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HomeMy WebLinkAbout04.01.13 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 Douglas Bonar Terry Donnelly Christy Fogarty AGENDA REGULAR CITY COUNCIL MEETING April 1, 2013 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. APPROVE AGENDA S. ANNOUNCEMENTS/COMMENDATIONS a) Star of the North Congressional Award—Rambling River Center Lap Robe Ladies Recognized b) Adopt Resolution—Accepting Liquor Store Donation to Rambling River Center R21-13 c) ALF Ambulance/Allina 2012 Annual Report Information Received d) Proclaim Earth Day April 22, 2013 Proclaimed e) Proclaim Arbor Day April 26, 2013 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 (3/18/13 Regular)(3/25/13 Workshop) Approved b) Adopt Resolution—Accept Donations Rambling River Center—Parks and Recreation R22-13 c) Adopt Ordinance—Amend 2013 Fee Schedule Urban Chicken Permit and Urban Chicken Renewal Permit- Planning Ord 013-661 d) Adopt Resolution—Approve Gambling Premise Permit Farmington Youth Hockey Association—Administration R23-13 e) Approve Private Capital Projects—Operating Transfer—Finance Approved 0 Approve Emergency Management Mutual Aid Agreement—Fire Department Approved g) Approve Administrative Policies and Procedures—Review, Changes and/or Corrections—Human Resources Approved h) 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) Approve City Council Strategic Plan/Goals for 2013-2017 -Administration Approved 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. 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 3 Star of the North Congressional Award Rambling River Center Lap Robe Project memo 5 Adopt Resolution -Accept Liquor Store Donation to Rambling River Center Memo 6 Resolution 8 Proclaim Earth Day April 22, 2013 Memo 9 Proclamation 10 Arbor Day Proclamation memo 11 proclamation 12 Approve Council Minutes (3/18/13 Regular)(3/25/13 Workshop) Regular Minutes 13 Workshop Minutes 18 Adopt Resolution Accept Donations to the Rambling River Center memo 21 resolution 22 Adopt Ordinance Amending 2013 Fee Schedule Urban Chicken Permit and Urban Chicken Renewal Permit FeeSchedule AmendmentURBAN CHICKENS Memo2013 23 FeeSchedule AmendmentURBAN CHICKENS Ord2013 24 Adopt Resolution -Approve Gambling Premise Permit Farmington Youth Hockey Association Memo 25 Resolution 26 Private Capital Projects—Operating Transfer CMResolution - Private Capital Project Operating Transfer 20130401 27 capproj_201303260819 29 Approve Emergency Management Mutual Aid Agreement Memo 30 Background Information 31 Agreement 32 Approve Administrative Policies and Procedures - Review, Changes, and/or Corrections - Human Resources P&P manual updates 2013 42 FMLA 2013 43 Cell Phone 2013 49 Approve Bills 1 Bills 50 City Council Strategic Plan/Goals for 2013-2017 Memo 71 Goals 73 2 ao�� '� City of Farmington 430 Third Street ` Farmington, Minnesota 651.280.6800•Fax 651.280.6899 mote www ci.Farmington.ma.us TO: Mayor, Councilmembers and City Administrator FROM: Missie Kohlbeck, Senior Center Coordinator Randy Distad, Parks and Recreation Director SUBJECT: Congressional Award Recognition of Rambling River Center Members DATE: April 1,2013 INTRODUCTION Recently several Rambling River Center members were recognized with a Star of the North Congressional Award from Congressman John Kline. DISCUSSION During a ceremony held on March 11, 2013 at Kenwood Junior High in Lakeville, Minnesota, several members of the Rambling River Center were presented with a Star of the North Congressional Award from Congressman John Kline.The Star of the North Congressional Award is given to publicly recognize the extraordinary acts of service and random acts of kindness that people in Congressman Kline's 2nd District have been willing to undertake.The Congressional Award was presented for a lap robe project that members initiated at the Rambling River Center resulting in 98 of these smaller quilt-like blankets and 18 heart pillows being made and given to deserving veterans. The following Rambling River Center members were presented with this Congressional Award during the ceremony: Betty Steege, Julia Johnson, Austa Harmer, Peggy Webster and Dorothy Schmidtke. ACTION REQUESTED The City Council is being asked to formally recognize these women for receiving this prestigious Congressional Award and for the project itself. It is anticipated that all of the recipients will be attending the April 1, 2013 City Council meeting to be recognized. Respectfully submitted, Missie Kohlbeck Randy Distad Senior Center Coordinator Parks and Recreation Director 5 401 i" City of Farmington 430 Third Street • Farmington.Minnesota 651,2R{f_fi300•Fax f�5l ?fit},b 9 w*4'1.cfi 8nnh1gLon.mnJ.L�i TO: Mayor and City Council Members FROM: David J. McKnight, City Administrator SUBJECT: Accept a Donation of a Television to the Farmington Liquor Store and Transferring the Television to the Rambling River Center DATE: April 1, 2013 INTRODUCTION Liquor Operations Manager Blair Peterson will be in attendance at your March 18, 2013 meeting for two purposes. First he will be presenting a new 46"television that the Farmington Liquor Stores received from a vendor to the Rambling River Center. Secondly he will take a few minutes to go over the preliminary 2012 store numbers. DISCUSSION The Farmington Liquor Stores received a 46" Insignia LCD television from Johnson Brothers for purchasing a certain volume of product. The stores have no need for this television and Blair thought it would be a good idea to donate it to a city department that had a need for one. In checking with a few department heads we found that the Rambling River Center has a need for a television in the Empire Room. We are happy to be able to donate this item to the Rambling River Center to use as a part of the programs they offer. The draft 2012 financials from the liquor stores have been reviewed by city staff. 2012 was a much improved year over 2011. The profit of the two stores was $281,542 before transfers. After transfers, the net profit of the stores is $191,534. The net profit after transfers increased from $17,796 in 2011 to $191,534 in 2012. There are two primary reasons for this increase. We put new leases in place in both stores for all or part of 2012 which helped the bottom line. Staff also believes that the increased traffic at City Center with the Family Fresh grocery store is having a positive impact on our downtown store. There are other reasons as well that Blair may touch on at the meeting. Overall we had a good year in 2012 and are working to keep the liquor stores on solid financial ground. BUDGET IMPACT For information only. 6 ACTION REQUESTED If the City Council is comfortable with our proposal, a motion should be made approving the resolution accepting the donation of the television from Johnson Brothers to the Farmington Liquor Store and the liquor store donating the television to the Rambling River Center. The financial information presented is for informational purposes only. Respectfully submitted, David J. McKnight City Administrator 7 RESOLUTION NO. R21-13 A RESOLUTION ACCEPTING A DONATION OF A TELEVISION TO THE FARMINGTON LIQUOR STORE AND TRANSFERING THE TELEVISION TO THE RAMBLING RIVER CENTER Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington was held at the Farmington City Hall on the 1St day of April 2013 at 7:00 p.m. Members Present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Members Absent: None Member Fogarty introduced and Member Bonar seconded the following: WHEREAS,the Farmington Liquor Stores have received a 46"Insignia LCD television due to the volume of items purchased from Johnson Brothers; and WHEREAS,the liquor stores have no need for the television, but would like to transfer it for use at the Rambling River Center. NOW THEREFORE BE IT RESOLVED by the Mayor and City Council of the City of Farmington,that the City accepts the donation of a 46" Insignia LCD television from Johnson Brothers and transfers the television from the liquor store to the Rambling River Center. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 1st day of April 2013. f ayor Attested to on the,,0r11 day of April 2013. Administrator C SEAL AURA* City of Farmington „ra 430 Third Street Farmington,Minnesota MO 651.2R0_6R00•Fax 651.280.6899 A wwwci.1 rmmgtim.mn.uv TO: Mayor, Council Members, and City Administrator FROM: Lena Larson, Municipal Services Coordinator SUBJECT: Proclaim Earth Day DATE: April 1,2013 INTRODUCTION&DISCUSSION The United States has celebrated Earth Day on April 22 since 1970. In 1990, it became a global event. Promoting Earth Day activities and events educates the public about the importance of acting in an environmentally sound fashion by reducing waste, conserving energy and water, and adopting more ecologically sound lifestyles. In commemoration of Earth Day, the City has several events planned. The eleventh Annual Community Pond & Park Cleanup will be held on Saturday, April 27, 2013, and the City is partnering again this year with Farmington Area Community Education to bring an Earth & Arbor Day Celebration to the community. Earth & Arbor Day will be held at Rambling River Center from 11:30 a.m. to 12:30 p.m. and gives participants an opportunity to learn about how their actions impact the environment. Kids Rock will entertain the Pond & Park Cleanup volunteers and Earth &Arbor Day attendees from 11:30 a.m. to 12:30 p.m. and there will be earth friendly activities and exhibits. Curbside Cleanup Days start on Saturday, April 20 and end May 18, 2013. The Curbside Cleanup Day program gives Farmington residents a convenient opportunity to properly dispose of appliances, electronics, and large household items. ACTION REQUESTED Proclaim April 22, 2013 to be Earth Day in Farmington. Respectfully Submitted, Lena Larson Municipal Services Coordinator 9 Office of the Mayor Farmington, Minnesota Earth Day 2013 Proclamation WHEREAS, in 1970, more than twenty million Americans joined together on Earth Day in a demonstration of concern for the environment, and their collective action resulted in the passage of sweeping new ! ___ to protect our air, water, and land; and WHEREAS, The people of Farmington take great pride in our City' LL natural beauty and support a clean and safe environment; and WHEREAS, Earth Day is a national and international call to action for all citizens to join in a global effort to save the planet; and WHEREAS, Earth Day activities and events will educate all citizens on the importance of acting in an environmentally sound fashion by reducin waste, conserving energy and water, using efficient transportation, and . adopting more ecologically sound lifestyles; and WHEREAS, Through increased environmental awareness, Farmington can meet the challenge of having an ecologically healthy community and a vigorous environment for its citizens; NOW THEREFORE, BE IT PROCLAIMED that the City Council of the City of Farmington designate and proclaim April 22, 2013 as Earth Day. In witness whereof I have hereunto set my hand and caused the seal of this city to be affixed. Mayor -.e.