irrigation & Landscaping, Inc. $48.75 $438.75 $84.55 $1,691.00 $2,129.75 BUDGET IMPACT The lowest bidder on the project was Gilmer Excavating, Inc. with a bid of $64.00 per lot for both developed and vacant lots. Charges are passed on to the property owners. ACTION REOUESTED Approve the attached contract accepting the bid of Gilmer Excavating, Inc. and award the project. Respectfully Submitted, Jennifer Dullum Natural Resource Specialist 38 MOWING CONTRACT AGREEMENT dated this = day of ,2011, by and between the CITY OF FARMINGTON, a Minnesota municipal corporation ("City") and . a Minnesota corporation ("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN, THE PARTIES HERETO AGREE AS FOLLOWS: Section 1. Scone of Work. A. The City hereby engages Contractor to provide mowing services in accordance with the Request for Proposals and as specified herein (in the event of a conflict, this contract shall control). Contractor shall mow only those areas identified by the City. B. Contractor will provide mowing services on those areas identified by the City within 48 hours of notification from the City. C. The City's Inspector shall verify that the work is completed to the satisfaction of the City. Contractor's failure to mow to the City's satisfaction and in a timely manner shall be cause for termination of this Agreement by the City without notice. Section 2. Notification. A. Lists of addresses or areas within the City that require mowing will be called, faxed or emailed (which ever the Contractor prefers) by the City to the Contractor. If there are no areas that require mowing, no list will be sent to the Contractor. If the 48 hour mowing day encompasses severe weather, as determined by the City, or site conditions prohibit equipment functionality, the City shall designate an alternate day for performance of Contractor's services. Section 3. Eauinment. A. Contractor shall perform the work required under this Agreement using mowing equipment appropriate to the situation encountered which could include vacant properties on a development-wide scale or a single foreclosed residential property. Section 4. Contract Term. A. Contractor shall commence services June 7, 2011 through October 31, 2012 (16 months). This Agreement may be terminated earlier by either party without cause upon thirty (30) days' notice to the other party, except as otherwise provided in this Agreement. Section 5. Payment. A. The City shall pay Contractor a unit price per lot as follows: $~lot (developed lots) $~lot (vacant lots) 39 B. The unit price per lot includes only time spent actually operating equipment and does not include downtime. The unit prices per lot shall cover all of the City's costs associated with the mowing. Contractor shall be responsible for all costs it incurs in the transportation. C. Application for payment shall be made monthly. Contractor may invoice multiple properties mowed in the City on separate lines on the same invoice. Upon approval of the invoice by the City, the City will remit the approved invoice amount directly to Contractor. Section 6. Documentation. A. Contractor shall be responsible for keeping and maintaining the following records per property and noted on each invoice submitted to the City. \ 1) 2) 3) 4) The property address that was mowed. The date and time mowing was performed. For each property mowed; a time-stamped before and after photo must be submitted with the invoice to receive payment. When submitting invoices to the City, "Weed Notice" must be written on the invoice. Section 7. Lowest Proposal Determination. A. Proposals will be normalized based on 9 developed lots and 20 vacant lots (actual mowed lots in 2010) to determine the lowest "seasonal" submittal. Section 8. Ememencv Resnonse. During the contract term it may be necessary to have contract work done on an emergency basis. Upon the City's request for additional work, Contractor shall respond to the City's request upon 24 hours verbal or written notice. If the City's Engineer or designee determines it necessary, the City may hire another entity other than Contractor for completion of the requested work. Section 9. IndeDendent Contractor. The City hereby retains Contractor as an independent contractor upon the terms and conditions set forth in this Agreement. Contractor is not an employee of the City and is free to contract with other entities as provided herein. Contractor shall be responsible for selecting the means and methods of performing the work. Contractor shall furnish any and all supplies, equipment and incidentals necessary for Contractor's performance under this Agreement. The City and Contractor agree