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08.05.13 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 August 5, 2013 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGL4NCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Receive Ceremonial Check from Louis Schmitz Foundation to Youth Scholarship Program—Parks and Recreation Information Received 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 (7/15/13 Regular) (7/22/13 Special) Approved b) Approve NRG Reliability Service Agreement—Police Department Approved c) Adopt Resolution—Accept Donations Rambling River Center—Parks and Recreation R34-13 d) Adopt Resolution—Accept Donation Pollution Prevention Day—Municipal Services R35-13 e) Appointment Recommendation Firefighter—Human Resources Approved f) Appointment Recommendation Firefighter—Human Resources Approved g) Appointment Recommendation Firefighter—Human Resources Approved h) Appointment Recommendation Firefighter—Human Resources Approved i) Appointment Recommendation Firefighter—Human Resources Approved j) Review of Public Communications and Political Activity Administrative Policies—Human Resources Information Received k) Acknowledge Resignation Parks and Recreation—Human Resources Acknowledged 1) Approve Dakota County Fair Board Fire Contract Extension— Administration Approved m) Adopt Resolution—Approve Gambling Event Permit Farmington Youth Hockey Association- Administration R36-13 n) 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 a) Adopt Resolution—2014-2018 Street Reconstruction Plan-Finance R37-13 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Adopt Resolution—2013B Street Reconstruction Bonds Pre-Sale Report— Finance R38-13 b) Financial Review First and Second Quarters 2013 - Finance Information Received c) PCI Compliance—Security for Electronic Payment Processing—Finance 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 Accept$500 Ceremonial Youth Scholarship Check from the Louis Schmitz Foundation memo 5 Approve Council Minutes (7/15/13 Regular)(7/22/13 Special) Regular Minutes 6 Special Minutes 10 Approve NRG Reliability Service Agreement NRG service reliabilty agreement 13 Contract 15 Powerpoint 46 Adopt Resolution Accept Donations Made to the Rambling River Center memo 61 resolution 62 Adopt Resoluiton -Accept Donation Pollution Prevention Day Memo 63 Resolution 64 Appointment Recommendation - Fire Department Appt Rec- Garofalo 65 Appointment Recommendation - Fire Department Appt Rec- Leppert 66 Appointment Recommendation - Fire Department Appt Rec- Morgan 67 Appointment Recommendation - Fire Department Appt Rec- Poot 68 Appointment Recommendation - Fire Department Appt Rec- Price 69 Review of Public Communications and Political Activity administrative policies. P&P Updates - Public Comm and Political Activity 70 Public Comm 2013 71 Political Activity 2013 72 Acknowledge Resignation - Parks and Recreation Ack Resignation_Faber 73 Dakota County Fair Board Fire Contract Extension Memo 74 Adopt Resolution -Approve Gambling Event Permit Farmington Youth Hockey Association Memo 76 Resolution 77 Approve Bills Bills 78 1 Adopt Resolution - 2014-2018 Street Reconstruction Plan CM 2013085 2014-2018 Street Reconstruction Plan Public Hearing 112 2014-2018 Street Reconstruction Plan Bond Information - 20130805 113 2013B Street Reconstruction Bonds Pre-Sale Report- Finance CM 2013085 2013B Street Reconstruction CIP Bonds 130 CM 20130805 Resolution Calling for 2013B Bond Sale 131 Financial Review- 1st and 2nd Quarters of 2013 CM 2013 Q2 Fin'l Review 20130805 132 General Fund 2013 Q2 138 General Fund Graph 2013 Q2 139 Other Operating Funds 2013 Q2 140 Liquor Stores 2013 Q2 141 Utility Funds 2013 Q2 145 PCI Compliance - Security for Electronic Payment Processing CM PCI Compliance 20130805 146 LOGIS PCI Compliance Information and Costs 148 2 Act__ ,� City of Farmington 430 Third Street '- Farmington,Minnesota 651.2R0.6R00•Fax 651.280.6899 Wtitrw.Ct.{'y rmingti1n.m u TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Louis Schmitz Foundation Ceremonial Check Presentation DATE: August 5, 2013 BACKGROUND The City Council approved an agreement with the Louis Schmitz Foundation(the Foundation) at its June 3, 2013 meeting that allows the Foundation to provide $500 in funding annually to the Parks and Recreation Department for its youth scholarship program. DISCUSSION On June 21, 2013 the Foundation held its second annual golf fundraising tournament. Prior to the golf fundraising tournament beginning,the Foundation presented$500 youth scholarship ceremonial checks to the Farmington Parks and Recreation and Community Education Departments. Staff has invited the Foundation to attend the August 5, 2013 City Council meeting to accomplish several things.The first was to have the Foundation present the$500 youth scholarship ceremonial check to Mayor Larson.The second was to give the Foundation an opportunity to provide a brief summary about the June 21, 2013 golf fundraiser that was held at Southern Hills Golf Course. The third was to provide information about future fundraising events the Foundation has planned including the 2014 golf tournament fundraiser. REQUESTED ACTION To have Mayor Larson accept the$500 youth scholarship ceremonial check from the Foundation. Respectfully Submitted, Randy Distad Parks and Recreation Director 5 2013 Louis Schmitz Foundation Scholarship Report from Farmington Parks and Recreation Department Scholarship# Program Scholarship Amount #Benefitting % Covered 0001-13 Swim Lesson Level 1 $45.00 1 100 0002-13 Swim Lesson Level 1 $45.00 1 100 0003-13 Swim Lesson Level 4 $45.00 1 100 0004-13 Swim Lesson Level 4 $5.00 1 11 0005-13 Swim Lesson Level 2 $45.00 1 100 0007-13 Swim Lesson Level 1 $45.00 1 100 0008-13 10 Punch Pool Card $40.00 1 100 0009-13 10 Punch Pool Card $40.00 1 100 00010-13 10 Punch Pool Card $40.00 1 100 00011-13 Family Swim Pass _ $150.00 5 83 Total $500.00 14 COUNCIL MINUTES REGULAR July 15, 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, Donnelly, Fogarty Members Absent: None Also Present: Andrea Poehler, City Attorney;David McKnight, City Administrator;Robin Hanson, Finance Director;Kevin Schorzman, City Engineer;Cynthia Muller, Executive Assistant Audience: Mark Arens, Jerry Rich, Andy Rogers 4. APPROVE AGENDA MOTION by Fogarty, second by Bonar to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Bartholomay, second by Fogarty to approve the Consent Agenda as follows: a) Approved Council Minutes (7/1/13 Regular)(7/8/13 Workshop) b) Second Quarter 2013 New Construction and Population Estimate—Building Inspections c) Approved CDBG Funding Agreements-Planning d) Approved Bills APIF,MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 6 Council Minutes(Regular) July 15,2013 Page 2 12. NEW BUSINESS a) 2014—2018 Street Reconstruction Plan -Engineering City Engineer Schorzman spoke about the differences in the street reconstruction plan from the February workshops and the plan that will be brought to Council on August 5, 2013. The original plan showed the 195th Street project in 2015,Akin Park Estates East in 2017 and West in 2019, and 9th Street, Hickory and Euclid Street projects in 2021. The new plan will show Akin Park Estates East and West in 2014, 195th Street reconstruction project in 2015, and 9th Street, Hickory and Euclid Street project in 2015 as a contingency project if there are funds remaining after the Akin Park Estates project. The combining of the two Akin Park Estates projects should lead to good bids. The same work is being done within the same six-year time frame as originally scheduled and we are paying for it within the same timeframe. At the end of the six-year timeframe we pay off the bonds and have the ability to use the funds that were going towards the bond payments to fund the actual CIP. When considering the bonding Council should keep in mind to not just look at the bond payments. This bond is a piece of a bigger puzzle. You cannot look at the bond payments and assume that if from one year to the next they go up substantially, that there will be a huge levy increase. That may be offset in the future by reductions of our existing debt and we also have the 195th Street project included. Councilmember Fogarty stated in the original CIP plan,there was a gradual increase in the levy to build the fund. At the end of the six years,the CIP will still be funded as originally planned. By doing this now, it will cost us$120,000 more than if we had done it on our own. City Engineer Schorzman confirmed that depending on interest rates,but those are also offset by the potential savings of doing the project sooner. As with the original plan, after six years this plan will fully fund the CIP without additional increases. Councilmember Bonar stated we are trying to work towards a level of investment each year. Some will be bond dollars and some levy dollars. As projects are complete,those costs will be in the past. There is a plan and we are beginning the first step. He asked how often staff will provide an update on the next step. Staff replied when looking at the total CIP,we will update it as we receive information on each bid. Estimates will be replaced with the actual money used. Councilmembers thanked staff for their work on this plan and taking care of debt within the appropriate timeframe. Bids for the Akin Park Estates project will go out in early January 2014. b) Approve Farmington Fire Relief Association Retirement Contribution- Administration A workshop was held on July 8, 2013, with the Farmington Fire Relief Association on their fmancial status,the history of City contributions to the Relief Association and projects on upcoming member retirements and their impact on the Relief Association. A handful of members will be retiring in the next few 7 Council Minutes(Regular) July 15,2013 Page 3 years that will involve significant payouts. The FFRA also showed fmancial projects showing City contributions of the minimum amount, $150,000, and $200,000 annually. All of the numbers did not include increases for members of the FFRA. At the workshop the consensus of the Council was to set the City contribution for the Relief Association at$150,000/year for 2014 and beyond. City Administrator McKnight recommended approving this contribution for five years, through 2018,with an in-depth review of the financial status of the Relief Association as part of the 2017 budget process. The draft 2014 budget does include$150,000 in contributions. The minimum required contribution for 2014 is just over$137,000. Councilmember Fogarty stated many years ago the Relief Association was well over 100%funded. At that time they asked Council to increase their retirement and she recalled speaking to members that if all eligible members retired,the fund would not be fully funded and it could hurt the bottom line and long term financial stability of the fund. She was told not all members would go, but they did and it really depleted the fund. Shortly after that the economy put a hard hit on investments. The combination of this cost a lot of taxpayer dollars to make sure the fund was 100% funded. She would support getting them back to the level they were heading for. In prior years we were required to put$200,000 in the fund. In previous years we were required to contribute$70,000 and were increasing it by$5,000/year to build up the fund. That would put them this year at $105,000. Our contribution has to be$154,000 because that fund is still suffering. Even next year we would still have to be committed to$137,000. She has always supported public safety,but the result of those two big events happening cost the taxpayers a great deal of money and a couple people their jobs. It is hard to commit money when so much has had to be restored, even though it is of no fault to the current members. She would prefer to go back to the plan of where we were intending to be at this time. City Administrator McKnight stated currently we are funded at 87%and the $150,000 contribution would put us at 104%by 2019. Councilmember Bonar noted the mean average for pension investments throughout the state is 102%. Mayor Larson stated this $150,000, although more than we have to contribute, is good for budgeting and in five years we will re-examine it. If it becomes overfunded we can cap it. He liked the plan for budgeting reasons. MOTION by Bartholomay, second by Bonar to approve an annual contribution of $150,000/year to the Farmington Fire Relief Association for 2014—2018,with review of the fmancial status as part of the 2017 budget process. Voting for: Larson, Bartholomay, Bonar, Donnelly. Voting against: Fogarty. MOTION CARRIED. 13. COUNCIL ROUNDTABLE 8 Council Minutes(Regular) July 15,2013 Page 4 Councilmember Fogarty: Wished Effie Barnes, Miss Farmington 2012, good luck with her competition in the Aquatennial. Councilmember Bartholomay: He and Councilmember Bonar attended the Pan-O- Prog parade and it was nice to see Farmington represented. City Administrator McKnight: There will be a Joint Council/School Board meeting on July 22, 2013, at 5:30 p.m. City Engineer Schorzman: The sanitary sewer replacement project has begun on the east side of TH3 between Oak and Spruce Street. It affects five homes on the frontage road. Spruce Street is closed between TH3 and the frontage road. • Mayor Larson: Carbone's will have an outdoor concert featuring Hairball on August 17, 2013. It will be loud, but will end at 11:30 p.m. He reminded everyone to shop local and support Farmington liquor stores. There was an ad in the Family Fresh Market flyer promoting the Wine Club. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 7:35 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 9 Joint City Council/School Board Meeting July 22,2013 Chair Lee called the School Board meeting to order at 5:30 p.m. Mayor Larson called the City Council meeting to order at 5:30 p.m. School Board Present: Lee, Cordes, Sauser, Singewald, Treakle Absent: Beem City Council Present: Larson,Bartholomay, Bonar, Donnelly, Fogarty(arrived 5:51 p.m.) Absent: None Also Present: Jay Haugen, Superintendent;Carl Colmark, Director of Finance, Charles Duarte, Head of Instructional Technology;Julian Buss,Teacher, Kim Briske, Teacher;Lori Jensen, Executive Assistant David McKnight, City Administrator;Kevin Schorzman, City Engineer;Cynthia Muller, Executive Assistant MOTION by Sauser, second by Cordes to approve the School Board meeting agenda. APIF, MOTION CARRIED. Mayor Larson added item 9f) Other,to allow for any additional comments at the end of the meeting. MOTION by Bartholomay, second by Donnelly to approve the City Council meeting agenda. APIF,MOTION CARRIED. MOTION by Cordes, second by Treakle to approve the School Board consent agenda. APIF, MOTION CARRIED. REPORTS AND COMMUNICATIONS a) Construction Project Updates Mr. Colmark gave an update on the Farmington Elementary remodeling project. The project is being fmanced by$5.9 million from the bond construction fund and$1.4 million from the safety and health funding. Work is also being done at Akin Road Elementary at a cost of$1.6 million. Half is paid through bond construction funds and half from safety and health funds. There is a$225,000 project at the Farmington High School for exhaust venting and insulation blankets for the chiller. The District Service Center will be moving to the Farmington High School in August. City Engineer Schorzman stated a project will be performed on Flagstaff Avenue and 200th Street to address settlement issues. In 2014 the City will be cleaning the storm water pond north of Akin Road Elementary. In 2015 work will begin on Flagstaff and 195th Street. There will be a three-lane section to allow for turning lanes between Meadowview Elementary and Akin Road Elementary. Staff is looking at options for the intersection of Pilot Knob and 195th Street. Trails will be installed on both sides of 195th Street and it is possible there will be an underpass for 195th Street to Meadowview Elementary. 10 Joint Council/School Board Meeting July 22,2013 Page 2 b) Safe Pathways to School City Engineer Schorzman explained this program is for grades K—8th grade. There are three types of funds, infrastructure(for trails) amounting to $100,000- $300,000, non- infrastructure(to be used for education programs) for$12,000- $100,000,and planning grants. There was a discussion about the Spruce Street corridor to Vermillion River Crossing and if there would be a sidewalk along Spruce Street to the middle school. City staff agreed there is a gap in the trail system along Spruce Street. Options suggested were a bituminous trail, or no parking on one side of Spruce Street with striping for pedestrians. A question was raised if there would be a trail from the Spyglass development in Lakeville to the Farmington High school as students have created a natural path. Because of having to obtain the correct grade for ADA compliance, a trail would be very expensive. c) ISD 192 Farmington Forward Mr. Duarte stated Ipads have been given to all students. There have only been 50 insurance claims on Ipads out of thousands that were distributed. Surveys were done on student focus groups and staff on use of the Ipads. Students felt they were more organized and liked having a choice on how to demonstrate what they learn. They have more time flexibility to get their work done. The Ipads provide customized learning for students. Funds to purchase Ipads could not have been used to hire teachers. Many teachers are moving away from paper textbooks and creating their own Ibooks. This project started in March and district staff is working on a score card to prove the numbers. Costs for printing and textbooks have been reduced dramatically and those funds have been put into funds to purchase Ipads. Survey results will be used to allocate resources and for district planning. Ms. Briske, a Spanish teacher, stated she noticed a dramatic change from the start. Ipads allow her to get information to students even when they are not in school. Students are enriched through the customized learning. They use schoolology which is a learning management software for organizing. It allows students to have contact with teachers and access to homework. Students can also answer questions among each other. A large number of students have been doing extra activities as teachers have more time to answer questions rather than handing out papers. Ms. Briske does not use textbooks. Each student is guaranteed a curriculum that is packed with learning. Mr. Buss, a science teacher,noted students do not have to work in the classroom. They can make up their lab on an off day. He has created his own Ibooks and demonstrated how the books interact with students. He created his Ibooks during the summer in his off time. d) City Council Strategies City Administrator McKnight explained the five priorities Council has set for the next five years. -Ensure the long term financial health of the City - Position the City for future economic development -Review the use and efficiency of City facilities 11 Joint Council/School Board Meeting July 22,2013 Page 3 -Maintain the long term viability of City liquor operations -Continue communication with residents and partnerships with other local governments e) Partnerships City Administrator McKnight prepared a list of events where the City and school work together. Some include the School Resource Officer, elections, community expo, pollution prevention day, sharing of facilities, patriotic day, etc. Blue in the schools is a program that will begin this fall. It pairs police officers with specific school buildings to develop relationships, increase police presence, and open communication. City and school staff have been discussing long term facility needs and will be getting all six areas within the school district together. Superintendent Haugen noted he has participated on the Business Attraction Team, on GROW Farmington with the City and the business association, and City and school staff will be working together on safe pathways to schools. t) Other It was suggested the Council and School Board meet on a regular basis as policy makers. A committee could be formed that would meet quarterly on how the two groups can work together and find a collective vision. MOTION by Fogarty, second by Bartholomay to adjourn the Council meeting at 7:15 p.m. APIF,MOTION CARRIED. MOTION by Treakle, second by Sauser to adjourn the School Board meeting at 7:15 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 12 �o !'