------ -- Date K:i. = � e i � 'c>i3 TY /4FAR r City of Farmington A 430 Third Street K Farmington,Minnesota `� "� 651.463.7111 .Fax 651.463.2591 PIWV wwwci.iarmmgtun_mnu.,s TO: Mayor, Councilmembers, City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Arbor Day Proclamation DATE: April 1, 2013 INTRODUCTION For the past twenty two years the City of Farmington has met the requirements established by the National Arbor Day Foundation to be designated as a Tree City USA community. In order to continue with Tree City USA designation, one of the requirements is to have the City Council proclaim Arbor Day in Farmington. DISCUSSION In addition to proclaiming Arbor Day in Farmington on April 26, 2013,the City will also be having two Arbor Day tree plantings on this date. • The first tree planting will occur at 10:00 a.m. at Lake Julia Park and will involve 5th grade students from North Trail Elementary School assisting with the tree planting. • The second will occur at 1:30 p.m. at Rambling River Park(near the tennis courts)and will involve Green Team students from Levi Dodge Middle School. City Council members along with community members are invited to attend and participate in both of these tree plantings. Staff is requesting the City Council's collective support of the attached proclamation by having it read by the Mayor during the meeting. ACTION REOUESTED Proclaim Friday, April 26, 2013 as Arbor Day in Farmington. Respectfully submitted, Randy Distad Parks and Recreation Director 11 Arbor Day Proclamation WHEREAS: Trees and forests brighten Minnesota's future by creating jobs,providing recreational settings, increasing property values, and making cities more livable; and WHEREAS: Trees and forests brighten society by building strong community ties, reducing crime, and providing common meeting places; and WHEREAS: Trees and forests brighten our lives by providing lumber for building homes, fiber for producing paper, foliage for decorating, and food for eating; and WHEREAS: Trees and forests brighten the environment by moderating climate, improving air and water quality, conserving water and energy, and sheltering wildlife; and WHEREAS: Each year, on the last Friday in April, and throughout the month of May, Minnesotans pay special tribute to the trees and all the natural resources they represent, and dedicate themselves to the continued health of our state's community and rural forests. NOW, THEREFORE, I, Todd Larson, Mayor of Farmington, do herby proclaim April 26, 2013 as: Arbor Day in the City of Farmington, and I urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and Further, I urge all citizens to plant and care for trees to gladden the heart and promote the well-being of this and future generations. Dated this 1st day of April in the year 2013. Mayor _�!j COUNCIL MINUTES REGULAR March 18, 2013 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OFALLEGL4NCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay, Bonar, Fogarty Members Absent: Donnelly Also Present: Andrea Poehler, City Attorney;David McKnight, City Administrator;Robin Hanson, Finance Director;Brian Lindquist, Police Chief;Randy Distad, Parks and Recreation Director;Kevin Schorzman, City Engineer;Todd Reiten, Municipal Services Director;Brenda Wendlandt, Human Resources Director;Tony Wippler,Assistant City Planner;Jen Dullum,Natural Resources Specialist;Cynthia Muller, Executive Assistant Audience: Dennis& Sally Reger,Anna Findsen, Jerry Rich 4. APPROVE AGENDA City Administrator McKnight pulled items 5c) Rambling River Center Lap Robe Ladies Award and 5d)Liquor Store Donation to the Rambling River Center, and will bring them to the next Council meeting. Mayor Larson pulled item 7m) Approve bills for separate vote. MOTION by Fogarty, second by Bartholomay to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Trinity Golf Tournament Fundraiser Ms.Anna Findsen spoke regarding upcoming special events at Trinity Care Center. The Annual Easter Egg Hunt will be March 23, 2013,and is open to the public. The Trinity Campus holds a volunteer social each year and that is April 20,2013. Participants and sponsors can sign up for the Annual Trinity Golf Tournament. Proceeds will go towards purchasing new dressers for the residents. b) Police Department Awards Police Chief Lindquist presented Mr.Jason Rose with a Citizen Valor Award for rescuing a resident from his burning home. Police Chief Lindquist presented Officer Travis Sundvall and Bosco with a Life- Saving Award for locating a suicidal individual so life-saving measures could be performed. 13 Council Minutes(Regular) March 18,2013 Page 2 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Fogarty, second by Bonar to approve the Consent Agenda as follows: a) Approved Council Minutes(3/4/13 Regular)(3/11/13 Workshop) b) Approved Joint Powers Agreement Dakota County Household Pharmaceutical Disposal Program—Police Department c) Approved Temporary On-Sale Liquor License St.Michael's Church- Administration d) Adopted RESOLUTION R16-13 Approved Gambling Event Permit St. Michael's Church-Administration e) Approved Job Evaluation(Wage) Study—Human Resources Councilmember Bonar noted this is a follow-up to a study performed ten years ago and the City will again be using the firm of Fox Lawson. He felt this is a worthwhile review to see how our wages align with other communities. He asked that Council receive regular updates to this five month process which could begin in a couple weeks. f) Approved Administrative Policies and Procedures—Review, Changes and/or Corrections—Human Resources g) Approved Promotion Finance—Human Resources h) Approved Agreement to Purchase and Install Playground Equipment in Pine Knoll Park—Parks and Recreation Councilmember Bonar asked according to the master plan which installment is this out of the 20 City parks. Parks and Recreation Director Distad noted the City has replaced approximately 15 playgrounds and still have five parks to go. Playground equipment for those parks will be brought to Council in the future. We currently have a fund balance in the park improvement fund of$247,000 with $120,000 budgeted this year. i) Approved Agreement to Purchase and Install Picnic Shelter in Pine Knoll Park— Parks and Recreation j) Approved Swim Bus Service Agreement—Parks and Recreation k) Adopted RESOLUTION R17-13 Accepting Swim Bus Service Donation—Parks and Recreation 1) Adopted RESOLUTION R18-13 Approving Joint Powers Agreement with Dakota County for Household Hazardous Waste Drop-off Day—Municipal Services APIF,MOTION CARRIED. m) Approve Bills MOTION by Fogarty, second by Bonar to approve the bills. Voting for: Bartholomay,Bonar, Fogarty. Abstain: Larson. MOTION CARRIED. 14 Council Minutes(Regular) March 18,2013 Page 3 8. PUBLIC HEARINGS a) NPDES Phase II Annual Report—Natural Resources Natural Resources Specialist Dullum presented this annual report on storm water pollution. MOTION by Fogarty, second by Bartholomay to close the public hearing. APIF,MOTION CARRIED. MOTION by Fogarty, second by Bartholomay to approve the NPDES Phase II Annual Report. APIF,MOTION CARRIED. 9. AWARD OF CONTRACT a) Adopt Resolution—Award T113 Sewer Project-Engineering The low bid received was $117,583.26 from McNamara Contracting. A grant was received from the Met Council for$23,328. Staff also had$95,000 budgeted in the sanitary sewer fund for this project, of which$94,255 will be used. MOTION by Fogarty, second by Bartholomay to adopt RESOLUTION R19-13 accepting the base bid of McNamara Contracting, Inc. in the amount of $117,583.26 and awarding the project. APIF,MOTION CARRIED. 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Adopt Ordinance—Amending Section 6-4-2 Related to Keeping Animals Within the City and Adding Section 10-6-29 Chickens on Urban Residential Lots-Planning The Planning Commission recommended approval of the ordinance at their March 2013 meeting. A public hearing is required for any property less than 2.5 acres in size. If approved,the permit would be good for one year and thereafter a yearly renewal would be approved administratively. There would also be an inspection of the property. If the owner were to move,the permit would become null and void. The property would have to be a minimum of 10,000 sq. ft. (R-1 zoning). The maximum number of hen chickens allowed would be six. Roosters are not allowed. There are also shelter requirements. Staff received one e-mail opposing this request. Councilmember Fogarty received over a dozen phone calls not in favor of this request. She would like to amend the ordinance to three chickens in an effort to balance what she was hearing from everyone. She would also like this to come back to Council for review in a year, and also to be informed of any complaints. She would rescind the ordinance if there were a lot of problems. Councilmember Bonar was in favor of the ordinance as presented. There were a number of residents in the audience in favor of the request. He was confident this has been thoroughly reviewed over the last couple years. Councilmember Bartholomay was also in favor of the ordinance and wanted to follow the Planning Commission's recommendation. Mayor Larson didn't like the ordinance, but understood the residents' requests. He would be willing to try it for one year and monitor complaints. He appreciated 15 Council Minutes(Regular) March 18,2013 Page 4 the fact the permit would require a public hearing so neighbors would be notified. He agreed with amending the ordinance to three chickens. Councilmember Bartholomay was in favor of reviewing the ordinance in one year, but not limiting the number of chickens to three, as they would not produce enough eggs. Councilmember Bonar agreed with amending the ordinance to three chickens so this can move forward. MOTION by Bonar, second by Fogarty to adopt ORDINANCE 013-660 amending Section 6-4-2 related to Keeping Animals within the City and creating Section 10-6-29 Chickens on Urban Residential Lots and amending it to allow three chickens. APIF,MOTION CARRIED. b) Adopt Resolution—Approving Solid Waste Truck Bid Award—Municipal Services The low bid was$202,979 from McQueen Equipment. The budget for this was $220,000, so the bid was under by$17,021. Municipal Services Director Reiten did some research on compressed natural gas compared to diesel. It would take the City nine years to get the return on investment, so it would not be feasible to go with a natural gas truck. MOTION by Fogarty, second by Bartholomay to adopt RESOLUTION R20-13 awarding the bid to Mac Queen Equipment in the amount of$202,979 for the purchase of a new Solid Waste automated refuse packer and chassis. APIF,MOTION CARRIED. c) 2013 Seal Coat Project-Engineering Bids were opened for seal coating last week. Seal coating prices dropped by 4.5% compared to last year, crack sealing went up 2%, and painting prices decreased 0.5%. This is a good year to do planned projects. Fog sealing for trails was also included in the bids. Councilmember Bonar asked if Engineering will work with Parks and Rec in the future on trail maintenance and will fog sealing be part of the process in the future. City Engineer Schorzman stated the fog sealing portion will continue and this is the second year for it. Only two cities are participating in fog sealing this year. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Fogarty: Noted staff has done a great job with plowing the roads this winter. 16 Council Minutes(Regular) March 18,2013 Page 5 Municipal Services Director Reiten: Electronics will be included in the household hazardous waste drop-off day. Mayor Larson: Encouraged residents to shop local. