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03.17.14 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 MARCH 17, 2014 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA S. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during"Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes (3/3/14 Regular)(3/3/14 & 3/10/14 Workshop) Approved b) Adopt Resolution—Approve Joint Powers Agreement with Dakota County for a Household Hazardous Waste Drop-off Day—Municipal Services R21-14 c) Adopt Resolution—Approve Gambling Event Permit St. Michael's Church— Administration R22-14 d) Approve Temporary On-Sale Liquor License St. Michael's Church— Administration Approved e) Accept Resignation Planning Commission - Administration Accepted f) Approve Temporary On-Sale Liquor Licenses VFW - Administration 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 a) Adopt Resolution - Approve St. Francis Health Services of Morris Bond Refinancing- Finance R23-14 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Draft 2013 Financial Statement Review—Finance Information Received b) RETAP Assessment Report for City Facilities—Parks and Recreation 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. 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 MARCH 17, 2014 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during"Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes (3/3/14 Regular)(3/3/14 &3/10/14 Workshop) Page 3 b) Adopt Resolution—Approve Joint Powers Agreement with Dakota County for a Household Hazardous Waste Drop-off Day—Municipal Services 12 c) Adopt Resolution—Approve Gambling Event Permit St. Michael's Church— Administration 23 d) Approve Temporary On-Sale Liquor License St.Michael's Church— Administration 25 e) Accept Resignation Planning Commission-Administration 27 f) Approve Temporary On-Sale Liquor Licenses VFW-Administration 29 g) Approve Bills 33 REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda.Ifyou 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.) 1 8. PUBLIC HEARINGS a) Adopt Resolution-Approve St.Francis Health Services of Morris Bond Refinancing-Finance 54 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Draft 2013 Financial Statement Review—Finance 59 b) RETAP Assessment Report for City Facilities—Parks and Recreation 73 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. 2 COUNCIL MINUTES REGULAR March 3, 2014 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson, Bonar, Donnelly, Fogarty Members Absent: Bartholomay Also Present: Joel Jamnik, City Attorney; David McKnight, City Administrator; Robin Hanson, Finance Director;Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Brenda Wendlandt, Human Resources Director; Tony Wippler,Planning Manager; Cynthia Muller,Executive Assistant Audience: Courtney Whited, Mary Bujold 4. APPROVE AGENDA MOTION by Fogarty, second by Donnelly to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS a) Dakota County Community Development Agency Presentation on Comprehensive Housing Study Findings - Planning Maxfield Research, Inc. completed a housing needs study for the Dakota County Community Development Agency (CDA). Ms. Mary Bujold of Maxfield Research, Inc. presented the findings of the study for Farmington. The last study was done in 2005. The county was divided into three submarkets, developed communities, growth communities (Farmington is in this category) and rural areas. The Metropolitan Council is in the process of updating their population numbers for 2020 and 2030 and making projections for 2040. This study was done ahead of those results, so Maxfield developed their own projections. Ms. Bujold noted their results reflect some of the slowdown in the recession and an increase in growth the later part of this decade and renewed growth in 2030. Mayor Larson asked if the population estimate was conservative at 25,500 in 2020 as we are currently at 22,000. Ms. Buj old agreed it could be conservative. There will be more growth between 2020 and 2030. Mayor Larson asked them to look at that again. The City is struggling to get commercial development here and part of the reason is population. If it is lower than the Met Council and actual numbers,that may handicap us in the potential growth of commercial development. City Administrator McKnight stated the original Met Council 2040 number was 26,900. Staff did not agree with that number, so the Met Council 3 Council Minutes(Regular) March 3,2014 Page 2 adjusted the number to 31,500 for 2040. Staff is comfortable with that number if development continues as it has been. Ms. Bujold stated Maxfield Research is projecting growth for the entire county of 49,500 households between 2010 and 2030,which amounts to an increase of 4,400 households in Farmington during that time. There will be a limited increase in senior housing demand until after 2020. The high median household income for the county is $71,360 as of 2013. Farmington's median income is$76,533 as of 2013. The county had good job growth from 2000 to 2010. There were 36,300 jobs added in the county, 879 jobs added in Farmington which is an increase of 22%. Regarding job growth from 2010 to 2020, Maxfield is projecting 34,300 jobs in the county and 1,135 jobs or 23% growth in Farmington. Farmington exports 89%of residents to jobs outside of Farmington, and 64%of residents work outside of Dakota County. The average Dakota County wage is$50,200. There is proposed rental development of 750 units in Dakota County,and 16,000 plus units across the metro area. The average rent in Dakota County is$931. Deep subsidy units are those where the resident qualifies if they have an income which is 50% or less than the area median income. In Dakota County there are 614 units. Shallow subsidy units are those which allow residents with income between 50% - 60%of the area median income. There are 1,400 of these units and the vacancy rate is zero due to waiting lists. In Dakota County there are 6,400 senior housing units with a 2.9% vacancy rate. Building permits were issued for 122 single family homes in Farmington in 2013, which is up from previous years. The vacant developed lot supply in Farmington is five years. The key findings show a growth of 20,710 units in 2010—2020 and 28,815 units in 2020—2030. The highest demand is at 48%for single family homes. Maxfield is predicting the distribution of growth will be at 70%in growth cities. They show a projection of 7,836 senior housing units in 2010—2030. The highest demand is at 38%for affordable/subsidized housing, with a distribution of 63%in growth cities. Ms. Bujold recommended the county continue to explore housing finance tools to assist in the creation of additional mixed income housing. Baby boomers and millennials will have the greatest impact on housing demand over the next 20 years. There is a continued need for shallow and deep subsidy housing. Vacancies for this type of housing are at their lowest in ten years and it is challenging for these residents to find affordable housing. They recommended the CDA develop two additional work force housing properties and two additional affordable senior properties in Farmington across the 20 year time period. Councilmember Bonar asked about the export ratio of residents working outside of Farmington and how does the community align itself with others when it comes to the number of individuals that actually work outside their communities. Ms. Bujold stated because it is a growth community,Farmington is similar to Lakeville and Hastings where a lot of their people commute to work outside of the r 4 Council Minutes(Regular) March 3,2014 Page 3 city. Farmington is not different for where it is positioned geographically. A lot of people also commute outside of Apple Valley for work. Burnsville is almost even in terms of the number of people that come into Burnsville to work and the number that leave Burnsville for work. As more commercial development occurs in Farmington, that ratio will decrease. Councilmember Donnelly asked who the major provider is for deep and shallow subsidy housing. Ms. Buj old stated the CDA is the leader in shallow subsidy development,but there are also private developers. Deep subsidy tends to be Section 8,which is not being built anymore. The CDA has targeted some units across the county within its own developments to serve a portion of those people. Rural development has gone through swings with this type of housing through their 515 program. There may be more interest coming in the future for areas that can qualify. Farmington is one of the areas that can qualify for the rural development 515 program. This is another avenue Farmington could provide for private developers. 6. CITIZEN COMMENTS a) Response to Mr. Tom Ryan - Administration A response was sent to Mr. Ryan on his comments at the February 18,2014, Council meeting. 7. CONSENT AGENDA MOTION by Fogarty, second by Bonar to approve the Consent Agenda as follows: a) Approved Council Minutes (2/18/14 Regular) b) Received Update on Urban Chicken Ordinance - Planning c) Adopted RESOLUTION R18-14 Approving Curbside Cleanup Day Agreement —Municipal Services d) Adopted RESOLUTION R19-14 Ratifying AFSCME Maintenance Unit Collective Bargaining Agreement—Human Resources e) Adopted RESOLUTION R20-14 Accepting Donation Rambling River Center— Parks and Recreation f) Appointed Fire Marshal John Powers to the Dakota County Domestic Preparedness Committee-Administration g) Approved Community Development Director Position-Administration h) Approved Bills APIF,MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Approve Memorandum of Understanding with DARTS for Transit Service in Farmington—Parks and Recreation Parks and Recreation Director Distad presented a Memorandum of Understanding to provide DARTS transit service in Farmington, which is in addition to what is currently in place. This service will be available to residents 60 years of age and older. 5 Council Minutes(Regular) March 3,2014 Page 4 Ms. Courtney Whited, with DARTS,made a presentation on the service. DARTS was awarded a$63,000 grant through the Metropolitan Area Agency on Aging to provide ADA certified transportation in Dakota County. They estimate 358 Farmington residents are non-drivers over 60 years old. There were 78 paratransit riders from Farmington using the Met Council Transit Link option last year. Farmington does not have Metro Mobility. Ms. Whited requested a$5,000 contribution from Farmington to extend the amount of rides that can be provided. Any resident over 60 years of age will be able to ride anywhere within the six-city service area. This is for any activities of daily living. Quarterly demographic rider reports will be available. They will provide eight hours of service per day on Tuesdays, Wednesdays and Thursdays from 7:30 a.m.—4:30 p.m. The same driver will be used each day. They will provide door-to-door assistance with carrying groceries, etc. Riders can make standing orders in advance. The fare is based on monthly income and ranges from$3.50-$7.50 each way. A personal care assistant for the rider can ride for free. A confirmation phone call is provided one day before the ride. The program is called DARTS Ride Connection. All buses are wheelchair lift equipped. MOTION by Fogarty, second by Bonar to approve the Memorandum of Understanding with DARTS to provide transit service in Farmington in 2014 and approving a$5,000 contribution to cover the cost of transit service in Farmington through December 31,2014. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Trail Maintenance Plan—Parks and Recreation A long term plan was developed to show maintenance work on all city trails. Parks and Recreation Director Distad presented the plan showing every trail would be addressed over five years. The city was divided into five areas so maintenance would be performed on trails within the same area. The plan also allows for overlaying and reconstruction of existing trails as needed. Staff also included a financial plan for 2014—2035 that identified revenues and expenses for the trail maintenance fund. The city would need to continue to provide an annual levy of$30,000 to fund the fog sealing and crack sealing of trails starting in 2015 through 2035. Any unused funds will be used to build a reserve for overlaying and reconstruction of trails. In 2021 additional funds will be transferred from the CIP program in order to begin funding to complete the larger expenses of overlaying and reconstructing older trail sections. Councilmember Bonar noted in the last survey,trail maintenance was one of the highest ranking interests by the community. This is the first step in that process. MOTION by Fogarty, second by Bonar to approve the Trail Maintenance Plan. APIF, MOTION CARRIED. 6 Council Minutes(Regular) March 3,2014 Page 5 b) Parks and Recreation Department 2013 Annual Report—Parks and Recreation The Parks and Recreation Department consists of 10 full time staff and 50 seasonal employees. Pine Knoll Park received new playground equipment, shelter,basketball court and drainage work was done. Brush at the 204th Street entrance was removed to make the park more visible. A new 135-acre park was named Jim Bell Park and Preserve in honor of the former Parks and Recreation Director. Work is continuing on the Veteran's Memorial. Staff works with the FBA on an annual flower basket program. Maintenance on parks and ball fields is done throughout the season. Pet waste stations were installed along many of the trails. Warming houses were open 56 days out of 60 days in 2013. The city offers a swim bus program to bring kids to the pool. In 2013 there was an increase of 140 riders. Overall pool admission was down due to cooler days in 2013. Attendance was 11,566 compared to over 13,000 in 2012. The Learn to Skate program at the arena saw an increase in attendance in 2013. The total rental hours were down by 50 hours from 2012 and 130 hours from 2011. However,revenues were up due to an increase in the rental rate. In 2011 we had a loss of$16,000, in 2012 we had a$15,000 net profit in operations and in 2013 there is a$22,000 profit in operational costs. Staff collected 130 pounds of food for the food shelf from events at the arena. Improvements to the arena include a heating system for the bleachers, a new dehumidification system,a new HVAC system for team rooms, the mezzanine and team rooms were painted, a memorial bench was installed in memory of former employee Mike Nibbe, a roof was installed over the entrance door to the mechanical room and a new sidewalk was installed at the west entry. There are 29 programs offered in recreation, sports, arts and crafts. There were 223 classes within those programs. In 2013 there was an increase in total participants. The Louis Schmitz Foundation is a new partner in the scholarship program. The number of scholarships was increased in 2013 and the amount was increased due to a$500 donation from the Louis Schmitz Foundation and$500 from the Rotary Club. In 2013 recreation volunteers provided 2,430 hours which equates to more than a full time staff member. Online registrations increased by 8%. At the Rambling River Center, volunteer hours amounted to 13,122 hours in 2013. Sound absorption panels were installed in the banquet room to improve the sound. New flooring was installed in the arts and crafts room. Membership was up slightly for the center, but down a little for the fitness center. Total annual participation was up 720 participants from 2012. There have been 14 more rentals in 2013, an increase of 50 rentals over three years. Every revenue category at the Rambling River Center showed an increase from the budgeted amount. One of Council's goals was to increase the use of the building, and it has definitely increased not only by members, but by rentals. Members raised$8,071 through fundraising in 2013. These funds will be used for improvements to the 7 Council Minutes(Regular) March 3,2014 Page 6 building. A financial support program was started for members and non-members that want to access some of the programs. People can access up to $50 annually to be used for programs or to purchase memberships. It is funded through the Community Development Block Grant program. Last year 124 requests were approved for$4,291. There is $12,000 remaining in the fund. This has provided an opportunity for residents to participate in a program or a trip. Parks and Recreation Director Distad thanked the Rambling River Center Board and the Parks and Recreation Commission for their service. 13. COUNCIL ROUNDTABLE Councilmember Fogarty: The next Council meeting will be three days before the start of spring. She thanked the residents for adopting fire hydrants and for their patience with our plow drivers who have done an outstanding job this year. City Administrator McKnight: Residents will be receiving their tax statements for 2014 and their 2015 valuation statements in the next week. It is important to look at the valuation statements because there is a timeline and a process if they want to appeal. Some residents bring this up at the city's truth in taxation hearing and that is past the county's deadline. Mayor Larson: Urged residents to shop local, money spent here stays here. The liquor store is having a wine sale this month. There will be a public open house for the 195th Street project on March 6, 2014, from 4:00—7:00 p.m. at the Farmington Maintenance Facility. 14. CLOSED SESSION a) Labor Relations (LELS) Council will receive an update from staff on negotiations with LELS. MOTION by Fogarty, second by Donnelly to recess into closed session at 8:12 p.m. APIF, MOTION CARRIED. Council reconvened in closed session at 8:21 p.m. Present: Larson, Bonar, Donnelly, Fogarty, Also present: City Attorney Jamnik, City Administrator McKnight,Human Resources Director Wendlandt MOTION by Fogarty, second by Bonar to recess out of closed session at 8:36 p.m. APIF,MOTION CARRIED. 