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10.01.12 Council Packet
City of Farmington Mission Statement 430 Third Street Through teamwork and cooperation, Farmington,MN 55024 the City of Farmington provides quality services that preserve our proud past and foster a promising future. FARMINGTON CITY COUNCIL Todd Larson, Mayor Jason Bartholomay Christy Fogarty Terry Donnelly Julie May AGENDA REGULAR CITY COUNCIL MEETING October 1, 2012 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGL4NCE 3. ROLL CALL 4. APPROVE AGENDA S. ANNOUNCEMENTS/COMMENDATIONS a) Introduce New Finance Director-Administration Introduced b) Dakota County Farmington Library Update—Mary Scheide Information Received c) Community Planning Month- Planning Proclaimed 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items. No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during "Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes (9/17/12 Regular) Approved b) Adopt Resolution-Appoint 2012 General Election Judges- Administration R38-12 c) Hydrant Flushing—Municipal Services Information Received d) Approve Request for Proposal Legal Services - Administration Approved e) Approve Bills 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 may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) August 2012 Financial Report-Administration Information Received 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION a) Labor Negotiations -AFSCME 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 Community Planning Month Proclamation Proclamation 4 Approve Council Minutes (9/17/12 Regular) Minutes 5 Adopt Resolution -Appointing 2012 General Election Judges Memo 12 Resolution 13 Hydrant Flushing Memo 15 Map 16 Approve Request for Proposal Legal Services Memo 17 Approve Bills Bills 25 August 2012 Financial Report Memo 47 Labor Negotiations-AFSCME Memo 58 1 COMMUNITY PLANNING MONTH PROCLAMATION WHEREAS, change is constant and affects all cities,towns, suburbs, counties, boroughs, townships, rural areas, and other places; and WHEREAS, community planning and plans can help manage this change in a way that provides better choices for how people work and live; and WHEREAS, community planning provides an opportunity for all residents to be meaningfully involved in making choices that determine the future of their community; and WHEREAS,the full benefits of planning requires public officials and citizens who understand, support, and demand excellence in planning and plan implementation; and WHEREAS,the month of October is designated as National Community Planning Month throughout the United States of America and its territories, and WHEREAS, The American Planning Association and its professional institute,the American Institute of Certified Planners, endorse National Community Planning Month as an opportunity to highlight the contributions sound planning and plan implementation make to the quality of our settlements and environment; and WHEREAS,the celebration of National Community Planning Month gives us the opportunity to publicly recognize the participation and dedication of the members of planning commissions and other citizen planners who have contributed their time and expertise to the improvement of the City of Farmington; and WHEREAS, We recognize the many valuable contributions made by the professional community and regional planners of the City of Farmington and extend our heartfelt thanks for the continued commitment to public service by these professionals. NOW,THEREFORE, BE IT RESOLVED THAT, the month of October 2012 is hereby designated as Community Planning Month in the City of Farmington in conjunction with the celebration of National Community Planning Month. Adopted this 1st day of October, 2012. (SEAL) Todd Larson, ayor kuid McKnight:City A mmistrator 26:z., COUNCIL MINUTES REGULAR September 17, 2012 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OFALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson, Bartholomay, Donnelly, Fogarty, May Members Absent: None Also Present: Joel Jamnik, City Attorney;David McKnight, City Administrator; Randy Distad, Parks and Recreation Director;Kevin Schorzman, City Engineer;Cynthia Muller, Executive Assistant Audience: Rob Junker, Cal Huntley, Chris Rosenthal,Brian McGregor, Darren Simon,Nick Gerold, Dawn Wright, Deanna Anderson, Jon &Donna Simon, Kirk Zeaman, Bob Fancher,David Harnettt,John Abraham, Tim Wood, Chad Fritz, David Langenberger,Corey Weaver, James Lugowski, Alex Lester, Robert Lester, Keith Budenski, Brent Grengs,Jeff Beaurais, Dave Rogers, Shannon Shirley, Tad Guile, Craig Ruesink, Brian Turbert,Terry&Steph Marschall, Brad&Stacey Farrell, Maggie&Darren Ruennich, Anita&Darren Simon, Cory&Angie Bell, Troy Grengs, Mike Wolters, TJ& Sheila Ash, Tom Flanagan, Christy Stieg, Tami Huntley, Janelle Wall, Lisa Neugent,Lorna&Larry Lewis, Warren Johnson, Bill Sundt,Amy Holmstrom, Mike Hausworth, Jude Martinsen, Mark Smithson, Melissa Siebenaler, Susan Dullerhide, Dave Bennett,Joy Simon, Brian Pals, Tim Knutson, Deb Westfield, Mali Harvey, Frank Rusnaelco, Dustin Hinrichs, Theresa Agerter, Mark Seifert,Jen Wood, Jen, Kiley,Tyler Snobeck, Mike&Tracy Casshno 4. APPROVE AGENDA City Administrator McKnight added item 7o) Salary Investigation Summary. The investigation found no evidence of illegal actions or policy violations by any former or current employees whose raises were investigated. MOTION by Fogarty, second by Bartholomay