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 7:51 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 17 Council Workshop Minutes March 25,2013 Mayor Larson called the workshop to order at 5:00 p.m. Present: Larson, Bartholomay(arrived 5:05 p.m.), Bonar, Donnelly, Fogarty(by phone 5:25 p.m.) Also Present: David McKnight, City Administrator;Robin Hanson, Finance Director;Cynthia Muller,Executive Assistant MOTION by Donnelly, second by Bonar to approve the agenda. APIF,MOTION CARRIED. Ms.Ruthe Batulis, President, Dakota County Regional Chamber, was present to give an update on her replacement process and highlights of what the Chamber did in 2012. Strategic Plan/2014 Budget City Administrator McKnight has grouped the strategic plan items into similar topics and proposed a timeline for the plan. He also presented a rough draft of the 2014 budget which includes operational costs and a capital improvement plan. The five items included in the strategic plan are: 1. Ensure the long term financial health of the City 2. Position the City for future economic development 3. Review the use and efficiency of City facilities 4. Maintain the long term viability of City liquor operations 5. Communication with residents Council reviewed the specific topics under each of these items. Regarding the business incentive plan for 2013,Mayor Larson assumed the business attraction team will be put together soon. He hoped there would be a plan in place by the end of 2013. He didn't want to have a plan in place and put it on the shelf for a year waiting for funding. City Administrator McKnight stated the EDA has some money this year and there will be more when tax money is received. He felt there would be enough money in 2014 to start the plan. The EDA has to talk about what kind of businesses they want to attract to Farmington. Mayor Larson stated when we put the plan in place he wants to be able to move forward with it. Councilmember Donnelly noted there are a lot of items in 2013. City Administrator McKnight noted some of the items need to be done every year and we can make adjustments along the way. Councilmember Bonar asked how we will measure the progress and will we break the items down into quarters. City Administrator McKnight stated if these are approved,we will start tomorrow,but he would not break them down into quarters yet. Regarding moving forward with Vermillion River Crossing, Councilmember Bonar stated the goal according to the plan is to meet with brokers and get their view of the development. Mayor Larson suggested this be ongoing every year. Regarding the assessments,Mayor Larson recalled we decided to be negotiable and were going to talk to the broker. This item is included in the list. Mayor Larson would like to know when staff contacts the broker and what is said. City Administrator McKnight will develop a broader goal for this topic. Councilmember Fogarty 18 Council Workshop Minutes March 25,2013 Page 2 stated all we can control is the message that is sent. Councilmember Bonar felt we need to continue to grease the wheels. Mayor Larson wants to let them know we are still here. City Administrator McKnight will bring these goals/strategic plan to the April 1, 2013, Council meeting for approval. Ice for Tigers—There is some confusion among Council as to the consensus from a previous workshop in terms of a dollar amount. Mayor Larson has let the Ice for Tigers group know that the City was willing to participate at the same level as the school district. Now, all Councilmembers do not agree. Councilmember Bonar felt we had consensus on the number, it was the timing of the notification. He didn't know Council was prepared to present that to the group. Councilmember Bartholomay agreed we set the number, but wanted to see the impact on the overall budget. Councilmember Donnelly stated we are not ready to write a check. The Ice for Tigers has said they would like x amount from the City. Mayor Larson communicated to them that the City cannot provide anything right now,but would be willing to look at it. Councilmember Bartholomay preferred communications with that group go through City Administrator McKnight. Councilmembers Bartholomay and Bonar attend meetings with the Ice for Tigers. City Administrator McKnight understood giving the group a general idea of what to expect from the City would help them with their funding process. Whatever Council votes on has to fit into the budget. When Ice for Tigers has a certain percentage of funds in hand,then they should talk to the City. Councilmember Bonar asked how this affects this budget and upcoming years. Councilmember Bartholomay suggested Ice for Tigers gives City Administrator McKnight an update once a month on their progress. 2014 Budget—The 2013 general fund budget is$10.56 million. City Administrator McKnight increased personnel costs by what contracts might come in at. The supplies, other services, and supplies line items have not been increased. There will be some big requests related to equipment, but for now those budgets are the same as 2013. The estimated 2014 budget is$10.7 million. It is a$205,000 increase over 2013. Revenues decreased by almost$41,000 for two reasons. Council used the$30,000 profit from selling the old senior center building to settle this year's budget reductions. City Administrator McKnight reduced the anticipated interest income by$10,000. The$125,000 first year CIP costs have been included. This means an estimated tax levy of$8.994 million which is 5%. Staff is not proposing this; it is only for review. Fiscal disparities was kept at the same level. Any LGA to be received is not on the table. Mayor Larson asked about HR being up 32.84%. Finance Director Hanson stated it is because of moving one staff person from Administration to HR. Councilmember Bonar asked about the increase in the fire budget. Staff explained the reason has to do with workers compensation and the type of work done. Workers compensation costs for volunteer fire fighters is based on population. Population was not considered in any payroll estimates in previous years,which means about$30,000 was not being budgeted for each year. It was paid for out of the employee expense fund. The workers comp costs are taken out of all the budgets and put into that fund and the bills are then paid out of there. Dividends also go in this fund. So the$30,000 was being paid for out of either dividends, or unspent costs from other departments over the years. Mayor Larson noted this is similar to what was done over the years with overtime pay. City Administrator McKnight pointed out when we talk about Ice for Tigers or economic development,there is nothing in the budget. There is nothing for additional economic development. The$50,000 the EDA has,they can choose do to what they want with it 19 Council Workshop Minutes March 25,2013 Page 3 or leave it in there, but there is no more. The 195th Street project will occur in 2015. We will bond for that project in 2015 and make payments in 2016. The median value home increase is 2.4%in Farmington. Commercial is stable in 2013 and 2014. So taxes set for next year will swing back to residential. The tax capacity for residential is going up 4.7%. The tax capacity for agriculture is going up 20%. For the first time since 2005, commercial will go down. For the first time since 2006 residential will increase. So even if you don't increase the levy next year,homeowners will see an increase. The fire pension number will be available mid-summer. Staff increased it a little from last year in the estimated budget. Councilmember Bonar asked if City Administrator McKnight will breakout the chart into goals and tasks. City Administrator McKnight would not break it down further for Council or the public. He will work with individual departments to determine what needs to be done to accomplish the goals. City Administrator McKnight will bring the goals to Council on April 1, 2013, for approval. Regarding the budget, Councilmember Fogarty felt anymore work on the budget before mid-June is just extra work. There could be changes from the legislature this summer. Council decided to start budget workshops in June and have it on a 90-day calendar. Council would like to see the 6-page draft budget in June. The goals set will be taken into consideration. In order to prepare the budget,the legislature should be done in May,we will know the LGA questions by June, we won't know the fiscal disparities number,we may know something from Ice for Tigers,we might have an estimated fire pension number. Private Capital Projects/Operating Transfer—A Private Capital Projects fund was set up to track administrative fees for developments. The fees would come in,the City would pay them, and in turn invoice the developer. It has also been a source where we have collected cash from a developer when we cashed a letter of credit or have had a settlement with a development and spent cash on the development upfront. As of December 31, 2012,we have an outstanding liability of$253,000, which is money we owe to three developments. We have$200,000 in cash and$50,000 in receivables. We should have$253,000 in cash and then receivables are beyond that. Over time the account revolved with development. Now we are down to the end of the receivables and a mismatch has appeared. Finance Director Hanson would like to transfer money from the general fund into the private capital projects fund to ensure the cash equals the accounts payable balance and as the receivables are collected over time, it can be brought back to Council to determine what to do with it. The 2012 revenues exceeded expenditures due to the collection of delinquent taxes and operating expenses being less than budgeted. The money is payable to three developments;Hometown, VRC,and Swanson Acres. The City cashed two letters of credit and had a settlement agreement with another development where they paid the City cash in exchange for releasing some liability. We need to spend the money specifically on these three developments. This will be brought to the April 1, 2013, Council meeting for approval. MOTION by Bartholomay, second by Fogarty to adjourn at 6:27 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 20 �'�j City of Farmington a 430 Third Street 6$ l nington�Minncsota 651.280.6800•Fax 651 280.6899 wwwc1.harmmgum.mn.Lw TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accepting Donations to the Rambling River Center DATE: April 1,2013 INTRODUCTION Donations have recently been received at the Rambling River Center from Fred and Dorothy Schmidtke,the Coffee Guys and Don Hayes, Sr. DISCUSSION Fred and Dorothy Schmidtke have donated a Weather Works Roaster to the Rambling River Center.The monetary value of this donation is$40.00. The Coffee Guys, which is a daily morning program at the Rambling River Center, have raised money and purchased and donated a dolly to the Rambling River Center for use in hauling deliveries, materials and supplies. The monetary value of the dolly is$65.00. Don Hayes, Sr. has made a donation of$40.00 in cash to the Rambling River Center. The donation was for the free AARP tax services offered at the Rambling River Center that he received. The cash donation will be deposited into the Rambling River Center Capital Improvement Fund for future building improvements. Staff will communicate on behalf of the City Council its appreciation of these recent donations given to the Rambling River Center. ACTION REQUESTED Adopt the attached resolution accepting the donations that are identified above from Fred and Dorothy Schmidtke,the Coffee Guys and Don Hayes, Sr. Respectfully Submitted, Randy Distad Parks and Recreation Director 21 RESOLUTION NO. R22-13 ACCEPT DONATIONS FROM FRED AND DOROTHY SCHMIDTKE,THE COFFEE GUYS AND DON HAYES,SR. Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 1st day of April, 2013 at 7:00 p.m. Members Present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Members Absent: None Member Fogarty introduced and Member Bartholomay seconded the following: WHEREAS, a donation of a roaster valued at $40.00 has been given by Fred and Dorothy Schmidtke to the Rambling River Center; and, WHEREAS, a donation of a dolly valued at $65.00 has been given by the Coffee Guys; and, WHEREAS, a donation of$40.00 has been given by Don Hayes, Sr. as an appreciation and recognition of the free tax services provided at the Rambling River Center by AARP; and, WHEREAS, it is required by State statute and in the best interest of the City to accept these donations. NOW,THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts with gratitude the generous donations of a roaster valued at $40.00 from Fred and Dorothy Schmidtke, a dolly valued at$65.00 from the Coffee Guys and $40.00 in cash from Don Hayes, Sr. This resolution adopted by recorded vote of the Farmington City Council in open session on the 1st day of April, 2013. Mayor Attested to this o?hd day of April, 2013. 41, Administrat• SEAL f�d FARE , City of Farmington As 430 Third Street 1\7- Farmington,Minnesota 651.280.6800•Fax 651.280.6899 www.c7.tarmmgt+m.mnur TO: Mayor,Council Members City Administrator FROM: Tony Wippler,Assistant City Planner SUBJECT: Adopt Ordinance Amending the 2013 Fee Schedule to include a fee for Urban Chicken Permit and Urban Chicken Renewal Permit DATE: April 1,2013 INTRODUCTION/DISCUSSION On October 15, 2012 the City Council approved an ordinance establishing the City fees for the 2013 calendar year. The City Council has since adopted an ordinance allowing chickens on urban residential lots provided certain requirements are meet, of which, include obtaining an Urban Chicken Permit and an Urban Chicken Renewal Permit. The recommended fees for the aforementioned permits are as follows: • Urban Chicken Permit-$100 • Urban Chicken Renewal Permit-$25 These fees will cover the costs associated with holding a public hearing for the Urban Chicken Permit as well as the inspection of property during the permit renewal process. BUDGET IMPACT None ACTION REQUESTED Adopt the attached ordinance amending the 2013 Fee Schedule to include a fee of $100 for Urban Chicken Permits and$25 for Urban Chicken Renewal Permits. Respectfully submitted, Tony Wippler Assistant City Planner 23 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 013-661 AN ORDINANCE AMENDING THE 2013 FEE SCHEDULE TO ESTABLISH FEES FOR URBAN CHICKEN PERMITS AND URBAN CHICKEN RENEWAL PERMITS THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. The 2013 Fee Schedule is hereby amended by adding the underlined text establishing fees for Urban Chicken Permits and Urban Chicken Renewal Permits. PERMITS, Special AMOUNT Urban Chicken Permit $100 Urban Chicken Renewal Permit $25 SECTION 2. Effective Date and Codification. This ordinance shall be effective upon its passage and publication according to law. This ordinance need not be codified but may be attached to the City Code as an Appendix. ADOPTED this 1St day of April, 2013, by the City Council of the City of Farmington. CITY OF FARMINGTON By: ----+f Todd Larson, Mayor ATTEST: By: Q/GtA David McKnig City dministrator SEAL Approved as to form the7' day of April 2013. By. — PA■.� Attorn.e Published in the Independent Town Pages the // 'day of , 2013. EARA1ik City of Farmington 430 Third Street -,y: Farmington,Minnesota .° �51.2S0.6S00•Fax CSI 280,6899 w ww ci.farming[♦m.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Approve a Gambling Premise Permit—Farmington Youth Hockey Association DATE: April 1, 2013 INTRODUCTION Farmington Youth Hockey Association is requesting a Gambling Premise Permit at Carbone's Pizza and Sports Bar, 10 North 8th Street. DISCUSSION Pursuant to State Statute and pertinent City Code, an organization must first obtain a resolution from the City, granting permission for gambling to occur at a specific location. Farmington Youth Hockey Association is requesting approval to conduct gambling activity at Carbone's Pizza and Sports Bar, 10 N 8th Street. The appropriate application and fees have been received. BUDGET IMPACT Gambling permit fees are included in the revenue estimates of the 2013 budget. ACTION REQUESTED Adopt the attached resolution approving a Gambling Premise Permit for Farmington Youth Hockey Association at 10 North 8th Street. Respectfully submitted, Cynthia Muller Executive Assistant 25 RESOLUTION NO. R23-13 APPROVING A MINNESOTA LAWFUL GAMBLING PREMISE PERMIT APPLICATION FOR FARMINGTON YOUTH HOCKEY ASSOCIATION Pursuant to due call and notice thereof,a regular meeting of the City Council of the City of Farmington,Minnesota,was held in the Council Chambers of said City on the 1st day of April 2013 at 7:00 p.m. Members Present: Larson,Bartholomay,Bonar,Donnelly,Fogarty Members Absent: None Member Fogarty introduced and Member Bartholomay seconded the following: WHEREAS,pursuant to M.S. 349.166,the State of Minnesota Gambling Board may not issue or renew a Gambling Premise Permit unless the City Council adopts a Resolution approving said permit; and, WHEREAS,Farmington Youth Hockey Association has submitted an application for a Gambling Premise Permit to be conducted at 10 North 8th Street,for Council consideration. NOW,THEREFORE,BE IT RESOLVED by the Farmington City Council that the Gambling Premise Permit for Farmington Youth Hockey Association at 10 North 8th Street,is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 1st day of April 2013. f ayor Attested to the c2 Act day of April 2013. abti (//7/6111) Oity Administrator SEAL �,�aEARA� �► City of Farmington 430 Third Street ',., Farmington,Minnesota �, 651,280.6500•Fax 651 280,6899 -...A, www.ei.harminbwmmiuix TO: Mayor, Council Members, City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Private Capital Projects—Operating Transfer DATE: April 1, 2013 INTRODUCTION The Private Capital Projects Fund accounts for the collection of engineering and administration fees specifically related to new development in the City and is also the repository for cash received when a developer's letter of credit is cashed or other settlement agreement is reached. When private development related engineering and administrative fees are paid from this fund, staff invoices the development for these costs. When a letter of credit is cashed or other type of settlement agreement is reached,the related funds are deposited into this account. DISCUSSION As of December 31, 2012 the Private Capital Projects Fund escrows payable balance was $253,084. (A copy of the draft December 31, 2012 financial statements is attached for reference.)This represents monies owed to various developments as a result of the City cashing their letters of credit or cash received as part of a settlement agreement. As of December 31, 2012,the cash and investments balance is$202,209 which is less than the amount of money needed to satisfy the escrows payable balance. Part of the reason for this deficiency dates back to 2009. In June 2009 the auditors requested staff eliminate the deficit which existed in a different fund,the 1991 Annexation Fund.At the time the Private Capital Projects Fund had a positive fund balance of approximately the same amount as the 1991 Annexation Fund deficit balance. So, later that year, in October, $118,476.91 in accumulated administrative fees were transferred from the Private Capital Projects Fund to the 1991 Annexation Fund to eliminate the latter fund's deficit.After the transfer,the Private Capital Projects Account had$0 cash, approximately$80,000 in receivables and$79,000 in payables resulting in a fund balance of approximately$1,000. It seems that at that time it was felt the repayment of the$80,000 in outstanding accounts receivable would be sufficient to repay the $79,000 in escrows payable. In 2010 and 2011 the revenues and expenditures for the Private Capital Projects Fund were break-even. As of December 31,2012,the Private Capital Projects Fund does not have sufficient cash to pay its remaining escrows payable balance. And while it does have approximately$53,000 in accounts receivable staff feels approximately$16,000 of these receivables will be uncollectible. The collection of the remaining$37,000 of accounts receivable will depend on the timing of the 27 development of the remaining lots for each development. So,the City can no longer count on the repayment of the entire outstanding Accounts Receivable balance to pay the outstanding escrows payable balance. As a result staff is requesting Council approve a transfer of$51,000 from the General Fund to the Private Capital Projects Fund to bring the cash and investments balance equal to the outstanding escrows payable balance.The 2012 General Fund results are not yet final;the auditors will complete their work soon. Meanwhile, due to the collection of delinquent taxes and operating expenses being less than budgeted, preliminary indications are the General Fund had a good year and even with the $51,000 transfer the City will still add to the General Fund fund balance. At some point in the future, if or when the remaining Accounts Receivable balances have actually been collected, Council will have the opportunity to determine how to best utilize those funds. BUDGET IMPACT The above transfer was not anticipated in the 2012 budget. ACTION REQUESTED Authorize staff effective December 31, 2012,to transfer$51,000 from the General Fund to the Private Capital Projects Fund to bring the cash and investments balance in line with the escrows payable balance. Respectfully submitted, Robin Hanson, Finance Director 28 CITY OF FARMINGTON, MINNESOTA BALANCE SHEET NONMAJOR CAPITAL PROJECT FUNDS December 31, 2012 Capital Projects Private Capital Projects ASSETS: Cash and Investments $ 202,209 Receivables: Accounts Receivable 53,038 Special Assessments-Delinquent 550 Special Assessments-Deferred 310 Total Assets $ 256,107 LIABILITIES AND FUND BALANCES: Liabilities: Escrow Payable , $ 253,084 Deferred Revenue � v 859 Total Liabilities c; 253,943 Fund Balances Restricted >; - Assigned 2,164 2,164 Total fund balances Total Liabilities and Fund Balances $ 256,107 29 City of Farmington A 430 Third Street I I. Farmington,Minnesota 651.280.6400•Fax 6,51 280.6899 N4*.A owe yV w% c1 Jan mngton.mn.LCi TO: Mayor, Councilmembers and City Administrator FROM: John Powers Fire Marshal SUBJECT: Emergency Management Mutual Aid Agreement DATE: April 1, 2013 INTRODUCTION The Dakota County Domestic Preparedness Committee (DCDPC)has discussed the need to streamline and define the meaning of Mutual Aid for non-Fire and Police assets that the County and Cities of Dakota County control. DISCUSSION This agreement will enhance our ability locally to receive and provide assistance in the event of a disaster that does not meet Chapter in Minnesota State Statutes(disaster declarations). Some examples where this would apply would have been the small scale tornado two summers ago or the Feely Elevator rescue where Public Works assistance was called for from neighboring Cities. Without this agreement in place,receiving help or providing help in the event of a small scale event could be delayed. (See the attached background