that Contractor shall not at any time or in any manner represent that Contractor or any of Contractor's agents or employees are in any manner agents or employees of the City. Contractor shall be exclusively responsible under this Agreement for Contractor's own FICA payments, worker's compensation payments, unemployment compensation payments, withholding amounts, and/or self- employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. Section 10. Extra Service. No claim will be honored for compensation for extra services or work beyond the scope of this Agreement without the written approval of the City. Section 11. Insurance. Contractor shall furnish the City certificates of insurance from insurers duly licensed with the State of Minnesota covering public liability insurance, including 2 40 general liability, automobile liability and bodily injury liability in an amount of at least $1,000,000 for injury or death of anyone person in anyone occurrence; and bodily injury liability in an amount of at least $2,000,000 for injuries or death arising out of anyone occurrence. Property damage liability shall be furnished in the amount of at least $500,000. Contractor shall comply with all applicable insurance requirements of the Worker's Compensation Act. Contractor shall provide proof of worker's compensation coverage. The City shall be named an additional insured on the general liability policy. Section 12. Unsafe Conditions Reoortine:. Contractor shall promptly inform the City by telephone and in writing of any unsafe conditions on City streets or property discovered during the course of Contractor's duties, whether or not Contractor is able to remedy the unsafe condition. Section 13. Indemnification. Contractor shall indemnify and hold harmless the City, its officers, agents and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of negligence in the execution or performance of the work or services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim. of whatsoever character arising hereunder. Section 14. Covenant Ae:ainst Contine:ent Fees. Contractor warrants that it has not employed any person to solicit or secure this Agreement for a commission, percentage, brokerage or contingent fee. Section 15. Governine: Law. This Agreement shall be governed by the laws ofthe State of Minnesota. Section 16. Affirmative Action. The Contractor shall comply with all applicable laws relating to nondiscrimination, affIrmative action, public purchase, contracting and employment. Section 17. COIDoliance with Laws and Ree:ulations. In providing services under the Contract, the Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provision of the services provided. Section 18. Utilities. The Contractor shall be obligated to protect all public and private utilities, streets or roadways, whether occupying a street or public or private property. If such utilities, streets or roadways are damaged by reason of the Contractor's performance of the services required under the Contract, the Contractor shall repair or replace the same, or failing to do so promptly, the City shall cause repairs or replacement to be made and the cost of doing so shall be deducted from payment to be made to the Contractor for mowing services. Section 19. Notices. Pursuant to this Agreement, notices shall be hand-delivered or mailed as follows: 3 41 AS TO CITY: City Administrator City of Farmington 430 Third Street FanrnWngton,~ 55024 AS TO CONTRACTOR: Section 20. Miscellaneous. A. Contractor may not assign or subcontract any of the services to be performed hereunder without the written consent of the City, which consent shall not be unreasonably withheld. B. This Agreement shall become effective only upon its execution by both the City and Contractor. This Agreement shall not be modified, amended, rescinded, waived or terminated without the approval in writing of the City. IN WITNESS WHEREOF, the parties hereto have entered into this Agreement as of the day and year fITst below written. , 2011. CITY OF FARMINGTON Dated: By: Todd Larson, Mayor And Peter J. Herlofsky Jr., City Administrator Dated: , 2011. CONTRACTOR: By: Its: And Its: 4 42 Ol ... It) ~ <0 ... ..... ~ I ;a I ..... ~ I ~ z ;a I ~ ~ ~ 5 ~ .-l .-l o N ... o N I'il ~ ~ '0 f :> i oS ~ '0 ~ 11 "fi I ~ .. ~ g > ~ I I 'ti :!l .. ::> fi ?! ~ ~ ~ t!) 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I- '" t:: u 'EI ., ., 0 0 '" 0 ~ 0 10 ... 0 ~ ~ ~ '" .... 8- Gl 10 10 0 0 co 0 CD 0 ., ., 0 '" '" ~ is S ~ d d ~ lti c;l; oj d ..; ,.; co oj d d ~ 0::: ~ 0 0 ., 10 CD 10 N '" 10 co a N N CD ., 10 ... .... co I: N N cD > ~ E 8 'E 00 j ... ... ... 