to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS 5 Council Minutes(Regular) September 17,2012 Page 2 7. CONSENT AGENDA MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as follows: a) Approved Council Minutes(9/4/12 Regular) (9/10/12 Workshop) b) Approved Appointment Recommendation Finance Director—Human Resources c) Approved Medical Loss Ratio (MLR)Rebate Distribution—Human Resources d) Acknowledged Resignation Fire Department—Human Resources e) Received City Administrator Evaluation Summary—City Attorney fl Approved Recycling Association of MN Annual Conference—Municipal Services g) Approved MN State Fire Chiefs Conference—Fire Department h) Approved MN Water Resources Conference-Engineering i) Adopted RESOLUTION R34-12 Approving Tax Forfeiture Parkview Ponds Outlots-Engineering j) Approved Temporary On-Sale Liquor License VFW-Administration k) Approved Temporary On-Sale Liquor License Farmington Liquors- Administration 1) Adopted RESOLUTION R35-12 Approving Gambling Event Permit Farmington Firefighters Auxiliary Association-Administration m) Approved Game Ice Rental Agreement Farmington School District—Parks and Recreation n) Approved Bills o) Received Salary Investigation Summary APIF,MOTION CARRIED. 8. PUBLIC HEARINGS a) Adopt Resolution—Approving Modification to TIF Plan for HRA Redevelopment District No.2-Administration Ms. Shelly Eldridge, of Ehlers and Associates, presented the information. Changes include the specifics in the plan. The district was approved in 1991 and a lot has changed in requirements both administratively and in the tax increment law. The plan is amended to bring it into current law and state auditor requirements. This does not increase the size of the district, extend the duration of the district, add addition projects, or additional obligations. The current obligations outstanding in this district are the 2004B tax increment bonds which will be paid off in 2015 and a TIF note to City Center Development, LLC that will be paid off in 2016. This district would be decertified or closed down in 2016. The maximum duration by law is 2021. The change needs to be made to bring the budget into compliance. The original budget was an estimate. The budget was less than the obligation. We are now increasing and clarifying the budget so we can pay the existing obligations. MOTION by Fogarty, second by Bartholomay to close the public hearing. APIF,MOTION CARRIED. MOTION by Fogarty, second by Bartholomay to adopt RESOLUTION R36-12 adopting a modification to the redevelopment plan for the downtown redevelopment project and a modification to the tax increment financing plan for the HRA redevelopment district number two. APIF,MOTION CARRIED. 6 Council Minutes(Regular) September 17,2012 Page 3 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS a) Adopt Resolution—Approving 195th Street Assessments-Engineering These are the assessments for the 195th Street project and the Fairhill property. The entire assessment has been placed over the entire property for a total amount of$4.632 million. The interest rate will be 3.786%and the term of the assessment is 11 years. Councilmember Fogarty assumed we would receive a check from the developer for the full amount of the assessment. She asked how much we will lose in interest anticipated to pay off the bond. City Engineer Schorzman stated at the April 2, 2012, meeting the amount was$400,000. There are opportunities to use the prepayment to offset those. In talking with the developer, they will pay half the assessments and leave the assessments on the property they still own and pay that off over the 11 years. The interest will be received on that portion. Mayor Larson stated the developer will be using the escrow money to pay off the assessments for the north half. Councilmember May asked if that escrow money should only be used for the portion that is owed. Mayor Larson stated when the developer sold the north halt they put aside the assessment money into escrow. Staff stated the properties listed include both the Seed property and the Finnegan property(north half). Councilmember May stated the escrow money is only allowed to be used for the Finnegan property. Staff has not seen the agreement between the Seeds and the Finnegans. Mr. Seed had explained they were under obligation to pay any assessments on those parcels. They put aside in escrow a portion of the sale price to cover that until the assessments are paid. Staff assumed they cannot use the escrow money for the rest of the property. City Attorney Jamnik stated that is not part of tonight's decision;that is part of their real estate transaction. They are not obligated to pay anything under tonight's proposal. We are just assessing the property as we agreed to in the Development Agreement. City Engineer Schorzman has been told they will pay half the assessment. Councilmember May asked why the City would not be concerned about how the escrow funds are used. City Attorney Jamnik stated their security is the property and they are not obligated to pay with our transaction. Our agreement is to levy the assessment on the property. If they want to sell it, a buyer would probably say the seller needs to cover the assessments first. Councilmember May stated the escrow money would not be allowed to pay the other portion. City Attorney Jamnik stated if they used the escrow money to pay something they were not entitled to,there would be a private cause of action by the purchaser to say you misapplied the escrow amount. The title company would probably not release the escrow to pay anything than for the properties in the escrow agreement. We have not seen their private escrow agreement or real 7 Council Minutes(Regular) September 17,2012 Page 4 estate documents. So we are guessing and relaying what we have heard them say to us. Councilmember Donnelly stated this will occur tonight no matter what happens. They are two totally separate deals. The City is not involved in the escrow. The City is assessing the$4.6 million and expects to be paid. It is up to the developer how to pay it. MOTION by Fogarty, second by Donnelly to adopt RESOLUTION R37-12 adopting the assessment roll for the Fairhill development related to the 195th Street project. APIF,MOTION CARRIED. 