information for clarification and support) BUDGET IMPACT There is no immediate budget impact. ACTION REQUESTED Approve the Emergency Management Mutual Aid Agreement. Respectfully submitted, John Powers Fire Marshal 30 PURPOSE/ACTION REQUESTED Authorization to execute a mutual aid agreement for emergency management. SUMMARY It is not unusual during emergency,disaster and recovery operations for local resources to be overwhelmed or for additional specialized resources to be required for local governments to respond effectively to the situation. It has been an established practice in situations involving law enforcement and fire department operations to supplement local resources through mutual aid agreements. The attached mutual aid agreement has been developed to cover the sharing of resources outside of law enforcement and fire department operations. It is not the purpose of this agreement to provide for or address in any way requests to make equipment,personnel and other resources available for routine, day-to-day business operations. The Dakota County Domestic Preparedness Committee identified the potential need for developing a mutual aid agreement to cover emergency situations that do not rise to the level of a State Declared Emergency under Minnesota Statutes Chapter 12. Local governments often lend their support to local government partners impacted by an emergency,but that support has been on an informal basis. The purpose of this mutual aid agreement is to provide a framework for resource sharing during emergencies that are not covered by existing law enforcement and fire department mutual aid. All 21 cities within the County and Dakota County are potential parties to the agreement. There are many resources that could be accessed under this agreement during an emergency. Some examples include emergency management,public works,building inspection,geographic information systems,information technology, financial management,and public health. Liabilities during the period of mutual aid have been clearly defined. For purposes of liability under the Minnesota Municipal Tort Liability Act(Minn.Stat.Ch.466),the employees of the responding party are deemed to be employees of the requesting party as defined in Minn.Stat 466.01,subdivision 6,but only for purposes of addressing general liability. In addition the requesting party shall defend,indemnify and hold harmless the responding party and its employees against any and all claims brought or actions filed against the responding party under the agreement. Each participant to the agreement is responsible for injuries to their own employees and for damage that may be sustained to equipment they provide responding to a request for assistance. This distribution of liability is consistent with Minn.Stat.12.331, Local Assistance between Political Subdivisions. The language of this agreement has been reviewed by the League of Minnesota Cities Insurance Trust(LMCIT). In order to coordinate the request for resources under this agreement,the participating parties'Chief Executive Officer shall be the contact person to request assistance. A participating party may designate someone other than the Chief Executive as the contact person by providing written notice to the Dakota County Emergency Preparedness Coordinator. Implementation of this mutual aid agreement will provide a framework for resource sharing during emergencies by the Cities and Dakota County. This framework will eliminate the need to develop and implement such agreements at the time of the emergency. EXPLANATION OF FISCAL/FTE IMPACT The requesting party under this mutual aid agreement will not be billed or charged by the responding party unless the assistance continues for a period of more than 24 hours. Reimbursements are based on actual costs for the assistance provided and equipment charges will be based on the Federal Emergency Management Agency equipment rates whenever possible. Claims for reimbursements must be made within 90 days from the date they are incurred. 1 31 MUTUAL AID AGREEMENT FOR EMERGENCY MANAGEMENT THIS AGREEMENT is made and entered into between the Parties, governmental units of the State of Minnesota, pursuant to authority granted to them by Minnesota Statutes, Section 471.59, which authorizes the joint and cooperative exercise of powers common to contracting parties, and Section 12.27 which authorizes mutual aid arrangements for reciprocal emergency management In consideration of the mutual promises and Agreements contained herein,and subject to the provisions of Minnesota Statutes,Sections 471.59 and 12.27,the Parties agree to the following: Article 1 ENABLING AUTHORITY Minnesota Statutes, Section 471.59 authorizes two or more governmental units to jointly exercise any power common to the contracting parties. Minnesota Statutes Section 12.27 authorizes the director of each county emergency management organization to collaborate with other public agencies within the state to develop mutual aid arrangements between local units of government for reciprocal emergency management aid and assistance in an emergency or disaster too great for any one local unit of government to deal with unassisted. Article 2 PURPOSE During periods of Emergency, Disaster and Recovery Operations the Parties to this Agreement intend to make equipment, personnel and other resources available, upon request, to any Party who has signed this Agreement It is not the purpose of this agreement to provide for or address in any way requests to make equipment, personnel and other resources available for routine, day-to-day business operations. The undersigned Parties intend that this Agreement shall serve as a valid written request for mutual aid as required by FEMA for any unit of government requesting reimbursement funds for those reasonable eligible costs incurred as a result of a qualifying emergency. Article 3 DEFINITIONS For the purposes of this Agreement,the following terms shall be defined as follows: 1 32 A. "Assistance" means any services, excluding law enforcement and fire suppression services, useful to a Requesting Party that has requested Assistance from one of more parties to this agreement, including, but not limited to, emergency management, public works, building inspection, geographic information systems, information technology, financial management, and public health. B. "Employee" means those personnel currently working for a Party, including elected and appointed officials, officers, volunteers deemed to be employees for workers compensation purposes under Minn. Stat § 176.011, subd. 9, and volunteers assisting a Party under this Agreement who are registered with and who are under the direction and control of the Party pursuant to Minn.Stat§122.,Subdivision.2a(a). C. "Participating Party or Party"means a governmental unit that is a Party to this Agreement D. "Requesting Official" means the person designated by a Participating Party who is responsible for requesting Assistance from the other Participating Parties. E. "Requesting Party" means a unit of government which is also a participating Party to this Agreement,who requests Assistance from other Participating Parties. F. "Responding Official"means the person designated by a Participating Party who is responsible to determine whether and to what extent the Participating Party should provide Assistance to a Requesting Party. G. "Responding Party" means a Participating Party who provides Assistance to a Requesting Party. H. "Disaster"Means a situation that creates an actual or imminent threat to the health and safety of persons, or a situation that has resulted or is likely to result in catastrophic loss to property or the environment, and for which traditional sources of relief and assistance within the affected area are unable to repair or prevent the injury or loss,as defined in Minn. Stat § 1203,subd. 2 as it may be amended from time to time. I. "Emergency" means a combination of circumstances that calls for immediate action to prevent a Disaster from developing or occurring. J. "Recovery Operations" means activities that will bring the Requesting Agency back to a pre- Emergency or pre-Disaster condition. 2 33 Article 4 PARTIES The Parties to this Agreement shall consist of as many of the following governmental units as have approved and executed this Agreement: City of Apple Valley City of Mendota Heights City of Burnsville City of Miesville City of Coates City of New Trier City of Eagan City of Northfield City of Farmington City of Randolph City of Hampton City of Rosemount City of Hastings City of South St.Paul City of Inver Grove Heights City of Sunfish Lake City of Lakeville City of Vermillion City of Lilydale City of West St.Paul City of Mendota County of Dakota Article 5 PROVISIONS OF MUTUAL AID A. Request for Assistance Whenever a Party, in the opinion of a Requesting Official, determines that conditions within its jurisdiction cannot be adequately addressed by the jurisdiction's personnel and resources because of an Emergency or Disaster or the need for Recovery Operations, the Requesting Official may request the Responding Official of any other Party to furnish Assistance. The Requesting Party,within a reasonable period of time,shall provide the Responding Party/ies with a written confirmation of the need for Assistance including details regarding requested resources,timelines/schedules and location(s)for assistance. B. Response to Request. Upon the request for Assistance from a Requesting Party, the Responding Official may authorize and direct his/her Party's personnel to provide Assistance to the Requesting Party. This decision will be made after considering the needs of the Responding Party and the availability of resources. A Party may decline to make its personnel and resources available in response to any such request. Being a Party to this Agreement does not obligate a Responding Party to provide personnel and/or resources to a Requesting Party,if it jeopardizes the Responding Party's ability to provide services to its own jurisdiction. Once Assistance has been authorized, the Responding Party shall, in a reasonable amount of time, provide to the authorizing Party a written confirmation of Assistance including details regarding the personnel,resources to be provided and a timeline/schedule of availability. 