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Home My WebLink About08.19.13 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 19, 2013 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Barb Svoboda—Dakota County Library 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 (8/5/13 Regular) (8/12/13 Workshop) Approved b) Approve Stormwater Model Update Joint Powers Agreement—Engineering Approved c) Approve 2014 ALF Budget—Administration Approved d) Accept Resignation Heritage Preservation Commission - Administration Accepted e) Approve Printing and Mailing Service Company for City News and Recreation Guide—Parks and Recreation Approved f) Approve Voiceover IP Telephone System End-User Equipment Sale Agreement—Human Resources Approved g) Approve Bills Approved REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. If you wish to address the Council regarding any or all of the items on the Regular Agenda,please address the item when the item is discussed. Speakers will be given at least three minutes to speak per item. Additional time may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Hotel Feasibility Study -Administration Approved b) Adopt Resolution—Authorizing Preparation of Plans and Specifications Akin Park Estates Rehabilitation Project- Engineering R39-13 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION a) City Administrator Performance Review 15. ADJOURN Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803. Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation. Table of Contents Agenda 2 Approve Council Minutes (8/5/13 Regular)(8/12/13 Workshop) Regular Minutes 4 Workshop Minutes 8 Stormwater Model Update Joint Powers Agreement Storm Water Model Update_memo 10 2013May_ Hydro Modeling v2 12 C0025127- 6010 Contract (Pending - Not Yet Executed) - STORM WATER MODELS COST SHARE - 7-23-2013 19 Approve 2014 ALF Budget Memo 24 Accept Resignation Heritage Preservation Commission Memo 26 Resignation 27 Approve Printing and Mailing Service Company for City News and Recreation Guide Memo 28 Agreement 30 Approve Voiceover IP Telephone System End-User Equipment Sale Agreement VoIP Buyout 33 Phone equip sale agrmt_2013 34 Approve Bills Bills 36 Approve Hotel Feasibility Study Memo 64 Authorize Plan Preparation-Akin Park Estates East and West Rehabilitation Project Authorize Plan Prep Akin Park E&W 081913 66 Authorize Plans Akin Park E&W 081913 67 Akin Park Estates Rehabilitation Project Map1 68 City Administrator Annual Performance Review Memo 69 1 COUNCIL MINUTES REGULAR August 5, 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;Brian Lindquist, Police Chief;Randy Distad, Parks and Recreation Director; Cynthia Muller, Executive Assistant Audience: Bobby Schmitz, Julie McKnight, Jeff Thelen 4. APPROVE AGENDA MOTION by Fogarty, second by Donnelly to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS a) Receive Ceremonial Check from Louis Schmitz Foundation to Youth Scholarship Program—Parks and Recreation The Louis Schmitz Foundation presented a$500 check to the City for the Farmington Youth Scholarship Program. Mr. Bobby Schmitz stated the foundation was started to give back to the community as his father would have done. A scholarship is given to one female and one male in the amount of$2,000 each to a graduating senior going on to a post-secondary school. They are also donating to the Parks and Recreation department for the Youth Scholarship Fund and also to the Community Ed program to help kids who need financial assistance to be able to participate in sporting activities. A golf tournament fundraiser was held in June,with 162 golfers participating. 6. CITIZEN COMMENTS Ms. Julie McKnight, representing CEEF, stated in 2009 the Dew Days organization had financial issues and received a loan from Empire Township and also a five-year loan from the City of Farmington. This is the fourth year and due to the success of Dew Days this year, CEEF is paying off the loan. Without the foresight of the City and Empire Township, we would not have a Dew Days celebration. It takes the committee and a lot of volunteers to make it successful. 4 Council Minutes(Regular) August 5,2013 Page 2 Councilmember Fogarty stated we cannot thank the Dew Days committee enough for what they do. They work fulltime to put on this event for the community. Councilmember Donnelly noted the loan decision was not easy and was glad to see a good outcome. Councilmember Bonar noted regarding the Louis Schmitz Foundation,the family is doing their father proud in leaving a legacy in his name. Regarding Dew Days, he was aware of the amount of effort that goes into a community celebration and how difficult it is to coordinate that each year. He thanked everyone in accomplishing that. It is great to see a debt paid in advance. 7. CONSENT AGENDA MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as follows: a) Approved Council Minutes (7/15/13 Regular)(7/22/13 Special) b) Approved NRG Reliability Service Agreement—Police Department Councilmember Bonar noted we are renewing a 10-year lease on generators. This was through successful negotiations that represent a savings for our buildings. c) Adopted RESOLUTION R34-13 Accepting Donations Rambling River Center— Parks and Recreation d) Adopted RESOLUTION R35-13 Accepting Donation Pollution Prevention Day —Municipal Services e) Approved Appointment Recommendation Firefighter—Human Resources fl Approved Appointment Recommendation Firefighter—Human Resources g) Approved Appointment Recommendation Firefighter—Human Resources h) Approved Appointment Recommendation Firefighter—Human Resources i) Approved Appointment Recommendation Firefighter—Human Resources Mayor Larson asked that these new firefighters be included in the numbers presented at the last Fire Department workshop. j) Reviewed Public Communications and Political Activity Administrative Policies —Human Resources k) Acknowledged Resignation Parks and Recreation—Human Resources 1) Approved Dakota County Fair Board Fire Contract Extension-Administration m) Adopted RESOLUTION R36-13 Approving Gambling Event Permit Farmington Youth Hockey Association-Administration n) Approved Bills APIF,MOTION CARRIED. 8. PUBLIC HEARINGS a) Adopt Resolution—2014-2018 Street Reconstruction Plan -Finance In June Council and staff discussed initiating the CIP with a five-year bond. Finance Director Hanson presented the 2014-2018 street reconstruction plan. The projects are Akin Park Estates East and West for 2014, and 195th Street reconstruction for 2015. If funds remain after the Akin Park Estates project, a project will also be done in 2015 on 9th Street/Hickory/Euclid Streets. This resolution is to finance the Akin Park Estates project at a cost of$1,460,000. The 5 Council Minutes(Regular) August 5,2013 Page 3 bond sale would be$1,515,000. The City is required by state law to levy 105%of the amount. City Administrator McKnight explained the Akin Park Estates project is scheduled for 2014. This is a semi-reconstruction;we are not replacing utilities, only the road. Residents will be informed of the project in December/January for a summer 2014 start date. The 195th Street project is from Flagstaff Avenue to Deerbrooke Path. This will add a middle turn lane and potential roundabout at Pilot Knob and 195th Street. This will be a county project scheduled for 2015. MOTION by Fogarty, second by Donnelly to close the public hearing. APIF, MOTION CARRIED. MOTION by Fogarty, second by Donnelly to adopt RESOLUTION R37-13 approving the 2014-2018 street reconstruction plan. APIF,MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Adopt Resolution—2013B Street Reconstruction Bonds Pre-Sale Report- Finance Finance Director Hanson stated the bond is estimated to be $1,515,000,with a six-year maturity. Interest payments will start August 1, 2014, and the first principal payment will be due February 1, 2015 through 2020. The City will levy for it in 2014, collect enough for the first interest payment, and be on track for the first principal and interest payment in 2015. Staff is anticipating a rating of AA-. Bids will be brought to Council for approval on September 16, 2013. MOTION by Fogarty, second by Bartholomay to adopt RESOLUTION R38-13 providing for the sale of$1,515,000 (not to exceed $1,550,000) General Obligation Street Reconstruction Bonds, Series 2013B. APIF,MOTION CARRIED. b) Financial Review First and Second Quarters 2013 -Finance As of the end of June, revenues are at 53%of budget and expenses are 51%of budget. Expenses are approximately$980,000 more than last year due to the purchase of the fire engine, increased snow removal into May, and moving staff time to the general fund. Property taxes were received in June, including $110,000 in delinquent taxes. Revenues at the Rambling River Center are higher in 2013 than 2012, with increases in recreation, advertising and rental income. The rental income has gone from$3,700 last year to$6,600 this year. Both liquor stores met their gross profit benchmark of 25%,we are behind the annual benchmark of 6.5%of combined profits before transfers, but it has increased from 3.6%at the end of the first quarter to 5.7%. Their cash balance internally is continuing to increase. c) PCI Compliance—Security for Electronic Payment Processing-Finance Previously, staff discussed electronic payment options for utility payments. In order to do this, we need to be PCI compliant. LOGIS will perform this work for a cost of$5,400 to be paid equally by the four utility programs, sewer, solid 6 Council Minutes(Regular) August 5,2013 Page 4 waste, storm water and water. They will also review liquor operations and parks and recreation programs to ensure PCI compliance. Hardware costs are estimated to be$1,600 and would be paid for from the IT budget. MOTION by Fogarty, second by Bartholomay to 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. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Donnelly: The Dakota County Fair is being held this week and encouraged residents to attend. Councilmember Fogarty: Wednesday night she will be judging the salsa contest at the Fair. Tuesday is National Night Out and encouraged residents to meet their neighbors. Councilmember Bartholomay: An outdoor concert will be held at Carbone's on Saturday, August 17, 2013. There will be some noise, but it will end at 11:30 p.m. City Administrator McKnight: Residents should have received the City News and Recreation Guide in the mail this week. Staff did a great job putting this together. Parks and Recreation Director Distad: Next Monday, Council and the Parks and Recreation Commission will be having a parks tour with a workshop following. Mayor Larson: He encouraged residents to shop local;we have great businesses and restaurants. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 7:35 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 7 City Council/Parks and Recreation Commission Workshop Minutes August 12,2013 Mayor Larson called the workshop to order at 7:30 p.m. Council Present: Larson, Bonar, Donnelly, Fogarty Council Absent: Bartholomay Commission Present: McMillen, Spars Commission Absent: Elliott, Haley, Lares Also Present: David McKnight, City Administrator; Randy Distad, Parks and Recreation Director MOTION by Fogarty, second by Bonar to approve the agenda. APIF,MOTION CARRIED. PRAC Chair McMillen reviewed the 13 options PRAC had developed. The 13 options include: • Do nothing with the existing outdoor pool until it can no longer be operated and then close and demolish the pool and do not construct any new aquatic facility • Continue fixing until a major infrastructure component(i.e. mechanical equipment, supply and/or drainage plumbing, pool shell, pool deck, and/or bathhouse) breaks and then close and demolish the pool and do not construct any new aquatic facility • If existing pool is closed and a new aquatic facility is not built, bus residents to neighboring communities aquatic facilities • Continue fixing until a major infrastructure component breaks then renovate, in the current location,the existing pool's bathhouse, mechanical system, plumbing, pool shell and pool deck • If existing pool is closed, demolish and construct a splash pad only with no other aquatic facility constructed • If existing pool is closed, demolish and construct a splash pad to bridge the gap until a new aquatic facility can be constructed • If existing pool is closed, bus residents to neighboring communities until a new aquatic facility can be constructed • If existing pool is closed, demolish and construct a new aquatic facility in the current pool's location • Construct new aquatic facility in new location but continue operating existing pool until new aquatic facility opens then close the existing pool • Construct new aquatic facility in new location in partnership with some other entity but continue to operate existing pool until new facility opens, then close the existing pool • Construct new aquatic facility in new location but continue operating existing pool and have two pools being operated • Construct new aquatic facility and then demolish existing pool and do not construct any type of aquatic facility in the existing pool's location • Construct new aquatic facility and then demolish existing pool and construct a new splash pad in the existing pool's location Council/Parks and Recreation Commission Workshop August 12,2013 Page 2 PRAC Chair McMillen also reviewed the preferred option to construct a new aquatic facility in a more central location, such as Jim Bell Park and Preserve, while keeping the existing pool open, but if the existing pool has to be closed while a new aquatic facility is being constructed,bus residents to neighboring communities aquatic facilities until a new aquatic facility is opened in Farmington and then demolish the existing outdoor pool facility and replace it with a splash pad so there are two different types of aquatic facilities serving the community in two different locations. PRAC members recognized that funding is limited and understand the importance of starting to look at this issue now. All in attendance agreed that any new facility would fit Farmington's needs and not compete with neighboring facilities. PRAC has not gotten into the financing options at this point. Discussion took place about a possible bond, shared space in a facility and placing this issue on the ballot. Councilmember Fogarty asked what kind of event would cause the current pool to close. Parks and Recreation Director Distad stated that anything that causes us to have to tear up the pool will be a trigger to get the entire facility into compliance with new laws. The issue of location of a potential new facility was discussed. More discussion needs to occur on this issue before we assume it would go into Jim Bell Park and Preserve. Councilmember Bonar asked that a number of issues be considered when we are looking at this topic including our demographics, days of operation of these types of facilities and how do we maximize our current and new facility, looking at liquor operations as a Council and potential 2016 ballot questions, and asked for some conversion estimates for a splash pad. Council discussed the option of busing users to our neighboring facilities and none of the members were in support of that option. More discussion occurred about a location of a potential new facility and where the"central" part of Farmington is located. The question of what is our current plan if the pool fails was discussed. At this time there is no plan. The City Council directed staff to start to prepare a feasibility report to address the issues of a two phased approach, location, cost, amenities included, appropriate size and similar issues. A proposal for a feasibility report will be brought back to Council for approval. PRAC members reviewed the 2014 park improvement plan projects. MOTION by Fogarty, second by Bonar to adjourn at 8:24 p.m. APIF,MOTION CARRIED. Respectfully submitted, David McKnight City Administrator 9 j AR' City of Farmington 430 Third Street Farmington,Minnesota 651.280.6500•Fax 651.280.6899 wwwAfarruington.tun.us TO: Mayor, Councilmembers, City Administrator FROM: Jennifer Dullum, Natural Resource Specialist SUBJECT: Local Storm Water Model Update—Request for Funding DATE: August 19, 2013 INTRODUCTION In 2011 the Vermilion River Watershed Joint Powers Organization(VRWJPO) entered into a joint powers agreement with both the City of Farmington and the City of Lakeville for cost share to update each city's storm water management model. The updated model will serve as a tool to verify that peak discharge and runoff volume leaving the cities remains in conformance with the VRWJPO requirements. It was proposed that these revisions be integrated with the existing VRWJPO XP-SWMM model for uniformity purposes. Phase 1,North Creek, was completed in 2012. The cities of Farmington and Lakeville have again been approved to receive funding assistance (50%cost share) in 2013 and 2014 from the VRWJPO to complete the development of this storm water management model consistent with the VRWJPO's existing conditions model. Both cities, in a collaborative effort, have developed the enclosed scope of work. The proposed scope of work will complete the update to each city's existing surface water models. DISCUSSION It was proposed that this modeling effort be completed in five phases beginning with Phase 1, which was completed in 2012, and ending by preparing a technical memorandum summarizing the model revisions and results. Separate cost estimates have been developed for each phase of work(see table below). 