12. NEW BUSINESS a) Ice for Tigers Presentation-Administration The Ice for Tigers group is comprised of Rob Junker,Mitch Snobeck, Cal Huntley and Brian McGregor. They are not associated with any group. They are focused on bringing another sheet of ice to Farmington. They are parents involved in numerous ice programs. They started in December with an inception phase to see if this can be done. After they knew it was possible to add on to the Schmitz-Maki Arena, they started the elaboration phase and gathered experts in building ice arenas. They have determined there is enough demand in Farmington for a second sheet of ice to be a success. Tonight is the execution phase where they are seeking approval. Mr. Junker presented the design to add an NHL size sheet of ice to the arena and make a number of structural changes to the arena. The ice resurfacer would be in the rear. There would be a shared lobby area,varsity locker rooms, and team rooms. The second floor of the current arena would be used for storage only. The second sheet would host 300 visitors which means we could have tournaments here. This would also bring business to Farmington. Currently they have raised $360,141. In order to continue they have to make sure they have adequate financial sources as well as sponsorship opportunities. They are using a standard pyramid for financial sourcing. A Joint Powers Agreement would be in place stating who has the operating authority with the rink. They are looking to bring all groups together to create a solid,top line revenue for the rink, by making sure we know exactly how many hours are being purchased and committed. This would bring a group responsibility for the bottom line of the rink. The groups would include the City, Learn-to-Skate,Parks and Recreation, Schools, Farmington Youth Hockey Association, Heritage Skating Association, Ice for Tigers and the Farmington Business Association. They will be asking for specific alignment on the upfront capital, a commitment for payback as well as a period for that payback, and the structure of the build to make sure it accommodates all groups. Ice for Tigers was asking for Council approval on the following: 8 Council Minutes(Regular) September 17,2012 Page 5 1. Approve the ability for a new rink to be added to the Schmitz-Maki Arena contingent upon agreement of a joint powers agreement by all seated JPA parties. 2. Approve the ability to sell naming rights to the new sheet and naming rights to the arena(Schmitz-Maki retains the current sheet and our group recognizes their instrumental contribution to our community) contingent on City Council/Parks and Recreation approval. 3. Approve the ability to sell sponsorship opportunities in the new rink with sponsored player benches, scoreboard, penalty boxes, scorer's table, locker room and seats contingent upon City Council approval. 4. Approve the ability to sell sponsorship on dasher board panels for upfront capital investments over a period of five to ten years, contingent upon City Council approval. 5. Approve the ability to sell pucks for donations for our$500K wall which will be mounted at the new sheet on the wall in the format of a"TIGERS" display. 6. Approve a joint working session alongside JPA parties to reach mutual agreement on a JPA. Mayor Larson stated we are asked to vote on these six items. Everything is contingent on a Joint Powers Agreement between the City, School, and hockey association. There are no finances discussed now,because we do not know what everyone wants. That will be worked out within the Joint Powers Agreement. Councilmember May noted the Park and Rec Commission discussed it further, and she agrees with them. She did not understand the Council approving sponsorship opportunities. It sounds like a City project if we grant that approval. She would like to get some legs under the JPA first and felt approval of sponsorships would be part of the JPA. She thought Council should be saying if everything moves through,you can build it there. We haven't seen any numbers and there is no finance plan. It sounds good and looks good, but there is no financial proposal, only a range. When talking about selling sponsorships, she would like some feedback from the JPA. If there is public financing involved, is that the City,the school, is it all private, because then it would be moot for the Council to grant approval to sell sponsorships. Mr. Junker stated there are some higher value sponsorship opportunities and their goal is, after the first couple JPA meetings,to go out and get those sponsorships. The JPA is setting the dollar amounts for things like sponsoring a score board,or