3 34 C. Recall and Release of Assistance The Responding Official may recall such Assistance at any time if the Responding Official or the governing body of the Responding Party determines it is in the best interest of the Responding Party to do so. The Requesting Party may at any time release a Responding Party or an individual from providing any further assistance. D. Command of Scene. The personnel and equipment of the Responding Party shall be under the direction and control of the Requesting Party until the Assistance is withdrawn. E. State Declared Emergency If the State of Minnesota or an authorized state agency declares an emergency, the statutes and administrative rules pertaining to state declared emergencies shall prevail where they conflict with the provisions of this Agreement. F. Volunteer Registration Any volunteers who participate on behalf of the Responding Party shall register with the Requesting Party. Article 6 HOLD HARMLESS AND INDEMNIFICATION A. For purposes of the Minnesota Municipal Tort Liability Act(Minn.Stat.Ch.466),the Employees of the Responding Party are deemed to be Employees of the Requesting Party as defined in Minn. Stat 466.01, subdivision 6, but only for purposes of addressing liability under this Agreement. The Employees of the Responding Party shall not be considered Employees of the Requesting Party for any other purpose. B. The Requesting Party shall defend, indemnify and hold harmless the Responding Party and its Employees against any and all daims brought or actions filed against the Responding Party or its Employees for injury to, death of,or damage to the property of any third person or persons, arising from the performance and provision of Assistance in responding to a request for Assistance by the Requesting Party pursuant to this Agreement. However,nothing herein shall be construed to provide insurance coverage or indemnification to any Employee of any Party for any act or omission for which the Employee is guilty of malfeasance in office,willful neglect of duty or bad faith. C. To the full extent permitted by law,this Agreement is intended to be and shall be construed as a "cooperative activity" and it is the intent of the parties that they shall be deemed a "single governmental unit" for the purposes of liability, all as set forth in Minnesota Statutes, Section 471.59, subd. 1a(a). Nothing herein shall be construed to waive or limit any immunity from or limitation on, liability available to any Party, whether set forth in Minnesota Statutes, Chapter 466 or otherwise. Under no circumstances shall a Party be required to pay on behalf of itself 4 35 and other Parties, any amounts in excess of the limits of liability established in Minnesota Statutes Chapter 466 applicable to any third party claim. The statutory limits of liability for some or all of the Participating Parties may not be added together or stacked to increase the maximum amount of liability for any third party claim. D. Each Responding Party agrees to promptly notify the other Requesting Parties if it knows or becomes aware of any facts or allegations reasonably giving rise to actual or potential liability, claims, causes of action, judgments, damages, losses, costs or expenses, including attorney's fees, involving or reasonably likely to involve the Requesting Party, and it arises out of acts or omissions related to this Agreement E. There shall be no liability to any Participating Party for failure to furnish Assistance, or for recalling or releasing Assistance as described in this Agreement Article 7 WORKERS COMPENSATION For the purposes of workers compensation insurance, the Employees of each Participating Party are considered to be acting within the scope of and in the course of their regular employment, as Employees of the Responding Party. Each Participating Party shall be responsible for any injuries or death(s) of its own Employees in connection with Assistance provided pursuant to this Agreement Each Participating Party will maintain workers compensation insurance or self-insurance coverage, covering its own Employees while they are providing Assistance pursuant to this Agreement Each Party waives the right to sue any other Party for any workers compensation benefits paid to its own Employee or their dependents,even if the injuries were caused wholly or partially by the negligence of any other Party or its Employees. Article 8 DAMAGE TO EQUIPMENT Each Participating Party shall be responsible for damage to or loss of its equipment provided pursuant to this Agreement Each Party waives the right to sue any other Party for any damages to or loss of its equipment,even if the damages were caused wholly or partially by the negligence of any other Party or its Employees. Article 9 CHARGES TO THE REQUESTING PARTY A. A Requesting Party shall not be billed or charged by a Responding Party for Assistance rendered unless the Assistance continues for a period of more than twenty-four (24)hours, as 5 36 measured from the time Responding Party begins to provide Assistance after being specifically directed by the Requesting Party to perform a task or tasks. The charges for Assistance provided pursuant to this Agreement will be based upon the actual costs incurred by the Responding Party, including salaries or wages, overtime, materials, supplies and other necessary expenses, except that the Parties agree that the Federal Emergency Management Agency equipment rates will be used as the basis for equipment charges whenever possible. The Requesting Party is responsible to take all steps it deems necessary to seek reimbursement from the United States of America, the State of Minnesota or other sources, to the extent that such reimbursement is available, for expenses it incurs for services provided pursuant to this Agreement. B. If Assistance provided under this Agreement continues for more than twenty-four (24) hours, the Responding Party shall submit to the Requesting Party an itemized bill for the actual cost of any Assistance provided after the initial twenty-four (24) hour period, including salaries, overtime, materials and supplies and other necessary expenses. The Requesting Party shall reimburse the Responding Party. Any claims for reimbursement by the Responding Party must be made to the Requesting Party within 90 days after the expense is sustained or incurred. C. The Parties acknowledge that charges may be assessed without regard to the availability of federal or state or other funds to reimburse the charges. Article 10 EFFECTIVE DATE AND TERM This Agreement shall be effective as of the date that any two Parties have executed it. As long as there are at least two Parties participating in this agreement,the Agreement shall be in effect until such time as the Agreement is terminated pursuant to Article 12. The Parties agree to review the terms of the Agreement every 5 years and to propose amendments deemed necessary. This Agreement will only apply to those Parties whose governing boards have lawfully executed the document. Article 11 MERGER AND MODIFICATION A. It is understood and agreed that the entire Agreement between the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof. All items referred to in this Agreement are incorporated or attached and are deemed to be part of this Agreement. 6 37 B. Arty alterations,variations,modifications,or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement and signed by the Participating Parties hereto. Article 12 WITHDRAWAL Any Party may withdraw from this Agreement with or without cause by providing thirty (30) days' prior written notice to the Dakota County Emergency Preparedness Coordinator. Withdrawal by any Participating Party shall not terminate this Agreement with respect to any Participating Parties who have not withdrawn. Withdrawal shall not act to discharge any liability incurred by any Participating Party prior to withdrawal. Such liability shall continue until discharged by law or agreement The terms of Article 6, 7,8,13 and 14 shall survive the expiration,termination or withdrawal from this Agreement. Article 13 RECORDS-AVAILABILITY AND ACCESS To the extent required by Minn. Stat § 16C.05,Subd. 5, as it may be amended from time to time,the Parties agree that any Party, the State Auditor, the Legislative Auditor or any of their duly authorized representatives, at any time during normal business hours, and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents,papers,records,etc.,which are pertinent to the accounting practices and procedures of the other Parties and involve only these transactions relating to the performance of activities pursuant to this Agreement Such materials shall be maintained and such access and rights shall be in force and effect during the period of the Agreement and for seven(7)years after its termination or cancellation.A Party that withdraws shall maintain the above materials for seven (7) years beyond the Party's withdrawal date. Article 14 DATA PRIVACY Each Party, its employees, agents, owners, partners, and subcontractors agree to abide by the provisions of the Minnesota Governmental Data Practices Act, Minnesota Statutes Chapter 13 and implementing regulations, if applicable, and all other applicable state and federal laws, rules, regulations and orders relating to data privacy of confidentiality, and as any of the same may be amended from time to time. 7 38 Article 15 COMPLIANCE Participating Parties shall comply with all applicable federal,state,and local statutes,regulations,rules and ordinances in force or hereafter enacted. Article 16 COUNTERPARTS This Agreement may be executed in any number of counterparts, each counterpart for all purposes being deemed an original and all such counterparts shall together constitute one and the same agreement. Counterparts shall be filed with the Dakota County Emergency Preparedness Coordinator, together with a certified copy of the resolution evidencing approval of the Agreement,as follows: Dakota County Emergency Preparedness Coordinator Dakota County Law Enforcement Center 1580 Highway 55 Hastings,MN 55033-2343 Article 17 CONTRACT ADMINISTRATION In order to coordinate the services so as to accomplish the purposes of this Agreement, each Participating Party's Chief Administrative Officer shall be the contact person for each Participating Party under this Agreement. A Participating Party may designate someone other than the Chief Administrative Officer as the contact person(s) by providing written notice to the Dakota County Emergency Preparedness Coordinator. [Remainder of page intentionally left blank] 8 39 IN WITNESS WHEREOF,the Parties have executed this Agreement on the dates indicated below. Approved as to form: COUNTY OF DAKOTA Assistant County Attorney/Date By County Attorney File#KS-10-38 Title: Chair of the Board Date of Signature Attest: Kelly Olson Sr.Administrative Coordinator to the Board 9 40 CITY OF FARMINGTON By Mayor Printed Name: Date of Signature By City Clerk Printed Name: Date of Signature 10 41 :EARi , City of Farmington j , °x 430 Third Street a :--- Farmington, Minnesota 651.280.6800•Fax 651.280.6899 011.0 www.ci_furmingtnn.mn.Lu TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: City Administrative Policies and Procedures—Review, Changes, and/or Corrections DATE: April 1, 2013 INTRODUCTION The purpose of this memorandum is to provide information regarding the review, changes and/or corrections made to the Family Medical Leave Act (FMLA) Policy and the Cell Phone and Other Mobile Electronic Devices policy.The red-lined policies are attached. DISCUSSION City staff intends to review and present selected policies and procedures over the course of the year in an effort to maintain an accurate and updated City administrative policies and procedures manual. The following paragraphs outline the changes or corrections being proposed to the aforementioned policies. The FMLA policy has been updated to reflect changes made by the Federal Department of Labor, Wage and Hour Division regarding FMLA fmal regulations for 2013. The Cell Phone and Other Mobile Electronic Devices policy has also been updated to expand guidelines regarding the use City provided mobile communication devices as well as the use of personal mobile communication devices while working, on City property or while operating City vehicles. Even though all employees are subject to this manual, is important to note that where ever the City administrative policies and procedures conflicts with a collective bargaining agreement, the collective bargaining agreement takes precedence. ACTION REOUESTED Approve the attached polices for inclusion in Administrative Policies and Procedures manual. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director 42 Section 5.6—Family Medical Leave Act(FMLA) Pursuant to the federal Family and Medical Leave Act (FMLA) of 1993, as revised effective January 2009, the City provides up to 12 weeks of job-protected unpaid leave in a 12-month period to eligible employees for specified qualifying family and medical reasons. This policy will guide city administration of FMLA requirements subject to current and subsequent law and rule provisions. DEFINITIONS: Eligible Employee: To be eligible for FMLA benefits, an employee must have been employed by the City for at least one (1) year and have worked a minimum of 1,250 hours within the previous 12 month period. Qualifying Event: FMLA leave will be granted to an eligible employee for any of the following reasons: 1) Birth of a child or placement of a dependent child with the employee for adoption or foster care and in order to care for that child;or 3)-1A serious health condition of the employee(see definition below);or • {Formatted:Bullets and Numbering . 3) To care for care for an employee's dependent child,spouse,or parent suffering from a serious health condition. I 4) Qualifying exigency leave for a spouse, child or parent fames who is a —of cnilitftri member of the National Guard and Reserves when the covered military member is on active duty or called to active duty in support of contingency operation. 5) Military caregiver leave(also known as covered service member leave)to care for an ill or injured service member. Caring: Caring for someone includes psychological as well as physical care. It also includes acquiring care and sharing care duties. Dependent Child: An individual under the age of 18,or 18 years or older but incapable of self- care because of mental or physical disability,or under 20 years old,and still in secondary school that is the legally recognized responsibility of the employee as natural parent, foster parent, or court-appointed guardian. Serious Health Condition: An illness, injury, impairment,or physical or mental condition that involves inpatient care in a hospital,hospice,or medical care facility;or continuing treatment by a health care provider. As a result of this condition,the employee is deemed unable to perform the essential functions of his/her position or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with: 43 • at least two visits to a health care provider,within 30 days of the first day of incapacity, unless extenuating circumstances exist,whether the first in person treatment takes place within seven days of the first day of incapacity,or • one visit and a regimen of continuing treatment where the in person treatment takes place within seven days of the first day of incapacity. Qualifying exigency leave for families of military member of the National Guard and Reserves: An employee whose spouse, son, daughter or parent either has been notified of an impending call or order to active military duty or who is already on active duty may take up to 12 weeks of leave for a qualifying exigency related to or affected by the family member's call-up or service.The qualifying exigency must be one of the following: 1)short-notice deployment,2) military events and activities, 3) child care and school activities, 4) financial and legal arrangements, 5) counseling, 6) rest and recuperation, 7) post deployment activities and 8) additional activities that arise out of active duty,provided that the employer and the employee agree,including agreement on timing and duration of the leave. Military Caregiver Leave:An eligible employee is entitled to up to twenty-six(26)weeks in a single twelve (12) month period to care for a spouse, son, daughter, parent, or next of kin covered service member with a serious illness or injury incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.Next of kin is defined as the closest blood relative of the injured or recovering service member. A covered service member is a current member of the Armed Forces,including a member of the National Guard or Reserves. Key Employee: An employee who is salaried, and is among the highest paid 10 percent of all salaried and non-salaried employees.In determination of this status,the year-to-date earnings as of the date leave is requested shall be used in the employer's computation. Health Care Provider: A Doctor of Medicine or Doctor of Osteopathy who is authorized to practice medicine or surgery by the State in which the doctor practices, including a physician assistant authorized to practice under the state law and performing within the scope of their practice as defined under state law. Leave Certification Request:The City requires certification for a serious health condition.The employee must respond to such a request within fifteen (15) days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation leave.Medical certification will be provided using the Department of Labor(DOL) certification forms.If the City finds a certification to be incomplete or insufficient,the City shall state in writing what additional information is necessary to make the certification complete and sufficient and provide the employee with 7 calendar days to cure any deficiency. If the deficiencies are not cured,the City may deny the taking of FMLA leave.If the employee submits a certification from a foreign health care provider that is in a language other than English,the employee must provide a written translation of the certification upon request of the City at the employee's expense. 44 The City may directly contact the employee's health care provider for verification or clarification purposes using a health care professional, an HR professional, leave administrator or management official. The City will not use the employee's direct supervisor for this contact. Before the City makes this direct contact with the health care provider, the employee will be given an opportunity to resolve any deficiencies in the medical certification.In compliance with HIPAA Medical Privacy Rules,the City will obtain the employee's permission for clarification of individually identifiable health information. If the employee does not authorize the City to contact the employee's health care provider to clarify information,an employer may deny FMLA leave. Recertification: The City may request recertification for a serious health condition no more frequently than every thirty(30)days and only in connection with the absence by the employee, unless the minimum duration of the condition is more than 30 days. Recertification may be requested in less than 30 days if the following circumstances exist: the employee requested an extension of his/her leave, circumstances stated in previous certifications have changed significantly, or the City receives information casting doubt on the continuing validity of the employee's certification.Otherwise,the company may request certification for the serious health condition every six (6) months in connection with an employee's absence for an employee requesting intermittent or reduced schedule leave. The City may provide the employee's health care provider with the employee's attendance records and ask whether need for leave is consistent with the employee's serious health condition. Leave Year:Eligible employees are entitled up to 12 unpaid work weeks of leave during any 12 month period.The twelve month period will be measured backwards on a rolling basis from the time the employee uses the leave.For the military caregiver leave,the City will measure the 12 month period as rolling 12-month period measured forward.FMLA leave already taken for other FMLA circumstances will be deducted from the total of 26 weeks available. Length of Leave:Continuous or intermittent describe below. 1) Continuous 12 Week Leave Period: An employee may take up to 12 weeks of continuous unpaid leave, starting from the date of the qualifying event.The employee shall first substitute any accrued vacation, paid sick leave, personal leave and/or any compensatory time with the exception that the employee may retain a total of not more than forty(40)hours of accrued leave before any unpaid leave of absence is granted. This time will be counted as part of the 12 weeks allowed by FMLA. 2) Intermittent 12 Week Leave Period: Upon recommendation by the Human Resources Director and prior approval from the City Administrator, intermittent unpaid leave may be granted to an eligible employee during the 12 month period immediately following a qualifying event when medically necessary. Leave may be taken in increments as small as one hour. The employee must make a reasonable effort to schedule treatments so as not to disrupt the employer's operation. Further, subject to any continuous leave hours being granted, the employee must first use any accrued vacation, compensatory time,personal or sick leave first, before a request for unpaid intermittent leave is considered. If the intermittent leave involved is greater than 20%of the working days during the period over which the leave extends,the City 45 Administrator,upon consultation with the Department Director,may direct that the employee be transferred temporarily to an alternate equivalent position so as to minimize the effects that the leave would cause on the operations of the respective City department. Any such alternate position shall be one for which the employee is qualified and shall include the same pay and benefits,and the same terms and conditions of employment as the employee's full-time position. Notice Requirement: In either case of continuous or intermittent unpaid leave, an employee must provide a 30 day notice of the qualifying event to the Human Resources Director or designee. In cases where the qualifying event will occur within 30 days, the employee must provide notice either that same day or the next business day.Notice of need for unforeseeable leave must be given as soon as practicable under the facts and circumstances of the employee's need for the leave,in accordance with the City's requirements for notice of leave. Employees must provide sufficient information for the City to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions,the family member is unable to perform daily activities,the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the City if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employee s also may be required to provide certification and periodic recertification supporting the need for leave. Secondary Medical Opinions:The City Administrator/designee may,at City expense,request a second medical opinion concerning the qualifying event from an employer designated health care provider. Should the first and second opinion differ, the City Administrator/designee may, at City expense, request a third opinion from a health care provider jointly chosen by the City Administrator/designee and the requesting employee.The third opinion will be considered final. The City may deny FMLA leave to an employee who refuses to release relevant medical records to the health care provider designated to provide a second or third opinion. Key Employee Restoration: The City Administrator may deny restoration of a key employee should a determination be made that restoration would cause the City a"substantial and grievous economic injury"to its operations.Factors in this consideration will consist of whether the