10 Proposed Project Phasing, Cost, and Schedule i'�1ase r akev 11 'armm.ngton entahve Completion <: 2—South Creek $51,200 $20,500 December 2013 3—Middle Creek $24,800 $46,200 February 2014 4—Remaining Watersheds $46,500 $41,600 March 2014 5—Summarize Results $16,100 $11,100 April 2014 Subtotal $138,600 $119,400 Atlas 14 $5,500 $5,500 Total $144,100 $124,900 BUDGET IMPACT The total estimated project cost over two years for Phase's 2 - 5 is $62,450. Funds are available in the Stormwater Utility Fund. ACTION REQUESTED Approve the Joint Powers Agreement with the Vermillion River Watershed and the City of Lakeville. Respectfully Submitted, Jennifer Dullum Natural Resource Specialist 11 resourceful. naturally. BARR engineering and environmental consultants May 15,2013 Mr. Zachary Johnson City Engineer City of Lakeville 20195 Holyoke Ave Lakeville,MN 55044 Mr. Kevin Schorzman City Engineer City of Farmington 430 Third Street Farmington,MN 55024 Re: Hydrologic Modeling for the Cities of Farmington and Lakeville;Including Atlas 14 Dear Mr.Johnson and Mr.Schorzman, Thank you for meeting with us on March 18,2013 to discuss potential implications of Atlas 14 and your plans for hydrologic modeling within the Vermillion River watershed.During our discussion there were several questions raised regarding Atlas 14,specifically related to how the updated precipitation depths could impact the VRWJPO peak flow rate and runoff volume standards at municipal boundaries.It is our understanding that the Cities and the VRWJPO would like to estimate these impacts as part of the hydrologic modeling for Lakeville and Farmington. This letter presents a scope of work to evaluate the impacts of Atlas 14 at VRWJPO standard locations using the updated Vermillion River XP-SWMM model.This letter also includes a revised schedule and cost for completing the remaining phases of planned XP-SWMM model updates within Lakeville and Farmington. Potential Impacts of Atlas 14 The updated existing conditions XP-SWMM model will be run using the 1-year,2-year, 10-year,50-year, and 100-year 4-day rainfall events from Atlas 14.The final version of Atlas 14 will be reviewed to determine the appropriate precipitation depths for each respective rainfall event.An updated rainfall distribution(hyetograph)will be developed for each design event based on the Atlas 14 rainfall depths following the methodology used to develop the hydetographs in the VRWJPO XP-SWMM model. It is assumed that a single representative precipitation depth for the Vermillion River watershed will be selected for each rainfall event.It is also assumed that the stormwater conveyance system included in the Barr Engineering Co. 4700 West 77th Street,Suite 200,Minneapolis,MN 55435 952.832.2600 www.barr.com 12 May 15,2013 Page 2 XP-SWMM model will not need to be modified to convey stormwater runoff generated by larger precipitation depths downstream to the Vermillion River. The modeling methodology will be summarized for each city. Subwatershed results,figures,and tables summarizing the impacts of Atlas 14 updates will be developed,and compiled in a technical memorandum.An electronic(PDF)draft of this document,the figures,and the tables will be provided to the Cities for a single round of review and comment. The cost to complete model simulations based on the precipitation depths in the final version of Atlas 14 is$11,000,assumed to be split equally between Lakeville and Farmington.Completion of this task will depend on whether the Cities would first like to complete planned updates to the XP-SWMM model as discussed below,or use the current version of the VRWJPO model.It is our recommendation that the Cities complete the remaining planned updates before evaluating potential impacts of Atlas 14 at VRWJPO standard locations. Additional hypothetical design storm events(i.e., SCS 24-hour, 10-day Snowmelt Event,etc.)can be simulated using the XP-SWMM model at the Cities request,and will be completed on time and expense in addition to the cost estimate provided for each Phase of model updates. Planned XP-SWMM Modeling In November 2010 Barr provided Lakeville and Farmington a scope of work for completing city-wide revisions to the VRWJPO XP-SWMM model.The Cities elected to complete the updates following a phased approach.The development of the November,2010 scope of work and estimated budget for engineering services assumed that following completion of Phase 1,work on subsequent phases(2-5) would begin,and all phases would be complete by the end of 2011. Phase 1,updates to the North Creek subwatershed were completed in 2011 and the draft report was delivered in January 2012.Following the Phase 1 updates to the North Creek subwatershed,there was an unanticipated delay between modeling phases.We would also like to take this opportunity to present an updated schedule and request a budget adjustment for completing the remaining phases of model updates,which are listed below.The revised schedule and budget adjustment consider"lessons learned"during the updates to the North Creek portion of the XP-SWMM model,and the unanticipated delay between modeling phases.The updated scope, schedule,and budget estimate for each remaining phase are summarized in the following sections. • Phase 1:Revise the hydrologic model for the North Creek drainage area-COMPLETE • Phase 2:Revise the hydrologic model for the South Creek drainage area(South Creek,Marion Lake, and Farmington Outlet) • Phase 3:Revise the hydrologic model for the Middle Creek drainage area • Phase 4:Complete hydrologic modeling for the remaining drainage areas with the Cities.For Lakeville this includes the Orchard Lake and Crystal Lake drainage areas in the northwest portion of the City,and for Farmington this includes the Vermillion River mainstem and adjacent drainage areas in the southeast portion of the City. W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\Apri12013\2013May_Hydro Modeling_vl.docx 13 May 15,2013 Page 3 • Phase 5:Prepare a summary of the model updates completed.For the City of Lakeville this includes updating the Stormwater System District Analysis(Section 4)of the City's WRMP with results from the updated model analysis,and preparing a technical memorandum for the City of Farmington. Methodology An XP-SWMM model will be created for each subwatershed within the Cities representing existing (2005)land use conditions and existing storm sewer systems.Prior to creating each XP-SWMM model, we would review the current subwatershed divides in each of the Cities' respective WRMPs and make any necessary corrections.The existing land use map that was developed for the VRWJPO model will be used for this project,and information from the City's electronic storm sewer database will be used to supplement the stormwater conveyance system currently modeled in the VRWJPO XP-SWMM model. This data will be input into the models,and the models will be run for the 1-year,2-year, 10-year, 50-year,and 100-year,4-day storm events to remain consistent with the storm events used to develop the VRWJPO standards.This design event hyetograph was developed so that the peak of the storm occurs at the center with decreasing intensities building out.By design,critical storm events with lesser duration are nested in the overall 4-day event distribution for similar drainage areas.That way only one design event is required to obtain critical flows throughout the watershed(i.e.,location of a subwatershed in the drainage network is irrelevant because the critical duration storm event for each subwatershed is nested within the 4-day precipitation hyetograph). This methodology is similar to the methodology used to develop the standard SCS Type II,24-hour storm hyetograph;therefore,the 4-day frequency based design storm developed for the VRWJPO modeling has a similar peak intensity of the SCS Type II 24-hour design event and shorter duration frequency based storms.As a result,the proposed model simulations will test all storm durations without having to simulate storms of varying durations. Model results at the municipal boundary will be compared with results from the VRWJPO XP-SWMM model to verify that peak discharges and volumes meet current VRWJPO standards.Discrepancies between results from the two models will be addressed or discussed with the City and the VRWJPO. Proposed storm sewer alignments and planned regional basins from the Cities current WRMPs will be added to the XP-SWMM model to develop a future conditions model.The Cities future conditions(2030) land use from the Cities 2008 Comp Plan will be reviewed and adjusted if necessary to create classifications that are similar to those used in the VRWJPO XP-SWMM model.Peak discharge and total runoff volume at the municipal boundary will be reviewed to verify that model results comply with current VRWJPO standards.Future storm sewer and regional basins will be resized if needed to ensure they meet VRWJPO standards. If additional basins are required to meet VRWJPO standards,proposed locations of additional basins will be discussed with the City and will be sized to meet VRWJPO standards. After the modeling has been completed,the model description and results will be provided to each City. Model results for the City of Lakeville will be integrated into the City's WRMP. In the current WRMP, the 1995 model information is contained in Section 4: Stormwater System District Analysis.This section W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\ApriI2013\2013May_Hydro Modeling_vl.docx 14 May 15,2013 Page 4 will be replaced with updated text including a district-by-district model description,results,and recommendations.A discussion of how the City's modeling is integrated with modeling completed by the VRWJPO and all data tables and figures that changed as a result of the modeling efforts will be included as part of this revision.It is assumed that all updates will be deemed as minor plan revisions that only require VRWJPO staff review and the updates will not require approval from the watershed boards,the Metropolitan Council,the Lakeville City Council,or other jurisdictions.A draft will be submitted for Lakeville staff review and comment before it is finalized. If new issues or implementation tasks are identified as part of the modeling effort we will discuss updating Section 6:Assessment of Issues