a player bench. The approval to sell them is something they would like to have so as they solicit those sponsorships,they know they can fill that area of the triangle. Councilmember May asked why the Council would grant that approval. Mr. Junker stated they wanted to make sure they covered all the bases. Councilmember May would like to keep it very simple and say if it all works out,you can build it there, but a lot of things have to fall into place. Mayor Larson stated this is the first step in many steps to come. It is important for them to secure those sponsorships so they can bring that sponsorship money to the JPA committee so we know where the 9 Council Minutes(Regular) September 17,2012 Page 6 finances start. Councilmember May stated she would vote for items 1 and 6. Councilmember May stated she is not a fan of public financing. There are a lot of other needs in the community. Councilmember Donnelly stated we are not committing any City money at this point. At the workshop they presented how it actually makes the two rinks self- supporting. He understood the need and it is contingent on a JPA. Councilmember Bartholomay agreed with all items. The JPA will be the crucial piece. He understood needing permission for the donors to make a commitment. Councilmember Fogarty stated for ten years she has heard we need a second sheet. She was excited to see a group make it a community effort and that understands the City cannot write a check for a second sheet of ice. Of all the proposals, this is the most realistic and tangible thing she has ever seen brought to the City. She supported anything that brings the community together and starts with the community and is brought to all elected officials. You are talking about six to eight entities and that is how these things get done. The City and School Board cannot write a check for things like this. There are real needs in the community, so this falls low on the list. When there is a community effort you take notice. She thanked those involved in this and for their work going forward. She completely supports this. Mayor Larson stated this is the first step in many to come. Everything is contingent on the JPA. It is important that all items are part of the motion. MOTION by Fogarty, second by Bartholomay to approve all of the requested items. Voting for: Larson, Bartholomay, Donnelly, Fogarty. Voting against: May. MOTION CARRIED. MOTION by Fogarty, second by Larson to appoint Councilmembers Donnelly and Bartholomay to the Joint Powers group. APIF,MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Fogarty: Congratulations to the football team on their third win this season. Thank you to the Rotary for a great Ramble Jam. Councilmember May: She hoped the ice arena works out. She voted no because she did not agree with all the items and wished them luck. She thanked all the volunteers for Ramble Jam. Most of the money raised goes back to the community. There was a note about the refund from the workers' compensation insurance of$72,000 going to the employee expense fund. She asked why it goes there and not to the general fund. City Administrator McKnight will look into it. Councilmember May would like to know what is paid out of the fund and what is the current balance. That is also related to item 7c) about the health insurance medical loss ratio going to that fund. Regarding the salary increase investigation, although nothing illegal was found, she still felt there were things as far as the process. The process will be reviewed. 10 Council Minutes(Regular) September 17,2012 Page 7 City Administrator McKnight: Absentee voting starts September 21, 2012, for the general election. Four of the six precincts have changed, so voters need to make sure they know where to vote in November. Residents received a card from the county with their new polling location. City Engineer Schorzman: Seal coating of the trails along Pilot Knob will begin next week. Mayor Larson: He thanked Councilmember May, City Administrator McKnight, the Rotary, and all volunteers for a successful Ramble Jam. It was a great time and hundreds of hours were put into the event. A GROW Farmington meeting was held, and they are trying to bring a Shop Local campaign to Farmington. They want people to think of Farmington first to support local businesses. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 7:58 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 11 71 0-14% `its o as inon 4 Street w Farmington,Minnesota 651.280.6400•Fax 651.280.6899 w+row.ci.tarmmgu m.mn.0 TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Executive Assistant SUBJECT: Adopt Resolution—Appointing 2012 General Election Judges DATE: October 1,2012 INTRODUCTION/DISCUSSION The General Election is Tuesday,November 6, 2012. Per State Statute 204B.21, subd.2, election judges must be appointed at least 25 days before the election. The attached resolution appoints judges for all precincts one through six for the 2012 General Election. BUDGET IMPACT Election costs are included in the 2012 budget. ACTION REQUESTED Adopt the attached resolution appointing election judges for the General Election on November 6, 2012. Respectfully submitted, Cynthia Muller Executive Assistant 12 RESOLUTION NO. R38-12 APPOINTING ELECTION JUDGES FOR THE NOVEMBER 6,2012 GENERAL ELECTION Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City the 1"day of October, 2012 at 7:00 p.m. Members present: Larson, Bartholomay, Donnelly, Fogarty, May Members absent: None Member Fogarty introduced and Member Bartholomay seconded the following resolution: WHEREAS,pursuant to Section 204B.21 of the Minnesota Election Laws, election judges shall be appointed by the governing body of the municipality at least 25 days before the election at which the election judges will serve; and WHEREAS, election judges shall receive at least the prevailing Minnesota minimum wage for each hour spent carrying out duties at the polling place and attending training sessions. NOW THEREFORE,BE IT RESOLVED that the individuals listed in this resolution are appointed to serve in the City of Farmington as election judges for the 2012 General Election at the hourly rate of$8.00 for election judges and $9.00 for head judges; and will serve at the following designated polling locations: Precinct 1 —Rambling River Center, 325 Oak Street Precinct 2—Faith United Methodist Church, 710 Eighth Street Precinct 3 —Farmington Maintenance Facility, 19650 Municipal Drive Precinct 4—Farmington Lutheran Church, 20600 Akin Road Precinct 5—Bible Baptist Church, 19700 Akin Road Precinct 6—Farmington City Hall, 430 Third Street 2012 General Election Judges Marlene Beeney Joan Fritchman Pat White Evan Brewer Blanche Reichert Mary Winters Cinda Drown Lucille Walters Arlene Sattler Richard Cornair Rose Benz Gretchen Bergman Hazel Truax Carole Hansen Pat Thurmes Dave Stanek Karen Pietsch Georgia Freetly Charles Weber Cindy Waldt Lauretta Schneider Many Engelke-Schmidt Darold Ashton Michael Marotta Lisa Benson Lois Lotze Brenda Ellis-Reedy Robert Baker Lori Pilla Janet Carpentier Tom Welter Lynn Nordine Paul Born Nancy Bjerke Peggy Reiman Joyce Blowers Dennis Perro Georgene Herlofsky Helen Hagen Sarah Miller Larry Hempler Arlene Wefers Ron Miles Gloria Born Daniel Kiel Jeanne Stanek Patrick Hansen Sheila Conroy Jill Hall Anita Ashton Sue Perro Lee Benz Derrel Warner Cheryl Wade Kim Lomas Bonnie Andrusick Dennis Sullivan Alleen Wicktor Darlene Grabowski Michelle Hinze Laura Suchanek Rosemary Swedin Todd Carey Doris Dahl Bruce Jenkins Pennie Page Mary Reisinger Charles Freundl Marilyn Melchior BE IT FURTHER RESOLVED that the City Clerk, or City Clerk's designee, is authorized to appoint additional election judges as needed to conduct the 2012 General Election. This resolution adopted by recorded vote of the Farmington City Council in open session on the 1st day of October 2012. Mayor Attested to this&h 'day of October, 2012. Ci" (i Administrat r U SEAL .7c (0149:4 City of Farmington (�, 430 Third Street 1 ' Farmington,Minnesota . 1451.280.6300•Fax 651.280.6899 rage www.cl.t rm rIg1AA7.m11.LUi TO: Mayor, Council Members, and City Administrator FROM: Todd Reiten, Director of Municipal Services SUBJECT: Hydrant Flushing DATE: October 1, 2012 Introduction The City of Farmington's Municipal Services will be flushing hydrants during the weeks of; • October 1st—October 5th (Hydrants north of HWY 50 and west of railroad tracks) • October 8th—October 12th (Hydrants in the remaining areas, downtown and east of tracks) Flushing operation Hydrant flushing is done twice a year in the spring and fall. Hydrant flushing is done to check fire hydrants and flush out any accumulated rust. Rusty water is expected during the flushing process.To avoid getting rust on clothing residents should avoid doing laundry during hydrant flushing dates. If laundry stains occur,keep the discolored items damp and pick-up a bottle of rust remover at the City Hall or Maintenance Facility. A map outlining the tentative schedule is available on the city website. Action Requested This memo is for information only and meant for possible calls the Mayor or City Council may receive during the hydrant flushing procedure. Respectfully submitted, Todd Reiten Director of Municipal Services 15 Hydrant Flushing Map Hydrants north of Highway 50 and west of the railroad tracks will be flushed October 1-5. Hydrants in the remaining areas will be flushed October 8-12. OCTOBER 1-5,2012 WEEK 1 MONDAY • J TUESDAY .,f. ,�,LL _I f __.._ - _�kw -- -° i— � F1‘i _ _. WEDNESDAY I�` ,m � THURSDAY ! ,..7 1 \7��L (tf•n". FRIDAY imm 3 OCTOBER 8-12,2012 ILS" i WEEK 2 py4 } "' b MONDAY E •S� � v IL�: TUESDAY •-- Y r ^ WEDNESDAY CD \ \!lla11 J THURSDAY ,• �� \ � fiATIERSLSISHxe�l 1:,. , . ---M " C-71.% i 417 ;1 A tt , Fp•,„ u t + ; € 1 t , -)' . , \ - N ! iii-,1,* rill 1 1-7) .-% '';,,Sg:'W,_ . ..4\tie 1 ' '', 4,1 . \ . d gr1/4 , . ! - At: ,, . . ,,, ,, ,.. . ,, ,,. , ,F , di4k„,, - 0. - , .............._,... ,. 0 ... • , , . s I; [ N., 11 15 It iI 0 E ft .� �..7 €n I / �3 .. - E f. ��:4'. ,, a - S um! - --8 f I -ilia :!, ma Elms , PIM NM ��1 MU MU VW,. .. ff 1 CITY OF FARMINGTON -- ro -- C �. t i; f.., [II � 500 I I I p 0 1000 2000 3000 SCALE 16 20/ oiy��, City of Farmington s A 430 Third Street Farmington,Minnesota 'fib `1 — ' 4 •�o 651.280.6800•Fax 651.280.6899 -Wii "A wwwci.farmington.mnus TO: Mayor and City Council FROM: David J.McKnight,City Administrator SUBJECT: RFP for City Legal Services and City Prosecution Services DATE: October 1,2012 INTRODUCTION L Attached for your review is a request for proposal(RFP)for city legal services and city prosecution services. DISCUSSION The City Council has requested a number of times in the past few years that staff go out for RFP or get quotes on the professional services we receive. Staff developed this RFP to look at the services we receive and the cost we pay