City has the ability to temporarily replace the key employee as opposed to hiring a permanent replacement,and then,in addition,having to reinstate the key employee to an equivalent position within the organization. Upon receiving a request from a key employee for leave, Human Resources shall notify the employee of his/her status as a key employee. Married Employees:Unpaid leave of absence for child birth,placement,or for parent care shall be limited to a combined total of 12 weeks, continuous and/or intermittent, for married employees who both work for the city. For leave to care for a covered injured or ill service member,the husband and wife may only take a combined total of 26 weeks of leave. Insurance Continuation: The City will continue to pay the employer's share of the employee's health premium and employee must make arrangements to pay his/her normal portion of the insurance premiums while on unpaid leave, either through payroll deduction or by direct 46 payment to the City. If an employee's contribution is more than thirty(30) days late, the City may terminate the employee's insurance coverage. In addition, the City may recover the City paid premiums if the employee fails to return to work for a reason other than "serious health condition"or circumstances beyond the employee's control. Status of Benefits: An employee on unpaid leave will not accrue vacation or sick time or be eligible for salary increases. Employee's using a combination of paid and unpaid leave, or intermittent unpaid leave,will accrue benefits on a pro-rated basis.Employees using paid leave will continue to accrue benefits. FMLA leave counts as continued service for purposes of retirement and/or pension plans. Return to Work:For personal medical leave,employees may return to work during or after this leave after providing a fitness for duty certification,if this requirement is provided in the City's designation of leave notice.Employees will be returned to the same position he/she had prior to the leave or to a position equivalent in pay,benefits,and other terms or employment(if you are a "key employee" restoration to employment may be denied following FMLA leave on the grounds that such restoration will cause substantial and grievous injury to the City). The City may require a medical certificate attesting to the employee's fitness for duty prior to return to work.The fitness for duty report must be based on the particular health conditions(s)for which the leave was approved and must address whether the employee can perform the essential functions of his/her regular job. The City may consult with a physician or other expert to determine reasonable accommodations for any employee who is a"qualified disabled"employee under the Americans with Disabilities Act(ADA). If a fitness for duty certification is required, the City may deny reinstatement until it is provided. General Summary:This policy is intended to be a general summary of the law.Each situation will be evaluated on a case by case basis. Leave of Absence Request Procedure: The following procedure shall be used in the administration of an FMLA leave request: 1) The Employee must notify the immediate supervisor either verbally or in writing of the need for leave and forward the request to the Human Resources Director or designee. When the leave is foreseeable,the employee must provide notice at least 30 days prior to the effective date of the request. When the leave is not foreseeable,the employee must provide notice either the same day or the next business day.Additionally,when the leave is not foreseeable,the employee must comply with the City's usual and customary notice and procedural requirements for requesting leave. 2) Within five(5)business days after the employee has provided notice of the need for this leave, the Human Resources Director or designee will complete and provide the employee with the Department of Labor Notice of Eligibility and Rights. 47 • -_ ,115,1ili.�j�lil,IIl h,h-i 11if'�,_f,,,-'911FIII��41,-og iT - �' '�rl =i'n1111 l l{'T�'T �#4� 3) Within five (5) business days after the employee has submitted the appropriate '',1lfr'-Ill':"I,III II =}'' '','I'111�1 a Ir11'''0 !r_.�.1+,,1I i 11 'Ir_� ,la, "I,�._4,, certification form,the Human Resources Director or designee will complete and provide -_-_-! "I',= _' = ' 1,',,I; '•'_,=,,,;,, the employee with a written response to the employee's request for FMLA leave using - - _ Section 3.9 — Cellular Phones and ' • • : : a ' , • • • . ' S ' ' Other Mobile Communication Devices This policy outlines the use of City provided and personal cell phones and other mobile communication devices. The City provides cellular phones to employees who have a business necessity to telephone others or receive calls while outside of City buildings. Cellular phones are provided to employees for the sole purpose of enhancing the quality, timeliness and overall service level of local government activities. Guidelines I 1) All City cellular services and billing plans will be established by City Administration, and audited periodically. 2) Calls should be limited to those necessary to perform assigned duties. 3) For the safety of City employees and the general public, employees are discouraged from using the telephone any mobile device while operating a vehicle. This includes direct connect. 4) Personal phone calls on City cell phones will be acceptable in those circumstances where it is necessary to contact a family member concerning matters of relative importance. All Personal phone calls should be kept to a minimum and be as brief as possible. 5) In general, long distance calls should not be made on a City cellular phone. If a personal long distance call is made from the—the City cellular phone, the employee is responsible for reimbursing the City for the cost of these calls, as applicable. 6) Text messaging messaging on City cell phones is only allowed for documented business purposes. If an employee receives a personal text message, the employee should notify the sender to refrain from sending text messages to the City cell phone. Additionally, the employee will be responsible for reimbursing the City for the cost of text messages. An employee should have no expectation of privacy in messages or files they create, send, read or listen to on City phones and other communication devices. 7) Employees whose electronic devices are camera enabled are prohibited from using the audio, video and/or camera functions while on City property or in City vehicles unless authorized in advance by the City Administrator or his/her designee. 6}8) While at work, employees are expected to exercise the same discretion in using their personal devices as is expected for the use of City devices. City policies pertaining to harassment, discrimination, retaliation and confidential information apply to the use of personal devices for work-related activities. 7-)9) Text messaging, emailing and/or taking photographs or videos are—is prohibited while operating a vehicle. -8310) Non-exempt employees are not expected to utilize cell phones, Blackberry's or other PDA's for City business outside of working hours unless the employee has received approval from his/her supervisor in advance. 9311) Cell phone use is strictly prohibited when operating fire apparatus. 10)12) The City will not be liable for the loss of personal mobile devices brought into the workplace. 49 Al o — O co 0 O X II o o a 0 0 o O 0 0 0 I p O 0 O O 0 0 p O 8 O O0 O 0 O O O M ( LD q 0 0 - - 0 O O O O O O O O p O 0 0 O O W o g a y w 0 0) 2 0 tzil O ¢¢ 0 0 m N ` U 0 0 O K co w w 6 ' CO CO o W K > _ z C j co j su a o w 1 w w 0 a s a m w o 0 0 4 W I- m j z w N r r W co N� 0 0. U y C7 a 4 0. jL F- C) a a v a 6 w 0. 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W W 4 F m a ova) W w o 0 0 to we co IX To 0 c m & & 3 z zz, o N o z N d sz a Sz a W o w s a o a o Ti fn S S r x N V) > CO S V) .- a' lL s a- < < I- ca r C N m m O o N tD m tD '� CO m m 0 O n n O O CD 0 d N N V CO CO ° o O �--• 'V. V. 0) O 10 O 0 n n O O to m D) rg 0 t0 cc; N N N Cd Lc, CJ N m N U) tri 0 0 t- t- O o C7 M a' E •- •- M m CD F- F- F- N CO.O co co N N N N CO r m F- NI C Q e- e- - CO 0) m >^ > E ° c 0 to O t') M M C9 M M n O < N N N N V N N J Y m t1 W N N N N N N N t ❑ M M l9 t9 M M M M U co U F t(D CDD CDD IDD ttoo N m tnD O o P P s- N s- s- r U IOW�F��i City of Farmington 430 Third Street . ;,. Farmington,Minnesota %A NEW 651.280.6800•Fax 651.280.6899 -4.A moo wwwci.farmington.mn us TO: Mayor and City Council FROM: David J.McKnight,City Administrator SUBJECT: City Council Strategic Plan/Goals for 2013-2017 DATE: April 1,2013 INTRODUCTION The City Council has spent time during its last four work sessions developing strategic plans and goals for 2013-2017. A number of potential issues were discussed and the culmination of that work is presented to you tonight for approval. DISCUSSION The priorities of the City Council are important plans and tasks that will help shape the vision of our community and work priorities of city staff over the course of the year. The City Council has discussed a number of potential projects/priorities over the past two months and how they will fit into our work plan over the next five years. The items that you have discussed fit into five general strategies including: 1. Ensure the long term financial health of the city 2. Position the city for future economic development 3. Review the use and efficiency of city facilities 4. Maintain the long term viability of the city liquor operations 5. Continue communication with residents and partnerships with other local governments As a part of each of the individual strategies are a number of goals and tasks that will help us achieve each of the strategies. There are between three and 11 goals/tasks listed under each of the strategies. I did make some minor changes to the attached plan since you reviewed it at your work session on March 25,2013. The changes that I made include: 1. I added 2-F at your request as a generic,but very important,statement that the continued development of the Vermillion River Crossing is a priority for the City Council. 71 2. Amended 3-A to clarify that we are working with Dakota County on the possible relocation of the library to City Hall during their remodeling. Dakota County has made no final decisions as of yet on this issue. 3. I changed the title of strategy number five to read"Continue communication with residents and partnerships with other local governments." 4. I added 5-C as goal under Communication/Partnerships. Once the 2013-2017 goals are approved by the City Council I will assign the work to achieve these goals to appropriate staff members. It is my intent to provide regular updates to the City Council on these issues. We will also place a progress report on the City website so residents can review the information and track progress on these issues. As I discussed in the work session last week,if adjustments to this plan or the schedule need to be made I will not hesitate to bring the plan back in front of you for revisions. BUDGET IMPACT The cost of these goals vary greatly. Some are primarily staff time while others will require additional investment that the City Council will need to discuss in detail as a part of future budgets. ACTION REQUESTED If the City Council is in agreement,a motion should be made to approve your strategic plan/goals for 2013-2017. 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