and Opportunities,and Section 7: Implementation Plan with the city at that time.However,the scope of work and associated cost for updating other sections of Lakeville's WRMP(other than Section 4)will be determined in the future and be in addition to the scope of services defined in this letter. Similarly model methodology,results,and background information will be provided to the City of Farmington in a technical memo format. Should the City of Farmington decide to update their WRMP following completion of the modeling effort a cost estimate can be provided. Phase 2: Modeling of the South Creek Subwatersheds Our work scope for Phase 2 includes the following tasks: Task 1 —Review Subwatershed Divides and Develop Hydrologic Model Parameters Barr will review the current subwatershed divides for the South Creek Watershed and update the divides as necessary to reflect changes in existing drainage patterns.This task does not include subdividing existing subwatersheds in the Cities WRMP to add additional detail to the XP-SWMM model.Hydrologic model parameters will be calculated for all subwatersheds following the same methodology used to develop the Vermillion River XP-SWMM model. In locations where subwatershed divides stop at the municipal boundary,the subwatersheds from the VRWJPO model will be used to account for drainage area that flows into each City.These drainage areas outside the municipal boundary will not be subdivided as part of the model update and will be modeled with the same level of detail as the existing VRWJPO XP-SWMM model. Task 2—Develop Hydraulic Model Inputs We will create a water resources inventory,including wetlands,low areas,ditches,storm sewers,culverts, and other drainage features.This inventory will be completed using data provided by the Cities or relevant information used in the development of the VRWJPO XP-SWMM model.As part of our base map preparation,Barr will review the Cities' electronic storm sewer database to organize information for input into the XP-SWMM model and identify records that are missing the data.The City naming convention used in the database provided to Barr will be used to develop the XP-SWMM model.This map will be used to identify locations where additional storm sewer information is needed(i.e.,missing from the database).As-built plans of crossings will be collected and reviewed;cross section data will be reviewed and compared to data in the VRWJPO model;and where available high water marks and rainfall W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\Apri12013\2013May Hydro Modeling_vl.docx 15 May 15,2013 Page 5 data will be reviewed.The model will be adjusted to mimic observed field conditions as appropriate using available data.It is assumed that the Cities will be able to provide the storm sewer data as plan sheets(in electronic format or as hard copies),or will conduct field surveys to collect or verify information if necessary. Task 3—Develop Existing Conditions XP-SWMM Model Upon receipt of the necessary storm sewer data from the Cities,Barr will create the hydrologic and hydraulic model of the South Creek watershed using the XP-SWMM software.The model will incorporate existing(2005)land use,storm sewer,channel cross sections,and detention storage data.The XP-SWMM model is intended to be a tool for the Cities to identify locations where BMPs are needed to meet VRWJPO standards,and can be used by the Cities to verify that future BMPs are sized appropriately to meet City and VRWJPO rate and volume standards.The model will be run using the 1-year,2-year, 10-year,50-year,and 100-year 4-day rainfall events that were used to define peak discharges and runoff volumes for the VRWJPO. At the municipal boundary,the updated model will be tied to the existing VRWJPO XP-SWMM model to account for downstream tailwater conditions. Additional hypothetical design storm events(i.e.,SCS 24-hour, 10-day Snowmelt Event,etc.)can be simulated using the XP-SWMM model at the Cities request,and will be completed on time and expense in addition to the cost estimate provided for Phase 2. Task 4—Develop Future Conditions XP-SWMM Model Following completion of the existing conditions model Barr will revise the XP-SWMM model to reflect future conditions.Hydrologic model parameters will be revised to reflect changes in land use.Regional stormwater ponds and planned storm sewer modifications described in the current WRMP will be incorporated into the future conditions model.For this analysis stormwater ponds that are required for smaller developments will not be added to the model at this time.The Cities should update the model with these at the time of development as they could potentially have an impact on the size of required regional basins. Model results will be compared to VRWJPO standards at the municipal boundary to verify peak discharge and total runoff volume standards are met.If necessary planned regional basins will be resized or added to comply with current VRWJPO standards.The model will be run using the 1-year,2-year, 10-year,50-year,and 100-year 4-day rainfall events that were used to define peak discharges and runoff volumes for the VRWJPO. At the municipal boundary,the updated model will be tied to the existing VRWJPO XP-SWMM model to account for downstream tailwater conditions.The existing VRWJPO XP-SWMM model will be used for downstream boundary conditions because it is assumed that current VRWJPO standards will keep future peak discharges and runoff volumes comparable to current conditions. W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\ApriI2013\2013May_Hydro Modeling_vi.docx 16 May 15,2013 Page 6 Additional hypothetical design storm events(i.e., SCS 24-hour, 10-day Snowmelt Event,etc.)can be simulated using the XP-SWMM model at the Cities request,and will be completed on a time and expense basis in addition to the cost estimate provided for Phase 2. Task 5—Summary of Methodology and Results The modeling methodology will be summarized for each city.The South Creek subwatershed results, figures,and tables will be compiled as part of this task,and they will be formatted to be placed directly into the Cities WRMP.An electronic(PDF)draft of this document,the figures,and the tables will be provided to the Cities for review and comment.Edits to this draft will be incorporated into the final Section 4 or technical memorandum,completed as part of Phase 5. Task 6—Project Management This task includes regular email and other correspondence with the Cities during the Phase 2 work. Additionally,two meetings will be held with the Cities during this phase of work:one project kick-off meeting and a second to present initial model results. Phases 3 & 4: Modeling of Remaining Subwatersheds Phases 3 and 4 will involve similar scopes of work to those described in Phase 2,Tasks 1 through 6 for the Middle Creek subwatershed(Phase 3),and the remaining portions in each City(Phase 4).Rather than reiterate the task descriptions in Phase 2,Table 1 provides a simplified description and proposed costs associated with Phases 3 and 4. Phase 5: Updating the City WRMP The work scope for Phase 5 includes the following steps: Task 1 —Revise Text and Figures The watershed and results summaries completed in Phases 1-4 will be compiled as part of this task,and the comments received in the previous phases will be incorporated.We will submit a draft Section 4 to the City of Lakeville and VRWJPO staff for review and comment,as well as a draft technical memorandum to the City of Farmington. As part of this task we will review the entire plan and provide a recommendation to the City on other parts of the plan that should be revised to reflect the updated model results. Task 2—Incorporate Comments and Prepare Final Revised Section 4 The City of Lakeville and VRWJPO staff comments will be incorporated into the final revised Section 4, and City of Farmington comments will be incorporated into the final technical memorandum.We will provide the Cities with five hard copies,and one electronic copy.In addition we will provide Lakeville with one electronic copy of the entire plan with the revised Section 4 incorporated. W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\Apri12013\2013May_Hydro Modeling_vl.docx 17 May 15,2013 Page 7 Task 3(Optional)-Revise Additional WRMP Sections It is possible that the model results and revisions to Section 4 may affect other sections of the City's WRMP.For example the updated modeling may show additional areas of flooding that should be discussed in another section.A detailed scope of work and cost estimate for this task will be provided upon completion of Phase 4,Task 1,when we are able to determine if,and to what extent,the updated modeling affects other sections in the current City WRMP. Task 4—Project Management This task includes regular email and other correspondence with the Cities during the Phase 5 work,as well as one meeting to discuss comments on the revised Section 4 and final technical memorandum. Table 1 - Phases 2-5 Estimated Engineering Services Schedule and Cost Phase Lakeville _yFarmingt ti Tentative Completion.Date' Phase 2 South Creek $51,200 $20,500 December,2013 Phase 3 Middle Creek $24,800 $46,200 February,2014 Phase 4 Remaining Watersheds $46,500 $41,600 March,2014 Phase 5 Summarize Results2 $16,100 $11,100 April,2014 Subtotal $138,600 $119,400 Atlas 14 $5,500 $5,500 See Note 3 Total $144,100 $124,900 'Assumes authorization of all phases by June 1,2013.The project schedule will be adjusted as need if authorization is delayed. 