15. ADJOURN MOTION by Fogarty, second by Donnelly to adjourn at 8:36 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant City Council/Dakota County Work Session Minutes March 3,2014 Mayor Larson called the work session to order at 6:00 p.m. Present: Larson, Bonar, Donnelly, Fogarty Dakota County—Mark Krebsbach, Brian Sorenson Also Present: David McKnight, City Administrator; Kevin Schorzman, City Engineer; Cynthia Muller,Executive Assistant Mike Slavik,Dakota County Commissioner; Melissa Sauser Farmington School Board MOTION by Donnelly, second by Bonar to approve the agenda. APIF,MOTION CARRIED. 195th Street Project Discussion A public open house on this project will be held on March 6,2014. The condition of 195th Street especially west of Pilot Knob is in poor shape. There are traffic delays at certain times, especially at Pilot Knob and Akin Road. The intersection at 195th Street and Flagstaff handles traffic going to the high school. These three intersections will be addressed with this project. A traffic study was performed in 2009,before the high school was open. For the most part, 195th Street will be a three-lane undivided road. The long term roadway vision shows there are a lot of road connections needed. The vision includes many connections to Cedar Avenue. In the future, 179th Street will be extended to Highway 3, and Dodd Road will revert back to Lakeville. This could provide some relief to 195th Street. At this point,the county is recommending roundabouts at Flagstaff, Pilot Knob, and Akin Road. Currently,Flagstaff is an all-way stop with a delay of 11 - 15 seconds; a roundabout delay would be 3-4 seconds. A roundabout will have a reduction in injury crashes. There would be a median on 195th Street and Flagstaff leading up to the roundabout. The cost for a single lane roundabout is approximately$1.2 million. There is a plan for the future to connect 195th Street to the west to Cedar and eventually to 185th Street in Lakeville. The roundabout will give preference to the westbound approach. This may cause a delay on Flagstaff during events. Concerns were expressed about the amount of inexperienced drivers coming from the high school. However, injuries are reduced with a roundabout. Two through lanes will be needed on Pilot Knob. Therefore, Pilot Knob will have two lanes added from 190th Street to south of 195th Street. Some right-of-way will be required from Akin Elementary fields for the approaches. The delay time with a signal would be 21 —34 seconds; a roundabout delay would be 3.5—4.5 seconds. 9 Council Workshop Minutes March 3,2014 Page 2 The cost for the roundabout at Akin will be approximately $2.22 million because of reconstructing the road. The grade of the intersection will be lowered and will have full curb and gutter. The average delay with a stop sign is 10.8— 13.5 seconds; a roundabout delay would be 3.4—4.8 seconds. The speed limit on 195th Street west of Pilot Knob and east of Akin is 50 mph;the segment in between is 40 mph. A speed study will be done after construction. A big part of the study is kids crossing the roadway. This has to do with traffic getting in and out of Meadowview because there is only one driveway to the school. Some people have expressed concern about not having gaps in traffic with roundabouts. All-way stops are worse for traffic gaps. There is a challenge for those living on the north side of 195th Street trying to get to Meadowview Elementary. The topography allows for an underpass to be constructed. There is a good right-of-way corridor already in place at 120 feet. Temporary right-of-way will be needed to match existing grades. The area of Pilot Knob to be widened is tight with fences right up to the trails. Right-of-way will be needed from these parcels. The amount will be determined in final design. Right-of-way will also be needed in the corners of the intersections for the roundabouts. The main entrance to Akin Elementary will be affected by the project. The median will be extended through the intersection. It needs to be determined if there is a way to make a connection off of Akin Road. Eureka Avenue,west of Pilot Knob Road, does not meet spacing guidelines for a 50 mph road. That access will also be restricted. The developer was made aware of this when development occurred. An issue for summer and fall will be parking along 195th Street. There will not be room for parking along the road in the future. A second open house will be held in September with the final design. This will be before offers go out for any acquisition of right-of-way. Council requested a summary of comments received at the open house. The county is financially committed to three roundabouts. MOTION by Donnelly, second by Bonar to adjourn at 6:54 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 10 Council/Boards and Commissions Work Session Minutes March 10,2014 Mayor Larson called the work session to order at 6:30 p.m. Present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Also Present: David McKnight, City Administrator; Brian Lindquist, Police Chief; Andrew VanDorn, School Resource Officer; Matt Hendrickson,Police Officer; Cynthia Muller, Executive Assistant Fred Schmidtke, David McMillen, Mike Haley, John Franceschelli, Charlie Weber MOTION by Bartholomay, second by Bonar to approve the agenda. APIF,MOTION CARRIED. Police Department Workplace Safety Presentation School Resource Officer VanDorn and Officer Hendrickson gave a presentation on workplace safety. Various instances of school and business violence were discussed. A video was presented on what to do if there is an active shooter in a building, including the options of run, hide or fight. The officers encouraged the audience to think of a plan in case such an instance should happen in their workplace. MOTION by Fogarty, second by Bartholomay to adjourn at 8:10 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 11 City of Farmington 430 Third Street 0!X' Farmington,Minnesota %. ' 651.280.6800•Fax 651.280.6899 1e48?'""a°ta"fr wwwci.farmington.mn.us TO: Mayor, Councilmembers, and City Administrator FROM: Todd Reiten, Director of Municipal Services SUBJECT: Adopt Resolution Approving Joint Powers Agreement with Dakota County DATE: March 17,2014 INTRODUCTION Dakota County is offering the City of Farmington an opportunity to partner on a one-day Household Hazardous Waste drop-off day. DISCUSSION Since 1985,Dakota County has partnered with cities to host one-day Household Hazardous Waste drop-off days. Drop-off days are held annually in communities whose residents are less likely to be adequately served by The Recycling Zone in Eagan. By partnering with the County on a drop-off day in Farmington,the City is able to add a layer of value and service to the residents by providing a local opportunity to safely dispose of unwanted paints, solvents,and other household hazardous waste in addition to oil and oil filters, and automotive tires and batteries.Electronics, such as answering machines,DVD/VCR players,telephones,radios, stereos, small household electronics, etc. will also be on the list of acceptable items. The County will be responsible for providing equipment, staff,publicity outside of the Farmington area, and coordination and reimbursement of the disposal contractor. The County will also be responsible for delivery and sorting of waste. The County will provide personal safety equipment. The County is requesting that the City provide a site for the collection day, local publicity, a minimum of ten staff people,management of solid wastes and recyclables received during the collection, cardboard recycling,traffic coordination, and the collection and management of lead- acid batteries,used oil, and oil filters. The Household Hazardous Waste Drop-off Day will be at the Maintenance Facility on Saturday, September 6,2014. The collection day will start at 9:00 a.m. and end at 1:00 p.m. BUDGET IMPACT The costs of the Household Hazardous Waste Drop-off Day are included in the 2014 Solid Waste Budget. 12 JPA for HHW Drop-off March 14,2014 ACTION REQUESTED Authorize the City to enter into the Joint Powers Agreement with Dakota County. Respectfully submitted, Todd Reiten Director of Municipal Services • 13 RESOLUTION NO. R21-14 APPROVING JOINT POWERS AGREEMENT WITH DAKOTA COUNTY FOR A ONE-DAY HOUSEHOLD HAZARDOUS WASTE EVENT COLLECTION Pursuant to due call and notice thereof, a regular meeting of the City Council and the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 17th day of March, 2014 at 7:00 p.m. Members present: Larson, Bartholomay, Bonar, Fogarty Members absent: Donnelly Member Fogarty introduced and Member Bonar seconded the following resolution: WHEREAS, Minn. Stat. 471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties; and, WHEREAS, it is considered mutually desirable to hold a one-day household hazardous waste drop-off day in the City of Farmington; and, WHEREAS, the City of Farmington and Dakota County will share project responsibilities and jointly participate in the costs associated with the project as described in the agreement. NOW THEREFORE, BE IT RESOLVED that the City of Farmington enter into an agreement with Dakota County for the following purposes: To share project responsibilities and jointly participate in the costs to hold a one-day household hazardous waste drop-off day in the City of Farmington as described in the agreement. BE IT FURTHER RESOLVED that the proper City officers be and hereby are authorized to execute such agreement, and thereby assume for and on behalf of the City all of the contractual obligations contained therein. This resolution adopted by recorded vote of the Farmington City Council in open session on the 17th day of March, 2014. Mayor Attested to the /53-4-4 day of March, 2014. 61,-;City Administrate SEAL Dakota County Contract#C0025743 JOINT POWERS AGREEMENT BETWEEN DAKOTA COUNTY • AND THE CITY OF FARMINGTON FOR A HOUSEHOLD HAZARDOUS WASTE DROP OFF DAY EVENT WHEREAS, Minn.Stat.§471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties; and WHEREAS, Dakota County(County)is a political subdivision of the State of Minnesota; and WHEREAS,the City of Farmington(City)is a governmental and political subdivision of the State of Minnesota;and WHEREAS,the parties desire to conduct a household hazardous waste and electronics drop off day event in the City. NOW,THEREFORE, in consideration of the mutual promises and benefits that the County and the City shall derive from this Agreement,the County and the City hereby enter into this Agreement for the purposes stated herein. ARTICLE 1 PURPOSE The purpose of this Agreement is to define the responsibilities and obligations of the County and the City for the organization and implementation of a household hazardous waste and electronics drop off day event to be held in the City during 2014(EVENT). ARTICLE 2 PARTIES The parties to this Agreement are Dakota County, Minnesota(County)and the City of Farmington, Minnesota(City). 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 completion by the parties of their respective obligations under this Agreement, unless earlier terminated by law or according to the provisions of this Agreement. ARTICLE 4 COOPERATION The parties 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 OBLIGATIONS OF PARTIES 5.1 CONTRACTS WITH VENDORS. The packaging,analysis, storage transportation and disposal of household hazardous wastes and electronics generated by the EVENT shall be governed by the terms of separate contracts between the County and its vendors,copies of which will be provided to the City upon request. The packaging, analysis,storage,transportation and disposal of additional items collected by the City at the EVENT shall be governed by the terms of separate contracts between the City and its vendors, copies of which will be provided to the County upon request. The County and the City acknowledge and agree to abide by the terms of said contracts. 5.2 SITE. The collection site for the EVENT will be located at the Farmington Maintenance Facility, 19650 Municipal Drive, Farmington, MN 15 5.3 GENERAL DUTIES OF PARTIES. Each party shall assist in the organizational duties associated with the EVENT, including site set-up and coordination,volunteer coordination,and publicity for the EVENT. In general,the County will provide equipment,staff and coordination and reimbursement of the disposal contractor(vendor). The County will be primarily responsible for collection and sorting of household hazardous waste and electronics. The County will provide personal safety equipment,including gloves, safety glasses and, as needed, protective aprons and/or coveralls for the County and City workers. . In general,the City will provide a site at which the EVENT will take place,staffing for the collection,management of solid wastes, recyclables, lead-acid batteries, used oil and oil filters,and antifreeze received during the EVENT, and, if planned, may also organize, collect,and properly manage additional items,such as tires, appliances,and scrap metal,received during the EVENT. The City will provide reimbursement to the disposal contractor(vendor) for all planned additional items collected.The City will be primarily responsible for cardboard recycling,traffic control and coordination,and the collection and management of lead-acid batteries, used oil,and oil filters. The City will provide necessary operational equipment at the site,fire extinguishers,forklift and forklift operator, dumpsters,chairs, directional signs,sanitary facilities and running water. 5.4 PUBLICITY. The City will provide publicity for the purpose of advertising the EVENT. In publicizing the EVENT, the City shall follow the Communication and Outreach Guidelines for Household Hazardous Waste/Electronics Drop-Off Days attached hereto and incorporated herein by this reference as Exhibit 1. The City will ensure that all EVENT publicity developed by the City is approved by the Dakota County Liaison before being used.The County will provide publicity for the EVENT outside of the City area. 5.5 WORKERS. The County will provide at least five employees or volunteers to staff the collection site and the City shall provide at least 10 employees or volunteers to staff the collection site. All workers must be at least 18-years of age and will read and be familiar with the document entitled"Household Hazardous Waste Site Safety Plan" (HHWSP)prior to the EVENT. Each worker must sign a statement acknowledging that he or she is familiar with the HHWSP and that he or she will follow the proper collection procedures. The HHWSP shall be present and easily accessible to all workers at the site. 5.6 HAZARDOUS WASTE GENERATOR NUMBER. The County will act as the hazardous waste generator for all household quantities of accepted hazardous waste collected at the site during the EVENT. 5.7 ACKNOWLEDGEMENT. The City and County shall appropriately acknowledge each other in any promotional materials,signage, reports, publications, notices and presentations relating to the EVENT. This section shall survive the termination of this Agreement. ARTICLE 6 COSTS 6.1 EMPLOYEES. Each party shall be responsible for payment to their own employees. No party shall be liable to the other party for any remuneration to the other party's employees. 6.2 CITY'S COSTS. The City is responsible for the payment of the costs associated with the following: A. Supplying the operational equipment at the site,fire extinguishers,forklift,forklift operator, dumpsters, chairs, directional signs, sanitary facilities, running water, cardboard recycling, and traffic control and coordination. B. The collection, proper management and disposal of solid wastes,recyclables, lead-acid batteries, used oil and oil filters, antifreeze,and any additional items received during the EVENT, such as tires, appliances and scrap metal. Disposal of these materials shall be governed by agreements between the City and the vendor(s)of its choice. 2 16 C. The City may charge residents for planned and publicized additional items collected during the EVENT. Any fees collected must not exceed the City's anticipated costs for managing the additional items. 6.3 COUNTY'S COSTS. Except as to wastes identified in Section 6.2,the County shall be responsible for the payment of all costs for packaging,storage,transportation and disposal of household hazard waste and electronics collected at the EVENT. ARTICLE 7 INDEMNIFICATION 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 County and the City. The provisions of this section shall survive the expiration or termination of this Agreement. ARTICLE 8 AUTHORIZED REPRESENTATIVES AND LIAISONS 8.1 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 representative 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 COUNTY: Brandt Richardson, County Administrator 14955 Galaxie Avenue Apple Valley, MN 55124 TO THE CITY: Todd Larson, Mayor City of Farmington 430 Third Street Farmington, MN 55024 In addition, notification to the County regarding termination of this Agreement by the other party shall be provided to the Office of the Dakota County Attorney, Civil Division,1560 Highway 55, Hastings, Minnesota 55033. 8.2 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 County and the City. The parties 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: County Liaison City Liaison Laura Villa Lena Larson Telephone: (952)891-7548 Telephone: (651)280-6905 Email: laura.villa @co.dakota.mn.us Email: Ilarson @ci.farmington.mn.us ARTICLE 9 TERMINATION 9.1 IN GENERAL. Either 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 party. 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 Termination shall be made by certified mail or personal delivery to the authorized representative of the other party. Termination of this Agreement shall not discharge any liability, responsibility or right of any party,which 3 17 arises from the performance of or failure to adequately perform the terms of this Agreement prior to the effective date of termination. 