8 ... ... .... '" '" ~ <'I ~ -' ~ Gl [ t:: i'i ::E Gl 1ii .... ... a; .c Cl as as :> C,) ~ w ~I~ i :! C,) b co ~ '" fIl ... ... .... Z .c ... .... ... C,) '" <'I <?CL City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.llmnil1l:.>tlm.TI11UL.l TO: Mayor, Councilmembers FROM: Kevin Schorzman, Interim City Administrator SUBJECT: Approve Liquor License - Big Sombrero DATE: June 20,2011 INTRODUCTION Pursuant to City Ordinance 3-12-6-2, a public hearing must be held to establish an On-Sale Liquor License and an On-Sale Sunday Liquor License. DISCUSSION Mr. Javier Macias has submitted the required license fees and application for an On-Sale Liquor License and On-Sale Sunday Liquor License for Big Sombrero to be located at 953 8th Street. The application and required documentation have been reviewed and approved by the Police Department. BUDGET IMPACT The fees collected are included in the revenue estimates of the 2011 budget. ACTION REOUIRED Approve an On-Sale Liquor License and an On-Sale Sunday Liquor License for Big Sombrero at 953 8th Street. Respectfully submitted, Kevin Schorzman, Interim City Administrator 65 ?f}; City of Farmington 430 Third Street Farmington, r....1inncsota 651.280.6800. Fax 651.280.6899 www.ci.rdrmingtlm.TIll1.LL.i TO: Mayor, CounciImembers FROM: Kevin Schorzman, Interim City Administrator SUBJECT: Approve Liquor License - The Ugly Mug DATE: June 20, 2011 INTRODUCTION Pursuant to City Ordinance 3-12-6-2, a public hearing must be held to establish an On-Sale Liquor License and an On-Sale Sunday Liquor License. DISCUSSION Mr. Joshua Sanders has submitted the required license fees and application for an On-Sale Liquor License and On-Sale Sunday Liquor License for The Ugly Mug to be located at 18450 Pilot Knob Road, Suite A. The application and required documentation have been reviewed and approved by the Police Department. BUDGET IMPACT The fees collected are included in the revenue estimates of the 2011 budget. ACTION REOUlRED Approve an On-Sale Liquor License and an On-Sale Sunday Liquor License for The Ugly Mug at 18450 Pilot Knob Road, Suite A. Respectfully submitted, Kevin Schorzman, Interim City Administrator 66 IQ City of Farmington 430 Third Street Farmington, l\.finncsota 651.280_6800. Fax 651.280.6899 www.ci.farmingttlll_mn_LL.I TO: Mayor, Councilmembers, and Interim City Administrator FROM: Teresa Walters, Finance Director SUBJECT: May Financial Report DATE: June 20,2011 Enclosed is the financial report for the month of May 2011. Below is an explanation for variations from the budget as well as differences from last year at this time. If you have any questions prior to the meeting, please e-mail meattwalters@cLfarmington.mn.us or call me at 651-280-6880. General Fund Overall General Fund Revenues are at 4.78% of the budget. Without taxes, revenues are at 24.08% of the budget. Tax revenue is not received until June/July. Expenditures are at 36.6% of the budget. 42% of the year has passed. REVENUES Fines: Fine revenue is one month behind. Therefore, December's report will show 2 months revenue. With this in mind, we are within budget for Fine revenue. At 29.59% of the budget, Permits remain lower than last year; however, as previously mentioned, we believe we will be in line with the budget by year-end due to several planned large projects. Charges for services are at 23% of the budget. This is seasonal and should increase throughout the summer months. At approximately 18% of the budget, interest revenue is still low compared to budget. Interest rates have continued to drop. Most short-term CD's are currently paying less than I %. Higher yield investments have been called and current investments are low. A detailed analysis will be provided to council at a later date. EXPENDITURES At 36.60%, overall General Fund expenditures are in line with the budget. 42% of the budget year has passed. Snecial Revenue Funds: The Special Revenue funds are established to account for specific revenue sources (grants) or to fmance a specific activity. A plan to eliminate deficits will be discussed during the budget process. 67 The following is a summary of each special revenue fund: EDA: May expenditures exceeded revenues by $6,848, bringing the fund balance from a negative $265,798 in April to a negative $272,645 in May. With the sale of property in June, the fund balance will be reduced by slightly over $100,000. Rambling River Center Operations (Senior Center): As a result of transfers, May revenues exceeded expenditures by $1,439, bringing the fund balance from a negative $19,572 in April to a negative $18,133 in May. Without the transfer from the General Fund the Senior Center would experience a net loss of $1 0,286 this month. Since the main revenue source for the Senior Center is General Fund revenues, we are looking into moving the RRC Operations and RRC renovations out of special revenue funds and into the General fund in 2012. Rambling River Center Renovations: May revenues exceeded expenditures by $191, bringing the fund balance to negative $151,286. 