2 SWMP addendum for the City of Lakeville or summary of results from all phases for the City of Farmington.Excludes optional Task 3. 3 Completion date depends on whether the updated model is used or the VRWJPO model is used to complete the evaluation of Atlas 14. Thank you for this opportunity.We look forward to continuing to assist your City develop a comprehensive hydrologic model that can be used by the Cities for stormwater planning and coordination with the VRWJPO. If the proposed adjustments to the project schedule and budget estimates(to assess the implications of Atlas 14 and reflect the postponement of Phase 2-5 from 2011 to 2013)are acceptable, please let us know when work can begin.In an effort to meet the revised schedule the work should begin as soon as possible.Please contact me at 952-832-2755 or Brandon Barnes at 952-832-2737 if you have questions. Sincerely, Scott Sobiech,PE,CFM Brandon Barnes,PE Vice President Project Manager W:\Business Units\WR\Proposals\2010\P107.10 City of Lakeville SWMM Model\Apri12013\2013May_Hydro Modeling_vl.docx 18 Dakota County Contract#C0025127 JOINT POWERS AGREEMENT BETWEEN THE VERMILLION RIVER WATERSHED JOINT POWERS ORGANIZATION AND THE CITIES OF FARMINGTON AND LAKEVILLE FOR COST SHARE RELATED TO UPDATE OF LOCAL STORM WATER MODELS WHEREAS,Minn.Stat.§471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties;and WHEREAS,the Vermillion River Watershed Joint Powers Organization is a watershed management body consisting of Dakota and Scott Counties(VRWJPO)governed by the Vermillion River Watershed Joint Powers Board (VRWJPB)and is charged with carrying out the duties set forth In Minn.Stat.§§103B.211 to 103B.255 and as otherwise provided by law;and WHEREAS,the Cities of Farmington and Lakeville(collectively referred to as"the Cities")are governmental units and political subdivisions of the State of Minnesota;and WHEREAS,the Cities desire to update their respective storm water models to comply with the VRWJPO Watershed Plan inter-community flow standards;and WHEREAS,the Cities,in a collaborative effort,developed a scope of work for updating their respective surface water models(Project);and WHEREAS,the Project consists of five phases and the VRWJPO previously provided cost share funding to the Cities in the amount of$47,700.00 for Phase 1 of the Project(VRW Res. No. 11-13);and WHEREAS, Phase I of the Project has been completed and the Cities are now seeking cost share funding from the VRWJPO for Phases 2-5 of the Project and WHEREAS,the estimated cost of Phases 2-5 of the Project is$222,500.00;and WHEREAS,the VRWJPO adopted its Watershed Plan on November 3,2005,and said Watershed Plan contains a Cost Sharing Policy that provides guidance to the VRWJPB regarding the cost sharing between the VRWJPO and potential partners for various watershed management efforts affecting the Vermillion River Watershed;and WHEREAS,the Cost Sharing Policy sets forth priorities for improvements affecting the Vermillion River Watershed and Phases 2-5 of the Project qualify for up to a 50%cost share;and NOW,THEREFORE,in consideration of the mutual promises and benefits that the VRWJPO and the Cities shall derive from this Agreement,the VRWJPO,through the VRWJPB,and the Cities hereby enter into this Agreement for the purposes stated herein. ARTICLE 7 PURPOSE The purpose of this Agreement is to define the responsibilities and cost sharing obligations of the VRWJPO and the Cities for Phases 2-5 of the Project as more fully described In Exhibit 1,attached hereto and incorporated herein by this reference_ ARTICLE 2 PARTIES The parties to this Agreement are the Vermillion River Watershed Joint Powers Organization(VRWJPO)acting through its Joint Powers Board(VRWJPB)and the City of Farmington, Minnesota,and the City of Lakeville,Minnesota(collectively "the Cities"). 19 ARTICLE 3 TERM This Agreement shall be effective the date of the signatures of the parties to this Agreement and shall remain in effect until December 31,2014,or until completion by the parties of their respective obligations under this Agreement,whichever occurs first,unless earlier terminated by law or according to the provisions of this Agreement. ARTICLE 4 COOPERATION The VRWJPO and the Cities agree to cooperate and use their reasonable efforts to ensure prompt implementation of the various provisions of this Agreement and to,in good faith,undertake resolution of any dispute in an equitable and timely manner. ARTICLE 5 PAYMENT 5.1 The VRWJPO shall cost share with the Cities in an amount equal to 50%of the total cost incurred by the Cities for Phases 2-5 of the Project, but not to exceed the amount of$111,250.00(Agreement Maximum). Of the Agreement Maximum, Forty eight Thousand Eight Hundred and No/100 Dollars($48,800)is allotted to the City of Lakeville for its costs incurred for Phases 2—5 of the Project;and Sixty Two Thousand Four Hundred Fifty and No/f 00 Dollars($62,450)is allotted to the City of Farmington for its costs Incurred for Phases 2—5 of the Project. 5.2 The VRWJPO shall make payment to the Cities after Phases 2--5 of the Project has been completed and the VRWJPO has been provided with a final report as required by Section 6.2 below. The VRWJPO shall make payment to the Cities within 45 days following receipt of the final report and receipt of an invoice detailing the costs incurred by the Cities in conducting Phases 2—5 of the Project 5.3 The VRWJPO may refuse to pay any claim that is not specifically authorized by this Agreement Payment of a claim shall not preclude the VRWJPO from questioning the propriety of the claim. The VRWJPO reserves the right to offset any overpayment or disallowance of claim by reducing future payments. ARTICLE 6 CITY'S OBLIGATIONS 6.1 AUTHORIZED PURPOSE. The cost share funds provided under this Agreement may only be used by the Cities for the payment of costs associated in conducting Phases 2—5 of the Project as described in Exhibit 1. 6.2 FINAL REPORT. Following completion of Phases 2—5 of the Project,the Cities shall provide to the VRWJPO a final technical memorandum that outlines the completion of modeling elements as well as the findings, conclusions and recommendations of Phases 2—5 of the Project. 6.3 ACKNOWLEDGMENT. The Cities shall appropriately acknowledge the funding assistance provided by the VRWJPO in any promotional materials,signage,reports,publications,notices,and presentations relating to the Project. This section shall survive the expiration or termination of this Agreement. 6.4 COMPLIANCE WITH LAWS/STANDARDS. The Cities shall abide by all federal,state,or local laws,statutes, ordinances, rules and regulations in conducting the Project. ARTICLE 7 TERMINATION ti 7.1 IN GENERAL. Any party may terminate this Agreement for cause by giving seven days'written notice or without cause by giving 30 days'written notice,of its intent to terminate,to the other parties. Such notice to terminate for cause shall specify the circumstances warranting termination of the Agreement. Cause shall mean a material breach of this Agreement and any supplemental agreements or amendments thereto. Notice of 2 20 Termination shall be made by certified mail or personal delivery to the authorized representative of the other parties. Termination of this Agreement shall not discharge any liability,responsibility or right of any party,which arises from the performance of or failure to adequately perform the terms of this Agreement prior to the effective date of termination. 7.2 TERMINATION BY VRWJPO FOR LACK OF FUNDING. Notwithstanding any provision of this Agreement to the contrary,the VRWJPO may immediately terminate this Agreement if it does not obtain funding from the Minnesota Legislature, Minnesota Agencies,or other funding source,or if it's funding cannot be continued at a level sufficient to allow payment of the amounts due under this Agreement. Written notice of termination sent by the VRWJPO to the Cities by facsimile is sufficient notice under this section. The VRWJPO is not obligated to pay for any services that are provided after written notice of termination for lack of funding. The VRWJPO will not be assessed any penalty or damages if the Agreement is terminated due to lack of funding. ARTICLE 8 GENERAL PROVISIONS 8.1 LIABILITY. Each party to this Agreement shall be liable for the acts of its officers,employees or agents and the results thereof to the extent authorized by law and shall not be responsible for the acts of the other party,its officers,employees or agents. The provisions of the Municipal Tort Claims Act,Minn.Stat.ch.466 and other applicable laws govern liability of the VRWJPO and the Cities. This section shall survive the expiration or termination of this Agreement. 