9.2 TERMINATION BY COUNTY FOR LACK OF FUNDING. Notwithstanding any provision of this Agreement to the contrary,the County may immediately terminate this Agreement if it does not obtain funding from the Minnesota Legislature, Minnesota Agencies, or other funding source,or if 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 County to the City by facsimile is sufficient notice under this section. The County is not obligated to pay for any services that are provided after written notice of termination for lack of funding. The County will not be assessed any penalty or damages if the Agreement is terminated due to lack of funding. ARTICLE 10 GENERAL PROVISIONS 10.1 SUBCONTRACTING. The parties shall not enter into any subcontract for the performance of the services contemplated under this Agreement nor assign any interest in the Agreement without prior written consent of all parties and subject to such conditions and provisions as are deemed necessary. Such consent shall not be unreasonably withheld. The subcontracting or assigning party shall be responsible for the performance of its subcontractors or assignors unless otherwise agreed. 10.2 EXCUSED DEFAULT—FORCE MAJEURE. Neither party shall be liable to the 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. 10.3 CONTRACT RIGHTS CUMULATIVE NOT EXCLUSIVE. A. All remedies available to either party for breach of this Agreement are cumulative and may be exercised concurrently or separately, and the exercise of any one remedy shall not be deemed an election of such remedy to the exclusion of other remedies. The rights and remedies provided in this Agreement are not exclusive and are in addition to any other rights and remedies provided by law. B. Waiver for any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this Agreement shall not be construed to be modification for the terms of this Agreement unless stated to be such in writing and signed by authorized representatives of the County and the City. 10.4 COMPLIANCE WITH LAWS/STANDARDS. The City and the County agree to abide by all federal, state or local laws, statutes, ordinances, rules and regulations now in effect or hereafter adopted pertaining to this Agreement or to the facilities, programs and staff for which either party is responsible. 10.5 MODIFICATIONS. Any alterations, variations, modifications, or waivers of the provisions of this Agreement shall only be valid when they have been reduced to writing, signed by the authorized representatives of the County and the City. 10.6 MINNESOTA LAW TO GOVERN. 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 Dakota County, Minnesota. The provisions of this section shall survive the expiration or termination of this Agreement. 10.7 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. 10.8 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. 4 18 IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the date(s)indicated below. APPROVED AS TO FORM: DAKOTA COUNTY s/Helen R. Brosnahan By Assistant County Attorney/Date Brandt Richardson County Administrator KS-14-33. Date of Signature: County Board Res. No. 14-089 CITY OF FARMINGTON By odd arson; Mayor Date of Signature: 3// A( • By � A D V/D i� ,City Clerk • roryr Date of Signature: 3-/f-Zc/t! • 5 Exhibit 1 Communication and Outreach Guidelines for Household Hazardous Waste/Electronics Drop-Off Days To create more consistency in the household hazardous waste(HHW)promotions, Dakota County is asking the cities hosting these drop-off days to follow the these guidelines in city electronic and print communications, including flyers, mailers,websites, E-News and other promotional materials. A. Required content: City communication pieces should contain the following information: 1. Use"Dakota County and City of(insert City name here)Household Hazardous Waste Drop-Off Day"as a description of the collection. 2. Use the City and Dakota County logo. See Section C. below for more details on the County's logo. 3. Date, Day, Hours,and Address of the Drop-Off Day. 4. List of household hazardous waste items(and other waste–e.g., electronics)that will be accepted). Include as many examples as space allows. See Section D. below for more details. 5. Clarify that HHW and electronics drop off is free and open to all county residents, such as: o "Drop off is open to all County residents."or o "All Dakota County residents can drop off household hazardous waste."or o "Household hazardous waste—such as leftover paint, household cleaners,driveway sealers, lawn and garden chemicals,fluorescent bulbs and automotive fuels—will be collected at the household hazardous waste drop-off day for free from all Dakota County residents.' 6. Identify that a driver's license is required. 7. Identify a city phone number and website for residents to get more information. 8. Acknowledge County support,such as:"The Drop-Off Day is partially funded by the city of(insert city name here), Dakota County and the Minnesota Pollution Control Agency."NOTE:"partially funded"is the required terminology for Dakota County acknowledgement;do not use"sponsored by." 9. A list of unacceptable items(e.g., no business,farm or yard waste) 10. If space allows on the communication piece include information that The Recycling Zone is open year-round for residents that cannot make it to the drop-off day. Include The Recycling Zone's website(www.dakotacounty.us,search Recycling Zone)and the phone number(651-905-4520), if possible. It is preferred this be listed under"What if I Can't Take it to the Drop-Off Day?"at the bottom of the piece or away from the Drop-Off Day location information to avoid confusion. B. Terminology. City communication pieces should use the following terminology: Use this: Avoid this: Drop-Off Day Event or Clean-Up Day Household Hazardous Waste and Household Household waste, hazardous materials or Chemicals HHW Electronics E-waste Small household electronics Small appliances 6 20 C. Images. Images of Dakota County's logo and household hazardous waste and electronics can be found in the "Household Hazardous Waste,"Electronics"and"Small Household Electronics"toolkits at the Local Solid Waste Staff SharePoint site at http://sharepoint.co.dakota.mn.us/LSWS/default.aspx. Preferred images include,but are not limited to: list a V it, iii FL 11* `Yf�f f s �S� SL Y ,h � i i i i i r Dakota County logo Household hazardous Electronics Small household waste electronics D. List of types of wastes accepted. The list below includes items that have been collected at HHW Drop-Off Days.The Household Hazardous Waste list is collected at all Drop-Off Days. Electronics and Small Household Electronics collection is determined annually based on funding availability and, if collected,are identified in Article 5 of the JPA. It is best to include the entire list when promoting for websites, E-News and phone inquiries. If the list needs to be pared down(e.g.,for print pieces),please use the material names identified below by an asterisk(*). Household hazardous waste • Aerosols* • Antifreeze • Batteries • Driveway sealer • Fluorescent light bulbs and tubes* • Household cleaners • Gasoline and other fuels • Lawn and garden products* • Mercury thermometers • Oil • Paint—latex or oil* • Paint thinner • Pesticides • Propane tanks/gas cylinders • Rechargeable batteries • Thermometers • Thermostats • Varnish and Stains • Weed and insect killers • Wood preservatives • Most products labeled dangerous,flammable,combustible,poisonous,or corrosive* 7 21 Electronics • Answering machines • CelVsmart phones* • Copiers(desktop only) • Computer equipment* (Keyboards, mouse,towers, hard drives, modems,etc.) • DVD players • Handheld gaming systems • Fax machines(desktop only) • 'Pods®, MP3 and other portable media players • Laptops • Monitors/terminals* • Printers(desktop only) • Radios • Scanners(desktop only) • Stereo equipment • Tablets and e-readers • Telephones • Televisions* • VCR players • Video game consoles Small household electronics(please remove batteries from all items) • Blenders(remove jar/lid)* • Bread makers • Cameras • Carpet sweepers • Clocks • Coffee makers(remove carafe)* • . Electrical knives • Electric toothbrushes • Fans • Food sealing equipment • Fryers • Hair dryers • Heaters • Holiday lights/cords • Irons • Massagers • Metal tools(drills,screwdrivers,sanders,small saws, etc.) • Microwaves* • Mixers • Radios* • Remotes • Shaving equipment • Sewing machines • Toaster ovens • Vacuum cleaners(remove bags)* E. County Review and Approval. Ensure all communications pieces are reviewed and approved by the County Liaison before they are used. 8 22 • c�► City of Farmington Oil 430 Third Street 0 Farmington, Minnesota %A'O/ 651.280.6800 Fax 651.280,6899 44 WO A PRO��$`� www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Gambling Event Permit—St. Michael's Church DATE: March 17,2014 INTRODUCTION St. Michael's Church is requesting a Gambling Event Permit for a raffle and bingo for their Spring and Fall Festival. 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 2014 budget. ACTION REQUESTED Consider the attached resolution granting a Gambling Event Permit to St. Michael's Church,to be held at 22120 Denmark Avenue, on May 7 and September 13 — 14,2014. Respectfully submitted, Cynthia Muller Executive Assistant 23 RESOLUTION NO. R22-14 APPROVING A MINNESOTA LAWFUL GAMBLING EVENT PERMIT APPLICATION FOR ST.MICHAEL'S CHURCH 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 17th day of March 2014 at 7:00 p.m. Members Present: Larson,Bartholomay, Bonar,Fogarty Members Absent: Donnelly Member Fogarty introduced and Member Bonar 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,St.Michael's Church has submitted an application for a Gambling Event Permit to be conducted at 22120 Denmark Avenue,on May 7 and September 13 - 14,2014,for Council consideration. NOW,THEREFORE,BE IT RESOLVED by the Farmington City Council that the Gambling Event Permit for St.Michael's Church,to be held at 22120 Denmark Avenue, is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 17th day of March 2014. Mayor Attested to the Pir day of March 2014. Oeut_c_i City Administrat SEAL City of Farmington 430 Third Street Farmington, Minnesota GOA V4J 651.280.6800 0 Fax 651.280.6899 4 4Q''^pRoto www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Temporary On-Sale Liquor License—St. Michael's Church DATE: March 17,2014 INTRODUCTION St. Michael's Church is requesting a Temporary On-Sale Liquor License for their Spring Festival. DISCUSSION St. Michael's Church is requesting a Temporary On-Sale Liquor License for their Spring Festival to be held on May 7, 2014, at 22120 Denmark Avenue. Per State Statute, a Temporary On-Sale Liquor License must first be approved by the City and then forwarded to the State for approval. BUDGET IMPACT The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profit organizations. Therefore,the City has not established a fee for a Temporary On-Sale Liquor License. • ACTION REQUESTED Approve the attached application for a Temporary On-Sale Liquor License for St. Michael's Church for their Spring Festival on May 7, 2014. Respectfully submitted, Cynthia Muller Executive Assistant ■ 25 •A '4 � zee • 1�- Minnesota Department of Public Safety rf• {'` ��,tct t;. ALCOHOL AND GAMBLING ENFORCEMENT DIVISION :� .:. } - 444 Cedar Street Suite 222,St.Paul MN 55101-5133 �' . .k = (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION DATE ORGANIZED TAX EXEMPT NUMBER � eioee e9 lisbedboet, Cs X0/33 STREET ADDRESS CITY STATE ZIP CODE 2210,i61,01i #4 dV alb g:~6 NAME OF PERSON MAXIN APPLICATION BUSINESS PHONE HOME PHONE Fie f (44-y- s43-c:29z "- ( Y- 3-te a DATES LIQUOR WILL BE SOLD . OF ORGANIZATIO�L�'� 7 CLUB CHAJUTABL� REIW OTHER NONPROFIT O TIO Orr CER'S I �OWA ADDRESS e l'aR2). e11)144.44te14,111-1P litalArkgleff ORGANIZATION OFFICER'S NAME ADDRESS e �� �� �� �• g4 d e-E e � ul eu4 ORGANIZATION OFFICEP NAME ADDRESS Location license will be used. If an outdoor area,describe 6 thA./t u si �c 644104 4 44&4 Will the applicant contract for intoxicating liquor service? If so,give the name and address of the liquor licensee providing the service. 1)0 Will the applicant carry liquor liability insurance? If so,please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event P3-09079(17/09) 26 • 4A i City of Farmington 430 Third Street Farmington, Minnesota 1l . 651.280.6800•Fax 651.280.6899 p,Ayla www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Accept Resignation Planning Commission DATE: March 17, 2014 DISCUSSION Mr. James Primmer has submitted his resignation from his position on the Planning Commission. His term on the Board runs through January 31, 2016. A copy of Mr. Primmer's resignation is attached. This seat will be advertised until filled. ACTION REQUESTED Accept the resignation of James Primmer from the Planning Commission effective March 6, 2014. Respectfully submitted, Cynthia Muller Executive Assistant 27 • Page 1 of 1 Tony Wippler • From: James Primmer Sent: Thursday, March 06,2014 8:19 AM To: Tony Wippler Subject: RE: March 11th Planning Commission meeting Morning Tony I unfortunately have to resign my position on the planning commission. I have taken a new job out of state. My first day will be on March 17 th and my wife and kids will be joining me within the next few months. I was hoping to discuss this with you guys during the March meeting but it does not look that way. I have enjoyed being part of the comission and helping Farmington become a better community. Thank you for everything and good luck in the future. James • • • 4 v • 28 ,4C� i City of Farmington '� 430 Third Street �,� ;,: • • • 1 .• . �SoFFUe ;y• , 4 c '.. /*A • . \ Minnesota Department of Public Safety ..: • A ffA ' ALCOHOL AND GAMBLING ENFORCEMENT DIVISION •,,`�.'. .;, ,r .? d' 4- 444 Cedar Street Suite 222,St.Paul MN 551.01-5133 "f�: "4'.ozY arses \f:,�•. . (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 ,-. WWWOPPS.STATE.MN'.US ' ' • APPLICATION AND PERMIT . FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION• Voir 7 ` y DATE ORGANIZED TAX EXEMPT NUMBER . ••S y/r•3 Z - N l-upG j F ' V 0 0 1:1 A-i gak, -Y t-f 9 - 5-- . STREET ADDRESS• v CITY STATE . ZIP CODE.• NAME OF PERSON MAKING APPLICATION •• BUSINESS PHONE ' • HOME PHONE . `Roll i'gsc-A2 -P ) 4_6-•br,&( 1) 'ji3 '3$74 DATES LIQUOR'1I LL BE SOLI) / •v,Ga : '' TYPE OF ORGANIZATION • CL B CHARITABLE RELIGIOUS OTHER NONP OFIT • ORGANIZATION OFFICER'S NAME ' ADDRESS °` pT,/•1 o rat fP f `.17 //� ,9 #fit: `� •rte!1 ve d 2 , 61N, ORGANIZATION OFFICER'S,NAME ••": ADDRESS •• 1/,g /G,s' 141/A /1/G dN /49A 8r#0�� , - r�0//11-1 7V.v» ORGANIZATION OFFICER'S NAME • '•'. ADDRESS —Ky-61a7 ' Location license will be used. If an outdoor area,describe ..• • • . mV Z,T rd e 014z •1-.�''" . . • r vvl-r rum 1 vxri- . o,1 LT • Will the applicant contract for intoxicating liquor service? If so,give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so,please'provide the carrier's name and amount of coverage. • . 5,4• • -47 v At ' , , t.4 0- )37'" C-17-7 1-11)32-4- • • • ',ArPR®VAL • APPLICATION MUST BE APPROVED BY CITY OR'COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT • CITY/COUNTY DATE APPROVED CITY FEE AMOUNT • • • LICENSE DATES .. • DATE FEE P AID ` . SIGNATURE CITY CLERK OR COUNTY OFFICIAL } APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event • PS-09079(12/09) • 30 Minnesota Department of Public Safety tys ski ' a ALCOHOL AND GAMBLING ENFORCEMENT DIVISION ,r•.:,;, a% 444 Cedar Street Suite 222,St.Paul MN 55101-5133 (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 t WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION •• NAME OF ORGANIZATION 1260-'74.44 DATE ORGANIZED TAX EXEMPT NUMBER • 5Yp4/- -:ku1'1DGgi, l V F 1J • yw-6 coo a 5" STREET ADDRESS.. r `CITY STATE ZIP CODE NAME OF PERSON MAKING APPLICATION BUSINESS PHONE' HOME PHONE ?oPA 1Q.� "5/4 ) / - 4.v (65r) Ai t,3 -3$'mod DATES LIQUOR WILL BE SOLD S'•‘7-../11 TYPE OF ORGANIZATION CHARITABLE RELIGIOUS OTHER NONPROFIT ORGANIZATION OFFICER'S NAME ADDRESS S. A17. .10 yI�R Yet 1' �1 . 11I N ORGANIZATION OFFICER'S NAME ADDRESS ' • - ORGANIZATION OFFICER'S NAME -. ADDRESS Location license will be used If an outdoor area,describe • VFJ PdYJCz4c�' I~ 'i) CV* t 4 r Iv .� ©s LT • Will the applicant contract for intoxicating liquor service? If so,give the name and address of the liquor licensee providing the service. Will the applicant Carry liquor liability insurance? If so,please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT • CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES • • DATE FEE PAID • • • • • SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to-event. Forward application.signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event • • • 0 • PS-09079(12/09) 31 tit titA • Minnesota Department of Public Safety & ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 222,St.Paul MN 55101-5133 ' f ..' (651)201-7507 Fax(651)297-5259 TIY(651)282-6555 W W W.DPS.STATE.MN,US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION . Ass,"7A,-44- DATE ORGANIZED TAX EXEMPT NUMBER STREET ADDRESS * CITY STATE ZIP CODE 1/01/ -Z , rz•7 bj&o tx 101 Pi, S",6-15' `I NAME OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE -RnN ) 4.1,06.:4472S (bs) b3 ~3e�d DATES LIQUOR WILL BE SOLD .`,-/if TYPE OF ORGANIZATION CLUB, CHARITABLE RELIGIOUS OTHER NONPROFIT ORGANIZATION OFFICER'S NAME ADDRESSdp�y� Po t Y ff R S P W/.P • /ar - , .sue , ,'31 r�r, ORGANIZATION OFFICER'S NAME ADDRESS 1/0/4/1-5 i 1# A 6 di /14 egg s -gag 1p-11vN- ORGANIZATION OFFICER'S NAME ADDRESS 6---S-6-j3 Location license will be used. If an outdoor area,describe 1// 4S P d riti 14e . d f.3 --1-�� yz vn 'ru / b4,1 • Will the applicant contract for intoxicating liquor service? If so,give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so,'please provide the carrier's name and amount of coverage. • • yrs*k n �- AID 1I5 / - a vyT" e-fry f-1-14-2-4- APPROVAL . APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT'. CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID • ` • SIGNATURE CITY CLERIC OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application Is approved the Alcohol and Gambling Enforcement Division will}'eturn this application to be used as the License for the event PS-09079(12109) • 32 2 ❑ D. u) CO 0) 0) CO co r• N N CO co CO 0 O O O O O 0 0 0 0 O ❑ O O O CO O CO CO CO CO CO CO CO U) t- CO O 0 O O CO O 0 0 O O O p CO CO CO 0 r CO CO r O CO Tr U o O O - O co CO O CO CO 0 O CO o U a W F N N ' CO CO U 7 a- . U ' ZZW m a W U Z Z a CO CO W CO W CO 0 O O J O O K 0 c > ❑ 0 re w 4a �_4 �d as ao a. 0 Z f. 0. 