► ;, City of Farmington ; A 430 Third Street !° Ng Farmington,Minnesota a 651.280.6400•Fax 651 280.6899 www.ci.tiarrningumann.us TO: Mayor and Councilmembers City Administrator FROM: Brian A. Lindquist Police Chief SUBJECT: Reliability Service Agreement DATE: August 5, 2013 INTRODUCTION In 2002, the City of Farmington completed construction on the Police Department and the Maintenance Facility. Both buildings required backup power sources and a ten year lease was negotiated with Dakota Electric and Natural Resource Group, (NRG).A new agreement has been negotiated and presented for approval. DISCUSSION The initial lease contract provided both buildings with backup generator power and a reduced utility rate. The contract provided NRG with a $1,000 per month lease from the Police Department and a $1,440 per month lease at the Maintenance Facility. The initial lease allowed Dakota Electric to activate the generators at peak power usage times and supplement their usage capacities. For this service, the City received a reduced electric rate throughout the year. The "Rate 70"program resulted in a monthly savings of approximately$500 per facility. At the expiration of the lease the City reopened negotiations with NRG. The following actions are a result of those talks. 1. Both generators are oversized for each building's needs. The generator at the Maintenance Facility will be removed and replaced by the generator from the Police Department. At no cost to the City, NRG will bring in a new generator for the Police Department. 2. NRG will be responsible for all maintenance and fuel costs associated with both generators. 13 BUDGET IMPACT The attached power point presentation shows that between the elimination of the monthly lease payment, the elimination of diesel fuel costs and our taking on the costs previously associated with "Rate 70" savings; the City will save approximately $14,549 per year between the Police Department and the Maintenance Facility. ACTION REQUESTED All documents have been reviewed and approved by the City Attorney. Approve the attached Reliability Service Agreement with NRG. Respectfully submitted, Brian A.Lindquist Chief of Police 14 NRG Reliability Solutions LLC Reliability Service Agreement City of Farmington - L.E.C. & M.F. RELIABILITY SERVICE AGREEMENT This Reliability Service Agreement (the "Agreement") is made and entered into as of the yr day of�uu s ,2013 (the "Effective Date") by and between NRG Reliability Solutions LLC (the `Company"), a Delaware limited liability company, and the City of Farmington, Minnesota, a municipal corporation ("Customer"). Company and Customer are sometimes referred to herein individually as a"Party"and collectively as the"Parties". INTRODUCTION WHEREAS,the Company is engaged in the business of providing backup power(and,in certain cases,enhanced power quality)to various end-use customers;and WHEREAS, Customer desires to engage the Company to install, maintain and operate the Company Equipment at Customer's Site; NOW THEREFORE,in consideration of the foregoing and the mutual agreements and covenants herein contained and intending to be legally bound hereby,the Parties hereto hereby . agree as follows: ARTICLE I DEFINITIONS For purposes of this Agreement, capitalized terms not otherwise defined herein shall have the ' meaning set forth opposite such term below: 1.1 "Commencement Date"means the date on which the Company Equipment first becomes operational,or the first day of Customer's utility billing cycle thereafter,as set forth on Exhibit A. 1.2 "Company Equipment"means the equipment listed on Exhibit A provided by the Company at the Site to provide backup power(and,in certain cases,enhanced power quality). 1.3 "Customer Equipment"means the Customer's electrical distribution equipment and all other Customer-owned equipment at the Site. 1.4 "Customer Load" means the electricity consumed expressed in KW as a function of time required at the Site,as more specifically described on Exhibit A. 1.5 "Force Majeure Event" means an event resulting in a Party being rendered unable,wholly or in part,to carry out its respective obligations under this Agreement,except for any obligations to make payment,due to circumstances beyond its reasonable control,including strikes, lockouts or other labor disturbances, flood, natural disaster, acts of God, war, or civil insurrection or terrorist activities,damage to the electrical equipment at the Site making it unsafe for the Company Equipment to provide electricity,or the failure of the Company Equipment as a result of Customer Load connected to the Company Equipment being in excess of the load limits defined in Exhibit A. 1.6 "Outage" means the occurrence of conditions on the utility's or other distribution service provider's side of Customer's meters resulting in a transfer of the Customer Load at the Site to the Company Equipment. 1.7 "Overload Condition" means the electricity required at the Site exceeds the limits set forth on Exhibit A. 1.8 "Site" means Customer's site or sites more specifically described on each Exhibit A. {001229191/2010-0003} V,2,28.13 . w w 1.9 "Term" means the initial and all renewal terms of this Agreement commencing on the Effective Date and ending upon the expiration or termination of this Agreement. ARTICLE II INSTALLATION AND OPERATION 2.1 Installation. The Company will install the Company Equipment and take all actions required by the Company to make such equipment operational. Costs and expenses of material and labor associated with the installation of the Company Equipment shall be borne by the Company unless specified otherwise in Exhibit A. 2.2 Operation. (a) From and after the Commencement Date and subject to the terms hereof, the Company will operate the Company Equipment at the Site for the purpose of providing Customer with backup power at the Site during any Outage (and, in certain cases, enhanced power quality). The Company will provide continuous remote monitoring of the Company Equipment (b) The Company shall conduct operational tests of the Company Equipment by operating it under load, either by transferring Customer Load or synchronously connecting to the grid,for at least 20 minutes once per month(or more often as determined by the Company). The Company will coordinate all testing with Customer and shall,at Customer's request,provide Customer the written results of same. (c) At all times during the Term (including during any Outage), the Company shall maintain a fuel supply on the Leased Premises which the Company, in its reasonable discretion based upon the historical monthly average energy use, determines is necessary to operate the Company Equipment in accordance with this Agreement. (d) The Company warrants that it shall install and operate the Company Equipment in a good and workmanlike manner and in accordance with generally accepted industry standards. ARTICLE III FEES AND COSTS 3.1 Service Fee. Customer shall pay the Company the monthly fee set forth in Exhibit A(the"Service Fee"),which may be adjusted as set forth in Exhibit A. 3.2 Fuel Costs. In addition to the Service Fee,Customer shall pay the Company for the costs of the fuel used to operate the Company Equipment(the "Fuel Costs") in accordance with Exhibit A. The Company shall install and maintain equipment capable of measuring kWh produced and fuel consumed for each operation of the Company Equipment. 3.3 Payment Terms. (a) Customer shall pay the Service Fee on a date each month during the Term specified by the Company,except as otherwise provided in Exhibit A. (b) The Company shall send invoices to Customer for any Fuel Costs and for any other amounts owed to the Company hereunder,and payment shall be due within twenty-five (25)days of Customer's receipt of each invoice. (c) Customer shall pay all amounts owed to the Company at its corporate offices as set forth in Exhibit A,or such other address as the Company may designate in writing. 2 V..2.28.13 100122919.112010-0003} (d) Customer shall be liable for interest on past-due amounts at a rate equal to the lesser of(i)one percent per month,or(ii)the maximum allowed by federal or state law. 3.4 Other Program Proceeds. The Company shall be entitled to utilize the Company Equipment at the Site for purposes other than the provision of backup power to Customer(and,in certain cases,enhanced power quality),including providing electricity directly to the grid or participation in any program whereby Customer or the Company receives compensation from a third party for interrupting the provision of electricity to the Site or similar program. Proceeds from such activities shall be allocated to the Company except as otherwise set forth in Exhibit A. Customer agrees to execute and deliver to the Company any required acknowledgements and other documentation necessary to facilitate the above use of the Company Equipment,including with respect to allocation of proceeds. ARTICLE W COMPANY EQUIPMENT 4.1 Company Equipment. The Company Equipment is the property of the Company (or an affiliate of the Company) and the Company (or such affiliate) shall retain control, ownership and all rights to the Company Equipment. Customer shall prevent any liens, levies, attachments or encumbrances based upon a claim or right asserted against Customer from being filed or asserted against the Company Equipment,or any portion thereof,and shall reimburse the Company for any costs incurred in defending,removing and protecting the Company Equipment from the same. Upon the request of the Company, Customer shall provide to the Company the written agreement of any lender or other third party with an interest in the Site that the Company Equipment is the property of the Company(or its affiliate) and such lender or other third party does not have any claims,rights or other interest in or to the Company Equipment. 4.2 Ground Lease. The Company Equipment shall be located on premises identified in Exhibit A ("Leased Premises") leased to Company under a ground lease ("Ground Lease") executed by the Parties in the form attached as Exhibit B. The term of the Ground Lease will be the same as the Term, and if this Agreement is terminated early, the Ground Lease will also terminate on the date of termination of this Agreement; provided that after termination of the Ground Lease the Company will have the right of ingress and egress to the Leased Premises for ninety (90) days after such termination to remove Company Equipment, fuel, and other Company-owned property from the Leased Premises. The Company may file a memorandum of the Ground Lease in the form attached as Exhibit B and a UCC-1 or other notice filings with respect to the Company Equipment to protect its rights therein. 43 Access to Site and Equipment. Customer grants the Company and the Company's personnel, subcontractors and/or agents, access to and over and across the Site and the right to install, operate,maintain,monitor, remove and replace the Company Equipment on or from the Site and Leased Premises, during the Term and thereafter for the purpose of removing the Company Equipment. Customer will provide the Company with keys, combinations or access codes necessary to allow the Company personnel and or subcontractors direct access to all of the Company Equipment, at all times.during the performance period of this Agreement. If the Company replaces any of the Company Equipment during the Term, it shall promptly provide to Customer a revised Exhibit A to reflect the changed equipment. 4.4 Restrictions on Customer. (a) Except to the extent expressly authorized by the Company, Customer shall not have access to the Leased Premises,the Company Equipment and Customer shall not permit any of its personnel, subcontractors or agents to access the Leased Premises or the Company Equipment. 3 V..2.28.13 {00122919.1/2010-0003) (b) Prior to Customer adding any equipment to the Site that could result in Customer exceeding the load limits in Exhibit A or any other equipment brought on Site creating an additional temporary load (e.g., welding equipment, construction equipment, etc.), Customer shall notify the Company in writing with sufficient time for the Company to disable the Company Equipment or take other action to avoid any damage to the Company Equipment. ARTICLE V TERM;TERMINATION 5.1. Term. The initial term of this Agreement will commence on the Effective Date • and continue for the period after the Commencement Date set forth in Exhibit A. The initial term of this Agreement shall be automatically renewed for successive one (1) year periods thereafter; provided that neither the Company nor Customer shall have given notice of its desire not to renew this Agreement at least ninety(90)days before the end of the initial or any renewal term. This Agreement may not be terminated or canceled except as expressly provided in this Agreement. 5.2 Events of Default of Customer. The following shall constitute "Events of Default"of Customer: (a) Customer substantially ceases or suspends its business at the service address specified in Exhibit A, or admits in writing its inability to pay its debt as they mature; or bankruptcy, reorganization or other proceedings for the relief of debtors or benefit of creditors shall be instituted by or against Customer;or (b) Customer shall fail to pay all or any part of the Service Fee,Fuel Costs or other payments when due and payable;or (c) Customer shall fail to perform or shall materially breach any of the other covenants herein and shall continue to fail to observe or perform the same for a period of thirty (30)days after written notice thereof by the Company;or (d) Customer creates, incurs, or suffers to exist any mortgage, lien, or other encumbrance or attachment of any kind whatsoever upon or affecting the Company Equipment or this Agreement or any of the Company's interests hereunder,or (e) Any representation or warranty made by Customer herein or in any document or certificate furnished to Company proves to be incorrect in any material respect when made;or (f) The dissolution of Customer as a business entity. 5.3 Events of Default of the Company. The following shall constitute "Events of Default"of the Company: (a) The Company admits in writing its inability to pay its debt as they mature; or bankruptcy, reorganization or other proceedings for the relief of debtors or benefit of creditors shall be instituted by or against the Company;or (b) The Company shall fail to perform or shall materially breach any of the other covenants herein and shall continue to fail to observe or perform the same for a period of thirty (30)days after written notice thereof by Customer;or (c) Any representation or warranty made by the Company herein or in any document or certificate furnished to Customer proves to be incorrect in any material respect when made;or (d) The dissolution of the Company as a business entity. 