8.2 AUTHORIZED REPRESENTATIVES. The following named persons are designated the Authorized Representatives of the parties for purposes of this Agreement These persons have authority to bind the party they represent and to consent to modifications,except that the authorized representatives shall have only the authority specifically or generally granted by their respective governing boards. Notice required to be provided pursuant to this Agreement shall be provided to the following named persons and addresses unless otherwise stated in this Agreement,or in a modification of this Agreement TO THE VRWJPB: Paul Krause or successor,Chair Vermillion River Watershed Joint Powers Organization 14955 Galaxie Avenue Apple Valley,MN 55124 Telephone: (952)891-7030 TO FARMINGTON: Todd Larson or successor,Mayor City of Farmington 430 Third St Farmington, MN 55024 Telephone: (651)280-6800 TO LAKEVILLE: Matt Little or successor,Mayor City of Lakeville 20195 Holyoke Ave. Lakeville,MN 55044 Telephone: (952)985-4420 In addition, notification to the VRWJPO regarding termination of this Agreement shall be provided to the Office of the Dakota County Attorney,Civil Division, 1560 Highway 55, Hastings,Minnesota 55033. g$� 3 21 8.3 LIAISONS. To assist the parties in the day-to-day performance of this Agreement and to ensure compliance and provide ongoing consultation, a liaison shall be designated by the VRWJPO and the Cities. The VRWJPO and the Cities shall keep each other continually informed, in writing, of any change in the designated liaison. At the time of execution of this Agreement,the following persons are the designated liaisons: VRWJPO Liaison: Mark Zabel Telephone: (952)891-7546 Farmington Liaison: Kevin Schorzman Telephone:(651)280-6800 Lakeville Liaison: Keith Nelson Telephone:(952)985-4500 8.4 MODIFICATIONS. Any alterations,variations, modifications, or waivers of the provisions of this Agreement shall only be valid when they have been reduced to writing, approved by the parties respective Boards,and signed by the Authorized Representatives of the VRWJPO and the Cities. 8.5 RECORDS RETETION AND AUDITS. Each party's bonds,records,documents,papers,accounting procedures and practices,and other records relevant to this Agreement are subject to the examination,duplication, transcription and audit by the other party,the Legislative Auditor or State Auditor under Minn.Stat.§16C.05, subd.5. if the cost share funds provided under this Agreement use federal funds these records are also subject to review by the Comptroller General of the United States and his or her approved representative. Following termination of this Agreement,the parties must keep these records for at least six years or longer if any audit-in- progress needs a longer retention time. 8.6 DEFAULT:FORCE MAJEURE. No party shall be liable to any other party for any loss or damage resulting from a delay or failure to perform due to unforeseeable acts or events outside the defaulting party's reasonable control,providing the defaulting party gives notice to the other party as soon as possible. Acts and events may include acts of God,acts of terrorism,war,fire,flood,epidemic,acts of civil or military authority,and natural disasters. 8.7 ASSIGNMENT. No party may assign any of its rights under this Agreement without the prior written consent of the other parties. Said consent may be subject to conditions. 8.8 GOVERNMENT DATA PRACTICES. For purposes of this Agreement,all data on individuals collected,created, received,maintained or disseminated shall be administered consistent with the Minnesota Government Data Practices Act, Minn.Stat.ch. 13. 8.9 GOVERNING LAW,JURISDICTION AND VENUE. This Agreement shall be governed by and construed in accordance with the substantive and procedural laws of the State of Minnesota,without giving effect to the principles of conflict of laws. All proceedings related to this Agreement shall be venued in the County of Dakota, State of Minnesota. This section shall survive the expiration or termination of this Agreement 8.10 MERGER. This Agreement is the final expression of the agreement of the parties and the complete and exclusive statement of the terms agreed upon and shall supersede all prior negotiations,understandings,or agreements. 8.11 SEVERABILiTY. The provisions of this Agreement shall be deemed severable. If any part of this Agreement is rendered void,invalid,or unenforceable,such rendering shall not affect the validity and enforceability of the remainder of this Agreement unless the part or parts that are void,invalid or otherwise unenforceable shall substantially impair the value of the entire Agreement with respect to either party. 1 4 22 IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the date(s) indicated below. CITY OF FARMINGTON Tod arson, Mayor Date of Signature: a� ciai; By VI p 41410//s►/( j , City Clerk Date of Signature: 1-23:P 2413 CITY OF LAKEVILLE By �// Ma le, Mayor Date • Signature: 828/13 A B y AlLi‘iiiii C ar ene Fr e'ges J City Clerk Date of Signature: j 13 VERMI ON RIVER WATERSHED JOINT ' • ERS BO D APPROVED AS TO FORM: / �� 3 By Paul Kra ,rJ'air /� Assistant Dakota County Attorney Date Date of Sig ,ature: 7'��° KS-13-210(EF) VRW Res. No. 13-28 5 4italug6 City of Farmington 430 Third Street Farmington,Minnesota �1 651.280.6800•Fax 651.280.6899 •a vao to, www.ci.farmingtort.mn.us TO: Mayor and Councilmembers FROM: David J.McKnight,City Administrator SUBJECT: 2014 ALF Budget DATE: August 19,2013 INTRODUCTION Each year the City Council is asked to approve the annual ALF Ambulance budget. DISCUSSION The joint powers agreement for the ALF states that on or before July 1 of each year,the annual operating budget for the following calendar year as recommended by the Board shall be submitted to each member City Council for approval or disapproval. The ALF Board recommended that each City Council approve the attached budget at their meeting on May 30, 2013. BUDGET IMPACT A cash distribution of$50,000 is proposed for 2014. The City of Farmington will receive$5,831 of the distribution. ACTION REQUESTED City staff recommends that a motion be made to approve the 2014 ALF budget. Respectfully submitted, David J. McKnight City Administrator 24 • ALF 2014 Budget 2013 2014 Estimated Additions Collections of receivables $ 20,000 $ 10,000 Townships 1,500 1,500 Interest on investments 100 100 Total additions 1,600 1,600 Deductions Collection services 3,500 2,500 Other 1,000 1,000 Total deductions 4,500 3,500 Distribution of cash Apple Valley 48,710 24,355 Lakeville 39,628 19,814 Farmington 11,662 5,831 • Total distribution of cash 100,000 50,000 Net changes in cash position (82,900) (41,900) Cash balance,January 1 251,630 168,730 Cash balance,December 31 $ 168,730 $ 126,830 25 u AR City of Farmington 430 Third Street Farmington,Minnesota 651,2R0.6R00•Fax 651 280,6899 www.clearmingamann.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Accept Resignation Heritage Preservation Commission DATE: August 19, 2013 DISCUSSION Mr. Dennis Reiman has submitted his resignation from his position on the Heritage Preservation Commission. His term on the commission runs through January 31, 2015. A copy of Mr. Reiman's resignation is attached. Staff will advertise this vacancy and accept applications until filled. ACTION REQUESTED Accept the resignation of Dennis Reiman from the Heritage Preservation Commission effective August 12, 2013. Respectfully submitted, Cynthia Muller Executive Assistant 26 Tony Wippler From: Dennis Reiman Sent: Monday,August 12,2013 11:09 AM To: Tony Wippler Subject: Resignation To the Heritage Commission of Farmington, MN 55024: Due to chronic health issues, I must resign from my appointment on the Heritage Commission. I regret this necessity and wish I could have been of greater service. My best wishes in your efforts to best serve our community. Dennis Reiman Sent from my iPad • 1 27 ,�q gR A ,..i , City of Farmington 4 430 Third Street 1- 1.- Farmington,Minnesota `�,� .° 651.463.7111 •Fax 651.463.2591 � A TO: Mayor,Councilmembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Approve Printing and Mailing Service Company for City News and Recreation Guide DATE: August 19,2013 INTRODUCTION The agreement made for commercial printing and mailing services between the City of Farmington and Cannon Valley Printing expired following the completion of the 2013 City News and Recreation Guide's fall issue. The City requested proposals for commercial printing and mailing services for the City News and Recreation Guide.Proposals were opened and reviewed on August 5,2013. DISCUSSION The request for proposals was mailed to five printing and mailing service companies on June 5,2013,and posted on the City's website. The proposal identified printing and mailing specifications including: Printing Specifications The quarterly publication will include the printing of 12,500 copies per publication. The City will provide the printer with a camera ready,packaged InDesign CS3 file. • Paper:80#glossy(self-cover). • Folded Size: 8.5"x 11"/Saddle Stitched-8.5"x 11"Book. • Color:Full color with bleed(4-color process). • A full color proof copy will be provided to the City for review before the publication is approved for print.Proof copy alteration fees will be billed to the City as an additional fee outside of the proposal estimate. Mailing Specifications • The City News and Recreation Guide is an 8.5 x 11,self-cover publication. • Ink jet addressing,mailed as a flat. • CASS sorted,presorted standard class in Walk Sequence,as per the Farmington Post Office specifications. • The mailing company will send the City a check request for postage for the Farmington Post Office two weeks prior to the scheduled mailing. The City will deliver the check to the Post Office. • The mailing company will receive additional addresses from the City to be added to the mailing list on an on-going basis.The mailing company will be responsible for adding and updating addresses,which includes deleting duplicate addresses on a quarterly basis. • The printer will supply overruns with the publication delivery. When the mailing service has prepared the publication for mailing it must be delivered to the Farmington Post Office and overruns will be delivered to Farmington City Hall on the same day. Staff received four proposals in response to the request.After reviewing the proposals, Cannon Valley Printing was ranked most favorably. 