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O N M m CO l0 07 Ol C r tOO 10 ar m G ar N N N N N s- N O) m O Or M N U) O m co 0 a a a a a a O 0 O 0 O O O 0 _i < m a / g U W r r r M = r N a) ❑ M c7 --01 .03 0) U) 0 U *� 4 4 4 a a v N Y U) O 8 CV N N N N N IX Z C F r s F , U �p�cFA r/ City of Farmington v 's 430 Third Street Farmington,Minnesota , 651.280.6800•Fax 651.280.6899 �'A PROM www.ci.farmington.mn.us TO: Mayor, Council Members, City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Adopt Resolution—Approving a Project by St. Francis Health Services of Morris, Inc.; Consenting to the Issuance of Obligations by the City of Morris, Minnesota; and Approving a Cooperation Agreement DATE: March 17,2014 INTRODUCTION St. Francis Health System (SFHS) is refinancing several of its tax-exempt notes. The up to$10 million bond issue which will be issued by the City of Morris(host issuer) involves amounts which were originally spent by St. Francis for the acquisition of Trinity Nursing Home,the former Trinity Hospital facility, and Trinity Terrace (independent living) as well as amounts spent for the construction of Trinity Suites (memory care facility)all of which are located in Farmington. In order for the bond issue to comply with the tax exempt bond provisions of the Internal Revenue Code, St.Francis has requested the City hold a public hearing and participate in a cooperation agreement with the City of Morris. DISCUSSION A public hearing will be held on March 17, 2014, for St. Francis Health Services' proposed tax exempt refinancing. Following the public hearing, Council is being asked to adopt the attached resolution, cooperation agreement and other documents or certificates that may be needed from the City for the sale of the SFHS obligations. BUDGET IMPACT No direct budget impact. ACTION REQUESTED Staff recommends Council adopt the resolution, approving a project by St. Francis Health Services of Morris, Inc.; consenting to the issuance of obligations by the City of Morris, Minnesota; and approving a Cooperation Agreement. Respectfully submitted, Robin Hanson Finance Director 54 RESOLUTION NO. R23-14 RESOLUTION APPROVING A PROJECT BY ST. FRANCIS HEALTH SERVICES OF MORRIS,INC.; CONSENTING TO THE ISSUANCE OF OBLIGATIONS BY THE CITY OF MORRIS, MINNESOTA; AND APPROVING A COOPERATION AGREEMENT BE IT RESOLVED, by the City Council of the City of Farmington, Dakota County, Minnesota (the "City"), as follows: 1. Authority. Fryberger, Buchanan, Smith & Frederick, P.A., bond counsel ("Bond Counsel") has advised the City that Minnesota Statutes, Sections 469.152 through 469.165, as amended (the "Revenue Bond Act"), authorize the issuance of revenue obligations to refinance indebtedness incurred by an organization engaged in providing health care services, health care related activities, activities for mentally or physically disabled persons and social services (together, the "Qualified Services and Activities"). Further, Bond Counsel has advised the City that Minnesota Statutes, Chapter 462C (the "Housing Act," and together with the Revenue Bond Act, the "Act") authorizes the issuance of revenue bonds to finance multifamily housing developments ("Housing"). 2. Description of the Project. a. Representatives of St. Francis Health Services of Morris, Inc. (the "Borrower") have represented to the City that the Borrower is a Minnesota nonprofit corporation and organization described in Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, engaged directly or through one or more of its affiliated organizations in providing Qualified Services and Activities and Housing. The Borrower's affiliated organization involved with the operation of the Project (hereinafter defined) is Farmington Health Services, a Minnesota nonprofit corporation("FHS"). b. Representatives of the Borrower have further advised the City that the Borrower desires to refinance, on a tax-exempt basis, indebtedness incurred at the location and for the purpose listed below(the "Project"): Location of Expenditures Purpose of Original Indebtedness Trinity Care Center(FHS) acquisition of the 65-bed Trinity Nursing 3410—213th Street West Home facility and the former 48-bed Trinity Farmington, MN 55024 Hospital facility Trinity Suites(FHS) construct and equip a 10-bed memory care 205— 11th Street facility Farmington,MN 55024 Trinity Terrace (FHS) acquisition of a 55-unit independent living 3330—213th Street West facility for low and moderate income elderly Farmington, MN 55024 persons c. The FHS portion of the Project includes refinancing (i) the outstanding principal amount of the City of Farmington, Minnesota ("Farmington") $2,350,000 Health Care Facilities Revenue Note, Series 2003A (St. Francis Health Services of Morris, Inc. Project) (the "2003A Note") issued under the Revenue Bond Act and (ii) the outstanding principal amount of Farmington's $3,850,000 Multifamily Housing Development Revenue Note, Series 2003B (St. Francis Health Services of Morris, Inc. Project) (the "2003B Note" and together with the 2003A Note, the "2003 Notes") issued under the Housing Act. 3. Refinancing; Conditions. a. At the request of the Borrower, the governing bodies of the City of Morris, Minnesota and the City of Browerville, Minnesota (together, the "Issuers"), have expressed their intent to refinance the Project and other capital projects of the Borrower and finance certain costs associated with the refinancing through the issuance of tax-exempt revenue obligations in an amount not to exceed $10,000,000 (the "Obligations"). The City of Morris, Minnesota ("Morris") will issue that portion of the Obligations allocable to refinancing the Series 2003 Notes. b. Bond Counsel has informed representatives of the Borrower that in order for the Obligations to be issued on a tax-exempt basis, and in order to comply with Minnesota laws restricting the issuance of obligations by one municipality for a project in another municipality, the City must (i) conduct a public hearing on the proposal of the Borrower to undertake and refinance the Project and (ii) consent to the issuance of the Obligations by Morris. c. The Obligations, when, as and if issued, shall not constitute a charge, lien or encumbrance, legal or equitable, upon any property of the City, and the Obligations, when, as and if issued, shall recite in substance that the Obligations, including interest thereon, are payable solely from the revenues received from the Borrower and the property pledged to the payment thereof, and shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation. 4. Cooperation Agreement. A draft copy of the Cooperation Agreement between the City and Morris (the "Cooperation Agreement") has been submitted to the Council and is on file in the office of the Administrator. The Cooperation Agreement provides for the refunding of the Series 2003B Bonds. 5. Public Hearing. a. A Notice of Public Hearing was published in the Farmington Independent, the City's official newspaper and a newspaper of general circulation, calling a public hearing on the proposed issuance of the Obligations and the proposal to undertake and refinance the Project. 2 b. The City Council has, on March 17, 2014, held a public hearing on the proposal to undertake and refinance the Project, through the issuance of the Obligations by the Issuers, at which all those appearing who desired to speak were heard and written comments were accepted, if submitted. 6. Approvals; Execution of Cooperation Agreement. a. The proposal of the Borrower and its affiliates to undertake and refinance the Project and the issuance of the Obligations by the Issuers are approved. The City consents to the refunding of the 2003 Notes by Morris. b. The Cooperation Agreement is made a part of this Resolution as though fully set forth herein and is hereby approved in substantially the form presented to the City Council. The Mayor and the Administrator, or the authorized designee of any of the foregoing (the "Authorized Officers"), are authorized and directed to execute, acknowledge, and/or deliver the Cooperation Agreement on behalf of the City with such changes, insertions, and omissions therein as the City Attorney may hereafter deem appropriate, such execution to be conclusive evidence of approval of such document in accordance with the terms hereof. c. The Authorized Officers are authorized and directed to execute and deliver such documents or certificates needed from the City for the issuance of the Obligations. Adopted: March 17, 2014 Mayor Attest: • dministrator 3 EXTRACT OF MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF FARMINGTON,MINNESOTA Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was duly called and held at the City Hall located at 430 Third Street, Farmington, Minnesota, on Monday, March 17, 2014, at 7:00 p.m. The following members were present: Larson, Bartholomay, Bonar, Fogarty and the following members were absent: Donnelly MOTION: Member Fogarty moved to adopt Resolution No. R23-14, entitled "Resolution Approving a Project by St. Francis Health Services of Morris, Inc.; Consenting to the Issuance of Obligations by the City of Morris, Minnesota; and Approving a Cooperation Agreement" SECOND: Member Bartholomay RESULT: On a roll call vote the motion was carried. Ayes: 4 Nays: Not Voting: Absent: 1 M:I DOCS10973610000I 11 ROL I I 1 P 132502.DOCX o4iy�� City of Farmington *C1 430 Third Street Farmington,Minnesota • 1 on 651.280.6800•Fax 651.280.6899 p4�•a Ptmt � www.ciSarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Financial Review–Draft 2013 Financials DATE: March 17,2014 INTRODUCTION Attached you will find draft financial results for 2013. DISCUSSION As you review the attached financial reports,the following notes will provide explanations for the more significant variations from budgeted expectations. General Fund General Fund Revenues Year-to-date General Fund revenues total$10.2 million or 108%of budgeted amounts. With the exception of Investment Interest, all revenue line items met or exceeded budget. Property taxes–This line item has four components—current property taxes,fiscal disparities, delinquent taxes and penalties and interest. While the actual combined total is 102%of budget,the City only received 98.3%of its current year property taxes and fiscal disparity dollars. This was offset by the collection of$208K in past year's delinquent taxes and$19K in related penalties and interest. The City's outstanding delinquent taxes receivable balance as of December 31, 2013,was $259K. While this is down significantly from a high just two years ago of$607K,it is still an important number to keep in mind as it represents funds the City budgeted,but has not yet received. Permits–Permit revenue was $278K ahead of budget. When compared to 2012,building permit revenue accounted for$220K of the increase while plumbing,heating and electrical permits contributed$47K. Intergovernmental–Four areas comprised the majority of the$160K in actual revenues exceeding budgeted amounts and are as follows: MSA Maintenance($34K),Police State Aid ($26K),Post Training($30K)and Fire Aid($54K). Charges for Service–Fire charges($91K),police service charges($45K), and erosion/sediment control permits are the three largest components of the actual amounts exceeding budget in the charges for services line item. Approximately$51K of the increased fire charges are related to new development(i.e. increased tax capacity) and increase in the 59 relative percentage of fire and rescue calls in Empire township. For police service charges the school district paid for 2.0 School Resource Officers(SRO)through May 2013. At the time the budget was approved it was anticipated they would only pay for 1.0 FTE. Erosion/sediment control permit revenue increases ($17K)correlates to the increase in building permit revenue. Investment Income—Actual investment income of$72K exceeded the budgeted amount of $60K by$12K. However,the overall decline in market value of the City's General Fund investments resulted in a marked-to-market charge of$104K(unrealized losses)to the investment income line item,resulting in negative net investment income of$32K for 2013. General Fund Expenditures General Fund expenditures for 2013 totaled$10.4 million or 103% of budget. The primary reason for the overage is the expensing of the new fire engine in 2013 (2012 commitment, delivered in January 2013)in accordance with governmental accounting rules. If you exclude the fire truck, actual expenditures were 94.5%of budgeted amounts. Finance–The Finance department expenditures were$14K less than budgeted. Meanwhile, the premium for the City's property and liability insurance (a separate category within this line item)was$19K more than budgeted. As a result,on a combined basis,the Finance line item was slightly over budget. Police Administration,Patrol Services and Investigations–On a combined basis these three budgets were under budget by$14K. In 2014 we will likely need to continue to review these three budgets on a combined basis. Fire–The Fire department budget was over budget for three reasons: 1)the State Fire Aid (mentioned above, a pass through to the Fire Relief Association)was$54K higher than anticipated,2)the auditors determined the City's contribution to the Fire Relief Association needed to be $15K higher than originally budgeted and 3)a fire chief's vehicle was purchased,the budget for which was reallocated from the Administration line item. Excluding these three items,the remaining Fire Department budget line items were under budget. Fire Truck—The City took possession of Engine 22 in January. In accordance with governmental accounting rules it was expensed. Snow Removal—It was a long, expensive winter. The 2012-2013 winter season dragged on into early May. The 2013-2014 winter started early and involved numerous smaller snowfalls that required plowing. The chart below details actual and budgeted snow removal expenditures for the past last six years; it is a very difficult line item to budget. $300,000 Snow Removal Expenditures $250,000 $200,000 ITIMM1•. � u I $150,000 1+ I I I O Actual •Budget 50,000 I II _1 I I f $50,000 ' I I I I I R $0 2008 2009 2010 2011 2012 2013 60 Rambling River Center—See explanation later on this page. Park&Recreation Administration—The Park and Recreation Administration line item is over budget due to the payout of accumulated benefits to a long-term employee who left City employment during 2013. General Fund Other Financing Transfers In—In addition to those transfers which were originally budgeted, a$10,000 transfer was made from the liquor stores to the General Fund and then ultimately donated to the Farmington Area Veterans Memorial project. In addition the City made its final debt payment on the 2007 DCC bonds in December 2013, at which time the City's original contribution to that bond issue of$33,000 was returned to the General Fund. Transfers Out—The difference in actual transfers out from budgeted is a result of the City not needing to transfer$20K for the Rambling River Center loan repayment as the loan was paid in full at the end of 2012 and the transfer of$30K budgeted for trail maintenance to the Maintenance Fund. The latter was included in the General Fund Budget,before the decision was made to capture the maintenance related funding items(seal coating,building maintenance,trail maintenance, etc.) all in one fund,the Maintenance Fund(formerly just seal coating). General Fund,Fund Balance For 2013 the fund balance in the General Fund increased$500K to approximately$3.1 million or 28.3%of the 2014 budgeted General Fund expenditures. While the fund balance continues to improve, it is still expected to drop below zero in June of 2014 and not return to a positive fund balance until the first half of the 2014 property taxes are received in July. The historical Fund Balance chart is included in your packets for reference. Other Funds Rambling River Center(Included in the General Fund) Overall,the Rambling River Center revenues were $19K more than budgeted amounts with all four revenue line items exceeding budget. The 2013 expenditure amount was $2K more than budgeted,primarily due to higher than budgeted activity levels. The net result being the City's contribution to the Rambling River Center operation was$95K which was $17K less than was budgeted. Pool(Included in the General Fund) Swimming Pool revenues were slightly more than budgeted amounts. Meanwhile,the 2013 expenditures were$9K less than budgeted, even after including the cost of the USA Aquatics Feasibility study. The net result being the City's contribution to the swimming pool operation was $65K which was $10K less than was budgeted. EDA—Special Revenue Fund Revenues and expenditures are significantly higher than budgeted due to the receipt and subsequent pass through of$55K in CDBG funds. For revenues the EDA also recognized the repayment in full of the CEEF loan as well as another commercial loan(Vinge)which was paid shortly after year-end. It also received$31K in unanticipated Tax Increment Excess funds during 2013. In addition the EDA benefited from the reclassification of$11K in previously received Tax Increment Excess funds;this amount is included in the Transfers In line item. Please note,the 2013 `transfers out' in the amount of$33,500 is no longer needed;the related 61 loan for past library improvements was paid in full as of December 31,2012(after adoption of the 2013 budget). Police Forfeitures and Donations—Special Revenue Fund This fund is used to account for the operations and activities related to the forfeiture of confiscated property and donations for the City's K-9 operations. Since all of the revenues are restricted,the dollar amounts involved are very small and it isn't really possible to budget for this account staff recommends this fund