5.4 Remedies Upon Event of Default. (a) Except as otherwise set forth herein, either Party has the right to terminate this Agreement immediately by written notice upon an Event of Default by the other Party. (b) In the event of a termination of this Agreement upon an Event of Default by the Company,Customer may elect,at the time it provides written notice of such termination,to: 4 V.2.28.13 {00122919;1/2010-0003} (i)require the Company to remove the Company Equipment from the Site within forty-five(45)days of such termination,or (ii)elect to buy the Company Equipment(on-site at the time of the termination of - the Agreement)upon the terms set forth on Exhibit A,Table 1 and subject to the following: The • payment of the purchase price for the Company Equipment shall be made in cash within thirty (30)days of termination of this Agreement. In the event that Customer does not make an election at the time of termination of this Agreement, Customer shall be deemed to have waived its right to purchase the Company Equipment. (c) In the event of termination of this Agreement upon an Event of Default by Customer,the Company may elect: (i)to recover from Customer all payment obligations accruing prior to the date of termination, including the Service Fee, Fuel Costs,remittance of payments under load interruption programs and similar payments, (ii) to recover from Customer unrecoverable Site installation costs as set forth in Exhibit A-Table 2, (iii) to recover from Customer costs and expenses incurred by the Company to remove or recover the Company Equipment;and (iv)exercise any other or additional right or remedy available to the Company under applicable law. 5.5 Unrecoverable Site Installation Costs. Notwithstanding any contrary provision in this Agreement, upon termination of this Agreement by Customer for any reason, other than an Event of Default by the Company, Customer shall pay the Company the amount of unrecoverable Site installation costs as specified in Exhibit A,Table 2. ARTICLE VI REPRESENTATIONS 6.1 Representations of the Parties. Each Party hereby represents and warrant as follows: (a) It has full power,authority and legal right to enter into and perform this Agreement. (b) The Agreement, including all exhibits, have been duly entered into and delivered by it. (c) This Agreement constitutes its legal,valid and binding obligation subject to applicable principles of equity or other similar laws. ARTICLE VII INSURANCE 7.1 Company Insurance. During the Term, the Company shall maintain the following insurance: (a) Commercial General Liability insurance coverage against third-party claims,for bodily injury(including death)and/or damage to property resulting from or caused by the operation, handling and transportation of the Company Equipment during the Term, with minimum limits of$1,000,000 per occurrence/$2,000,000 aggregate. (b) Property insurance on the Company Equipment,with limits of not less than the full replacement value of the equipment,which coverage shall include losses caused by fire,theft,vandalism,acts or omissions of the Company,its employees and agents or third parties, 5 V.2,28,13 {00122919./2010-0003} . Y V ✓ or other risk of loss customarily insured against in a commercial property loss policy. Waiver of subrogation will be granted in favor of Customer under the Company's Property insurance policy. (c) Workers compensation insurance for the Company's employees in amounts required by the laws of the state(s)where the work will be performed. (d) To the extent that any subcontractors or agents of the Company are not covered by the Company's insurance in Sections 7.1(a), (b) and (c)above, the Company shall require any subcontractors or agents to carry the same insurance and limits as required of Company. (e) Customer is to be included as an additional insured on the policy or policies required in paragraph(a)of this Section 7.1. 7.2 Customer Insurance. During the Term, Customer shall maintain the following insurance: (a) Commercial General Liability insurance coverage against third-party claims,for bodily injury(including death)and/or damage to property resulting from or caused by acts or omissions of Customer or its employees, contractors, agents or representatives, with minimum limits of$1,000,000 per occurrence/$2,000,000 aggregate; (b) Property insurance on the Customer Equipment, with limits of not less than the full replacement value of the equipment which coverage shall include losses caused by fire,theft,vandalism,acts or omissions of Customer,its employees and agents or third parties,or other risk of loss customarily insured against in a commercial property loss policy. Waiver of subrogation will be granted in favor of the Company under the Customer's Property insurance policy. (c) To the extent Customer has employees,workers compensation insurance for Customer's employees in amounts required by the laws of the state(s) in which the Site is located. (d) The Company is to be included as an additional insured on the policy or policies required in paragraph(a)of this Section 7.2. 7.3 Evidence of Insurance. On the Effective Date and on each renewal date,the Company shall furnish certificates to Customer evidencing the foregoing required insurance is in full force and effect and Customer shall furnish certificate(s) to the Company evidencing the required insurance set forth herein is in full force and effect. ARTICLE VIII FORCE MAJEURE;LOSS OR DAMAGE TO EQUIPMENT • 8.1 Force Majeure. In the event either Party is prevented,in whole or in part,from performing its obligations under this Agreement due to a Force Majeure Event, then such obligations shall be suspended during the period of the Force Majeure Event. The Party unable to so perform shall provide the other Party with written notice setting out the reason for non- performance within a reasonable time of discovering the Force Majeure Event. The Party which has suspended its performance shall promptly notify the other Party of the removal of the event or circumstance preventing it from performing its obligations and shall resume the performance of its obligations as soon as reasonably practicable after such removal;provided,however,that in no event shall any Party be required to resume performance of its obligations hereunder after the expiration of the Term unless such obligations by their nature survive the termination of this Agreement. 6 V.228.13 (00122919.1/2010-00031 8.2 Loss or Damage to Equipment. In the event of a Force Majeure Event resulting in the Company Equipment being lost, damaged or stolen and as a result the Company is not capable of providing the services contemplated by this Agreement, the Company shall use commercially reasonable efforts to repair or replace such equipment as soon as possible, but otherwise,the Company's obligations under this Agreement shall be suspended until such time that the equipment is repaired or replaced. Customer's obligations to make payment shall be suspended during such time period. ARTICLE IX LIMITATIONS OF LIABILITY 9.1 Limitations of Liability. (A) UNDER NO CIRCUMSTANCES SHALL A PARTY BE LIABLE FOR CONSEQUENTIAL, INDIRECT, INCIDENTAL, PUNITIVE, BUSINESS INTERRUPTION DAMAGES OR OTHER NON-DIRECT DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER ARISING UNDER STATUE, IN TORT OR CONTRACT, UNDER ANY INDEMNITY PROVISION OR OTHERWISE, AND WHETHER ARISING FROM A PARTY'S SOLE, JOINT, CONCURRENT, ACTIVE OR PASSIVE NEGLIGENCE. WITHOUT LIMITATION OF THE FOREGOING, THE COMPANY SHALL NOT BE LIABLE TO CUSTOMER FOR ANY DAMAGES TO CUSTOMER EQUIPMENT OR OTHER EQUIPMENT OR FACILTIIES LOCATED ON THE SITE CAUSED BY OR RELATED TO THE PROVISION OF ENHANCED POWER QUALITY OR BACKUP POWER,INCLUDING IF DUE TO AN OVERLOAD CONDITION. (B) EXCEPT TO THE EXTENT OTHERWISE EXPRESSLY PROVIDED IN THIS AGREEMENT,THE COMPANY MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WHATSOEVER,EXPRESS OR IMPLIED, STATUTORY OR OTHERWISE, INCLUDING ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR PURPOSE,RELATING TO SERVICES,EQUIPMENT OR MATERIALS SUPPLIED BY THE COMPANY UNDER THIS AGREEMENT, AND ANY SUCH REPRESENTATIONS OR WARRANTIES ARE HEREBY DISCLAIMED. (C) NOTWITHSTANDING ANY PROVISION HEREIN TO THE CONTRARY, IN NO EVENT SHALL THE COMPANY'S AGGREGATE LIABILITY ARISING OUT OF THIS AGREEMENT IN ANY CALENDAR YEAR EXCEED THE SERVICE FEE PAYABLE TO THE COMPANY FOR SUCH CALENDAR YEAR. ARTICLE X MISCELLANEOUS 10.1 Change in Law. If a Change in Law is enacted that increases the Company's costs to perform this Agreement or reduces Company's revenue under this Agreement,including imposition of new or changes in rates,taxes,fees,charges,assessments,restrictions on emissions allowance requirement(s), or that prevents or otherwise adversely affects participation in any revenue generating program or activity described in Section 4.4,the Parties will negotiate in good faith to revise this Agreement in a manner intended to restore the Company's original economics to the same position as if the Change in Law had not occurred. If the Parties are unable to reach agreement on an acceptable restructuring within thirty(30) days after the Company gives notice to Customer of the Company's proposal to restructure this Agreement, then the Company may terminate this Agreement upon the earlier of thirty(30)days after notice to Customer or the date that the of Change in Law becomes effective and the Company will remove the Company Equipment from the Site within ninety(90)days of such termination. 7 V,2.28.13 {00122919.1/2010-0003} 10.2 Confidentiality. Customer agrees not to use or disclose any Confidential Information except to perform this Agreement. As used herein, "Confidential Information" means non-public information provided by on or behalf of the Company to Customer in connection with this Agreement, including, the configuration of the Company Equipment, the manner in which the Company Equipment is used, operated and maintained, this Agreement (including all exhibits), and all information provided to Customer by the Company incident to negotiating this Agreement. 10.3 Notices. All notices,demands or other communications to be given or delivered under or by reason of the provisions of this Agreement shall be in writing and shall be deemed to have been given or made when delivered personally or by reputable overnight courier service (charges prepaid)to the recipient. Such notices,demands and other communications shall be sent to the addresses specified in Exhibit A,or to such other address or to the attention of such other person as the recipient Party has specified by prior written notice to the sending Party. 10.4 Independent Contractor. The Company shall be an independent contractor under this Agreement and this Agreement shall not be construed as creating a partnership,joint venture, agency or employment relationship, or as granting a franchise under either federal or state law. 10.5 Amendments and Waiver. This Agreement (including the exhibits) may be amended or modified by, and only by, a written instrument executed by all the Parties hereto (including by way of supplement to or replacement of exhibits); provided, however, a Party's contact information set forth in Exhibit A may be amended by a notice from such Party. The • terms of this Agreement may be waived by, and only by,a written instrument executed by the Party against whom such waiver is sought to be enforced. 10.6 Assignments and Parties in Interest. This Agreement shall inure to the benefit of and be binding upon the Parties hereto and their respective permitted successors and assigns. This Agreement shall not be assigned by Customer without the prior written consent of the Company which consent shall not be unreasonably withheld. Any assignment in violation of this provision shall be null and void. 10.7 Entire Agreement. This Agreement embodies the entire agreement and understanding between the Parties hereto relating to the subject matter hereof and supersedes any prior agreements and understandings relating to the subject matter hereof. In the event of any conflict between the terms set forth in Articles 1-X and any exhibit hereto,the terms set forth in this Agreement shall control. 10.8 Interpretative Matters. In this Agreement,unless otherwise specified or where the context otherwise requires: (a) the headings of particular provisions of this Agreement are inserted for convenience only and will not be construed as a part of this Agreement or serve as a limitation or expansion on the scope of any term or provision of this Agreement; (b) the words "include," "includes" and "including"shall be deemed to be followed by the words"without limitation"; (c) all exhibits referred to herein are incorporated herein by reference;and (d) references to any person or entity include the permitted successors and assigns of such person or entity. 10.9 Severability. If any part or provision of this Agreement is or shall be deemed violative of any applicable law, such legal invalidity shall not void this Agreement or affect the remaining terms and provisions of this Agreement, and this Agreement shall be construed and interpreted to comport with all such laws,rules or regulations to the maximum extent possible. 10.10 Governing Law. This Agreement and the rights and obligations of the Parties hereto shall be construed under and governed by the laws of the S tate of Minnesota, without giving effect to principles of conflict of laws. 8 V.2,28,13 {00122919,1/2010-0003} 10.11 Counterparts. This Agreement may be executed in any number of counterparts and any Party hereto may execute any such counterpart, each of which when executed and delivered shall be deemed to be an original, and all of which counterparts taken together shall constitute but one and the same instrument. 10.12 Delegation to Affiliates. The Company may delegate any of'its performance obligations under this Agreement to one or more affiliates provided that the Company will remain financially responsible for any failure to perform or other acts or omissions of its affiliates to the same extent that such failures,acts or omissions were those of the Company. [SIGNATURE PAGE TO FOLLOW] 9 V.2.28.13 (00122919.1/2010-0003) IN WITNESS WHEREOF,the Parties hereto hereby warrant that they have the requisite authority to execute this Agreement,and have executed this Agreement,as of the Effective Date. NRG RELIABIITY SOLUTIONS LLC By: Name: G Ai2!-c Title: V P CITY OF FARMINGTON BY: � Mayor AND: City Admims Z(C. 1 0 V.2.28.13 {00122919.1/2010-0003} EXHIBIT A to Ground Lease Agreement [DESCRIPTION OF LEASED PREMISES] MEMORANDUM OF GROUND LEASE STATE OF //inveso-tia_. § COUNTY OF Oc 4odci. § Lessor: C;4i, err Aa -,..r)1.7-?4,h Lessor's Address: y30 —kec/S'-free' �aY# ,'or o�7 AI4/SJ '( Lessee:NRG Reliability Solutions LLC Lessee's Address: Effective Date: .Qet9us-f £ a o/3 Term:Commencing on.4e., ,s-7A 5',20/3 and ending on. r .5,20 a3 Leased Premises: The Lease grants to Lessee during the Term the use and possession of the land described on Exhibit A ("Leased Premises") attached hereto. This Memorandum of Lease is executed by Lessor and Lessee and placed of record in the county in which the Leased Premises are located solely for the purpose of giving notice of the existence of the lease. LESSOR: f Ci,Sy err/ ii i iirq-oh By: Name: ? e/1e rso n Title: /lay ay o r^ LESSEE: NRG Reliability Solutions LLC By: , �� Name: 2�jv / i% Title: l/®/? [NOTARY PAGE TO FOLLOW] 15 V.2.28.13 {00122919.1/2010-0003} THE STATE OF/1419eso .§ COUNTY OF da-ko- § This instrument was acknowledged before me on the 4 41ay of _ _ . 2043, by ,j / rsoo, s or on be. of '° • emu, CYNTHIA A. MULLER otary Public,State of �;hrrPSo-l . 3 NOTARY PUBLIC-MINNESOTA THE STATE OF ININ*2&5\-0-§ My Commission Expires 01-31-2015 COUNTY OF W § This instrument was acknow edged before me on the 10l day of a , 2 by o. r \J ,on behalf of NRG Reliability Solutions L C Notary Public,State of 'K� o. CANDICE CAYE KOSIR 4,p Notary Public-Minnesota My Commission Expires Jan 31,2014 V.2.28.13 16 {00122919.1/2010-0003} Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A This Exhibit A and its Addendum(s),when executed by both Company and Customer shall be made a part of that Reliability Service Agreement dated July 8,2013("Agreement")between Company and Customer. Customer(and billinglnotificatlon address) Company City of Farmington-L.E.C. NRG Reliability Solutions LLC 93c 7%;"0/ 7.- -14 17685 Juniper Path, Suite 301 Farmington,MN 55024 Lakeville,MN 55044 Service Address(equipment location) City of Farmington-L.E.C. 19500 Municipal Drive Cost Center# 190029 Farmin on, MN 55024 By: � By: i Printed Name 1,",c7/,.,I1 4c2, ®h Printed Name ,265 Title /t--/ad p r Title V P. Date �Q� 4S-F 6 aen /3 Date 0• i2• Company Equipment-Generator Company Equipment-Switchgear Manufacturer MTU Manufacturer ASCO Model Number 100-JS6DT3 Amp Rating 600 amp Prime Rating 90kW Load Transfer Open Standby Rating 100kW Location NEMA 1 Inside Enclosure Output 120/208 Volt 120/208V,3 Phase,Company Equipment-Enclosure Fuel Type Diesel Manufacturer MTU Condition Used Material Steel Type Non walk-ln Company Equipment-Uninterruptible Power Supply Fuel Storage Double-walled U.L.approved tank Manufacturer N/A Fuel Capacity 200 gallon Model Number N/A kW Rating N/A Initial Term 120 months after the commencement date Commencement Date The Commencement Date shall be ❑ The date the Company Equipment is operational © 1st day of the customer's utility billing cycle following the date the Company Equipment is operational Sales Tax Status Is the Customer Sales Tax Exempt? © No D Yes (if yes,#) Utility Penalties Company is responsible for any coincident demand penalties or loss of credits from the utility that result from a failure of Company Equipment to curtail Customer's Load during a utility-defined load control period or grid emergency. If Customer prevents or does not allow the Company Equipment to operate during a utility-defined load control period,grid emergency, or to be periodically tested by Company to ensure proper operation,then Customer is responsible for any resulting utility penalties. Page 1 of 8 V v y v Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A • Utility Incentives One time utility Incentive will be paid directly to NRG Reliability Services LLC N/A Service Fee Estimated Montly Rate Savings from Dakota Electric Association(DEA)* ($480) Fixed Monthly Service Fee $480 Estimated Net Rate Impact $0 *Contingent upon continuation and availability of DEA Interuptible Rate 70 Fuel Costs Fuel is billed to Customer based on the energy produced by the Company Equipment. Energy provided to Customer's facilities when the Company Equipment is operated for all events including, but not limited to, generator testing, power outages, utility load control, and grid emergencies, at the index-adjusted rate of $0.140 per kWh with the rate per kWh indexed to the Monthly Average Price of Diesel Fuel. Monthly Average Price of Diesel Fuel Formula. The Monthly Average Price of Diesel Fuel shall be determined using U.S. national data as follows: Source: U.S. Energy Information Administration (www.eia.gov) • U.S. On-Highway Diesel Fuel Prices U.S. No 2 Diesel Ultra Low Sulpher Retail Prices(dollars per gallon) Less$0.50 per gallon for road taxes Plus$0.15 per gallon for local delivery fees Equals Monthly Average Price of Diesel Fuel In the event that this specific source of U.S. government data is not available in the future,Company will substitute with comparable published national fuel cost price data. Fuel Price Index Formula, For each$0.10 price increment over$2.00 per gallon,the