28 BUDGET IMPACT The cost of utilizing Cannon Valley Printing to provide printing and mailing services for the publication is$25,517.60 per year. The cost of the three-year term is$76,552.80. ACTION REQUESTED By motion,approve the attached agreement allowing the hiring of Cannon Valley Printing to provide printing and mailing services for the City News and Recreation Guide for the three-year term. Respectfully submitted, Randy Distad Parks and Recreation Director 29 AGREEMENT • THIS AGREEMENT made this /9 day of August 2013,by and between the CITY OF FARMINGTON,a Minnesota municipal corporation("City") and HUCKLE MEDIA, LLC,a Minnesota limited liability company d/b/a CANNON VALLEY PRINTING, • ("Contractor"). City and Contractor,in consideration of the mutual covenants set forth herein, agree as follows: 1. SCOPE OF SERVICES. The City retains Contractor to perform the printing services for completing a quarterly City News & Recreation Guide with a press run of 12,500, saddle stitched as a 8.5" x 11" book and administrating mailing services for the publication in accordance with the Contract Documents. Contractor agrees to perform the services. 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 Agreement. B. Request for Proposal for Commercial Printing and Mailing Services for the City News &Recreation Guide(August 2013). C. Contractor's Proposal. 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"C"having the last priority. 3. COMPENSATION. For each year of the Contract, Consultant shall be paid by the .. City for the services described in the Contract Documents as follows: • Contractor printing and mailing service proposal for a three-year term beginning with the winter 2013-14 issue and ending with the fall 2016 issue=$76,552.80. Payment to the Contractor shall not exceed $25,517.60 per year, without specific authorization by the City. Contractor will not be reimbursed for any expenses Contractor may incur. Contractor shall be paid upon completion of the services and receipt of the deliverables by the City. 4. CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 5. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 6. STANDARD OF CARE. Contractor shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by 1 a Contractor under similar circumstances. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Contractor's services. 7. INDEMNIFICATION. Contractor shall indemnify and hold harmless the City, its officers, agents,and employees, of and from any and all claims,demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of the execution or performance of • the services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. • 8. INSURANCE. Contractor shall secure and maintain such insurance as will protect Contractor from claims under the Worker's Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than $1,000,000 each occurrence/aggregate. The City shall be named as an additional insured on the general liability policy. Before commencing work the Contractor shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 9. INDEPENDENT CONTRACTOR. The City hereby retains Contractor as an independent contractor upon the terms and conditions set forth in this Agreement. Contractor is not an employee of the City and is free to contract with other entities as provided herein. Contractor shall be responsible for selecting the means and methods of performing the work. Contractor shall furnish any and all supplies, equipment, and incidentals necessary for Contractor's performance under this Agreement. City and Contractor agree that Contractor shall not at any time or in any manner represent that Contractor or any of Contractor's agents or employees are in any manner agents or employees of the City. Contractor shall be exclusively responsible under this Agreement for Contractor's own FICA payments, workers compensation payments, unemployment compensation payments,withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 10. SUBCONTRACTORS. Contractor shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Contractor shall comply with Minnesota Statute § 471.425. Contractor must pay subcontractor for all undisputed services provided by subcontractor within ten days of Contractor's receipt of payment from City. Contractor must pay interest of 1.5 percent per month or any part of a month to subcontractor on any undisputed amount not paid on time to subcontractor. The minimum monthly interest penalty payment for an unpaid balance of$100 or more is $10. 11. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Dakota County 12. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this 2 r Agreement. Contractor is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08,as if it were a government entity. In the event Contractor receives a request to release data, Contractor must immediately notify City. City will give Contractor instructions concerning the release of the data to the requesting party before the data is released. Contractor agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Contractor's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 13. RECORDS. Contractor shall maintain complete and accurate records of expenses involved in the performance of services. 14. ASSIGNMENT. Neither party shall assign this Agreement, nor any interest arising herein,without the written consent of the other party. 15. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect,in any respect,the validity of the remainder of this Agreement. 16. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties,unless otherwise provided herein. 17. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Contractor. In the event of termination, the City shall be obligated to the Contractor for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination. CITY: CONTRACTOR: CITY OF FARMINGTON HUCKLE MEDIA,LLC (IA; CANNON VALLEY P NG BY - BY: / �,�� % �/ Todd Larson, Mayor Ats - AND �� AND avid McKnight, C tyinistrator Its 3 VA*,, City of Farmington ..,...k--#, 325 Oak Street 'a 1 FurmingLun. h�Iinn ,old '' �8r 65L463,7111 -Fax 651.463.2591 ''�... � 4scinle ;ron.mn us TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Approve Voiceover IP Telephone System End-User Equipment Sale Agreement DATE: August 19, 2013 INTRODUCTION This memorandum provides information regarding the purchase of the Voiceover IP telephone system equipment. DISCUSSION, In 2008, the City entered into a lease agreement for the City's Voiceover IP telephone system equipment. This was a sixty month lease agreement with a one dollar ($1.00) buyout at the end of the lease period. The lease period ends September 30, 2013, and staff is recommending that the City execute the attached End-User Equipment Sale Agreement to purchase the Voiceover IP telephone system equipment for one dollar($1.00)payable on October 1, 2013. ACTION REQUESTED, Approve the attached End-User Equipment Sale Agreement. Respectfully submitted, Brenda Wendlandt Human Resources Director cc: File 33 meridian L E A S I N G Agreement Date: August 7, 2013 Agreement No. SR11'7167 Page 1 of 2 CITY OF FARMINGTON #1 END-USER EQUIPMENT SALE AGREEMENT SELLER PURCHASER MERIDIAN LEASING CORPORATION CITY OF FARMINGTON NINE PARKWAY NORTH, SUITE 500 325 OAK STREET DEERFIELD, IL 60015 FARMINGTON, MN 55024 (847) 940-1200 (651) 280-6800 Attn: GAIL BELLISLE/KEITH SWENSON Attn: JOANN EAGEN 1. SALE: SELLER agrees to sell and PURCHASER agrees to purchase from SELLER the machines and features listed below (the "Equipment") AS IS and WHERE IS at PURCHASER'S premises in accordance with the terms and conditions specified herein at a price of$1.00 payable on October 1,2013. • SELLER MARES NO WARRANTY OR REPRESENTATION, EXPRESS OR IMPLIED, AS TO THE DESIGN, OPERATION, OR CONDITION OF, OR AS TO THE QUALITY OF THE MATERIAL OR WORKMANSHIP IN, THE EQUIPMENT AND ALL WARRANTIES INCLUDING WARRANTIES OF MERCHANTABILITY OR FITNESS OF THE EQUIPMENT FOR ANY PARTICULAR PURPOSE ARE HEREBY EXCLUDED. SELLER SHALL IN NO EVENT BE RESPONSIBLE OR LIABLE FOR DAMAGES ARISING IN STRICT LIABILITY OR FOR SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, HOWEVER ARISING. Upon the receipt of PURCHASER'S payment as herein provided,the lease pertaining to the Equipment known as CITY OF FARMINGTON Supplement No. 1 to the Master Lease dated July 1,2008 between SELLER, as lessor and PURCHASER, as lessee shall terminate as to all periods following the Closing Date; provided,however,that nothing herein shall negate,supersede or override SELLER's rights under such lease for prior periods,including without limitation,SELLER's entitlement to rent,taxes, insurance, late charges or other items accruing during or relating to the period prior to the Closing Date including without limitation current period property taxes irrespective of when a bill is received. PURCHASER acknowledges its continuing obligation for all amounts due under the lease, plus additional month-to-month rent until the purchase price is actually received by SELLER. 