no longer be included in this report. Park Improvement–Special Revenue Fund The Park Improvement Fund Special Assessment revenues were less than budgeted($15K)and recorded net negative investment income due to the decline in market values of the City's investments. This was offset by actual Park Dedication fees exceeding budgeted amounts by $30K and the receipt of$3K in rental income and miscellaneous revenues in excess of budgeted amounts. Actual expenditures were$9K more than budgeted,primarily due to the installation of new park signs at Jim Bell Park and Preserve. This park was created after the 2013 budget was adopted. Ice Arena–Special Revenue Fund The Ice Arena ice rental revenue was$7K less than budgeted. Meanwhile, expenditures were $25K less than budgeted primarily due to a lower amount($11K) of full-time salaries being charged to the arena than budgeted. The remaining$14K in lower expenditures was a combination of many different line items being slightly over or under budget. The bottom-line is the Ice Arena revenues exceeded expenditures for the second year in a row. The net income for the year was $22K. And the cash balance only went below zero in the January/February 2013 timeframe. With the positive financial results for the year it is possible the ice arena may experience a positive cash balance throughout all of 2014. Enterprise funds Liquor Operations Both liquor stores met their individual gross profit benchmark of 25%and their combined benchmark of 6%for profit as a percentage of sales.Net income before transfers was$316K, which surpassed the 2012 financial results by$35K. One other indicator of financial health the City monitors is the liquor store's month-end cash balance with the initial goal being to achieve an ongoing minimum cash balance of$300,000 to provide sufficient funds for day-to-day operations. As of December 31, 2013,the liquor stores had achieved this goal with a combined cash balance of$395K. Staff will be bringing a more detailed look at the liquor store funding approach in the near future. Sewer Fund Sewer expenses were$290K less than budgeted amounts(85%). The more significant reasons are as follows: 1)the funds needed for bond payments are included in the budget,but unlike the governmental funds,the enterprise funds bond payments are only shown on the balance sheet as they are not recorded as an expense,rather a reduction in a liability($187K), 2)the majority of the professional services line item was not utilized. In anticipation of the TH-3 Sanitary Sewer Project,the budget for this line was increased in 2012. The project did not happen in 2012,so the increase carried forward. For the 2013 budget,the funding source for the project changed from this fund to the Sanitary Sewer Trunk Fund and this fund's budget was not reduced to reflect that 62 change($75K),and 3)actual depreciation was more than budgeted($42K). The remaining difference was attributable to variances in a variety of other line items. Operating transfers out were more than originally budgeted because funds were transferred from the Sewer Fund into the 2010B Bond Funds to help meet the minimum 105%debt service funding requirement. Solid Waste Solid Waste expenses were$667K less than budgeted amounts(71%). There are three main reasons for this: 1)the funds needed for the purchase of the new garbage truck were included in the budget,but unlike the governmental funds, for the enterprise funds capital equipment is not expensed. Rather, it is recorded on the balance sheet as a fixed asset. ($220K),2)actual depreciation was $286K less than budgeted,because all of the assets in the Solid Waste Fund, with the exception of the new truck,were fully depreciated, and 3) actual salaries and benefits were less than budgeted($80K)due to the decision not to replace a staff member who left City employment. The remaining difference was attributable'to variances in a variety of other line items. Operating transfers out were more than originally budgeted because funds were transferred from the Solid Waste Fund into the 2010B Bond Funds to help meet the minimum 105%debt service funding requirement. Storm Water Storm Water expenses were$131K less than budgeted amounts(80%). The primary reason actual expenses were less than budgeted were because pond sediment testing expenses were less than anticipated and because the storm sewer design for the 195th Street project was not started in 2013 ($113K). The remaining difference was attributable to variances in a variety of other line items. Operating transfers out were more than originally budgeted because funds were transferred from the Storm Water Fund into the 2010B Bond Funds to help meet the minimum 105%debt service funding requirement. Water Revenues consist of not only water bills,but also special assessments,permits,water availability charges, interest on investments, marked-to-market on investments and rental income. The revenue line items for permits, charges for services, fines and forfeitures, and rental income all exceeded budget. Special assessments were slightly less than budgeted amounts. Due to the decline in the market value of the City's investments,the Water Fund recorded negative net investment income for the year of$33K. This was comprised of actual investment income of $111K and the recording of unrealized losses (i.e.marked-to-market) of$144K. Meanwhile,enterprise sales for water were$135K less than budgeted due to decreased water usage. The data shows the City pumped 84 million less gallons in 2013 than 2012. There was some decrease in winter usage,but the majority of the decreased usage occurred during the typical watering season. The Water Fund expenses were$394K less than budgeted(78%). The more significant reasons for this difference are as follows: 1)the money for the water distribution system was not needed 63 in 2013 ($200K),2) depreciation was less than budgeted($45K) 3)professional services for routine maintenance was less than budgeted($35K). Future maintenance budgets will be taken from the long-term Water Fund financing plan which was adopted the latter part of 2013, and 4) Chemical expenses were$37K less than budgeted, which makes sense given that less water was pumped in 2013 than anticipated. The remaining difference was attributable to variances in a variety of other line items. Operating transfers in were budgeted at$120K,but the actual amount recorded was zero, because in the enterprise funds,unlike the general fund,the repayment of the loan on the fire truck is recorded as a reduction in principal on the outstanding loan on the balance sheet and investment income for the related interest. Operating transfers out were more than originally budgeted because funds were transferred from the Water Fund into the 2010B Bond Funds to help meet the minimum 105%debt service funding requirement. ACTION REQUESTED Review the fmancial report and answer any questions. Respectfully submitted, Robin Hanson Finance Director 64 V- 4.-. 0 e I Co 1 0) CO A i 14 ® `lb! • 0316. \ 0 0 o,o'o g e o •s° u e o 0 of o e e o 0 1� - o ag r- -- ag a` - �I a j o {orb I ae I ' a s- 21'21 0 m O m 10 m m El m IO' m I m t'O m m S 1pppp��{{ r I i O .- C 1p; S c'l0 el O m m n Ql m - UD m m O 01 fO OI 6) O 61 �' 1 - [T'1�0 m � c Nip , vJvI1 `3• P '; v • n 1" �i N v o_ C �i `03 v n N m N A.C M ` s-,; ' ` TO. O m O O tS D S m S O S I O O O N o O O" O m n h m IS m cO 0 S q O o,h m 8 O is n P,o G y , m N. b m ° O N d to f m q Olt GI _ tm y_ 01 a'I° N. 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C C I'g ,'�,) s ca e ; e C p_ m 0) O I e , e 0 m , 0) m e e V 0 I 0 0) a e V 00 O) ' e e V l > 1 co 0 ,•3' z u z I t-- i-' z :0,,, W W CL i-- t--' z 0 CL u Cr F-- 1-- z 436', cL 'u) rt l- 11- z .b cL ; rG d d' P a 728 �o�F i4 City of Farmington , 'z 430 Third Street Farmington, Minnesota I q' ) 651.280.6800•Fax 651.280.6899 A PRCN0 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: RETAP Assessment Report for City Facilities DATE: March 17,2014 INTRODUCTION In the City Council's 2013-2017 Strategic Plan, a goal was identified to have staff review energy options in all City buildings through the use of the Minnesota Pollution Control Agency's Retired Engineers Technical Assistance Program(RETAP). On September 16, 2013,the City Council approved an Assessment Waiver Agreement Form • with RETAP to complete an energy and waste assessment of City facilities. Since then City staff members have worked with RETAP to complete the energy and waste assessment report for the following three City facilities: Rambling River Center, Schmitz-Maki Arena and Fire Station#1 (the Facilities). DISCUSSION Attached are the three energy and waste assessment reports for the facilities that RETAP completed. Staff will be making a brief presentation during the meeting about the assessment reports that RETAP completed. RETAP completed the assessment report on the facilities because these are the City's three oldest buildings. As you can see in the recommendations being made in each of the assessment reports,there is potential savings to the City by making short term and long term changes to items that consume electricity and also address human behavior, such as not turning off lights when leaving a room. Some improvements involve little or no costs to implement, while other improvements will cost money to complete. Obviously the return on investment(ROI) is quicker and greater for the items that do not cost anything to implement,but offer savings on energy costs. Because RETAP completed an analysis and assessment report for the City's three oldest facilities, staff has had a conversation with RETAP about completing an analysis for the remaining facilities. RETAP is recommending that a full analysis including a site visit is not necessary for City Hall, Police Station, Fire Station#2 and Central Maintenance Facility because of the current age and condition of these facilities. Instead, RETAP is recommending that an abbreviated analysis be completed that would allow RETAP to acquire the past two years of 73 utility bills and complete an analysis to see if there is consistency with the consumption of energy and how it compares to other governmental buildings around the State of Minnesota that are similar in size and use to the City's buildings (Peer Review). There would be no cost to the City to have this analysis and Peer Review completed. It is important to note that the City is not legally bound to implement the recommendations made by RETAP. BUDGET IMPACT There were no costs associated with contracting for RETAP's services to complete the analysis of the facilities that produced the assessment reports. Staff is interested in immediately implementing the recommendations RETAP identified and are highlighted in the assessment reports that have no costs to implement,but offer cost savings to the City when implemented. Because RETAP's Assessment Report does not include information on the costs to implement other actions/improvements where there will be a cost to do so, staff will have to research the costs to implement before a determination can be made on whether to move forward with the improvements before a budget impact can be determined. Staff will provide the improvement costs during the 2015 budget process that offer the quickest payback time and offer the highest return on investment. ACTION REQUESTED By motion take the following actions: • Accept the energy and waste assessment reports from RETAP for the Rambling River Center, Schmitz-Maki Arena and Fire Station#1 • Approve the implementation of the cost saving recommendations made by RETAP that don't have any costs associated with implementation • Direct staff to prepare requests,beginning with the 2015 budget and in future budget years funding for the improvements identified by RETAP that will have the highest savings at the lowest cost resulting in the quickest return on investment • Continue to have staff work with RETAP on completing an abbreviated energy and waste analysis for City Hall,Police Station, Fire Station#2 and Central Maintenance Facility by allowing RETAP to access utility bills to complete a Peer Review so an assessment report can be created by RETAP and results shared at a later date with the City Council Respectfully submitted, Randy Distad Parks and Recreation Director 74 ENERGY,WATER and WASTE MANAGEMENT ASSESSMENT RETAP Farmington Rambling River Center Energy, Water and Waste Management Assessment Prepared For: Randy Distad, Parks & Recreation Director Report prepared by RETAP on behalf of the State of Minnesota Assessment:December 4,2013 Report:January 22,2014 75 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Client: Farmington Rambling River Center Location: 325 Oak Street Farmington,MN Contacts: Randy Distad,Parks&Recreation Director, 651-280-6851,rdistad@ci.farmington.mn.us Jeremy Pire,Facilities Maintenance Supervisor,651-280-6902,jpire@ci.farmington.mn.us Ted Novak,Building Maintenance,651-280-6881,tnovak @ci.farmington.mn.us RETAP Assessment Team Gordon Amundson,Follow-Up Coordinator,651-486-2915,amund001 @umn.edu Ranjan(Ran)Bedekar, 651-683-1033,rgbedekar@yahoo.com Clarence Chaplin,Lead, 651-695-0982,cachaplin @mac.com Stan Sattinger,612-824-1007,sattinss @aol.com • Table of Contents 1: Executive Summary .4 2: Facilities .5 3: Energy,Water,Waste Costs and Benchmarks 5 4: Potential Savings 6 5: Solid Waste and Recycling Manpgement 12 6: Payback or Return on Investment 14 7: Glossary 14 List of Tables Table 1: Assessment Recommendations-Farmington Rambling River Center 3 Table 2: Annual Utility Charges-Farmington Rambling River Center 4 Table 3: Benchmarks 5 Table 4: Existing Lighting Inventory 8 Table 5: Bill Data Summary 15 The Minnesota Retiree Environmental Technical Assistance Program conducts environmental assessments for Minnesota businesses and institutions to help prevent pollution,reduce waste and improve energy efficiency. Support for Minnesota RETAP is provided by the Minnesota Pollution Control Agency(MPCA). Page 2of15 76 ENERGY,WASTE MANAGEMENT ASSESSMENT R E TA P 1: Executive Summary Farmington Rambling River Center("RRC")was assessed for energy and waste management efficiency by a team from the Minnesota Retiree Environmental Technical Assistance Program on December 4, 2013. Team members were Clarence Chaplin and Stan Sattinger. The team was led by Randy Distad,Farmington Parks and Recreation Director. Specific recommendations are listed below. Table 1: Assessment Recommendations-Farmington Rambling River Center Potential Savings,Annual Recommendation KwH Kw Fuel Water Waste $$=s Tons *Kbtu Gallons Yds CO2 1.)Install sound isolation panels to reduce heat 620 0 42,000 0 0 $386 3 transmission through bare exterior walls. 2.)Procure and install window inserts on all windows 500 0 33,800 0 0 $311 2 and exterior doors. 3.)Have HVAC firms determine the best way to meet 0 0 18,000 0 0 $140 0 ventilation needs for the building,enabling the mechanical room air leaks to be sealed up. 4.)Replace leaking door seals as noted,and repair the 0 0 8,800 0 0 $70 0 model railroad door so that it closes properly. 5.)Implement 8-hour,8°overnight temperature 0 0 59,600 0 0 $489 4 setbacks in each heating zone during the heating season. 6.)For the cooling season,program the thermostats 490 0 0 0 0 $34 0 for night-time settings well above daytime temperatures. 7.)Reduce the setting of the garage heater's 0 0 26,500 0 0 $217 1 thermostat from 61°to 50°. _ 8.)Reduce heat flows to the garage storage room and 0 0 8,800 0 0 $70 0 restrooms with register adjustments. 9.)Replace existing light switches with occupancy- 9,020 0 0 0 0 $622 6 sensing switches in the Board Room,Weber Room, printer room,library,coffee room,all restrooms, fitness room,garage,coat room,and storage room. 10.)As a short-term trial means for reducing lighting 2,230 1 0 0 0 $245 2 electricity usage,remove one of the four 4-foot lamps in each fixture in the hallways,kitchen,and Empire Room.Follow up by a change to four 25-watt T-8 lamps per fixture for these spaces. 11.)Have an electrical contractor recommend ballast 0 4.4 0 0 0 $496 0 replacement or other means for improving the power factor to 90%. 12.)Equip portable electric heaters and coffee maker 3,120 1 0 0 0 $272 2 with accessible power strips with timers,and/or substitute electrically heated floor mats or footrests for the heaters. 13.)Evaluate the energy consumption of the 0 0 0 0 0 $0 0 refrigerator and freezer located adjacent to the garage using a watt-hour meter. 14.)Begin the practice of shutting off the computers, 0 0 0 0 0 $0 0 printer,and copying machine overnight,and equip the exercise machines with timer power strips if they draw power when inoperative. 15.)If not already implemented,explore interrupted 0 0 0 0 0 $780 0 air-conditioner condenser operation with the electrical Page of 15 — 77 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Potential Savings,Annual Recommendation KwH Kw Fuel Water Waste $'s Tons *Kbtu Gallons Yds CO2 utility. Total: I 15,980 6.4 179,940 I $3,988 22 *I Therm=100 Kbtu This analysis and potential savings estimates are based on utility bill data provided and on data provided for building structure, HVAC, lighting and waste management. Actual future savings will depend on weather, utility billing rates, site or operational changes, and on recommendations implemented. 