indexed rate per kWh increases$0.007 per kWh. Customer Load and Load Limits The maximum Customer Load permitted to be carried by the Company Equipment is: 1)kW during any 15-minute recording cycle 100 kW 2)kW during any Company Equipment operation exceeding 60 minute 90 kW Excess Load Charge If Customer Load is allowed by Customer to exceed a Load Limit in any month,the Fixed Monthly Service Fee shall be increased on a pro-rata basis(metered load as the numerator and Load Limit as the denominator) for the next 12 successive months. A separate Excess Load Charge will apply for each month in which a Load Limit is exceeded, and the 12-month duration of each new charge may overlap with and be added to any previous charges still in effect. Page 2 of 8 Reliability Service Agreement NRG Reliabil Solutions LLC Exhibit A Company Equipment Buyout Election Upon Default Customer may elect to buy the Company Equipment from the Company in accordance with Section 5.4 of the Reliability Service Agreement. The buyout will require Customer to assume all existing maintenance,warranty, and operations contracts to which Company is bound for the Company Equipment. The buyout amount will be prorated on a monthly basis using Table 1 below. T Table 1 Years Elapsed Since Commencement Buyout Date Amount 0 $ 24,525 1 $ 24,525 2 $ 24,035 3 $ 23,544 4 $ 23,054 5 $ 22,563 6 $ 22,073 7 $ 21,582 8 $ 21,092 9 $ 20,601 10 $ 20,111 11 $ 19,497 12 $ 18,884 13 $ 18,271 14 $ 17,658 15 $ 17,045 16 $ 16,432 17 $ 15,819 18 $ 15,206 19 $ 14,592 20 $ 13,979 21 $ 12,263 22 $ 10,546 23 $ 8,829 24 $ 7,112 25 $ 5,395 • • Page 3 of 8 L Reliability Service Agreement NRG Reliabili Solutions LLC Exhibit A Unrecoverable Site Installation Costs Customer shall pay Unrecoverable Site Installation Costs below in accordance with Sections 5.4 and 5.5 of the Reliability Service Agreement. • Table 2 Years Elapsed Unrecoverable Since Site Commencement Installation Date Costs 0 $ 2,177 1 $ 1,850 2 $ 1,524 3 $ 1,197 4 $ 871 5 $ 544 6 $ 218 7 $ - Thereafter $ b • Page 4 of 8 Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A This Exhibit A and its Addendum(s),when executed by both Company and Customer shall be made a part of that Reliability Service Agreement dated July 8,2013("Agreement")between Company and Customer. Customer(and billing/notification address) Company City of Farmington-M.F. NRG Reliability Solutions LLC a/,3o 7/,; /S'-f 17685 Juniper Path, Suite 301 Farmington,MN 55024 Lakeville, MN 55044 Service Address(equipment location) City of Farmington-Maintenance Faciltity 19650 Municipal Drive Cost Center# 200480 Farmington,MN 55024 /G/ By: �—r - By: /"� /� Printed Name - /c/ ZQ rSe h Printed Name ,/ //4®/00—C Title /L'jgcyo r- Title t'/? Date -.44e,7 c�s� � a0/3 Date 8./2,/3 Company Equipment-Generator Company Equipment-Switchgear Manufacturer Caterpillar Manufacturer ASCO Model Number D200P4 Amp Rating 600 amp Prime Rating 180 kW Load Transfer Open Standby Rating 200 kW Location NEMA 1 Inside Enclosure Output 120/208 Volt 3-phase, 60 Hz Company Equipment-Enclosure Fuel Type Diesel Manufacturer Caterpillar Condition Used(moved from L.E.C.) Material Steel Type Non walk-1n Company Equipment-Uninterruptible Power Supply Fuel Storage Double-walled U.L.approved tank Manufacturer N/A Fuel Capacity 392 gallon Model Number NIA kW Rating N/A Initial Term 120 months after the commencement date Commencement Date The Commencement Date shall be The date the Company Equipment is operational 1st day of the customer's utility billing cycle following the date the Company Equipment is operational Sales Tax Status Is the Customer Sales Tax Exempt? © No 0 Yes (if yes,#) Utility Penalties Company is responsible for any coincident demand penalties or loss of credits from the utility that result from a failure of Company Equipment to curtail Customer's Load during a utility-defined load control period or grid emergency. If Customer prevents or does not allow the Company Equipment to operate during a utility-defined load control period,grid emergency, or to be periodically tested by Company to ensure proper operation,then Customer is responsible for any resulting utility penalties. Page 5 of 8 • Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A Utility Incentives One time utility incentive will be paid directly to NRG Reliability Services LLC NIA Service Fee Estimated Monthly Rate Savings from Dakota Electric Association (DEA)* ($1,015) Fixed Monthly Service Fee $1015 Estimated Net Rate Impact $0 *Contingent upon continuation and availability of DEA Interuptible Rate 70 Fuel Costs Fuel is billed to Customer based on the energy produced by the Company Equipment. Energy provided to Customer's facilities when the Company Equipment is operated for all events including, but not limited to, generator testing, power outages, utility load control, and grid emergencies, at the index-adjusted rate of $0.140 per kWh with the rate per kWh indexed to the Monthly Average Price of Diesel Fuel, Monthly Average Price of Diesel Fuel Formula. The Monthly Average Price of Diesel Fuel shall be determined using U.S.national data as follows: Source: U.S. Energy Information Administration(www.eia.gov) U.S.On-Highway Diesel Fuel Prices U.S. No 2 Diesel Ultra Low Sulpher Retail Prices(dollars per gallon) • Less$0.50 per gallon for road taxes Plus$0.15 per gallon for local delivery fees Equals Monthly Average Price of Diesel Fuel In the event that this specific source of U.S.government data is not available in the future,Company will substitute with comparable published national fuel cost price data. Fuel Price Index Formula For each$0.10 price increment over$2.00 per gallon,the indexed rate per kWh increases$0.007 per kWh. Customer Load and Load Limits The maximum Customer Load permitted to be carried by the Company Equipment is: 1)kW during any 15-minute recording cycle 200 kW 2)kW during any Company Equipment operation exceeding 60 minute 180 kW Excess Load Charge If Customer Load is allowed by Customer to exceed a Load Limit in any month,the Fixed Monthly Service Fee shall be increased on a pro-rata basis(metered load as the numerator and Load Limit as the denominator) for the next 12 successive months. A separate Excess Load Charge will apply for each month in which a Load Limit is exceeded, and the 12-month duration of each new charge may overlap with and be added to any previous charges still in effect. Page 6 of 8 Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A Company Equipment Buyout Election Upon Default Customer may elect to buy the Company Equipment from the Company in accordance with Section 5.4 of the Reliability Service Agreement. The buyout will require Customer to assume all existing maintenance,warranty,and operations contracts to which Company is bound for the Company Equipment. The buyout amount will be prorated on a monthly basis using Table 1 below. Table 1 Years Elapsed Since Commencement Buyout Date Amount 0 $ 29,000, 1 $ 29,000 2 $ 28,420 3 $ 27,840 4 $ 27,260 5 $ 26,680 6 $ 26,100 7 $ 25,520 8 $ 24,940 9 $ 24,360 10 $ 23,780 • 11 $ 23,055 12 $ 22,330 13 $ 21,605 14 $ 20,880 15 $ 20,155 16 $ 19,430 17 $ 18,705 18 $ 17,980 19 $ 17,255 20 $ 16,530 , 21 $ 14,500 22 $ 12,470 23 $ 10,440 24 $ 8,410 25 $ 6,380 • Page 7 of 8 Reliability Service Agreement NRG Reliability Solutions LLC Exhibit A Unrecoverable Site Installation Costs Customer shall pay Unrecoverable Site Installation Costs below in accordance with Sections 5.4 and 5.5 of the Reliability Service Agreement. Table 2 Years Elapsed Unrecoverable Since Site Commencement Installation Date Costs 0 $ 4,354 1 $ 3,701 2 $ 3,048 3 $ 2,395 4 $ 1,742 5 $ 1,089 6 $ 435 7 $ - _ Thereafter $ u • Page 8 of 8 • . EXHIBIT B FORM OF GROUND LEASE AND MEMORANDUM GROUND LEASE AGREEMENT This Ground Lease Agreement ("Lease") is entered into effective the .S' * day of 20� between e;.�j c,-�wo,,,;a%�99/cs,,("Lessor"), and NRG Reliability -Sofdtions LLC("Lessee"): Lessor and L'ssee are sometimes referred to individually as a"Party" and collectively as the"Parties". WHEREAS, Lessor and Lessee entered into a Reliability Service Agreement (the "Reliability Agreement");and WHEREAS, the Parties deem it advantageous for performance of the Reliability Agreement to lease the Leased Premises as stated herein. NOW THEREFORE,in accordance with the terms and conditions described herein,for good and valuable consideration,the receipt and sufficiency of which are acknowledged,Lessor and Lessee covenant and agree as follows: SECTION 1. LEASED PREMISES: Lessor hereby leases to Lessee approximately sq.ft parcel of land more particularly described on Exhibit A("Leased Premises"),and Lessee hereby leases the Leased Premises from Lessor subject to the terms and conditions stated below. Lessee has inspected the Leased Premises and accepts it in its present condition unless expressly noted otherwise in this Lease. Lessor and any agent have made no express or implied warranties as to the condition or permitted use of the Leased Premises. Lessor shall deliver possession of the Leased Premises to Lessee as of the Commencement Date. In addition to the leasehold estate granted to Lessee under this Lease,Lessor grants to Lessee the right of ingress and egress to and from the Leased Premises as necessary to perform Lessee's duties and obligations under the Reliability Agreement. SECTION 2. TERM: The te,al of the leasehold estate of Lessee in the Leased Premises created hereunder shall commence on, ..qy� su s 20a.("Commencement Date")and shall expire upon the date of termination of the Reliability Agreement. SECTION 3. CONSIDERATION: Lessee agrees to pay to Lessor,as rent,$1.00 per year in advance. The first such payment shall be due and payable on or before the Commencement Date, with successive annual payments being due and payable on the anniversary date of the Commencement Date. The rights and benefits conferred on each Party, and the promises made, under the Reliability Agreement constitute additional consideration for this Lease. 11 V.2,28,13 (00122919.1/2010-0003) SECTION 4. INSTALLATION OF COMPANY EQUIPMENT;LESSOR ACCESS: Installation of Company Equipment(as defined in the Reliability Agreement)and Lessor's access to the Leased Premises will be governed by the Reliability Agreement. SECTION 5. PERMITTED USE: Except as otherwise provided herein, Lessee will use the Leased Premises for the purpose of performing its duties and obligations under the Reliability Agreement, and in any lawful manner necessary or incidental to the performance of such duties and obligations. SECTION 6. ASSIGNMENT, SUBLETTING AND MORTGAGING OF LEASED PREMISES: Without the prior written consent of Lessor, Lessee may not assign this Lease or any rights of Lessee hereunder, except to a permitted assignee under the Reliability Agreement. Any assignment or subletting shall be expressly subject to all the terms and provisions of this Lease, including the provisions of Section 5 pertaining to the use of the Leased Premises. SECTION 7. TERMINATION; This Lease Agreement may be terminated by a non-defaulting Party upon the occurrence of an event of default under the Reliability Agreement and expiration of any applicable cure period thereunder. Upon termination for default,Lessee will have a right of access for a period 90 days to remove its property from the Leased Premises. Lessee will not remove the Company Equipment if Lessor exercises its option to purchase the Company Equipment in accordance with the Reliability Agreement. SECTION 8. CONDEMNATION: If during the Term hereof,any part of the Leased Premises is acquired or condemned by eminent domain for any public or quasi-public use or purpose,or is sold to a condemning authority under threat of condemnation, and after such taking by or sale to said condemning authority the remainder of the Leased Premises is not susceptible to efficient and economic occupation and operation by Lessee,this Lease shall automatically terminate as of the date that said condemning authority takes possession of the Leased Premises,and Lessor will use its best efforts to make a comparable parcel of land of the same size available for lease to Lessee for the remainder of the Term under the same terms and conditions as this Lease. - SECTION 9. GENERAL PROVISIONS; a. Entire Agreement- This Lease Agreement embraces the entire agreement of the parties mentioned herein pertaining to the Leased Premises and no statement, remark, agreement, of understanding, either oral or written,not contained herein shall be recognized or enforced as it pertains to the Lease of the Leased Premises,except that this Lease Agreement may be modified by written addendum agreed to and signed by all pertinent parties and attached hereto. b. Use of Terms - For the purpose of this Lease Agreement, the singular number shall include the plural and the masculine shall include the feminine and visa-versa, whenever this Lease so admits or requires. 12 V.2.28,13 {00122919.112010-00031 • c. Headings and Captions - The Section captions and headings are inserted solely for the convenience of reference and are not part of nor intended to govern, limit, or aid in the construction of any provision hereof. d. Governing Law - This Lease Agreement shall be governed by the laws of the state in which the Leased Premises is located. e Severability-If any section,paragraph,sentence or phrase entered in this Lease is held to be illegal or unenforceable by a court of competent jurisdiction,such illegality or unenforceability shall not affect the remainder of this Lease and, to this end, the provisions of this Lease are declared to be severable. IN WITNESS WHEREOF the said Lessor and Lessee have executed this instrument this ,..6---14/ day of �� -7L ,20/3. (.1 LESSOR: By: Name: � c/ 44 Aso.-, Title: M4:?cyor LESSEE: NRG Reliability Solutions LLC By: I�i_ Name: L /2S Title: I/•/? [NOTARY PAGE TO FOLLOW] V.2.28.13 13 {00122919,112010-0003} THE STATE OF M"4 n(sclle4- COUNTY OF ..0alfaSC , § This instrument was acknowledged before me on the day of 20a by '7a'4.rsor7 , frjTy Ear ,on behalf of e, 6r,-,),.".4,-, otary Public,State ofd-t;hhBso-kt- i CYNTHIA A. MULLER M NOTARY PUBLIC-MINNESOTA THE STATE OF +t §eSO Y`,~ .. % My Commission Expires 01-31-2015 COUNTY OFD. § sip ent was acknowledged before me on the .4. 'ay ON %ik,201,by V .P ,on behalf of NRG Reliability Solutions LLC. CIAreakt.:o C am ► Notary Public,State or s w- e? 41.CANDICE CAPE KOSIR :; Notary Public-Minnesota 47;4 MY Commission E,Ires Jan 31,2014 14 V.2.28.13 {00122919.1/2010-0003} • CITY OF FARMINGTON Dakota County,Minnesota STANDARD SUPPLEMENTAL CONDITIONS FOR CITY CONTRACTS AGREEMENT made this day of.4 qee../, 20_43, between the CITY OF FARMINGTON a municipal corporation ("City"), and NRG Reliability Solution, LLC, a Delaware limited liability company("Company"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED,THE PARTIES AGREE AS FOLLOWS: • 1. SCOPE OF SERVICES. The scope of services are detailed in the Contract • Document captioned Reliability Service Agreement between the City and Company dated g/.5, 2013 that specifies terms and conditions for Company's provision of backup power to City. That Agreement was drafted by the Company and establishes several terms and conditions that are inconsistent with Minnesota statutory provisions governing the City of Farmington. This supplemental agreement is intended to incorporate standard City of Farmington conditions into the base agreement drafted by the Company. 2. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Standard Supplemental Conditions For City Contracts(the"Contract") B. Reliability Service Agreement dated415',2013("RSA") In the event of conflict among the provisions of the Contract Documents,the order in which they are listed above shall control in resolving any such conflicts with Contract Document"A" having the first priority and Contract Document "B" having the last priority. For avoidance of doubt,the Company's obligation during an Outage shall be to use commercially reasonable efforts to operate the Company Equipment and in the event that the Company Equipment will not operate during an Outage,the Company will either repair the Company Equipment or provide replacement equipment as soon as is commercially practicable. 3. OBLIGATIONS OF THE COMPANY. The Company shall provide the goods, services,and perform the work in accordance with the Contract Documents. 