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 of2010. The fund balance as ofthe end of December was $58,278. This fund balance will be drawn down throughout the year due to a reduction in the transfer. During May, in preparation for the opening of the pool, expenditures exceeded revenues by $4,487. Ice Arena: Ice Arena expenditures exceeded revenues by $28,211. The Ice Arena is currently closed; therefore expenditures will continue to exceed revenues until September. The fund balance is currently at a negative $284,824. Entelllrise funds: The Enterprise funds are self supporting and should not need financial assistance from the General fund. Liquor: May expenditures exceeded revenues by $15,093 this month. This is due to an increase in the Cost of Goods Sold expenditures in preparation for summer sales. Before transfers, overall revenues exceed expenditures by $19,342 for the year (As of May). Storm Water. Sewer. Water. and Street Light Utilities: Revenues all exceeded expenses during the month of May. Solid Waste: Solid waste expenses exceeded revenues by $124,390 due to the curbside cleanup. Granh: The graph shows that the overall 2011 YTD fund balance is slightly higher than the 2010 fund balance at this time. Respectfully submitted, Teresa Walters Finance Director 68 'It ~ "ll n~nnu~ "ll ~~~#~,~~~~~~~~~~~~~~,~~~~~ n ;l "1 .. ...,~llI.., lll.. ...!lI"I..,!ljllj~..,.. lll~lll.. O!llrolll!:l~ot::!il'" !il~~~~~~~~lllllllll~!ilro~~lll~~~~ ~Olll ~'" ...~ '" ~ ~&~~~~Ut:i~ j ~~~~~~~~~~~~~~~~l~~~l~~~.~ ~~ ! p~~~~ie~~~ ~...~ ~~!ll~~~~~"'~~~!~~~~~~2 ~ iHi r-: 00 ...: rn '" '" '" . ~~!l~~. 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'" '" ~ ~ ~ u. c . ~ o CO <0 ",' It) I"- M <I) o Y> o co <0 M It) I"- M 'J? ;; a:luetea pun::! c o ~ ~ o '" <3 u ~ " ! /010- City of Farmington 430 Third Street l'armington, Minnesota 651.280.6800. Fa" 651.280.6899 www.ci.tanningtllll.TI1n.LL.l TO: Mayor, Councilmembers FROM: Kevin Schorzman, City Engineer SUBJECT: Paperless Council Meetings DATE: June 20, 2011 INTRODUCTION At a recent Council workshop, Council expressed a desire to move to a paperless format for meetings. Council also requested that staff research options for providing electronic devices (IPads, notebook computers, etc.) for Council to access electronic copies of the agenda packets during meetings. The following options were discussed: . Establish a "Technology Allowance" that each Councilmember could use to purchase equipment. . Have the City provide the equipment. DISCUSSION Items to consider regarding a "Technology Allowance": 1. Dual use of equipment (public use for Council items, private use as well) blurs the line between public/private information 2. Responsibility for maintenance, repair, and replacement costs. (Will the City or Councilmember be responsible for these items as it is inappropriate for City staff to repair private equipment?) 3. If instituted, should the allowance cover the entire cost, or just a portion of the cost? 4. Raises questions about payment of taxes based on current tax law and IRS regulations Items to consider regarding City provided equipment: 1. Should only be used for official City business 2. Could be maintained, repaired, and replaced by City staff if necessary 3. More clearly defmed line between public and private information 4. No individual tax implications 5. Equipment could be transferred to new Councilmembers when elected and only replaced when necessary 75 Paperless Council Meetings June 20, 2011 Page 2 of2 It is the opinion of both staff and the City Attorney, that Council give strong consideration to having the necessary equipment supplied by the City. BUDGET IMPACT While the budget impact will not be known until the Council provides direction on which option they would like to pursue, the cost of any option would be offset to some degree by reductions in the amount of paper and printing costs, as well as staff time utilized to prepare and distribute paper correspondence. An estimate of these reductions will be provided when this item is brought back for Council action. ACTION REOUESTED For discussion only. Based on Council direction, this item will be brought back to a future Council meeting for action. Respectfully Submitted, Kevin Schorzman City Engineer cc: file 76