2: Facilities The 10,660-square-foot RRC building was converted in 2009 from a city hall and fire station to a senior center that is also available to the community for rentals. Space is rented out almost every day of month;current rentals include: • Evenings--ongoing AA meetings 7:30-9:30 pm Mondays, Wednesdays,Thursdays,plus 2nd Saturday evening of the month; children's theater,Saturday;church meeting every Sunday 8 am-12:30 pm in banquet hall;yoga every Tuesday 6:00-7:30 pm. • The Arts&Crafts room is used every day for portions of the day,for an estimated total of 20 hours/week. The AA meetings are held there. • Events and exercise classes are held in the banquet hall,which is in use for an estimated 20 hours/week. A waffle breakfast occurs in the banquet hall once each year in October. The earliest time of day for kitchen use is 10:45 am. • Normal business office hours are 7:30 am-3:30 pm,but volunteers are present Mondays&Thursdays until 4:30 pm. Building is empty and locked automatically by computer 4:30-7:30 pm. 3: Energy, Water, Waste Costs and Benchmarks Annual energy and waste management bill data is presented in Table 5: Bill Data Summary. Annual totals for July 2012 through June 2013 are: Table 2: Annual Utility Charges-Farmington Rambling River Center Electricity Fuel Water Waste Total Charges: $9,493 $8,176 $885 $1,622 $20,176 Rate: $0.069/KwH $9.46/Kw $0.0082/Kbtu $0.0066/Gal $9.16/Yd The annual cost of electricity consumed in the RRC is comparable to that of the natural gas. Electricity use on a yearly basis is driven primarily by lighting, but it could be reduced by power factor improvements. Based on a comparison of winter and summer natural gas consumption, heating accounted for an estimated$7,240 (883,000 KBTU),or 89%of the total. The heating index for the Center is 12.3 BTU per degree-day per building square foot, which suggests a need for improvement;tight and efficiently heated buildings can have heating index values below 5. Based on comparing winter and summer electrical energy use, it is estimated that air conditioning accounted for$489(6,130 KwH), or only about 5%of the total electricity cost. RETAP uses an in-house database to compare the client's energy use to the Department of Energy Information Agency benchmark. This benchmark provides the average annual energy consumption per square foot,grouped by building types and climate zones, and shouldn't be confused with a goal energy use(like an Energy Star or LEED building designation). The benchmark is a valuable tool to assess our clients' relative energy efficiency. Present-day total energy use for the RRC is about 74%higher than the benchmark amount. -•–-•••• Page 4 of 15 — 78 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP RETAP recommends that you review all utility bills each month to gauge the effectiveness of energy-saving measures that you implement. Table 3: Benchmarks KwH/Ft2 Fuel Total S's/Ft2 Tons CO2 Kbtu/Ft2 Kbta/Ft2 RRC Building Total 6.9 93 117 $1.66 106 *Dept of Energy Benchmark 5.1 49.7 67.1 - - Building with RETAP 5.4 76 98 $1.29 84 Recommendations *Department of Energy Information Agency(DOE IA)2003 Building Average Data,Zone 1(Degree Days>7000)for Public Assembly buildings. . 4: Potential Savings Building Envelope • With the exception of the banquet hall,which has 1-inch fiberglass sound-absorption panels covering portions of the wall area,the outside walls are painted cement block with brick and stucco exterior. Assuming the blocks to have insulation-filled cores,the total R value of the walls in uncovered areas is roughly R-2.4. We made measurements of surface temperatures using an infrared spot thermometer. On a 32°day,bare portions of the banquet hall's walls measured 61°,whereas the sound-absorbing panels were at 66°,much closer to the 68°room air temperature. This difference suggested that the sound absorption panels are thermally insulating as well(at least R-4),and we have estimated that the panels are reducing heat transmission through the banquet-hall walls by at least 18%. This reduction is an averaged amount taking into account flanking heat paths through the windows and bare portions of the walls,i.e.,the panels raise the effective R-value of those walls by 18%. It is likely that the roof is insulated,based on one 67°underside reading. Recommendation 1. In all of the non-banquet spaces,install sound isolation panels,similar to those already in place in the banquet hall,on the largest total accessible area of the inside surfaces of the exterior walls. The garage, mechanical room,and front entranceway should be excluded. The material chosen should provide the highest available R value per inch of thickness while also satisfying fire codes. A 1.5-inch thickness would be desirable for higher R value. Each panel should have the largest possible width and height and should be caulked all around its perimeter. Assuming 2/3 coverage of non-window wall area,the resultant annual reduction in heating costs would be at least$344(42,000 KBTU),and the cooling costs would be reduced by roughly$42(620 KWH). Naturally,the capital investments that would be required to implement this and other recommendations in this report are important considerations. Please see comments in Section 6,Payback or Return on Investment(ROl). There are two window types,but all are 39"wide x 82"high(frame outside dimensions). There are 11 windows with a tip-out lower portion in the banquet hall and 10 windows with no tip-out in non-banquet areas of the building. The windows are almost all double-pane but not likely low-emission;the Fitness Room door and adjacent window are single-pane,as is the Board Room window. The banquet hall entry door is double-pane,but the adjacent window is single-pane. The windows have been recaulked,and new exterior doors installed. All doors and window frames are metal,a cause of significant heat transmission;measured frame temperatures were in the low 50°range. The double- pane windows with aluminum frames have an effective R-value of roughly 1.4,whereas the single-pane R-value is roughly 1.0. Sealed interior panels,commonly referred to as window inserts, can effect thermal performance improvements of at least R-1 and as much as R-4. Some interior panels use one or more stretched clear films in a frame(cost on the order ----- Page 6 of 16 -------- 79 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP of$100 each); others are acrylic or glass in a frame(more expensive). Low-e interior panels are also available in glass. More information is available at:httpJ/www.efficientwindowcoverings.org/ Recommendation 2. Procure and install window inserts on all windows and exterior doors. Based on an assumed increase in the single-pane window R value to 2.6 and in the double-pane to 2.9,the annual heating costs would be reduced by roughly$277(33,800 KBTU),and the cooling costs would be reduced by roughly$34(500 KWH). Installing snap-in type inserts should enable them to be used on both the tip-out banquet hall windows and the non- tip-out windows located elsewhere. Also,reducing heat transmission at the Board Room door by installing a storm door should be considered. A makeup air duct register over the mechanical room double doors,measuring about 12"x 15",was admitting a considerable amount of cold air to that space,and the seal on the exterior double doors was leaking at the top.While this leakage represents a loss of building heat,it may be presently providing a portion of the ventilation air needed for the building. We were told that the Center's HVAC equipment maintenance is performed twice each year, in addition to monthly change-outs of the furnace filters and checking of belts,but it is unclear whether and how ventilation through the HVAC units is being controlled. Recommendation 3. Have HVAC firms determine the best way to meet ventilation needs for the building, enabling the mechanical room air leakage paths to be sealed up. The reduction in annual heating cost would be an estimated $140(18,000 KBTU). This could involve adding a heat recovery ventilator for the wintertime and using the roof-top units' economizers to bring in outside air at other times. The HVAC firms should also ensure that the economizers on all four roof-top units are operating correctly(see heating equipment section below). The garage has four overhead doors; surface temperature measurements on the door were 58°at floor level and 61°at the ceiling,so these doors are well-insulated. The bottom door seal on the third overhead door from the left has a gap that measures up to 1"wide. The model railroad room has a double-door entry way, in which the outside door was found stuck partially open. Recommendation 4. Replace leaking door seals as noted,and repair the model railroad door so that it closes properly. The estimated saving in heating costs will be$70(8,800 KBTU). HVAC Thermostats: There are two main systems,installed by two different firms,both in 2009: 1) Non-banquet spaces:There are two non-programmable thermostats,not locked. They feature a manually- selectable summertime range of 71-74°and a wintertime range of 69.5-72.5° Our understanding is that there is automatic switching of the ranges from summertime to wintertime. One of the two active thermostats is located in the Empire Room,reading 70.9°at the time of our visit,and the other is in the Fitness Room,reading 68°. The mechanical room has one thermostat which is apparently inactive and not used for control,but was reading 63°actual temperature. There is also a"dummy"thermostat located in Cindy's office. There is no thermostat in Arts&Crafts room. In a subsequent phone contact, Scott Lofgren of Lofgren Heating and Air Conditioning indicated that the Carrier roof-top units that heat and cool these spaces are controlled by a Carrier-supplied control panel,located in the mechanical room. He believes this control panel could be modified to provide programmable-temperature operation. The roof-top units themselves would be compatible with replacement of the two existing manual thermostats if necessary. 2) Banquet hall:There are two 7-day-programmable thermostats, located on opposite ends of the space. At the time of our visit,their settings had been temporarily raised to 68°. Currently they are locked and set on hold at a constant 63°, except that they are manually changed to 68°for the church service on Sundays. Temperature Page 6 of 16 80 ENERGY,WASTE MANAGEMENT ASSESSMENT RETP settings for programmed weekday heating and cooling,not currently being used,on the north unit include 4° excursions several times each day. Our belief is that these small excursions,if used,would provide some benefit, but that more significant savings would be obtained with larger overnight changes in settings. Recommendations 5 and 6. Make any modifications to the control panel needed for setback operation in the non- banquet-hall areas. Implement 8-hour, 8°overnight temperature setbacks in each heating zone during the heating season. We typically project that each degree reduction in winter daily-average indoor temperature will reduce heating energy use by about 2.5%. The 2.7°daily-average reduction in indoor temperature corresponding to the above setbacks would save an estimated$489(59,600 KBTU)in heating fuel costs each year. For the cooling season, program the thermostats for night-time settings well above daytime temperatures. The use of night-time increased settings for summertime cooling would reduce air-conditioning electrical costs. Each degree increase in summer daily-average indoor temperature should reduce cooling energy use by about 4%. Assuming a 2-degree summertime daily-average increase in indoor temperature,an estimated$34(490 KWH)per year in air conditioning electricity costs would be saved. 3) The garage(formerly a fire station)has its own thermostat,currently set at 61°. Because of the infrequent occupancy of this space,we recommend a much lower setting. Recommendation 7. Reduce the setting of the garage heater's thermostat from 61°to 50°. The resulting annual saving in heating cost is roughly estimated at$217(26,500 KBTU). Heating and Air Conditioning: 1) Non-banquet spaces: Two roof-top packaged units,Carrier WeatherMaker Model 48TCED08A2C-5AO AO AO, heat and cool the non-banquet areas of the building. These units were installed in 2010. Each unit has 120,000 BTU/hr natural gas input in low-stage heating and 180,000 BTU/hr input in high-stage,and the heating efficiency is 82%in either stage.There is also 7.5-ton,2-stage air conditioning with performance rated at EER 11. The units are supplied with 220-volt,three-phase power. Considering their short accumulated period of.service,we would not recommend replacement of these units for the sake of increased efficiency at this time. However,at the end of their normal service lifetimes they should be replaced with Energy Star-rated units having the highest affordable heating efficiency and EER rating. Mr.Lofgren recollected that economizer modules were added during installation of the Carrier roof-top units,and that they were in working order when the installation was complete. This would indicate that the units are capable of pulling in outside air for cooling and ventilation during the spring and fall—a desirable feature. There is no active heating or cooling duct supplying the mechanical room. We do not consider this situation as problematic. Temperature readings were 67°for the ceiling and 57°on the outside walls at the time the inactive thermostat was reading 63°. The garage storage room was found heated unnecessarily to 68°(supplied by a non-banquet-area furnace). Also we found the restrooms adjacent to the Rotary Room to be overheated. Recommendation 8. Reduce heat flows to the garage storage room and restrooms by register adjustments. The estimated reduction in heating cost will be$70(8,800 KBTU). 2) Banquet hall: Two roof-top packaged units,Lennox Model KGA048S4DH1P,heat and cool the banquet hall. These units were installed in 2009. Each unit has 105,000 BTU/hr natural gas input in low-stage heating and 150,000 BTU/hr input in high-stage,and the annualized fuel utilization efficiency(AFUE)is 80%.There is also 4-ton,single-stage air conditioning with performance ratings 13 SEER and 11 EER. These units are supplied with 220-volt,single-phase power. --- Page 7 of 16 —_..—. 81 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP In a subsequent phone contact,Jim Thelen of Farmington Plumbing and Heating stated that economizers were included in the installation of the Lennox roof-top units. This would indicate that these units are capable of pulling in outside air for cooling and ventilation during the spring and fall—a desirable feature. Considering their short accumulated period of service,we would not recommend replacement of these units for the sake of increased efficiency at this time. However,at the end of their normal service lifetimes they should be replaced with Energy Star-rated units having the highest affordable heating efficiency and EER rating. 3) Garage: one gas-fired overhead heater,Lennox,vented to the outside,was newly installed at time of conversion to the Senior Center. 4) Water heater: An A.O.Smith 40-gallon water heater is located in the former mechanical room. Lighting • Most of the building is equipped with T-8 lighting with electronic ballasts. All exit lights are LEDs. Table 4 provides an inventory of the existing RRC lighting,including best estimates of the hours of on-time. There are no occupancy sensors,but we were told that the building users,both daytime and evening,are conscientious about turning off lights. However, lights were found left on in the banquet hall when no occupants were present. Recommendation 9. Replace existing light switches with occupancy-sensing switches in the Board Room,Weber Room,printer room,library,coffee room,all restrooms,fitness room,garage,coat room,and storage room. The estimated annual saving is$622(9,020 KWH). Adjustable shutoff delay is recommended,as different spaces may have differing delay needs. In general we found portions of the building,especially the kitchen,the Empire room,and some of the hall spaces to be excessively lit. Recommendation 10. As a short-term trial means for reducing lighting electricity usage,remove one of the four 4- foot lamps in each fixture in the hallways,kitchen,and Empire Room. The estimated saving is$245(2,230 KWH energy reduction and 1 KW demand reduction). A satisfactory trial can be followed up by a change to four 25-watt T-8 lamps per fixture for these spaces. Switching to 25-watt lamps could qualify for rebates from the electrical utility;this should be discussed with Xcel Energy and/or the Center for Energy and the Environment. The fixtures will need to be checked to make sure the ballasts are compatible--25-watt bulbs will get striation if the ballasts are older than 6 years. In that case,it would be more economical to replace with 28W bulbs. We also recommend that a separate light switch be provided for Cindy's office to avoid lighting both her office and the reception area when only one area needs illumination. Page 8 of 16 -••- ---- 82 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Table 4 -Existing Lighting inventory-Rambling River Center Fixture Lamp Lamps per Ballast Est.Hrs/ Watts/ Location Quantity Description Fixture Type Switch Year Fixture KWH/Year KW EcoLuxF32T8 Board Room 6 SPX35 4 Electronic Manual 2600 110 1716 0.66 Coordinator's Office 3 4 2600 110 858 0.33 Red Slipper Room 2 4 2808 110 618 0.22 Hall 2 2-ft U-bend 2 3744 40 300 0.08 Weber Room EcoLuxF32T8 (Computer) 2 SPX35 4 2600 110 572 0.22 Printer Room 2 4 2600 110 572 0.22 Empire Room 17 4 2920 110 5460 1.87 Library 4 4 2808 110 1236 0.44 Hall 6 2-ft U-bend 2 3744 40 899 0.24 Reception& EcoLuxF32T8 Cindy's Office 4 SPX35 4 8736 110 3844 0.44 Cindy's Office 3 Can Lights - 2600 100 780 0.30 EcoLuxF32T8 Hall 3 SPX35 4 3744 110 1236 0.33 Coffee Room 2 2 2600 58 302 0.12 Ping-Pong Room 3 4 2000 110 660 0.33 Rest Rooms Next to Fitness Room 2 4 4388 110 961 0.22 Fitness Room 9 4 2600 110 2574 0.99 Garage 2 T-124ft 2 8736 60 1048 0.12 Garage 3 CFL - 8736 25 655 0.08 Garage-Far End 2 T-124ft 2 8736 60 1048 0.12 EcoLuxF32T8 Arts&Crafts Room 16 SPX35 4 1560 110 2746 1.78 Room off Ping- Pong Room 2 2 1500 58 174 0.12 Hall 6 2-ft U-bend 2 3744 40 899 0.24 EwLuxF32T8 Hall 6 SPX35 4 3744 110 2471 0.66 Kitchen 6 4 1000 110 660 0.66 Banquet Hall 32 2 2080 58 3860 1.86 Coat Room 1 4 2920 110 321 0.11 Storage Room 2 4 1000 110 220 0.22 Rotary Room 4 4 2600 110 1144 0.44 Men's Room 2 4 4368 110 961 0.22 Ladles'Room 2 y 4 • • 4368 110 961 0.22 Daylight- Outdoors 4 Halogen 1 N/A Sensing 200 250 200 1.00 TOTALS 39954 14.82 ---- Page 9 of 16 ----- 83 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Electrical: Power factor is a