for our city attorney and city prosecutor work. City staff is very happy with the work that has been performed by our current city attorney but the need to ensure that we are receiving the best service for the best cost is important. BUDGET IMPACT Budget impact of decisions made with the city attorney services will be dependent on the financial quotes we receive. ACTION REQUESTED Approve the attached request for proposal for city legal services and city prosecution services. Respectfully submitted, David J.McKnight City Administrator 17 IAR/P1 oriP O k An V 'A PR City of Farmington Request for Proposals For City Legal Services and City Prosecution Services City of Farmington 430 Third Street Farmington, MN 55024 www.ci.farmington.mn.us October 2012 18 1 INTRODUCTION AND BACKGROUND A. General Information and Scope of Work The City of Farmington invites written proposals from qualified law firms interested in providing a full range of civil legal services to the City of Farmington. The City Attorney is expected to provide general legal services for the City and act in an advisory capacity to the City Council,City Administrator, staff and appointed committees, as directed. Specifically,the City Attorney can expect to provide the following services: • Attend all City Council meetings and selected work sessions, Commission and Committee meetings as requested by the City Council or City Administrator. City Council meetings are ordinarily held the first and third Monday of the month. • Draft ordinances,resolutions and correspondence as requested. • Prepare official documents including development agreements and planned unit development agreements. • Review Council and Planning Commission agenda backgrounds and minutes. • Participate In meetings and discussions with Mayor, Councilmembers, City Administrator, staff and other individuals as requested. • Draw up municipal contracts for public improvements,joint powers agreements,purchases and other purposes as requested. • Assist staff in processing licensing violations,administrative fines and suspensions. • Represent the City in the acquisition of property and easements. • Conduct occasional law updates for City Council and staff as necessary. • Represent the City In condemnation proceedings for public improvement projects. • Advise and assist staff as requested in the development of Requests for Proposal and formal bid documents. • Represent the City in matters related to the enforcement of City building, housing, zoning and fire codes. • Research and submit legal opinions on legal matters requested by City Council or City Administrator. • Defend the City In litigation as required. • Advise and represent the City in employment related issues,labor negotiations,arbitration, administrative hearings and related litigation. • Interpret and advise the City on municipal employment matters including but not limited to: PEIRA, labor agreements, personnel policy, FLSA, Veterans' preference, unemployment compensation and human rights/EEOC/affirmative action issues. The City's attorney will also provide for the prosecution of petty misdemeanors, misdemeanors, and gross misdemeanors as well as providing related legal advice. This includes the ability to cite • codes as necessary and assist In the development of City policies and guidelines for managing different existing and potential future situations. As a minimum,the proposal shall include: • Provide resumes for your firm and for each attorney who may provide services to the City. • Describe special areas of expertise held by members of the applicant firm and describe how they may be utilized/applied within the prosecution function. Describe criminal appellate experience. 19 • One important consideration in the provision of Farmington's prosecution services is that the attorney(s)be readily accessible to City personnel,especially police officers. Discuss how your firm intends to meet this goal. • Describe who would primarily serve as prosecutor. Describe how you will ensure sufficient backup personnel are available as needed. • Describe your research capabilities, and the references that you utilize. Detail your capabilities to maintain a proper response time for legal reports and memos. • Describe your support staff(knowledge,skills,abilities,expertise). • Describe in detail all related services that will be rendered in conjunction with the proposed prosecution services (training sessions for police, regular written updates and policy statements,etc.) • List and describe any previous or current experience in municipal legal services, specify activities performed and the name of a person who may be contacted at the municipality. • List previous or current activities performed for the City of Farmington. • Define any potential conflicts of interest the firm may have providing services to the City. ▪ Provide a detailed description and explanation of all fees and/or charges that may arise for provided prosecution and related legal services. • Provide a recent audit or financial report. B. Qualifications and Selection Criteria The City of Farmington intends to select and award a contract to the firm best qualified to perform the work described in Section A based on cost,extent and quality of firm's resources, communication and presentation skills, and quality and extent of municipal representation experience. C. Review and Recommendation Process Based upon review of the submitted proposals and