169895v01 {00122922.1/2010-0003}1 JJJ:04/18/2013 • 4. PAYMENT. A. The City agrees to pay and the Company agrees to receive and accept payment in accordance with the fees specified in the RSA. B. Invoices to the City and payment to the Company by the City shall be subject to Minnesota statutory provisions pertaining to claims,including Minnesota Statutes § 471.38,471.40,and the Minnesota Prompt Payment Act,M.S. §425.425. C. Payments to SubCompany. (1) Prompt Payment to SubCompanys. Pursuant to Minn. Stat. § 471.425, Subd.4a,the Company must pay any subCompany within ten(10)days of the Company's receipt of payment from the City for undisputed services provided by the subCompany. The Company must pay interest of 1 %2 percent per month or any part of a month to any subCompany on any undisputed amount not paid on time to the subCompany. The minimum monthly interest penalty payment for an unpaid balance of$100.00 or more is $10.00. For an unpaid balance of less than$100.00,the Company shall pay the actual penalty due to the subCompany. (2) Form IC-134(attached)required from general Company. Minn. Stat. §290.92 requires that the City obtain a Withholding Affidavit for Companys,Form IC-134,before making final payments to Companys. This form needs to be submitted by the Company to the Minnesota Department of Revenue for approval. The form is used to receive certification from the state that the vendor has complied with the requirement to withhold and remit state withholding taxes for employee salaries paid. 5. ACCESS TO SECURE PROPERTY. The provision of services by Company under the RSA may necessitate the access by Company to secured areas of City Facilities. Notwithstanding provisions in the RSA in Article N, the City may reasonably limit or regulate Company access to City secured areas or facilities; provided, that the City shall release, discharge and relinquish, and indemnify, defend and hold harmless Company, its affiliates, and their employees,directors,officers and contractors,from and against any and all damages, liabilities, costs, expenses, claims, causes of action and demand to the extent arising from any limitation by City, its employees, contractors or agents, of Company's access to the Company Equipment. • 169895v01 {00122922.1 /2010-0003}2 JJJ:04/18/2013 4 - n 6. COMPANY'S REPRESENTATIONS. A. Company has examined and carefully studied the Contract Documents and other related data identified in the Contract Documents.Not Applicable B. Company has visited the site and become familiar with and is satisfied as to the general, local,and site conditions that may affect cost,progress,and performance of the work. C. Company is familiar with and is satisfied as to all federal,state, and local laws and regulations that may affect cost,progress,and performance of the work. D. Company is satisfied with the visible surface conditions of the area in which the Company Equipment will be located and does not consider that any further examinations,investigations,explorations,tests,studies, or data regarding same are necessary for the performance of the work at the contract price,within the contract times,and in accordance with the other terms and conditions of the Contract Documents. E. Company is aware of the general nature of work to be performed by the City and others at the site that relates to the work as indicated in the Contract Documents. F. Company has correlated the information known to Company, information and observations obtained from visits to the site,reports and drawings identified in the Contract Documents,and all additional examinations,investigations,explorations,tests,studies,and data with the Contract Documents. G. The Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the work. H. Subcontracts: (1) Unless otherwise specified in the Contract Documents,the Company shall,upon receipt of the executed Contract Documents, submit in writing to the City the names of the subCompanys proposed for the work. SubCompanys may not be changed except at the request or with the consent of the City,which shall not be unreasonable withheld. (2) The Company is responsible to the City for the acts and omissions of the Company's subCompanys,and of their direct and indirect employees,to the same extent as the Company is responsible for the acts and omissions of the Company's employees. 169895v01 (00122922.1 /2010-0003 13 iii:04/18/2013 (3) The Contract Documents shall not be construed as creating any contractual relation between the City,the Engineer,and any subCompany. (4) The Company shall bind every subCompany by the terms of the Contract Documents. 7. INSURANCE AND BOND REQUIREMENTS. A. Policy Requirements. All insurance policies(or riders)required by this Contract(i)shall be taken out by Company and maintained with responsible insurance companies organized under the laws of one of the states of the United States and qualified to do business in the State of Minnesota,(ii)shall not be canceled or materially revised without Company or its insurance agent/broker giving written notice to City as an additional insured at least thirty(30)days before cancellation or revision becomes effective,(iii)shall name Company as an insured party and City as an additional insured;(iv)shall be evidenced by a certificate of insurance listing City as an additional insured which shall be filed with the City. 8. WARRANTY. The Company shall be held responsible for any and all defects in workmanship,materials,and equipment which may develop in any part of the contracted service, and upon proper notification by the City shall replace,without cost to the City,any such faulty part or parts and damage done by reason of the same in accordance with the specifications. 9. INDEMNITY. The Company agrees to indemnify and hold the City harmless from any claim made by third parties as a result of the negligence or willful misconduct of the Company in connection with the services performed by it and any claim that use of the Company's Equipment in connection with the services performed by the Company violates any license or patent. In addition,the Company shall reimburse the City for any cost of reasonable attorney's fees it may incur as a result of any such claims. Notwithstanding any contrary provision in this Contract, the Company's indemnification obligations set forth above in this Section 9,and all other terms and provisions in the Contract Documents are subject to Article IX of the RSA(Limitations of Liability);provided,however,that the limitation of liability in Section 9.1 (C)of the RSA shall be exclusive of insurance carried by the Company pursuant to the RSA. 10. MISCELLANEOUS. A. Terms used in this Agreement have the meanings stated in the Contract Documents. B. City and Company each binds itself,its partners,successors,assigns and legal representatives to the other party hereto, its partners,successors,assigns and legal representatives in respect to all covenants,agreements,and obligations contained in the Contract Documents. 169895v01 {00122922.1/2010-0003}4 JJJ:04/18/2013 C. Any provision or part of the Contract Documents held to be void or unenforceable under any law or regulation shall be deemed stricken,and all remaining provisions shall continue to be valid and binding upon the City and Company,who agree that the Contract Documents shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provisions. D. Data Practices/Records. (1) Notwithstanding§ 10.2 of the RSA,all data created,collected, received,maintained or disseminated for any purpose in the course of this Contract is governed by the Minnesota Government Data Practices Act,Minn. Stat.Ch. 13,any other applicable state statute, or any state rules adopted to implement the act,as well as federal regulations on data privacy. (2) All books,records, documents and accounting procedures and practices to the Company and its subCompanys,if any,relative to this Contract are subject to examination by the City and State Auditing agencies. E. Software License. If equipment provided by the Company pursuant to this Contract contains software,including that which the manufacturer may have embedded into the hardware as an integral part of the equipment,the Company shall pay all software licensing fees. The Company shall also pay for all software updating fees for a period of one year following cutover. Nothing in the software license or licensing agreement shall obligate the City to pay any additional fees as a condition for continuing to use the software. F. Assignment. Neither party may assign, sublet,or transfer any interest or obligation in this Contract without the prior written consent of the other party,which shall not be unreasonably withheld,and then only upon such terms and conditions as both parties may agree to and set forth in writing;provided,that the Company may assign or transfer any interest or obligation in the Contract Documents to an affiliate without the prior written consent of the City. G. Waiver. In the particular event that either party shall at any time or times waive any breach of this Contract by the other,such waiver shall not constitute a waiver of any other or any succeeding breach of this contractiby either party,whether of the same or any other covenant,condition or obligation. H. Governing Law/Venue. The laws of the State of Minnesota govern the interpretation of this Contract. In the event of litigation,the exclusive venue shall be in the District Court of the State of Minnesota for Dakota County. I. Severability. If any provision,term or condition of this Contract or the RSA is found to be or become unenforceable or invalid, it shall not effect the remaining provisions,terms and conditions of this Contract or the RSA,unless such invalid or 169895v01 {00122922.1/2010-0003}5 JJJ:04/18/2013 unenforceable provision,term or condition renders this Contract or RSA impossible to perform. Such remaining terms and conditions of the Contract and RSA shall continue in full force and effect and shall continue to operate.. J. Entire Agreement. This Contract and the RSA represents the entire agreement of the parties and is a fmal,complete and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s),understandings or written or verbal representations made between the parties with respect thereto. K. Permits and Licenses;Rights-of-Way and Easements. The Company shall procure all permits and licenses,pay all charges and fees therefore,and give all notices necessary and incidental to the construction and completion of the project. The City will obtain all necessary rights-of-way and easements. The Company shall not be entitled to any additional compensation for any construction delay resulting from the City's not timely obtaining rights-of- way or easements. L. If the work is delayed or the sequencing of work is altered because of the action or inaction of the City,the Company shall be allowed a time extension to complete the work but shall not be entitled to any other compensation;provided,the City shall in any event pay the Service Fee,Fuel Costs and any other amounts payable in accordance with the RSA. IN WITNESS WHEREOF, the parties have signed this Contract as of the date and year first above written. 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CA ( ( VNH : 0-4 ---4 .. > > .in O CI) Cr) U � : „0.14-1/4 City of Farmington lank 430 Third Street ��.,;: Farmington,Minnesota .° 651,280.6400•Fax 651.280.6899 w ww ci.tarmingtom.mn.ur TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Adopt Resolution Accepting Donations to the Rambling River Center DATE: August 5, 2013 INTRODUCTION Donations have recently been received at the Rambling River Center from Kay Bennett and Happy Harry's Furniture. DISCUSSION Kay Bennett has made a donation of$200.00 to the Rambling River Center. A donation was also received from Happy Harry's Furniture in the amount of$462.80. This is from the program Happy Harry's Furniture started in 2011 in which a customer is able to select a charity of their choice to receive a donation from Happy Harry's Furniture. The Rambling River Center is one of the charities that can be selected. Happy Harry's Furniture then donates 10%of the sale to the charity. Happy Harry's Furniture has donated a total of$2,765.53 to the Rambling River Center since this program began in 2011. The donations made by Kay Bennett and Happy Harry's Furniture will be deposited into the Rambling River Center's Capital Project Fund so it can be used for funding future capital improvement projects at the Rambling River Center. Staff will communicate on behalf of the City Council its appreciation to these donors for their recent donation given to the Rambling River Center. ACTION REQUESTED Adopt the attached resolution accepting the donations that are identified above from Kay Bennett and Happy Harry's Furniture. Respectfully Submitted, Randy Distad Parks and Recreation Director 61 RESOLUTION NO. R34-13 ACCEPT DONATIONS OF $200.00 FROM KAY BENNETT AND $462.80 FROM HAPPY HARRY'S FURNITURE TO THE RAMBLING RIVER CENTER 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 5th day of August, 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$200.00 was received from Kay Bennett; and, WHEREAS, a donation of$462.80 was received from Happy Harry's Furniture; and, WHEREAS, these donations will be deposited into the Rambling River Center's Capital Project Fund; and, WHEREAS, it is required by State Statute that such donations be formally accepted; and, WHEREAS, it is 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 made to the Rambling River Center totaling $200.00 from Kay Bennett and $462.80 from Happy Harry's Furniture. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of August, 2013. Mayor Attested to the day of August, 2013. C601 • Administrat r SEAL 4104, City of Farmington ;...4„,k • 430 Third Street ° k Farmington,Minnesota .� ,° 651,2R0.6R00•Fax 651 280.6899 A oolO wwM.c1.tarmingt+m.mnix TO: Mayor, Councilmembers and City Administrator FROM: Lena Larson, Municipal Services Coordinator SUBJECT: Adopt Resolution Accepting Donation for Pollution Prevention Day DATE: August 5, 2013 INTRODUCTION Dakota Electric Association has donated $1000 toward Pollution Prevention Day 2013. DISCUSSION Dakota Electric Association has once again generously donated $1000 as a sponsor of Pollution Prevention Day. The event will be held in Rambling River Park on Friday, September 13, 2013. Pollution Prevention Day has been held for Farmington students since 1997. For 2013, we are anticipating approximately 575 -4th grade participants. Staff will communicate the City's appreciation on behalf of the Council to Dakota Electric Association for their support of Pollution Prevention Day. ACTION REOUESTED Approve the attached resolution accepting the donation from Dakota Electric Association. Respectfully submitted, Lena Larson Municipal Services Coordinator 63 RESOLUTION No. R35-13 ACCEPTING DONATION FROM DAKOTA ELECTRIC ASSOCIATION FOR POLLUTION PREVENTION DAY 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 5th day of August, 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, Dakota Electric Association has donated $1000 towards Pollution Prevention Day; and WHEREAS, it is in the best interest of the City to accept such donations. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts the generous donation of$1000 from Dakota Electric Association to be used for Pollution Prevention Day. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of August 2013. Mayor Attested to the ‘1411 day of August, 2013. Administrator SEAL pak City of Farmington 430 Third Street, Farmington, MN 55024 � � (651) 280-6800 Fax(651) 280-6899 www.ci.farmington.mn.us 444.A Pllu, TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Appointment Recommendation—Firefighter DATE: August 5, 2013 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to Mathew Garofalo, subject to ratification by the City Council. Mr. Garofalo meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2013 budget. ACTION REQUESTED Approve the appointment of Mr.Mathew Garofalo as a paid on-call firefighter in the Fire Department effective on or about August 5, 2013. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: personnel file 65 FAR6ft,y �. City of Farmington 430 Third Street, Farmington, MN 55024 � ;i�,_ (651) 280-6800 Fax(651) 280-6899 t1 IrT- jIs www.ci.farmington.mn.us °4‘97.A Fame TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation—Firefighter DATE: August 5, 2013 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to Tyler Leppert, subject to ratification by the City Council. Mr. Leppert has previous experience as a Farmington firefighter and meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2013 budget. ACTION REQUESTED Approve the appointment of Tyler Leppert as a paid on-call firefighter in the Fire Department effective on August 5, 2013. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: personnel file 66 of eARerr City of Farmington 430 Third Street,Farmington, MN 55024 (651) 280-6800 Fax(651) 280-6899 r K `-w �,i•�-= , www.ci..farnoington.mn.us 4144.A Mae TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation—Firefighter DATE: August 5, 2013 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to David Morgan, subject to ratification by the City Council. Mr. Morgan meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2013 budget. ACTION REQUESTED, Approve the appointment of Mr. David Morgan as a paid on-call firefighter in the Fire Department effective on or about August 5,2013. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: personnel file 67 dockp City of Farmington 430 Third Street,Farmington, MN 55024 �( I�y� (651) 280-6800 Fax(651) 280-6899 t,i•� :=mss www.ci.farmington.mn.us 11(97,A mole TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation—Firefighter DATE: August 5, 2013 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to Michael Poot, subject to ratification by the City Council. Mr. Poot meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2013 budget. ACTION REQUESTED Approve the appointment of Mr. Michael Poot as a paid on-call firefighter in the Fire Department effective on or about August 5,2013. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: personnel file 68 �PAR6�,Y City of Farmington 430 Third Street,Farmington,MN 55024 � -- (651) 280-6800 Fax(651) 280-6899 �,i: www.ci.farmington.mn.us 4144,A Fame TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation—Firefighter DATE: August 5, 2013 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to Matthew Price, subject to ratification by the City Council. Mr.Price meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2013 budget. ACTION REQUESTED Approve the appointment of Mr. Matthew Price as a paid on-call firefighter in the Fire Department effective on or about August 5, 2013. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: personnel file 69 4004, City of Farmington 0 430 Third Street I'` 7 Farmington, Minnesota ‘411.:4411v." 651.280.6800•Fax 651.280.6899 '''Amtz ' www.cd.iiinminglnn.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Review of Public Communications and Political Activity Administrative Policies DATE: August 5, 2013 INTRODUCTION The purpose of this memorandum is to provide information regarding the review of the Public Communication and Political Activity policies. DISCUSSION As part of staffs goal to maintain an accurate and updated City administrative policies and procedures manual, the attached Public Communications and Political Activity policies have been reviewed. Based on that review,these policies remain current so no changes are being proposed at this time. Even though all employees are subject to this manual, it is important to note that wherever the City administrative policies and procedures conflicts with a collective bargaining agreement, the collective bargaining agreement takes precedence. ACTION REQUESTED This is for information only. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director 70 Section 3.4—Public Communications The City of Farmington is committed to fostering professional, credible and timely public communications on City programs, services and activities to City residents. The City recognizes that City Council decisions, policy issues, development proposals, and various other actions related to City business have the potential to become controversial and cause debate or disagreement in the community. Effective communication strategies will help prevent such issues from becoming a crisis, and will promote constructive dialogue in the community. Guidelines 1) Responses to public inquiries should always be provided in a very objective, courteous and professional manner.Response to media inquiries should be provided in a concise and direct manner balancing the public's need and right to know while minimizing any unnecessary comments that could generate liability for the City or potentially damage the reputation of the City,the department, and/or respective staff. 2) A City employee will not use of any profanity, personal comments or language which could reasonably be perceived as either offensive or demeaning to any person or group's gender, racial composition, ethnic background, sexuality, religious preference or any other protected class characteristic. 3) Discussion regarding any legal or liability issue should be avoided and all questions of a legal nature referred to the City Attorney. 4) All employees have the responsibility to identify potential issues affecting the performance of their duties and respond accordingly. All concerns that may generate a high level of public visibility must be brought to the immediate attention of the Department Director and/or City Administrator. 5) An employee should not respond to any public inquiry without establishing all the facts. If the issue requires additional research, staff should inform the person making the inquiry that additional time will be needed to respond and provide a timeframe in which a response will be given. 6) Access to personnel and government data is governed by the Minnesota Data Practices Act and questions regarding the release of such data should be referred to the Human Resources Office. Release of non-public or private information could be harmful to employees, and generate liability issues for both the party releasing the data and the City. Job references, personnel data, and other private data should never be released over the phone. The City Administrator is the City's designated Responsible Authority for Data Practices; the Police Chief is the City's designated Responsible Authority for Data Practices for Law Enforcement, and Human Resources Director is the City's designated Data Practices Compliance Officer. 71 Section 3.12—Political Activity City employees are neither appointed to nor retained in municipal employment on the basis of their political activity, but rather on the basis of their qualifications, work performance and fitness. The purpose of this policy is to ensure that the City organization and its employees remain politically neutral in all local political activities. Pursuant to state law (Minn. Stat. 211B.09), City employees may not, at any time, use their official authority or influence to: • Compel a person to apply for membership in or become a member of any political organization, or • Pay or promise to pay a political contribution, or • Take part in political activity. If employees have specific questions regarding appropriate involvement in local political activities,please refer all questions to the Human Resources Office. City employees are defined, for this policy, as any individual in a compensated position whether that position is regular, seasonal, temporary or volunteer. For example, use of any City equipment, title or position reference for purposes relating to political activity is strictly prohibited. Violation of this statute is considered a misdemeanor. If an employee is found guilty of violating this policy in a court of competent jurisdiction, the employee will be subject to disciplinary action up to and including dismissal. 72 uCity of Farmington 430 Third Street Farmington,Minnesota 651.280.6800•Fax 651.280.6899 TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Resignation—Parks and Recreation DATE: August 5, 2013 INTRODUCTION The City received notice of Mr. Mitchell Faber's resignation from his position as Park Keeper. DISCUSSION The Human Resources Office received notification that Mr. Faber will resign from his position effective August 8,2013. Mr. Faber has been with the City for 2 years and has been a valued member of the City organization. The City has appreciated his commitment to the organization and wishes him well in his future endeavors. ACTION REQUESTED Acknowledge the resignation of Mr. Mitchell Faber, effective August 8,2013. Respectfully Submitted, Brenda Wendlandt, SPHR Human Resources Director cc: Personnel file 73 VI� mitf#* City of Farmington 0 430 Third Street Farmington,Minnesota j 651.280.6800•Fax 651.280.6899 'a wwwci.farmington.mn us TO: Mayor and City Council FROM: David J.McKnight,City Administrator SUBJECT: Dakota County Fair Board Fire Contract Extension DATE: August 5,2013 INTRODUCTION One of the many partnerships the City of Farmington has had for years is with the Dakota County Fair Board. The City has provided fire coverage for events held at the grandstands for decades. DISCUSSION The Dakota County Fair Board has worked with Fire Chief Tim Pietsch on fire coverage at the demolition derbies that will be held at the fair this year on August 9, 10 and 11,2013. The City has had a contract in place for these services since 2007. In 2011 the two parties negotiated a reduced rate for the services because the Fire Department was allowed use of a house the Fair Board owns along Chippendale Avenue for fire training purposes. For 2013 and 2014 the Fire Chief and Fair Board have negotiated a cost of$600 per event plus the continued use of the house for training purposes. The annual amount received will depend on the number of demolition derbies scheduled in both 2013 and 2014. The Fire Chief and I both believe this amount,along with the use of the house for training,is fair. BUDGET IMPACT The revenue from this contract will go into the General Fund budget. ACTION REQUESTED If the City Council is comfortable with this proposed extension,the Fire Chief and I recommend that a motion be made to extend the Fire Service Agreement with the Dakota County Fair Board for the years 2013 and 2014 at a rate of$600 per event. If you have any questions please let me know. 74 Respectfully submitted, David J. McKnight City Administrator 75 ,4,0ARA�i� City of Farmington 430 Third Street !p ' Farmington,Minnesota '� ° 651.2R0.6R00•Fax 651.280.6899 4*n wwwci.tarmingt n mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Gambling Event Permit—Farmington Youth Hockey Association DATE: August 5, 2013 INTRODUCTION Farmington Youth Hockey Association is requesting a Gambling Event Permit for a raffle. DISCUSSION Per State Statute 349.166 and pertinent City Code,a Gambling Event Permit must be issued by the City for this type of event. An application has been received, along with the appropriate fees. The City Attorney has reviewed the application and the attached resolution approving the request. BUDGET IMPACT Gambling fees are included in the revenue portion of the 2013 budget. ACTION REQUESTED Consider the attached resolution granting a Gambling Event Permit to Farmington Youth Hockey Association,to be held at Schmitz-Maki Arena, 114 W. Spruce Street, on December 17, 2013. Respectfully submitted, Cynthia Muller Executive Assistant 76 RESOLUTION NO. R36-13 APPROVING A MINNESOTA LAWFUL GAMBLING EVENT 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 5th day of August 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 Event Permit unless the City Council adopts a resolution approving said permit; and, WHEREAS,Farmington Youth Hockey Association has submitted an application for a Gambling Event Permit to be conducted at Schmitz-Maki Arena, 114 W. Spruce Street,on December 17,2013, for Council consideration. NOW,THEREFORE,BE IT RESOLVED by the Farmington City Council that the Gambling Event Permit for Farmington Youth Hockey Association,to be held at Schmitz-Maki Arena, 114 W. Spruce Street,is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of August 2013. Mayor Attested to the 64 day of August 2013. i y Administrator SEAL W P a1 CZ m 0 0 0 0 0 0 8 0 0 0 0 0 0 0 0 0 0 0 0 ca ❑ 0 p 0 o O p O O O 0 0 0 O O O 0 o O o O 0 o 0 0 0 0 0 U I o 0 M 0 m N N h h 0. A S M 'R 60 o O O O O 0 0 0 N 0 0 0 0 0 0 0 0 0 0 O O w 0 6 0. Z ° ZZ Egg 2 0 LL 0 LL LL IL Il. U Z Z CO CO CO W ' 0) U) W 03 W W W W W W W Z Z Z Z Z - Z Z Z Z CO N CO CO 0 a) 0 0 0 0 0 0 0 O 0 O z z zz afu z z z Q a 0) F. f.. F W W W W C C'1 R' g g C. g J y g g 6 6 6 6? 1 W 0. a s U O. d a I- O. s 0. 0. 0 W W W 111 Z -o C C 0 0 0 0 0 O. 0 o 0 0 0 T V V V V V O W x CC Cr C Q a W CC C a y 00` 000 0 000 . 0008000 O ❑ n ❑ = ❑ W W 5 7 ❑ a_ $ g g D. 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CO & 2 E R O 0 0 X CL X N @ CO q § X X CC CO 0 112 cc CU ƒ & 0 0. & & & § § § § 0 § ) § 5 5 5 ( § < _ _ _ S S W Co k Co C \co § # 2 2� & \ § m m Co Co Co Z 0 g g \ k A� • / / — @ Cl) / k Z / J 2I �. b \ 2 CO e CO e Co s § ) } j \ j \ 4 \ $ § § \ Co Co Co CO CO CO \ Cr 0{ 1- 0 0 0 0 [ 0 0 [ A R § - - 2 ( § § § _ i U) z = w z \ }_ ici «Z R L § 0 ■ & UJ ® : Ce UJ a § CO § CO ( § k k § 0 k no 0 10 re a to— I \ 0 \ < > - 2 R § ? e) w § >- / CO W LO LO 0 0 0 § § / W ui co j ' - L. ) \ 2 CO 2 K § Q 5 CO ( ( F m ) .g CO i A @ ) 2 ) J f < 2 CO § a- Co co Co Co Co CO CO a g 2 � O• E CO CO CO R £ N ] CO CO co / _ _ § g k — - — 0 .-Pliig� City of Farmington 430 Third Street .,,'-. 1'--�a Farmington,Minnesota 651.280.6800•Fax 651.280,6899 v`ww.ci iannmgt+m.mn.us TO: Mayor, Council Members and City Administrator FROM: Robin Hanson, Finance Director and Kevin Schorzman, P.E.,Engineer SUBJECT: 2014-2018 Street Reconstruction Plan DATE: August 5, 2013 INTRODUCTION Earlier this year, during two different workshops, Council reviewed the City's proposed long- term Capital Improvement Plan(CIP).During the June 24, 2013, meeting Council indicated they were interested in beginning to fund the CIP with a five-year bond.At the July 1, 2013, Council meeting a resolution was adopted setting a public hearing for August 5, 2013,to provide an opportunity for feedback on the 2014-2018 Street Reconstruction Plan and proposed bond fmancing. Staff reviewed the proposed 2014-2018 Street Reconstruction plan during your July 15,2013, Council meeting. The public hearing is being held this evening. DISCUSSION The Street Reconstruction Plan includes the following projects: Project Year Estimated Cost Akin Park Estates East and West Project 2014 $1,460,000 195th Street Reconstruction Project 2015 $3,760,000 9th Street/Hickory/Euclid Street Project 2015* $ 478,000 *Contingency Project: only done if favorable bids are received on the Akin Park Estates Project which would otherwise result in unused proceeds from the 2013B Bond Sale. BUDGET IMPACT As bonds sales are approved each year until the bonds are fully repaid, Council will be required to levy 105% of the scheduled principal and interest due on the bonds the following year as part of its annual debt levy. ACTION REQUESTED Adopt the attached 2014-2018 Street Reconstruction Plan. Respectfully submitted, Robin Hanson,Finance Director Kevin Schorzman, P.E., City Engineer 112 2014 through 2018 Five-Year Street Reconstruction Plan for the City of Farmington, Minnesota August 5, 2013 obi Prepared by: City of Farmington and Ehlers & Associates, Inc. 3060 Centre Pointe Drive Roseville, MN 55113 0 EHLERS 8 ASSOCIATES INC 113 Table of Contents I. INTRODUCTION 3 II. PURPOSE 4 III. THE STREET RECONSTRUCTION PLANNING PROCESS 5 IV. PROJECT SUMMARY 6 V. FINANCING THE STREET RECONSTRUCTION PLAN 7 PROJECT COSTS APPENDIX A PROPOSED INITIAL STREET RECONSTRUCTION PLAN BOND ISSUE APPENDIX B PROPOSED INITIAL BOND ISSUANCE TIMING APPENDIX C PROPOSED MINUTES AND RESOLUTION APPENDIX D Page 2 114 City of Farmington, Minnesota Five-Year Street Reconstruction Plan 2014 through 2018 I. INTRODUCTION In 2002, the Minnesota State Legislature passed into law a bill which generally exempts city bonds issued under a street reconstruction program from the referendum requirements usually required for bonding expenditures. Page 3 115 II. PURPOSE Street reconstruction is a major expenditure of city funds for the reconstruction of streets. Street reconstruction may include utility replacement and relocation, public safety street modifications, and other incidental costs, turn lanes and other improvements having a substantial public safety function, realignments, other modifications to intersect with state and county roads, and the local share of state and county road projects. Except in the case of turn lanes, safety improvements, realignments, intersection modifications, and local share of state and county road projects, street reconstruction does not include the portion of project costs allocable to widening a street or adding curbs and gutters where none previously existed. A Street Reconstruction Plan (SRP) is a document designed to anticipate street reconstruction expenditures and schedule them over a five-year period so that they may be purchased in the most efficient and cost-effective method possible. A SRP allows the matching of expenditures with anticipated income. As potential expenditures are reviewed, the city considers the benefits, costs, alternatives and impact on operating expenditures. The City of Farmington, Minnesota (the "City") believes the street reconstruction process is an important element of responsible fiscal management. Major capital expenditures can be anticipated and coordinated so as to minimize potentially adverse financial impacts caused by the timing and magnitude of capital outlays. This coordination of capital expenditures is important to the City in achieving its goals of adequate physical assets and sound fiscal management. In these financially difficult times good planning is essential for the wise use of limited financial resources. The Street Reconstruction Plan is designed to be updated on an annual basis. In this manner, it becomes an ongoing fiscal planning tool that continually anticipates future capital expenditures and funding sources. Page 4 116 III. THE STREET RECONSTRUCTION PLANNING PROCESS The street reconstruction planning process is as follows; the City Council authorizes the preparation of the Street Reconstruction Plan (SRP). The City staff is instructed to assemble the capital expenditures to be undertaken within the next five years. The City Council then reviews the expenditures according to their priority, fiscal impact, and available funding. From this information, a preliminary street reconstruction plan is prepared. A public hearing is held to solicit input from citizens and other governmental units. Changes are made based on that input, and a final project list is established. The City Council then prepares a plan based on the available funding sources. If general obligation bonding is necessary, the City works with its financial advisor to prepare a bond sale and repayment schedule. Over the life of the SRP, once the funding, including proceeds from the bond sales becomes available, then the individual capital expenditures can be made. In subsequent years, the process is repeated as expenditures are completed and new needs arise. Street reconstruction planning looks five years into the future. For a city to use its authority to finance expenditures under Chapter 475.58, Subdivision 3b, it must meet the requirements provided therein. Specifically, the City must hold a public hearing for public input. Notice of such hearing must be published in the official newspaper of the city at least 10, but not more than 28 days prior to the date of the public hearing. The City Council approves the Street Reconstruction Plan unanimously following the public hearing. In addition, the city council must approve the sale of street reconstruction bonds by a unanimous vote of its membership present. Although a referendum is not required, a reverse referendum is allowable. If a petition bearing the signatures of at least 5 percent of the votes cast in the last general election requesting a vote on the issuance of bonds is received by the municipal clerk within 30 days after the public hearing, a referendum vote on the issuance of the bonds shall be called. Page 5 117 IV. PROJECT SUMMARY The expenditures to be undertaken with this Street Reconstruction Plan (SRP) are limited to those listed in Appendix A. All other foreseeable capital expenditures within the City government will come through other means. The following expenditures have been submitted for inclusion in this SRP: 2014 Expenditures • $1,460,000 in project costs for the Akin Park Estates East and West Rehabilitation Projects 2015 Expenditures • $3,760,000 in project costs for the 195th Street Reconstruction Project • $478,000 in project costs for the 9th Street/Hickory/Euclid Street Rehabilitation Project (only if funds are available due to favorable bids on the Akin Park Estates projects) 2016 Expenditures • No projects planned for inclusion at this time 2017 Expenditures • No projects planned for inclusion at this time 2018 Expenditures • No projects planned for inclusion at this time Page 6 118 V. FINANCING THE STREET RECONSTRUCTION PLAN The total amount of requested expenditures under the Street Reconstruction Plan is $5,698,000 which includes $478,000 in expenditures for the 9th Street/Hickory/Euclid Street project, should funds be available due to favorable bids on the Akin Park Estates projects. If these expenditures are to be funded, that amount of money is anticipated to be generated through the tax levy and the sale of$5,400,000 in bonds over the five-year period. In the financing of the Street Reconstruction Plan, one statutory limitation applies. Under Chapter 475, with few exceptions, cities cannot incur debt in excess of 3% of the assessor's estimated market value (EMV) for the city. In the City the EMV is $1,415,405,100. Therefore, the total amount of outstanding debt cannot exceed $42,462,153. As of December 31, 2012 the City had $15,916,859 subject to the legal debt limit. Under the Street Reconstruction Plan, the City will secure a maximum of $1,550,000 in general obligation bonds in 2013 to finance the Akin Park Estates East and West Projects. In 2015 the City plans to secure $3,885,000 in