measure of how efficiently commercial and industrial equipment uses electricity. A high power factor is beneficial;the upper limit on power factor is 100%. If the power factor is below 90 percent,some utilities charge extra because it may cost more to build and operate the additional equipment to carry the extra current needed to run your equipment. The yearly average power factor value for the RRC's electric power service is 78% Lighting appears to be the largest single category of energy consumption in the RRC. Dependent largely on the type of ballast used,fluorescent lights can have low power factor. Typical power factor ratings vary widely: Electronic ballast,normal power factor: 60% Electronic ballast,high power factor: 95% Electromagnetic ballast: 25% Another contributing cause for a low average power factor could be that during most of the year,the blower motors in the rooftop units operate under light loading(reduced blower speed). A motor operating at half-load,for example, may have a power factor of 70 to 75%. Low power factor can often be corrected by installing a suitably chosen capacitor. Recommendation 11. Have an electrical contractor survey the power factor values of a sampling of the existing fluorescent lamp ballasts throughout the building,and consider whether replacement of the ballasts or installation of other correction means would be more cost-effective. Increasing the power factor to 90%would reduce annual demand charges by$496(4.4 KW). Load factor is a measure of the short-term peaking of power draw,which tends to raise the demand charges. The yearly average load factor for the RRC is only 26%,probably due to the on-off,high-power loading of the air- conditioning condensers during the cooling season(air conditioning alone draws an estimated 65%of the average summertime power consumption).The load factor improves from around 20%during the cooling season to around 30%during the heating season. Given the nature of the air-conditioning load,we cannot recommend a way to improve the load factor during the cooling season. There is one 1,500-watt auxiliary heater under the front desk,with power strip,to help counteract draft from the entry door. Power strips with timers are effective for energy saving with electric heaters. Missie's office has one electric auxiliary heater with power strip,but it needs to be moved out where she can access it. An electric heater in the model railroad room was turned off,and if not used,it should be removed. Twelve waffle irons that use 220-volt service are brought into the kitchen for the waffle breakfast in October of each year. The coffee room has one 1,370- watt coffee maker and a popcorn popper. Recommendation 12. All auxiliary heaters and the coffee maker should be equipped with accessible power strips with timers. Instead,electrically-heated floor mats or footrests may be substituted for the heaters;the wattage can be markedly lower,e.g., 100 watts vs. 1500 watts for the existing heaters. If heater and coffee maker power consumption is reduced by 1000 watts on average, 5 days per week throughout the heating season,the savings per year will be$272(1 KW demand charge and 3120 KWH energy charge). The kitchen is equipped with a 25.8-cubic-foot GE refrigerator,Model GFSS6KEXASS. One Gibson refrigerator and one Imperial upright freezer are located adjacent to the garage. Both of the latter are old and may have excessive running times. Recommendation 13. Evaluate the energy consumption of the refrigerator and freezer located adjacent to the garage using a watt-hour meter. Recommended procedures for this testing can be found at the web site, http://www.homeenergy.org/show/article/nav/refrigerators/id/65. Compare the average KWH per hour consumption with rated values for the specific manufacturer and model from the database, Page 10 of 15 84 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP http//www.homeenergy.org/show/article/nav/refrigerators/id/1706. If one or both of these units consume much more than rated power consumption,we recommend replacing both with a single Energy Star-rated model. There are three computers for staff use and two public computers in the Weber Room. The computers are left on standby status and should instead be shut off at night. There is one printer and one leased copying machine with energy saver. There are also four TV sets. The Fitness Room has two exercise machines that stay plugged in if these machines draw current when not in use,they should be equipped with a power strip with timer. Recommendation 14. Begin the practice of shutting off the computers,printer,and copying machine overnight,and equip the exercise machines with timer power strips if they draw power when inoperative. Some utilities offer programs that allow them to turn off central air conditioner condenser units for up to fifteen minutes at a time when demand is high,and in return they will grant$5.00 per ton credit each month during the cooling season. There would be no cost to the city to have the interrupter switch installed on your roof-top units. Recommendation 15. If not already implemented,explore interrupted air-conditioner condenser operation with the electrical utility. The annual savings would be$780. Water The toilets are water-savers. Water faucets in the bathrooms and kitchen should be retrofitted with low-flow aerator nozzles if not already installed. Low-flow nozzles can save a minimum of 30%of water use. In addition to water conservation,less hot water is needed,increasing the savings. Stormwater There are currently no ponds or rain gardens for stormwater retention.There is only a small grass patch around the Rambling River Center,so there doesn't appear to be an easy way to add such features. Runoff from the roof and adjacent parking lot flows directly into the city's storm sewer. There are no fees charged for storm water flows from city properties. 5: Solid Waste Management: Efficiency,Waste Prevention and Waste Reduction A 300-gallon waste container is picked up by the City of Farmington twice per week. Waste collection is through the City Enterprise System,in which revenues are set to equal costs. There are also two 90-gallon containers for recycled waste,which are picked up by Dick's Sanitation every other week. There is a Green Team for educating employees on best practices,and signs above the containers encouraged recycling.The signs placed above the recycling discard stations are an excellent way to draw attention and encourage recycling. The following are general guidelines for effective solid waste and recycling management. Many of these practices have already been implemented at the RRC by the City. 1. General Recycling la.Appoint a recycling coordinator and/or a"green team"to monitor your recycling and environmental programs and provide on-going education. lb. Recycle all standard materials—office paper/newspaper/cardboard/magazines/junk mail;bottles and cans; scrap metal;printer cartridges and other high volume recyclable materials you may generate on-site. The more Page 11 of 15 85 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP recyclables you can divert from trash dumpsters,the more you save in state and county waste management fees and taxes(17-47%). lc. Place recycling bins where people are;where waste will be generated. ld. Cluster recycling bins with trash bins(one bin for trash and one bin for each type of recyclable material you collect). le. Make sure recycling bins are clearly marked. Simple graphics and few words are more effective than lots of words. Use consistent bins,colors and signage throughout the organization. lf. Monitor trash bins (dumpsters, other containers) for recyclables, which should be removed and placed in recycling bins. 2. Printers/Copiers and Mailroom 2a. Reduce paper use by increasing two-sided copying. Set all printers and copiers to automatically print double- sided. 2b. Reuse draft and computer paper for notes and scrap paper. 2c. Establish policies to reduce the amount of paper used throughout the organization, e.g. 1" margins for all documents and correspondence. Distribute documents electronically for meetings, etc. as much as possible. Set the default setting on all copiers/printers and computer print drivers,set to duplex(double-sided)printing. 2d. Use at least 50% post-consumer recycled content office and copier paper, and preferably 100% recycled content,which will not jam in copiers and printers. 2e. Capture and reuse office supplies. Reuse draft and computer paper for notes and scrap paper. Hold occasional"office clean outs"to capture folders,binders,paper clips,etc.for restocking in central supply area. 3. Supply Room/Janitor Services 3a. Initiate and Environmentally Preferred Purchasing(EPP)program;look for`Green Seal' or`Restore'non- toxic soap and/or cleaners,solvents, etc.,and/or use concentrates and dilute on site;look for products with recycled or reused content, such as 100%recycled content paper and remanufactured printer cartridges,paper towels,toilet paper,etc. 3b. Ask suppliers to use reusable packaging on shipments delivered to you. 4. Kitchens/Break Rooms/Cafeterias/Conference Rooms 4a. If you operate a kitchen or cafeteria,and you generate a significant amount of food waste,consider developing a composting program. Compost on-site or work with your hauler to collect for of site composting or food-to-animals. Unused food suitable for consumption can be given to Salvation Army,Second Harvest,food shelves,etc. 4b. Provide reusable cups,plates,trays,and silverware in all kitchens, cafeterias,conference rooms,etc. 5. Groundskeeping/Yard Waste/Brush 5a. Use mulching mowers and leave grass clippings on lawns. Establish a compost pile for grass,leaves,brush and internal plant waste from buildings. 6. Dumpsters 6a. Give reusable items away,or sell them, e.g.,through the Minnesota Materials Exchange, Salvation Army, Twin Cities Free Market,Craigslist,etc. 6b. Monitor amounts in dumpsters and bins over a period of time to determine the necessity of the current pick- up frequency. If not nearly full when picked-up,revise the pick-up frequency. Evaluate whether the next size larger dumpster would allow for less frequent pick-ups. Consider contracting for"on demand"or"as needed" pick-ups,only when dumpsters or bins are full. This is especially necessary after implementing or increasing recycling and composting since there will be less trash. 6c. Work with your refuse and recycling haulers to maximize your waste and recycling systems.Periodically or at contract renewal time, consider requesting competitive bids from other local haulers. Contact MPCA about contract elements that can yield better value from your contracts. ._—_ Page 12 of 16 ----- 86 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 6: Payback or Return on Investment (ROI) Often,when RETAP makes a recommendation,a capital investment is required to install improved equipment or systems so that the recommended savings can be achieved. The value of making an investment is compared to the resulting savings to determine whether the investment is a wise decision. Often a"payback'is calculated;i.e.how many years will it take to repay the investment. For example: if a$1,000 investment achieves a$500 per year savings,this is a 2-year payback. This is the`simple'ROI or payback calculation—it can get very complicated with things like net present value(NPV)of money,maintenance costs,interest payments,etc. Some rules of thumb on payback can be used to evaluate whether to make an investment. Simple improvements,such as changing light bulbs to more efficient,longer-life,ones,are wise investments if the payback is three years or less. A recommendation to perform a re-commissioning on heating/cooling equipment will require special maintenance expenses to bring aging and/or deteriorated equipment up to original performance specifications. A payback of five to eight years may be very acceptable for this. Major replacements,i.e.a more efficient furnace/boiler/air conditioning system,could be considered wise investments if the payback is in the 10 to 15 year range. Many manufacturers and utilities offer rebates on equipment and/or incentives that can help reduce the capital costs for making changes and help make decisions on the level of efficiency for new equipment. Note that a 10 year payback is approximately equivalent to a 10%annual return on the original investment,depending on the useful life of the equipment-again with the caveats above. Some RETAP recommendations can be implemented without any capital investment. These"no brainers"include(a) lowering occupied space temperatures in the winter and raising them in the summer;(b)ensuring computers are set to hibernate or shutdown after working hours;(c)installing saver switches on A/C units since the switches are paid for by the electric utility; (d)replacing 32-watt bulbs in T8 fluorescent fixtures with 28-watt or 25-watt bulbs over time; (e)turning off lights when areas not occupied;and(f)lowering the water temperature setting on water heaters. Other RETAP recommendations can be implemented with a small capital investment,including(a)adding compressor controllers to vending machines,specifying Energy Star machines, and turning off the lights;(b) replacing incandescent EXIT signs with CFLs or LEDs;and(c)installing electronic dimmer switches to dim or turn off lighting, along with daylight sensors where applicable,which can save 30-40%of lighting costs. Note that RETAP is unable to estimate capital investment requirements since equipment and labor costs are dependent on specific facility and locality situations. You should use your engineer,contractor,and/or supplier to calculate these investment requirements. 7: Glossary The following definitions are given for terms used in this report*; - Actual Demand,in Kw,is the highest average fifteen(15)minutes of demand over a billing period. - Billed Demand or Adjusted Demand is actual demand plus an adjustment for low power factor. -. Load Factor is a measure of efficiency of using electrical power, and is the ratio of average load supplied during a designated period to the peak load occurring that period. Load Factor = Kwh used in a given time period Peak Kw times hours in period - Power Factor PF measures how effectively your equipment uses electrical current from the utility. PF is a measure of how the current delivered to the equipment is converted into useful energy and is listed as a percentage. If the PF is below 90 percent,Xcel Energy, like many utilities,charges extra because it costs the utility more to build and operate the additional equipment to carry the extra current needed to run your equipment. - Adjusted Demand = Actual Demand times 90/PF,when PF is<90. Page 13 of 15 ----® 87 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP - Kbtu is a unit of energy equal to 1,000 btu(British Thermal Units). A Therm is a unit of energy equal to 100 Kbtu. A CCF is 100 cubic feet of natural gas. For the purposes of measuring energy use,a therm and a CCF of natural gas are equivalent. *From Xcel Energy,"Small Business Guide to Energy Savings", 1999 and NSP,"How to Reduce Your Energy Costs", 1996 with 1998 modifications for NSP. ®--- Page 14 of 15 ----.—_. 88 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Table 5: Bill Data Summary Electric Fuel Water Waste Tot on Kw K k C Fs Cools **Kb $_s Heats Gallo Ea C E, $=s th K w E E ng to 1 >g ns u s Jun- 0 0 0 $16 $161 Jul- 9,080 40 83 31 $1,05 475 2,400 $36 0 0 $0 $1,09 Aug- 7,960 41 83 27 $1,00 230 2,900 $40 , 3 0 $0 $1,04 Sep- 7,040 43 79 21 $994 96 7,100 $71 121 56,00 $35 $1,42 Oct- 4,320 44 74 14 $805 0 31,000 $253 531 0 $0 $1,05 Nov- 5,120 37 78 19 $690 0 77,100 $627 829 0 $0 $1,31 Dec- 5,880 37 78 20 $741 0 141,50 $1,16 1,281 7,000 $18 $2,08 Jan- 6,280 24 79 34 $677 0 251,80 $2,02 0 0 $0 $2,70 Jan- 6,280 24 79 34 $677 0 251,80 $2,02 1,479 0 $0 $2,70 Feb- 6,040 23 80 35 $679 0 206,10 $1,63 0 0 $0 $2,31 Feb- 6,040 23 80 35 $679 0 206,10 $1,63 1,280 0 $0 1 $2,31 Mar- 5,160 24 78 30 $627 0 129,80 $1,06 0 11,00 $18 $1,87 Mar- 5,160 24 78 30 $627 0 129,80 $1,06 1,165 11,00 $18 $1,87 Apr- 5,760 24 79 33 $668 0 98,800 $857 0 0 $0 $1,52 Apr- 5,760 24 79 33 $668 0 98,800 $857 716 0 $0 $1,52 Apr- 5,760 24 79 33 $668 3 98,800 $857 0 0 $0 $1,52 Apr- 5,760 24 79 33 $668 s 3 98,800 $857 716 0 $0 $1,52 May- 5,200 30 77 24 $710 0 29,200 $291 0 0 $0 $1,00 Total 142,2 *3 *7 *2 $18,1 1,235 2,019, $16,6 8,705 85,00 $1,0 $ $35,8 *Average PF:Power Factor LF:Load Factor,KwH/(Kw X Hours Per Month) **100 Kbtu=1 Therm Deg Days Normal- Heating: 8,702, Cooling:890 Average $0.069/KwH $9.46/Kw $0.0082/Kbtu $0.0066/Gallon Water $0/Cubic Yard Rates: Fuel Waste • •------- Page 16 of 16 --- 89 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Farmington Schmitz-Maki Arena Energy, Water and Waste Management Assessment Prepared For: Randy Distad, Parks&Recreation Director Report prepared by RETAP on behalf of the State of Minnesota Assessment:November 16,2013 Report:January 23,2014 Page 1 of 11 90 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Client: Farmington Schmitz-Maki Arena Location: 114 West Spruce Street Farmington,MN Contacts: Randy Distad,Parks&Recreation Director,651-280-6851, rdistad @ci.farmington.mn.us Jeremy Pire,Facilities Maintenance Supv,651-280-6902, jpire @ci.farmington.mn.us Ted Novak,Building Maintenance,651-280-6881,tnovak@ci.farmington.mn.us RETAP Assessment Team Gordon Amundson,Follow-Up Coordinator,651486-2915,amund001 @umn.edu Ranjan(Ran)Bedekar,651 683-1033,rgbedekar @yahoo.com Stan Sattinger,612-824-1007,sattinss @aol.com Clarence Chaplin,651695-0982,cachaplin@mac.com Table of Contents 1: Executive Summary 3 2: Facilities .4 3: Energy,Water,Waste Costs and Benchmarks 4 4: Potential Savings .5 5: Solid Waste and Recycling Management 8 6: References 10 7: Glossary 10 List of Tables • Table 1: Assessment Recommendations 3 Table 2: Annual Utility Charges 4 Table 3: Benchmarks 5 Table 4: Waste Management Recommendations 9 Table 5: Bill Data Summary 11 The Minnesota Retiree Environmental Technical Assistance