potential interview of qualified candidates, one firm will be recommended for City Council approval. Interviewing,if needed,is preliminarily scheduled for November 14,2012 at Farmington City Hall. D. Financial Liability Limitations The City of Farmington shall not be liable for any expenses incurred by the applicant including but not limited to expenses associated with the preparation of the proposal, attendance at the interviews,preparation of a compensation(fees)schedule or final contract negotiations. E. Rights of Review The City of Farmington reserves the right to reject any proposal or to request additional information from any or all applicants. ��. PROPOSAL INSTRUCTIONS A. Proposal Submission Six(6)copies of the Proposal shall be submitted to: 20 David McKnight City Administrator City of Farmington 430 Third Street Farmington,MN 55024 651»280-6801 dmckn ight@cl.farmington.mn.us All responses, questions, and correspondence should be directed to David McKnight. In the interest of fairness to all respondents,do not contact other staff or elected or appointed officials. B. Schedule 1. Proposal Due Date October 30, Q 2. Review of RFP's Completed, November 5,2012 3. Interviews(if Needed) November 14,2012 4. Contract Negotiation Completed Deccpnber 2012 5. Contract Finalization December 2012 6. Contract Effective Date January 1,2013 NOTE: ALL PROPOSALS MUST BE RECEIVED BY OCTOBER 30.201 2 AT FARMINGTON CITY HALL NO LATER THAN 1:00 P.M. 21 111. PROPOSAL CONTENT During the evaluation process, the City of Farmington shall reserve the right to request additional information or clarifications from a firm,or to allow corrections of errors and/or omissions. The following material is required to be received by October 30, 2012, for a proposing firm to be considered: A. Cover Letter/Title Page Title page showing the following: The firm's name,address,telephone,and email address of the contact person;and the date of the proposal. B. Transmittal Letter A signed letter of transmittal briefly stating the firm's understanding of the work to be done,the commitment to perform the work within requested time periods, a statement why the firm believes that it is best qualified to perform the engagement and a statement that the proposal Is a firm and irrevocable offer. C. Technical Proposal The proposal for technical qualifications shall be limited to eight-pages excluding resumes and references. The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity of the firm seeking to undertake the City Attorney role for the City of Farmington In conformity with the requirements of this request. As such,the substance of the proposals will carry more weight than form or manner of presentation. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. Please identify the primary attorney who would be assigned responsibility for Farmington and his/her primary backups. 1. Firms Profile a. A description of the legal services, specifically relating to City government, which the firm is capable of providing,together with an explanation of how these services might best assist the City of Farmington. b. A brief description of the experience of the firm in representing municipalities. c. A brief description of the proficiency of the firm in dealing with development and redevelopment issues. 22 d. Any additional information which might be beneficial to the City of Farmington in evaluating the firm's qualifications to serve as City Attorney. 2. Personnel Qualifications-Resumes For each member of the professional staff proposed to be assigned to this engagement, please provide the following Information: a. A brief resume of the professional experience and qualifications of the individual. b. An outline of the proposed function of the individual in the proposed engagement. c. A description of the accessibility and availability of the individual during the course of the engagement. d. The office location to which the individual is assigned. 3. References a. Please include a list of municipal clients where related services were provided by the professional staff proposed along with the name and telephone number of a person who may be contacted at the municipality. b. Include a list of previous or current services provided to the City of Farmington. 4. Compensation Schedule a. The proposal should clearly set forth the basis for fees to be charged for the work proposed. Rates should be clearly stated for varying levels of staff expected to perform support services. b. Identify any other costs the city will be charged in addition to those noted in 4a. IV. CONTRACT EXECUTION The information below is being provided as part of this Request for Proposal to give proposers an understanding of the City's expectations with respect to contract execution. 23 A. Negotiations and Contract Execution The City reserves the right to negotiate the final terms and conditions of the contract to be executed. Should the City and a firm be unable to agree upon the entire contract, the City reserves the right to discontinue negotiations,select another firm,or reject all of the statements of proposal. Upon completion of negotiations agreeable to the City and firm,a contract shall be executed. It is anticipated that the City will establish a relationship with a selected firm for a minimum of five (5) years. A contract for one year with annual renewals is expected. Each party may terminate the contract with 90-day notice. Contracting Ethics 1. No elected official or employee of the City of Farmington who exercises any responsibilities in the review, approval, or Implementation of the proposal shall participate in any decision,which affects his or her direct or indirect financial interests. 