general obligation bonds to finance the 195th Street Reconstruction Project. The 2013 general obligation bond issue will be repaid over a 6-year period, and the 2015 general obligation bond issue are planned to be repaid over a 15- year period. For the 2013 general obligation bonds, the par amount of the issue is based on the amounts listed in Appendix A plus estimated issuance costs. The proposed general obligation street reconstruction bonds (including issuance costs) are shown in Appendix B. Continuation of the Street Reconstruction Plan This Street Reconstruction Plan should be reviewed annually by the City Council using the process outlined in this Plan. It should review proposed expenditures, make priority decisions, and seek funding for those expenditures it deems necessary for the City. If deemed appropriate, the Council should prepare an update to this Plan. Page 7 119 APPENDIX A PROJECT COSTS (Capital Expenditures to be funded with Bond Proceeds) • Costs associated with the 2014 Akin Park Estates East and West Rehabilitation Projects ($1,460,000) • Costs associated with the 2015 9th Street/Hickory/Euclid Street Rehabilitation Project ($478,000), only if unused bond proceeds are available due to favorable bids on the Akin Park Estates projects. Page 8 120 APPENDIX B PROPOSED INITIAL STREET RECONSTRUCTION PLAN BOND ISSUE Farmington, Minnesota $1,550,000 General Obligation Street Reconstruction Bonds,Series 2013 Assumes Current Market BQ AA-rates plus 30bps Sources & Uses Dated 1 011 5/201 3 1 Delivered 10/15/2013 Sources Of Funds Par Amount of Bonds $1,550,000.00 Interest Earnings on Project Construction Fund 2,750.19 Total Sources $1,552,750.19 Uses Of Funds Total Underwriter's Discount (1.200%) 18,600.00 Costs of Issuance 33,000.00 Deposit to Project Construction Fund 1,462,750.19 Rounding Amount 38,400.00 Total Uses $1,552,750.19 Series 2013 GO Street Rec I SINGLE PURPOSE I 7/29/2013 I 2:12 PM 0 EHLERS RAPERS IN P10UG NA 4 Page 9 121 Farmington, Minnesota $1,550,000 General Obligation Street Reconstruction Bonds,Series 2013 Assumes Current Market BQ AA-rates plus 30bps Debt Service Schedule Date Principal Coupon Interest Total P+I Fiscal Total 10/15/2013 - - - - - 08/01/2014 - - 22,033.92 22,033.92 - 02/01/2015 105,000.00 0.800% 13,867.50 118,867.50 140,901.42 08/01/2015 - - 13,447.50 13,447.50 - 02/01/2016 160,000.00 1.100% 13,447.50 173,447.50 186,895.00 08/01/2016 - - 12,567.50 12,567.50 - 02/01/2017 115,000.00 1.400% 12,567.50 127,567.50 140,135.00 08/01/2017 - - 11,762.50 11,762.50 - 02/01/2018 245,000.00 1.700% 11,762.50 256,762.50 268,525.00 08/01/2018 - - 9,680.00 9,680.00 - 02/01/2019 495,000.00 2.000% 9,680.00 504,680.00 514,360.00 08/01/2019 - - 4,730.00 4,730.00 - 02/01/2020 430,000.00 2.200% 4,730.00 434,730.00 439,460.00 Total $1,550,000.00 - $140,276.42 $1,690,276.42 - Yield Statistics Bond Year Dollars $7,261.39 Average Life 4.685 Years Average Coupon 1.9318125% Net Interest Cost(NIC) 2.1879619% True Interest Cost(TIC) 2.1988638% Bond Yield for Arbitrage Purposes 1.9271060% All Inclusive Cost(AIC) 2.6912810% IRS Form 8038 Net Interest Cost 1.9318125% Weighted Average Maturity 4.685 Years Series 2013 GO Street Rec 1 SINGLE PURPOSE 1 7/29/2013 1 2:4 PM 0 EHLERS LEADERS/fl PuaLIC FINANCE Page 10 122 APPENDIX C Proposed Initial Bond Issuance Timing City of Farmington, Minnesota The City Council must take the following actions before Bonds can be issued: • City Council directs preparation of a 5-Year Street Reconstruction Plan. • City Council conducts a Public Hearing on Street Reconstruction Plan and issuance of Bonds. • City Council approves Street Reconstruction Plan and Bonds by unanimous vote. The table below lists the steps in the issuing process: 07/01/2013 City Council calls for a Public Hearing on Street Reconstruction Plan and issuance of Bonds. 07/12/2013 Planned date to have Notice of Public Hearing on Street Reconstruction Plan and issuance of Bonds to official newspaper for publication. 07/18/2013 Publish Notice of Public Hearing on Street Reconstruction Plan and issuance of Bonds to official newspaper for publication(publication no more than 28 days and no less than 10 days prior to hearing date). 08/05/2013 @ 7:00 P City Council holds Public Hearing on Street Reconstruction Plan and Bonds and adopts Resolution approving Street Reconstruction Plan and giving preliminary approval for bond issuance by unanimous vote of its membership present. 08/05/2013 City Council provides for sale of Bonds. 09/05/2013 Reverse referendum period ends(within 30 days of the public hearing). 09/16/2013 City Council accepts offer for Bonds and adopts Resolution-Approving sale of Bonds. 10/15/2010 Tentative closing/receipt of funds. Net Debt Umit Assessor's Estimated Market Value $ 1,415,405,100 Multiply by 3% 0.03 Statutory Debt Umit 42,462,153 Less:Debt Paid Solely from Taxes 15,916,859 Unused Debt Limit $ 26,545,294 Page 11 123 APPENDIX D EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL OF THE CITY OF FARMINGTON, MINNESOTA HELD: July 1, 2013 RESOLUTION CALLING PUBLIC HEARING ON THE INTENTION TO ISSUE GENERAL OBLIGATION STREET RECONSTRUCTION PLAN BONDS AND THE PROPOSAL TO ADOPT A STREET RECONSTRUCTION PLAN THEREFORE Pursuant to due call and notice thereof a regular meeting of the City Council of Farmington, Minnesota,was duly called and held at the City Hall in the City of Farmington, Minnesota on Monday the 1st day of July, 2013 at 7:00 PM for the purpose, in part,of calling a public hearing on the intention to issue general obligation street reconstruction plan bonds and the proposal to adopt a street reconstruction plan therefore. Members present: Members absent: Member introduced and Member seconded the following resolution: A. WHEREAS, pursuant to Minnesota Statutes, Section 475.58, Subdivision 3b the City of Farmington, Minnesota(the"City") may issue bonds to fmance capital expenditures under its street reconstruction plan(the"Plan")without an election provided that, among other things, prior to issuing the bonds the City adopts the Plan after a public hearing thereon and publishes a notice of its intention to issue the bonds and the date and time of a hearing to obtain public comment on the matter; and B. WHEREAS,the City Council will hold a public hearing on its intention to issue general obligation street reconstruction plan bonds(the"Bonds") and to adopt the Plan therefore pursuant thereto on August 5,2013. NOW,THEREFOR,BE IT RESOLVED by the City Council of the City of Farmington, Minnesota,that a public hearing be held on the City's intent to issue the Bonds and to adopt the Plan therefore, such hearing to be held on the date and time set forth in Exhibit A attached hereto. The City Administrator is hereby directed to cause the notice to be published at least 10 but not more than 28 days before the hearing in the official newspaper of the City. This resolution adopted by recorded vote of the Farmington City Council in open session on the 1St day of July 2013. Page 12 124 Todd Larson Mayor Attested to the day of July 2013. David J. McKnight SEAL City Administrator Whereupon said resolution was declared duly passed and adopted. STATE OF MINNESOTA COUNTY OF DAKOTA CITY OF FARMINGTON I,the undersigned, being duly qualified and acting Clerk of the City of Farmington, Minnesota, DO HEREBY CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council of said City, duly called and held on the date therein indicated, insofar as such minutes relate to the City Council calling a public hearing on the intension to issue general obligation street reconstruction plan bonds and proposal to adopt a street reconstruction plan therefor. WITNESS my hand on this day of , 20_. City Clerk Page 13 125 CITY OF FARMINGTON, MINNESOTA NOTICE OF PUBLIC HEARING ON INTENTION TO ISSUE GENERAL OBLIGATION STREET RECONSTRUCTION PLAN BONDS AND PROPOSAL TO ADOPT A STREET RECONSTRUCTION PLAN THEREFORE NOTICE IS HEREBY GIVEN,that the City Council of the City of Farmington, Minnesota will meet on August 5, 2013 at 7:00 PM at the City Hall, 430 Third Street,Farmington, Minnesota, for the purpose of conducting a public hearing on(a)the intention to issue general obligation street reconstruction plan bonds in an amount of$1,515,000, but not to exceed $1,550,000 and(b)the proposal to adopt a street reconstruction plan therefore. The proceeds of the bonds will be used to fmance various street reconstructions within the City pursuant to Minnesota Statutes, Section 475.58, Subdivision 3b. All persons interested may appear and be heard at the time and place set forth above. If a petition requesting a vote on the issuance of the bonds is signed by voters equal to 5 percent of the votes cast in the City in the last general election and is filed with the City within 30 days after the public hearing, the bonds may only be issued upon obtaining the approval of the majority of the voters voting on the question of issuing the bonds. Individuals unable to attend the public hearing can make written comment by writing to David McKnight, City Clerk, 430 Third Street, City Hall Farmington, Minnesota 55024. Written comments must be received prior to the public hearing. BY ORDER OF THE CITY COUNCIL City Clerk [Submit ;Publish 1 Page 14 126 CERTIFICATION OF MINUTES RELATING TO ADOPTION OF A STREET RECONSTRUCTION PLAN AND ISSUANCE OF STREET RECONSTRUCTION BONDS City: City of Farmington, Minnesota Governing Body: City Council Kind, date, time and place of meeting: A regular meeting held on August 5, 2013, at 7:00 o'clock p.m., at City Hall,430 Third Street in Farmington, Minnesota. Members present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Members absent: None Documents Attached: Minutes of said meeting (including): RESOLUTION NO. R37-13 RESOLUTION ADOPTING A STREET RECONSTRUCTION PLAN AND AUTHORIZING THE ISSUANCE AND SALE OF STREET RECONSTRUCTION BONDS I, the undersigned, being the duly qualified and acting recording officer of the public corporation issuing the bonds referred to in the title of this certificate, certify that the documents attached hereto, as described above, have been carefully compared with the original records of said corporation in my legal custody, from which they have been transcribed; that said documents are a correct and complete transcript of the minutes of a meeting of the governing body of said corporation, and correct and complete copies of all resolutions and other actions taken and of all documents approved by the governing body at said meeting, so far as they relate to said bonds; and that said meeting was duly held by the governing body at the time and place and was attended throughout by the members indicated above, pursuant to call and notice of such meeting given as required by law. WITNESS my hand officially as such recording officer on August 5 n The Mayor stated that this was the time and place fixed for a public hearing to be held on (i)the adoption of a street reconstruction plan and (ii)the issuance of street reconstruction bonds, all pursuant to Minnesota Statutes, Section 475.58. The City Manager presented an affidavit showing publication of the notice of public hearing at least ten(10) but not more than twenty- eight(28) days prior to the date fixed for the public hearing in the Farmington Independent, being the official newspaper of the City. The affidavit was examined, found to be satisfactory and ordered placed on file with the City Administrator. The Mayor then opened the meeting for the public hearing. The purpose of the hearing was explained, and all persons present who desired to do so were afforded an opportunity to express their views with respect to the proposals. After all persons who wished to do so had stated or filed their views on the proposals,the Mayor declared the public hearing to be closed. RESOLUTION ADOPTING A STREET RECONSTRUCTION PLAN AND AUTHORIZING THE ISSUANCE AND SALE OF STREET RECONSTRUCTION BONDS BE IT RESOLVED by the City Council, City of Farmington, Minnesota(the City), as follows: SECTION 1. FINDINGS. On the date hereof, the City held a public hearing on (i) the issuance of its bonds, in one or more series (the Bonds), under Minnesota Statutes, Chapter 475.58, Subdivision 3b, as amended (the Act), in order to finance the costs of street reconstruction projects, as described in the proposed street reconstruction plan (the Project) and (ii) the proposed street reconstruction plan prepared with respect to the Project (the Plan). All parties who appeared at the hearing were given an opportunity to express their views with respect to the proposal to adopt the Plan and undertake and finance the Project, and any written comments submitted prior to the hearing were considered. The City hereby adopts the Plan. SECTION 2. PURPOSE. It is hereby determined to be in the best interests of the City to issue its--General Obligation Street Reconstruction Bonds in the principal amount not to exceed $1,550,000, to finance the costs of the Project. The financing of the Project and the issuance and sale of the Bonds would further the policies and goals of the City as set forth in the Plan. Upon vote being taken thereon, the following voted in favor thereof: Larson, Bartholomay, Bonar, Donnelly, Fogarty and the following voted against the same: none whereupon the resolution was declared duly passed and adopted. ti !1.,�► City of Farmington iA1i 4 430 Third Street ,:- Farmington,Minnesota "� 651.280.(,800•Fax 651 280.6899 wwRw.ci.tarmingum.mnami TO: Mayor, Council Members and City Administrator FROM: Robin Hanson, Finance Director SUBJECT: 2013B Street Reconstruction Bonds DATE: August 5,2013 INTRODUCTION The first portion of the 2014-2018 Street Reconstruction Plan(SRP),the Akin Park Estates East and West Project, relies on bond fmancing. DISCUSSION Staff has worked with the City's Financial Advisor to structure a$1,515,000 bond sale to fmance the Akin Park Estates East and West Project. The bonds would be awarded September 15, 2013,with the bond closing occurring in October 2013. Staff has reviewed the overall CIP plan and the structures of both a five and six-year bond sale. The five year bond sale puts too much pressure on the early years of the overall CIP. Staff is recommending the six-year structure which is interest only during 2014 and has scheduled principal and interest payments in 2015-2020. This structure will allow the City sufficient time to levy and collect in 2014 the interest due August 1, 2014, and principal due February 1, 2015, and future fiscal years as is envisioned in the cash flow projections. The Akin Park Rehabilitation Project would be bid in January/February 2014 and the reconstruction work would take place in late spring/summer. The draft resolution is attached for your review. Ehlers will distribute the pre-sale report at the meeting. BUDGET IMPACT This has no impact on the City's current year budget. Once the bonds are sold, Council will be required to levy 105%of the scheduled principal and interest due on the bonds the following fiscal year as part of its annual debt levy. ACTION REQUESTED Adopt the enclosed resolution providing for the sale of$1,515,000 (not to exceed $1,550,000) General Obligation Street Reconstruction Bonds, Series 2013B. Respectfully submitted, Robin Hanson,Finance Director 130 Resolution No. R38-13 Resolution Providing for the Sale of $1,515,000 General Obligation Improvement Refunding Bonds, Series 2013B A. WHEREAS,the City Council of the City of Farmington, Minnesota, has heretofore determined that it is necessary and expedient to issue the City's $1,515,000 General Obligation Street Reconstruction Bonds, Series 2013B (the "Bonds"), to finance the Akin Park Estates East and West Projects and if sufficient funds should remain due to favorable bids being received on the Akin Park Estates Project, the 9th Street/Hickory/Euclid Street Rehabilitation Project. B. WHEREAS,the City has retained Ehlers&Associates, Inc., in Roseville, Minnesota("Ehlers"),as its independent financial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Farmington, Minnesota, as follows: 1. Authorization; Findings. The City Council hereby authorizes Ehlers to solicit proposals for the sale of the Bonds. 2. Meeting; Proposal Opening. The City Council shall meet at 7:00 pm on September 16, 2013, for the purpose of considering proposals for and awarding the sale of the Bonds. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was moved by Fogarty duly seconded by Bartholomay and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: Larson,Bartholomay, Bonar, Donnelly, Fogarty. and the following voted against the same: None Whereupon said resolution was declared duly passed and adopted. Dated this 5t"day of August, 2013. oat; C. ,fr[e --1- City Clerk j � �► City of Farmington L 's 430 Third Street 1' h Farmington,Minnesota �1. 651.280.6800•Fax 651.280.6899 '''A www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Financial Review— 1st and 2nd Qtrs of 2013 DATE: August 5,2013 INTRODUCTION Attached you will find the financial results for first six months of 2013. DISCUSSION Through the end of June you would generally expect revenues and expenses to be approximately 50%of the 2013 budgeted amounts.As you review the attached financial reports,the following notes will provide explanations for the more significant variations from budgeted expectations. General Fund-Overall General Fund Revenues Year-to-date General Fund revenues total$5 million or 53%of budgeted amounts. With the exception of Intergovernmental Revenue all revenue line items are at more than 50%of budget. The Intergovernmental Revenues are slightly ahead of the amounts received during the first half of 2012. General Fund Expenditures Year-to-date General Fund expenditures total $5.2 million or 51%of budgeted amounts, slightly ahead of the 50%of anticipated expenditures that would be expected for the first six months of the year. It is more than last year's expenditures for this same time period by approximately $980K.The three mains reasons for the significant increase in the first six months of 2013, as compared to the first six months of 2012, are: 1) As previously mentioned during the review of the first quarter, Engine 22 arrived in January 2013. In accordance with governmental accounting rules the full purchase price was expensed in January($566K). 