2. TITLE: Title to the Equipment will be free and clear of all liens, claims and encumbrances of any kind and shall vest in PURCHASER by delivery of a bill of sale to PURCHASER upon payment of the entire Purchase Price. 3. PURCHASER ACKNOWLEDGEMENT:Notwithstanding any other provision hereof,PURCHASER acknowledges that in the case of the software covered hereby, SELLER does not necessarily have title thereto but is merely assigning to PURCHASER whatever rights which it may have thereto,if any. • 4. TAXES: The Purchase Price does not include any amount for Federal, State, local or foreign sales, use,excise, occupation, value added or any other tax or duty,however designated,which may be applicable to the sale of the Equipment or the use thereof by PURCHASER or to this Agreement or which is payable by or to be accounted for by SELLER(other than net income tax of SELLER). PURCHASER agrees to pay all such applicable taxes, including any interest and penalties thereon, or to reimburse SELLER if SELLER is required to pay them to any taxing authority. In the event PURCHASER is purchasing for resale,a duly executed resale certificate shall be delivered to SELLER on the Closing Date. 5. WRITING IS FINAL: This writing constitutes the complete and final expression of the Agreement of the parties and is intended as a complete and exclusive statement of the terms of their agreement and supersedes all prior and concurrent offers, promises, representations, negotiations, discussions and agreements that may have been made in connection with the sale of the Equipment. No representation or statement not contained herein shall be binding upon SELLER or PURCHASER as a warranty or otherwise,unless in writing and executed by the party to be bound thereby. 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Initial discussions with Mr. Seibert were held when councilmembers discussed the Farmington market as a part of the League of Minnesota Cities annual conference this past June. DISCUSSION Cobblestone Hotels is a chain that markets itself to smaller cities that are not served by the larger chain hotels. They currently have 25 hotels throughout the Midwest and have ten additional projects under consideration. They typically are 31,36 or 44 room facilities located on approximately 1.5 acres. John Seibert was in attendance at the August 7,2013 EDA meeting and made a presentation to the members on Cobblestone Hotels,his view of the Farmington market and answered questions of members. Mr. Seibert explained the Cobblestone approach to looking at different markets, getting local buy in and how their size and price point would work in the Farmington market. Initial discussions on the Farmington market focused on a$3 million dollar facility with 44 rooms. Mr. Seibert stated that the first item of work that is typically done when they look at a potential market is the completion of a feasibility study. Mr. Seibert has requested that the city participate in the cost of a feasibility study to determine the market for a hotel in Farmington. These studies typically run between$5,000 and$10,000. The EDA voted 3-0 to fund 50%of the market study from EDA fund balance. There are dollars available in this fund to cover this cost. The finn that we pick to complete the market study will be determined by Mr. Seibert and me. Mr. Seibert did offer up a number of firms that he has used in the past that offer a discounted price because of his work with them. These feasibility studies are good for two to three years. More information on Cobblestone Hotels can be found at www.staycobblestone.com. 64 • I want to stress that this is an initial feasibility study and any possible project would be many steps down the line. BUDGET IMPACT The city's portion of the feasibility study would run between$2,500 and$5,000 and would be covered by the EDA fund. ACTION REQUESTED If the City Council is comfortable with the recommendation of the EDA and City staff,a motion should be made to fund 50%of the hotel feasibility study in conjunction with Cobblestone Hotels up to a maximum of$5,000. Respectfully submitted, David J.McKnight City Administrator • 65 City of Farmington / 430 Third Street $ er. Farmington,ton,Minnesota a° 651,2R0.6R00.Fax 651 280.6899 48n A vlg www.ci.lanniwm.mn TO: Mayor, Councilmembers, City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Authorize Plan Preparation-Akin Park Estates East and West Rehabilitation Project DATE: August 19, 2013 INTRODUCTION/DISCUSSION At the meeting on August 5, 2013, Council approved the 2014-2018 Street Reconstruction Plan and authorized the solicitation of proposals for the sale of bonds to finance the Akin Park Estates East and West Rehabilitation Project. To allow appropriate time for the preparation of plans and specifications for the project prior to soliciting bids for the project, staff is requesting that Council authorize the preparation of plans and specifications for the project. If approved, it is anticipated that staff will bring plans and specifications to Council in December or January, and request authorization to advertise for bids with bid opening and final approval of the bids in January or February. Streets included in the project are shown on the attached map. BUDGET IMPACT The current estimated cost for this project in the 2014-2018 Street Reconstruction Plan is $1,460,000. ACTION REQUESTED Adopt the attached resolution authorizing the preparation of plans and specifications for the Akin Park Estates East and West Rehabilitation Project. Respectfully Submitted, Kevin Schorzman City Engineer cc: file 66 RESOLUTION NO. R39-13 AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS FOR PROJECT 13-02, AKIN PARK ESTATES EAST AND WEST REHABILITATION PROJECT 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 19th day of August, 2013 at 7:00 p.m. Members present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Members absent: None Member Fogarty introduced and Member Donnelly seconded the following resolution. WHEREAS, The City's 2014-2018 Street Reconstruction Plan indicated funding for the Akin Park Estates East and West Rehabilitation Project in 2014; and, WHEREAS, The City Council adopted the City's 2014-2018 Street Reconstruction Plan on August 5, 2013; and, WHEREAS, The City Council authorized the solicitation of proposals for the sale of bonds to finance the Akin Park Estates East and West Rehabilitation Project on August 5, 2013. NOW,THEREFORE,BE IT RESOLVED by the Council of the City of Farmington, Minnesota that: 1. Kevin Schorzman, P.E., is hereby designated as the engineer for this improvement. He shall prepare plans and specifications for the Project and once completed submit them to the Council for further consideration of the Project. This resolution adopted by recorded vote of the Farmington City Council in open session on the 19" day of August, 2013. Mayor Attested to the 2044 day of August, 2013. 0y 11-C-4... ' y Administrato SEAL LH e rn t i „„71.:4,,,,,,4w.. ' s _ 0 O L:t.r 3 ' f \ k t' - V v) V� �. d C_ `�• { *I.: a e :44.- 1;1 13 . Ltito t, L o p . e "" o t U yr a ' .> s( ,. �' r � - ti . u .� 1. 3 z „ t„-: ,`1 t '� ' -•,''r; *00"....= ,',.,,i,1"!:‘" ., � ?M' kYsr�» ...... t , y ,r, .'yr4z„ y �1 "� n `. � •f C r' U ..,‘,. r # . „ ,\.i..._ "",w.. w•w ,„". +�, '«P 4 off,, ,. f r r* rr " "+ i 4 ',' ° 8• r▪ `,. r °Y ,`' irk x ' y` f . i o Y r i v, Q , sir v ;4► _ '� 7'� ', K;K.g'w ¢ '_ ., ys- a N r ___ y Eik: I , 0 a ' r - +� o z { Sr,,.,w.. .7 e j r-i o .,..:� i y I • ti a, Y 0410--i' 1 � # -�*'1, ► a'• . , -oo O• dr. 4 %.'''',!' 2 4. - O sa - o• U l ] N ,Nlii -t, v, „"�, mo _ . r�r z• co t •s w s a. ��, tom, ) t X d 0 11 City of Farmington 430 Third Street O F' • Farmington,Minnesota % O. 651.280.6800•Fax 651.280.6899 44t.""a616g• wwwci.farmington.mn.us TO: Mayor and City Council Members • FROM: David J. McKnight, City Administrator SUBJECT: Annual Performance Review DATE: August 19, 2013 INTRODUCTION As of August 29, 2013 I will have been in my position as City Administrator for two years. With that in mind my annual performance evaluation has been scheduled as a part of your August 19, 2013 meeting. DISCUSSION Minnesota Statute 13D explains the Minnesota Open Meeting Law. While almost all of the business of government in Minnesota is required to take place in open settings, the law does allow a few exceptions. One of the exceptions to the open meeting law is performance evaluations. Prior to closing the meeting the City Council must identify the employee to be evaluated. At your next open meeting, the City Council must summarize the conclusions regarding the evaluation. BUDGET IMPACT Not applicable. • ACTION REQUESTED A motion should be made to go into closed session for the annual performance review of City Administrator David McKnight. The City Attorney will provide a summary of the review at the September 3, 2013 meeting. Respectfully submitted, David J. McKnight City Administrator 69