2. It Is a breach of ethical standards for any person to offer,give,or agree to give any City of Farmington employee or Council person, or for any City of Farmington employee or Council person to solicit,demand,accept,or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group or corporate desire to obtain special, preferential, or more favorable treatment than is normally accorded the general public. 3. The firm shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City. 4. 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X0) 0) tiff c a >. > E E, c 0 U O N O• Q N CO of at Y 1I a in l # co F. ,Y Co U in 0 Q' Z L 0 /o0_, 4ittutt, City of Farmington %Ow430 Third Street Farmington,Minnesota "4 10 651.280.6800• ,�,r A��� Fax 651.280.6899 www.ci.farmington.mnus DATE: October 1,2012 TO: Mayor and City Council FROM: David J.McKnight,City Administrator SUBJECT: August 2012 Financial Report INTRODUCTION, Attached for your review is the August 2012 financial report. I have listed a number of points of interest for your review below. General Fund Revenues The general fund revenues are at 52.60%of the budget through August which represents 67%of the year. The first half property tax payment was received in June. All of the remaining revenues,with the exception of franchise fees,are below the 67%mark at this point. This includes the permits category which is at 65.42%of budget. Building permits individually are at 63.2%of budget. I am pleased that this line item is staying very close to the anticipated budget 1 at least through August. General Fund Expenditures The general fund expenditures are at 61.27%of the budget through August. There are some budgets that are significantly over the 67%mark at this point. ✓ Emergency Management is at 127%due to upgrade of all of our warning sirens this year. ✓ Engineering is at 75%of the budget due to more work being charged to this area than was budgeted. There are offsetting budgets in the non-general fund area that are under budget due to this issue. ✓ Swimming Pool is at 92%due to the seasonal nature of this budget. Overall the General Fund expenditures are below budget as a group which is very good news. 47 Rambling River Center The Rambling River Center had$12,103 in expenditures in August compared to$3,361 in revenues. Revenues at the RRC are at 61.60%through August and expenditures are at 59.64% in that same time period. Swimming Pool The pool had$25,456 in expenditures in August compared to$9,329 in revenues. For the year the pool is at 91.8%of expenditures and 96.99%of revenues. The pool is now closed for the season. Special Revenue Funds The special revenue funds are established to account for specific revenue sources or to finance a specific activity. EDA-August expenditures totaled$341 while revenues were$589. The fund balance went from -$55,334 to-$36,243 due to the transfer that is taking place each month to help eliminate the negative fund balance. More detail on where and how city staff believes this fund balance will end up at the end of 2012 was shared at the last EDA meeting. The City Council approved this transfer as a part of the 2012 budget. Ice Arena-August expenditures totaled$17,239 while revenues were$1,153. The fund balance for the arena went from-$270,819 in July to-$286,505 in August. The ice has been placed back in the arena in September and you will now start to see more expenditures and revenues in this budget. Enterprise Funds The enterprise funds are self-supporting and do not need financial assistance from the general fund. Downtown Liquor Store-August expenditures were$201,378 while revenues were$188,218 for a gross loss of$13,160 for the month. The downtown store had a charge of almost$34,000 in accrued vacation and sick leave paid out in August. This resulted in the downtown store having a net loss for the month. Pilot Knob Liquor Store-August expenditures were$217,059 while revenues were$227,721 for a gross profit of$10,662. The cash fund balance for the liquor stores at the end of August was$170,813.68. Sewer,Solid Waste,Storm Water and Street Lights-These funds are all in line with where they should be at this point in the year. 48 DISCUSSION Review the financial report and discuss any issues you may have. Starting next month Robin Hanson will be taking over this report. I am encouraging her to present the information in the method she believes is best so you may see some changes to this report in the future. BUDGET IMPACT None. ACTION REQUESTED None,information only. 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DISCUSSION Minnesota statute 13D allows for the City Council to meet in closed session for a very limited number of items. One of the items allowed to meet in closed session on is labor negotiations. Our two AFSCME union contracts expire at the end of 2012 and we are about to begin negotiations on these contracts. Staff needs some guidance on issues related to the negotiations. BUDGET IMPACT To be discussed as a part of the closed session. ACTION REQUESTED Make a motion to go into closed session to discuss labor negotiations on our two AFSCME contracts as allowed by state statute. Respectfully submitted, David J.McKnight City Administrator 58