2) Due to the extended winter(into early May)the City experienced increased snow removal expenditures($64K) and, 3) As you will recall, so that staffing costs would continue to be more transparent,the 2013 budget provided for most City staff(an additional 9.5 FTE's)who previously charged their time to enterprise funds to charge their time to the General Fund. Separate planned operating transfers from the enterprise funds to the General Fund are being made to offset these costs. General Fund Revenue Line Items Property taxes In June the City recorded the first one-half of its property tax revenue for 2013, 70%of which was received in June and the remainder in early July. This included approximately$110,000 in previously delinquent taxes and related interest. Licenses Beer and wine,arcade,tobacco and massage licenses are paid annually and are due at the beginning of the year. As a result, at the end of June this line item appears to be ahead of budget. This will even out as the year progresses. Permits Generally permits are higher in the second quarter than the first quarter. This is true again in 2013. Looking back,the second quarter in 2013 is the highest in the past five years. This is primarily due to permits related to two large projects the school district permitted in June for Farmington Elementary and Akin Road Elementary schools. Intergovernmental Fees While less than 50%of budgeted amounts,the intergovernmental fees received so far in 2013 are in line with amounts received in 2012 for the same time period.Another MSA Maintenance payment was received in early July. The Police and Fire Aid are typically not received until the 4th quarter. Franchise Fees The first portion of the franchise fees were received in May. The remainder is expected to be received late summer. General Fund Expenditure Line Items Legislative Expenditures are less than anticipated through June 30 primarily because the League of Minnesota Cities annual dues are not paid until the third quarter. Administration The 2013 expenditures are less than 2012 due to a reduction in staffing levels. For the first six months actual expenditures are less than budgeted primarily due to the City not needing to spend its contingency reserve. Elections This is a non-election year. The budget is for equipment needed for next year's election which will be purchased later this year. Emergency Management Good news,minimal repairs needed to-date. Fire Truck As previously mentioned,the City took possession of Engine 22 in January 2013 and in accordance with governmental accounting rules it was expensed. Fire Expenditures to-date are in line with last year. Snow Removal Due to winter extending into early May snow removal expenditures are already at 70%of budget.As you can see from the chart below,the 2013 YTD expenditures are above the six year historical average of$114,000, and the mild winter of 2012,but are quite a bit less than the costs incurred during the first half of 2011. Snow Removal Expenditures June YTD 200,000 -- 150,000 6 Year Ave, 114,000 100,000 June YTD 6 Yr Ave 50,000 0 2008 2009 2010 2011 2012 2013 Recreation Programs This line item captures the costs related to summer recreational program offerings. Their season really just began in earnest in early June. Swimming Pool Similar to the Recreation Program, as of June the pool had only been open a few weeks. General Fund Fund Balance(See Graph) For the first half of the year,the City's General Fund Fund Balance increased $185K, primarily due the collection of previously delinquent taxes,the majority of the remaining revenue line items being ahead of their annual budgeted for the first six months of the year, and a reduction in the amount owed on Engine 22 as a result of the first loan payment being made in June 2013. Rambling River Center(Included in the General Fund) Overall, revenues are higher in 2013,than 2012, with increases in Recreation,Advertising and Rental Income. The latter being a nearly 80%increase from last year($3,700 to$6,600). Meanwhile, membership fees are down a little over 20%from last year. Overall, expenditures are slightly ahead of last year with the most notable item being an increase in natural gas due to the longer than usual winter. Pool(Included in the General Fund) The pool opened in early June. The 2013 revenues are in line with 2012 revenues. Expenditures are approximately$5K ahead of last year for this same period in part due to more accurate coding of full-time salaries, an increase in part-time salaries when compared to 2012 (2012 was low) and pool maintenance expenditures. EDA—Special Revenue Fund Revenues are significantly higher due to the receipt of nearly$16K in tax increment excess funds and a$15K CDBG grant related to the new Baldy's restaurant. Expenditures are higher than budgeted primarily due to the pass through of the CDBG grant for Baldy's. Please note,the 2013 `transfers out' in the amount of$33,500 is no longer needed;the related loan was paid in full as of December 31, 2012. Police Forfeiture—Special Revenue Fund During the second quarter the Police Department was able to sell two vehicles resulting in$4K in revenues.And as previously mentioned, during the first quarter a replacement vehicle was purchased for the drug task force at a cost of$9,000. Park Improvement—Special Revenue Fund During Q2 the Park Improvement Fund received $18K in special assessments, nearly$11K in park development fees and a little over$9K in rental income. The Q2 expenditures consisted primarily of new sign purchases for Jim Bell Park and Preserve, Evergreen Knoll and Farmington Preserve. Ice Arena—Special Revenue Fund Year-to-date revenues are slightly less($4K)than last year. Expenditures are less than 50%of budgeted expenses for the year. Enterprise funds Liquor Operations Through the second quarter of 2013 both liquor stores met their gross profit benchmark of 25%. While still less than the annual benchmark of 6.5%,the second quarter combined profit before transfers as a percentage of sales totaled $118K or 5.7%of sales. This is a marked improvement over the first quarter(generally the slowest quarter)result of 3.6%. For the six months ended June 30, 2013 sales at the Downtown store are 6%higher than the same period last year with increases in all three major categories: liquor, wine and beer. At the Pilot Knob store liquor sales for the first six months of 2013 are almost identical to the first six months of 2012,wine sales are up 4%, and beer sales are down approximately 6%or $40K. Even though beer sales are down the following chart illustrates the Pilot Knob year-to- date 2013 beer sales approximate the 5 year historical average for that store. Pilot Knob 2013 Actual Sales By Month vs 5 Year Historical Average $160,000 $140,000 $120,000 - -- ---- - — $100,000 —Beer-2013 —Beer-5 Yr Ave —liquor-2013 $60,000 —Liquor-5 Yr Ave $40000 .. - ----- ,/ —Wine-2013 $20,000 —Wine-5 Yr Ave $ , 1's E4P Q ,eF ¢2� S' O Generally you would expect expenses to be approximately 50%of budget through the first six months of the year. Notable exceptions are explained below: 1) During the first quarter the liquor stores were charged for their annual dram shop insurance premium.This amount totaled $6,080.This amount was not included in their 2013 budget as it has historically been paid for from the Property and Casualty Insurance Fund. The 2013 budget only included the allocation of the City's overall annual property and casualty insurance premium, not the portion specifically attributable to the liquor stores.A provision for dram shop insurance will be included in their 2014 budget. 2) Rather,than waiting until December to record depreciation expense, a proportionate share is now being charged each month. So,when comparing the first six months financial results for each store,you must take into account that 2013 includes a $6,000/store charge for depreciation ($1,000/store/month). The first six months of 2012 does not include a similar charge, a difference of$12,000. 3) The 2013 Downtown Store results reflect rent at the new(August 2012) lower rates, a decrease of nearly$22K when compared to the first six months of 2012. 4) The operating transfers for the first six months of the year reflect the amount budgeted for the General Reserve. In accordance with the Council's new approach, the determination of any additional transfer amount will wait until 2014 when the results of the audit are available. Finally, one other indicator of financial health we are monitoring is the liquor store's month-end cash balances with the initial goal being achieving an ongoing minimum cash balance of $300,000 to provide sufficient funds for day-to-day operations. Overall, as illustrated in the following chart,the liquor stores month-end cash balances continue to improve. Liquor Operations Month End Cash Balances $350,000 $300,000 -e°" - . .........._.-- $250,000 — $200,000 — .1‘V. -2011 $150,000 — —2012 $100,000 - $50,000 -- —2013 $(50,000) Year Ian Feb Mar- •. L- $(100,000) Sewer Fund Sewer expenses are at 27%of budget through the end of June. Expenses are low for three reasons: 1) depreciation is not recorded in this fund until December of each year, 2)the funds needed for bond payments are included in the budget, but unlike the governmental funds, for the enterprise funds bond payments are only shown on the balance sheet(they are not recorded as an expense, rather a reduction in a liability) and 3) for the professional services line item has not yet been needed. Storm Water The Storm Water expenses are less than expected at this point in the year. There are three main reasons for this: 1) depreciation is recorded in December of each year, 2)the majority of the professional services line item will not be spent on a joint project with Lakeville until the second half of the year and programming expenses related to unexpected MPCA mandates have not yet been needed. Water In June the Water Fund received its first loan payment from the General Fund for Engine 22. Revenues consist of special assessments, permits,water availability charges, interest on investments on income, rental income and water bills. With the exception of water bills,the various revenue line items are ahead of budget. The water bill charges are less than anticipated. The data shows the City has pumped 56 million less gallons through June when compared to the 7-year average, and 64 million less than last year which is approximately$96K less in revenue. The water usage is most likely down due to the longer than normal winter and then higher than normal rains that followed. ACTION REQUESTED Review the financial report, discuss any issues, and answer any additional questions. 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O N , _ yam. y � CO m m O i m • W I , ■ j CO mC m 3 a 3 = 4 w1 c � m1 w c en c m ! c os co $ 'y a s • c 'a c D. a w c m : m m N S - o o `m v , c 2 ,2 A S,,� c 1 R ° C•Es 5 c .b I 0 ta m' q m c L e 0 m m m y E 1 e CO L m• ! m m ' e' e c m c 0 L CO CO 7 0) 7 m m m 7 OC 7 m m e 7 m o m 1 m m -mss 3 m o 2 m W =' u) e m c m �n m V m m cQ� m '� '°' V '' m m ® ' 'c C� ® ° m m C1 �' °® m L u. > C O a-, > O. > C C as > O. > c c i+ L > O. > C w C. > m 0, m C C m :'O m m 1 C, C m t m m C m m m m E C m m m X m Q 0) 1— V- O P Cr) r O N LO N d City of Farmington 430 Third Street $ ,: Farmington,Minnesota • .4 651.280.6400.Fax 651.280.6899 wwwci.tarmmgum.mnur TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson,Finance Director Brenda Wendlandt, Human Resources/IT Director SUBJECT: PCI Compliance—Security for Electronic Payment Processing DATE: August 5, 2013 INTRODUCTION While researching electronic payment options(debit/credit cards and e-checks) for the utility programs, we learned more about the Payment Card Industry's(PCI) compliance requirements. Their(VISA, MasterCard, American Express, Discover, etc.) standards dictate the types of processes and systems the City needs to have in place to ensure the risk of fraudulent transactions is minimized. To achieve PCI Compliance staff recommends a third party specialist be hired to ensure the City meets industry best practices for its utility programs. Staff also recommends the specialist be engaged to review the City's existing Parks and Recreations and Liquor Store electronic payment processes to ensure they are also PCI compliant. DISCUSSION, Given that LOGIS hosts most of the City's software programs, are already familiar with the City's technology set-up and have assisted several other LOGIS members, staff contacted LOGIS and discussed the City's need to achieve PCI compliance for its upcoming expansion of electronic payment options for its utility programs and its interest in having its existing programs reviewed. LOGIS subsequently submitted the attached letter of understanding which outlines their approach and includes: estimated costs for the initial assistance, anticipated segregated network set-up and ongoing(quarterly and annual)testing and review needs. Over time it is anticipated that city IT staff will be able to complete most of the ongoing assessments and testing with minimal assistance from LOGIS. ✓ Staff recommends we work with LOGIS to achieve PCI compliance for its utility programs and ensure its Parks and Recreation programs and Liquor Operations are PCI compliant. 146 BUDGET IMPACT The specific hardware/networks costs to achieve PCI compliance are estimated to be$1,600 and would be paid for by the Information Technology Fund. The PCI Compliance review is estimated to cost $5,400 and would be paid for equally(25%)by the four utility programs: sewer, solid waste, storm water and water. Since the Parks and Recreation Programs and Liquor Operations environments are not yet fully known,the review may identify additional work that needs to be completed for either of these areas. If additional costs are to be incurred, a revised Letter of Understanding would be brought back to Council and the budget impact identified at that time. ACTION REQUESTED Authorize staff to: • Work with LOGIS to achieve PCI Compliance for its Utility Programs;and • Complete an overall assessment of the Parks and Recreation Programs and Liquor Operations PCI Compliance. Respectfully submitted, Robin Hanson, Finance Director Brenda Wendlandt, Human Resources/IT Director 147 Local Government Information Systems Association The LOGIS Advantage July 8, 2013 Robin Hanson Finance Director City of Farmington 430 Third Street Farmington, MN 55024 Dear Robin, This letter is in regards to your request for information and costs regarding assistance in achieving PCI compliance. The city is required by contractual obligations to implement PCI security measures for environments that store, process, or transmit credit card numbers. Since Farmington processes less than six million credit cards per year without a breach,the city is allowed to complete self-assessment questionnaires. The questionnaires will need to be evaluated and completed for the following PCI environments. These PCI environments were identified through discussions with Farmington personnel and are based on Merchant IDs used to send the credit cards to the payment processors: 1. Advanced CIS Infinity and eUtility Billing (Infinity.Link/Paymentus) 2. Recreation department's Active Network 3. Liquor store Point of Sale LOGIS and the PCI Security Standards Council both strongly recommend creating a separate network dedicated to credit card transactions,as well as removing the capability to store credit card numbers electronically in forms such as an Excel spreadsheet. These tasks will greatly decrease PCI-related vulnerabilities and assist you in complying with the PCI requirements. In the past, LOGIS has worked with several members including Maple Grove, Coon Rapids, Robbinsdale, and MVTA to assist them in achieving PCI compliance. Like most other organizations, LOGIS is not empowered by the PCI SSC to make official interpretations, but our experience has proven valuable to organizations navigating the compliance process. The process typically starts with a kick-off meeting with stakeholders,where a PCI overview is given and the credit card environments at the member are documented by Merchant ID number. Items reviewed include the methods used to accept and/or store credit cards, options for avoiding electronic storage of card numbers, and the network location of credit card related devices. Following the meeting,a PCI network is created to transition devices that store, process, or transmit card numbers. Then we work thorough the noted PCI environments filling out the PCI self-assessment questionnaires as we go. Typically the IT manager completes a draft version of the forms with LOGIS on-site to provide assistance and serve as a teaching experience since this process must be completed yearly. As each form is completed, any required corrections and action items discovered are assigned to appropriate staff. 5750 Duluth Street•Golden Valley,Minnesota 55422-4036 Voice:(763) 543-2600•Fax:(763) 543-2699•Internet:http://www.logis.ora 148 Page 2 Any charges for PCI or technical assistance for compliance are billed at the current hourly staff rate. It is also prudent to plan for recurring charges. Network and wireless scans are required on a quarterly basis and after any major change. We will work with your organization to determine if the network scan is already provided by your current acquirer vendor. Annual compliance re-validation is also required, but may be able to be done largely by city IT staff after the first year,with only minimal LOGIS involvement. We estimate the following costs will be occurred by the city: • Create a VLAN and PCI firewalled segment includes: $1,600 o Migrate the PCI PCs into this segment o Test appropriate access and filtering • PCI Security review includes: $5,400 o Reviewing PCI needs and procedures o Assistance with interpretation and with completion of questionnaires. We would note the city would only be billed for time utilized and that the Recreation and Liquor store environments are not fully known which may vary the estimate depending on what is discovered in the review. Please review this document and if you have any questions or would like to discuss in further detail,feel free to contact me at 763-543-2639. Sincerely, Chris Covington LOGIS Security Specialist 763.543.2639 ccovington aC�logis.org 149