Program conducts environmental assessments for Minnesota businesses and institutions to help prevent pollution,reduce waste and improve energy efficiency.Support for Minnesota RETAP is provided by the Minnesota Pollution Control Agency(MPCA). ----- Page 2 of 11 91 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 1: Executive Summary Farmington Schmitz-Maki Arena was assessed for energy efficiency,water and waste management by a team from the Minnesota Retiree Environmental Technical Assistance Program on November 26,2013. Specific recommendations are listed below. Table 1: Assessment Recommendations Potential Savings,Annual Recommendation KwH Kw Fuel Water Waste $'s Tons _ *Kbtu Gallons Yds CO2 1.)Capture waste heat from refrigeration compressors 0 0 192,000 0 0 $1,560 12 to heat domestic hot water for bathrooms and resurface 2.)Investigate installing LED lamps for rena lighting 17,500 10 0 0 0 $1,890 12 when prices become more attractive(check pricing in late 2014) 3.)Seal building leaks(doors,resurfacer door,and 0 0 108,000 0 0 $870 6 suspected open 8-inch vent in domestic hot water tank room) _ 4.)Reduce electric demand during peak electrical 0 5 0 0 0 $540 0 demand period to reduce"ratchet demand"charges (goes with Recommendation 2 above) 5.)Monitor power factor and maintain minimum 90% 0 0 0 0 0 $310 0 power factor 6.)Install energy misers on soda machines 2,110 0 0 0 0 $180 1 7.)Sign up for Xcel's"saver switch"program 0 0 0 0 0 $100 0 No savings assigned to the following recommendations: 8.)Balance heat distribution in locker rooms 3-6 and 0 0 0 0 0 $0 0 consider removing door stops on internal doors between arena and locker rooms 5&6 9.)Investigate use of a programmable thermostat for 0 0 0 0 0 $0 0 the infrared heater to allow reducing temperature when building is unoccupied 10.)Follow manufacturers'recommendations for 0 0 0 0 0 $0 0 preventative maintenance on HVACs, dehumidification system,and refrigeration system to extend life and maintain energy efficiency of equipment 11.)Add low flow aerators to water faucets and 0 0 0 0 0 $0 0 showers to save a minimum 30%water and heating energy 12.)Assign someone to update utility data in 0 0 0 0 0 $0 0 Minnesota's public building benchmarking site and to monitor energy use monthly Total: 19,610 15 300,000 $5,450 I 31 *1 Therm=100 Kbtu This analysis and potential savings estimates are based on utility bill data provided and on data provided for building structure, HVAC, lighting and waste management. Actual future savings will depend on weather, utility billing rates, site or operational changes, and on recommendations implemented. Page 3 of 11 92 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 2: Facilities The Schmitz-Maki Arena is 33,200 sq.ft.and was built in 1976. Exterior walls are prefab concrete tip-up panels without insulation. Based on temperature readings taken during the assessment,it is believed there is insulation below the roof. Three double-door entries,without an airlock,lead into the building. The city looked at installing another set of doors,but the cost was too high. The arena is used for ice hockey from about mid-September until the end of March and is closed the remainder of the year. The city has made a number of energy improvements to the arena: A new dehumidification system was installed last August so the arena can operate,if the city chooses,during the summer;a new HVAC for locker rooms five and six and a retrofitted infrared heating system were also installed in 2013;a new ammonia refrigeration system with waste heat supplied to the arena sub-soil was installed in 2010;metal halide lighting was replaced with 32-watt T8 fluorescents in 2006;and a low-emissivity ceiling installed in 1999. Future energy efficiency efforts should be focused on next generation lighting(LED),potentially using additional waste heat from the refrigeration system,sealing building leaks,and tweaking the heating system for additional savings. 3: Energy,Water,Waste Costs and,Benchmarks Annual energy and waste management bill data is presented in Table 5: Bill Data Summary. Annual totals are: Table 2: Annual Utility Charges Electricity Fad Water Waste Total Charges: $39,066 $16,568 $3,789 $2,826 $63,314 Rate: $0.065/KwH I $8.99/Kw $0.0081/Kbtu $0.007/Gal $3.46/Yd Energy consumption is the highest during the months when the arena is used for hockey. Because the electric demand declines precipitously in off season,Xcel is allowed to charge a minimum demand know as"ratchet demand". One month's high demand during the operating season results in a ratchet charge of approximately 50%of that demand for the next eleven months. For this reason,any electric demand savings during the peak electrical demand season carries an extra"ratchet"savings of approximately 50%. During the period analyzed,July 2012 to June 2013,Farmington made significant equipment upgrades: 1)replaced an electric dehumidification system with a gas desiccant system;2)retrofitted the infrared heater for the bleachers; and 3)installed a new HVAC unit in locker rooms five and six. The next one-to two-year period should be watched closely to see how these improvements impact energy consumption. RETAP uses a database to compare a client's energy use to the Department of Energy Information Agency(DOEIA) benchmark. This benchmark provides average energy consumption,grouped by building types and climate zones. It shouldn't be confused with a goal energy use(like an Energy Star or LEED building designation). The benchmark is a valuable tool to assess our client's relative energy efficiency when the building type fits nicely into a DOEIA category. However,the DOEIA does not have a category for ice arenas;and,therefore in this case,Minnesota's B3 benchmarking site is a better tool to assess performance. B3 uses as its benchmark the current energy code. There are 61 ice arenas in the Minnesota B3 database,so this allows a statistically accurate comparison. The Schmitz-Maki Arena consumed 102 Kbtu/Ft2 vs.B3 Benchmark of 135 Kbtu/Ft2,so relative energy use versus the current energy code benchmark is excellent. When compared to its peers,however,the arena does not rank as well-ranking is 30 percentile,or better than 30%of its peers. B3 is an excellent tool to monitor your energy consumption and RETAP recommends you keep it updated with energy data and utilize it to track your performance(Recommendation 12 in Table 1 above). .. Page 44off11 93 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Table 3: Benchmarks KwH/Ft2 Fuel Total S's/Ft2 Tons CO2 Kbta/Ft2 Kbtu/Ft2 Schnitz-Maki Arena Building 11.6 62 102 $1.68 383 Total *Dept of Energy Benchmark 7.2 46.3 74 - - *Department of Energy Information Agency(DOE IA)2003 Building Average Data,Zone 1(Degree Days>7000)for Other buildings. Note:Energy Star building energy efficiency requirements can be 20%to 30%more stringent than DOE IA Benchmarks. 4: Potential Savings Building Envelope As mentioned in the introduction,there is no insulation in the building walls and an unknown amount below the roof. Insulating the walls would be very costly and likely not economical. When it is time to replace the roof,the amount of insulation should be checked;and,if necessary,more added to meet Minnesota energy code requirements. Leaks,even small ones,can result in significant energy losses. The savings estimate in Table 1 (Recommendation 3) for fixing seal leaks includes only the entry doors and the resurfacer door. New seals should be installed,and inspected and replaced annually if required. The eight-inch obsolete vent pipe in the domestic hot water tank room should be checked and sealed if it hasn't previously been sealed. If the vent is open to the atmosphere,the heat loss is significant. A low-emissivity reflective ceiling was installed in 1999. A low-e ceiling can reduce the heat load on the ice by as much as 20 percent. Low-e ceilings,because they are highly reflective,allow for fewer light fixtures which results in even greater savings. HVAC. Dehumidification,&Refrigeration HVAC-A new HVAC unit was installed for locker rooms five and six last summer. During the assessment,the temperature in locker room six was much warmer than locker room five. The thermostat is located in locker room five. A temperature gauge should be placed in locker room six and the temperature balanced between the two locker rooms by adjusting air vents. It appears the old piping in the lobby for locker rooms five and six has been valved off,but this should be verified with the installer to insure outside air isn't leaking in. Doors from the lobby for locker rooms five and six to the arena were in the open position(Recommendation 8). This causes the HVAC unit to run continually. A better procedure would be to keep the doors closed(remove the door stops),and use the infrared heater for heating the arena and the HVAC unit for heating locker rooms five and six and their lobby only. If this isn't practical,then staff should include closing the doors on their checklist at the end of ice time. There is a second,older furnace used to heat the other four locker rooms and office. During the assessment,RETAP found the temperature in rooms three and four to be excessively warm. Air ducts for these rooms should be adjusted (also Recommendation 8). RETAP wasn't able to enter the room where the furnace is located. If this furnace is older than about fifteen years,it should be considered for replacement with a high efficiency model. Refrigeration System-In 2010 the freon refrigeration system was replaced with an indirect ammonia system. In addition,waste heat from the compressors was piped to the area under the ice for sub-soil heating. RETAP discussed Page Sof11 94 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP the refrigeration system with Bruce Pylkas,Total Mechanical Services Inc. Total Mechanical installed the new equipment. Bruce's comments were directed at what needs to be done to maintain the reliability and life of the equipment. He recommends a thorough preventative maintenance schedule be followed(Recommendation 10). The city has looked at a much larger project to recover additional waste heat,but deemed it too costly. RETAP recommends an engineering study to determine the cost and feasibility of recovering additional waste heat to heat the domestic water for the building and resurfacer. The resurfacer holds 200 gallons of water and discharges this amount each time the ice is resurfaced-approximately 220 refills each month the ice is in use. Using waste heat would save about$1,560 per year(Recommendation 1). This is conservative because the amount of water used in faucets and showers is not included. A resource to help you explore the waste heat option is MnTAP(Minnesota Technical Assistance Program). The following description of MnTAP is taken from their website:"MnTAP is an outreach and assistance program that helps Minnesota businesses develop and implement industry-tailored solutions that prevent pollution at the source, maximize efficient use of resources,and reduce energy use and costs to improve public health and the environment." Most of their services are free. MnTAP is funded by industry sources and by the Minnesota Pollution Control Agency(like RETAP),and we often collaborate with MnTAP on projects. Dehumidification-Farmington installed a new desiccant dehumidification system last August to better remove humidity that builds up in the summer from the ice surface and to allow operation in the summer. The old system was electricity while the new one uses a desiccant and natural gas to provide warm dry air to counteract the large ice mass and raise the dew point. RETAP spoke with Jim Becker,Becker Arena Products,to explore opportunities to operate the system most efficiently. The equipment was purchased from Becker. Jim said the factory recommended humidity setting is 58%, which is the current setting being used. He doesn't see any additional efficiency opportunities. RETAP also spoke with Any Skindelien of Yale Mechanical,who installed the equipment. He recommends a semi-annual preventative maintenance schedule to maintain the reliability and efficiency of the system(Recommendation 10). Power Factor-Utilities generally charge fees when power factors are less than 90%. The average power factor for the period studied was 87%,and the power factory penalty was$310. Power factor is a ratio of the real power to the apparent power. At a power factor of 100%or one,real power equals apparent power. Real power(kW)is what the customer sees and apparent power(kVA)is what the utility must supply. When there is a large enough discrepancy between real and apparent power(i.e.less than 90%),the utility charges the customer for the additional power they have to supply. Low power factor is caused by inductive loads such as transformers,induction motors,generators and certain lighting ballasts,and can often be corrected by installing a capacitor. Low power factors were only recorded during the summer months. The only difference RETAP is aware of between summer and other months that could cause a drop in power factor is the summer is when the dehumidification system is most likely to operate. Because the dehumidification system was changed in 2013,city staff should monitor the power factor to see if the problem has been corrected(Recommendation 5). Infrared Heating-An infrared heater supplies radiant heat to the west bleacher area. The system was retrofitted along with the other improvements in 2013. The temperature is controlled at about 45F. The thermostat is located high on the wall and can only be reached by a ladder. RETAP recommends checking with the manufacturer or the company that did the retrofit to determine whether a programmable thermostat can be installed,and whether the temperature can be reduced during unoccupied periods(Recommendation 9). Since it may be best to leave the thermostat at the current height,installation of a wi-fi thermostat may be the best option. --- Page 6 of 11 95 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Lighting RETAP estimates that lighting the arena costs about$3,600 or about 10%of annual electric costs. In 2006,the metal halide lights over the ice were replaced with efficient fluorescents(32-watt T8). Since then,lower wattage T8s,25 and 28 watts,were introduced to the market to provide increased energy savings. Since most facilities are over-lit, building occupants usually don't notice any difference. However,these lower watt bulbs may not perform well in the arena environment where temperatures are maintained in the mid-forties. RETAP does not recommend the 25-watt bulbs at all due to the temperature issue. Farmington should purchase a few 28-watt bulbs to see if they will function well in the low temperature environment before replacing all 32-watt bulbs. This would be an interim strategy until LEDs become cost effective. Replacing the few remaining T12 fixtures and all the current 32-watt T8 bulbs with 28-watt T8s will save about 15% on electrical costs or $520 per year. An additional$170 is saved by reducing the ratchet demand. LED technology is advancing rapidly and prices are dropping. The lighting recommendation in Table 1 (Recommendation 2&4)is to consider replacing existing lights with LEDs when prices drop to the point the city can justify the expenditure. LED energy savings are estimated at 50%or$1,890 per year. The LED bulbs will last for decades,reducing the need to change bulbs frequently and potentially savings labor costs. In addition,the city will see a ratchet demand savings estimated at$540,for total savings of$2,430. RETAP spoke with Charlie Ketchum at Center for Energy&Environment(612-518-4008). CEE offers lighting audits and administers the lighting rebate program for Xcel. RETAP recommends you contact the Center for Energy &Environment. They will provide a thorough lighting audit,along with recommended replacement,savings,and rebate information—all at no cost. RETAP also recommends the city install occupancy sensors in all the locker rooms to avoid having lights left on during unoccupied times. Water,Sewer There are no fees charged for stormwater flows from city properties. The city has installed a rain garden on the northwest corner of the property and adjacent to the Vermillion River. This is an excellent step in capturing water runoff from the building and parking lot areas. The city could get some mileage from this by placing a large sign at the corner of the parking lot describing why this is important and encouraging homeowners to build their own rain gardens. Water faucets in the bathrooms should be replaced with low-flow aerator nozzles. Low-flow nozzles can save a minimum of 30%of water use(Recommendation 11). In addition to water conservation,a reduction in hot water provides energy savings. When toilets are replaced,they should be replaced with low flow or dual flush toilets. Waste The city manages its own solid waste. Recycling is handled by Dick's Sanitation. Recommendations are listed below in Table 4. During the assessment,RETAP found a plastic bottle in a trash bin by the west bleachers. There was only a trash bin at that location. RETAP recommends that recycling containers be placed at all collection locations where there is a trash bin. Periodically,staff should inspect the containers to insure that people are placing their discards in the proper container. The sign used above the discard station at the Rambling Rec Center is well done and an excellent way to draw attention and encourage recycling. RETAP also suggest(see Table 4)that the city consider at least one station in a high visibility area for recycling other products such as cell phones and rechargeable batteries. -® Page 7 of 11 -®- 96 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP • Other Plug loads in a typical building(disclaimer:the arena is not a typical building)use about 20%of total electric consumption. The plug load for the arena is likely much less. In the arena there are two main plug loads that should be addressed:vending machines and the snack kitchen. A vending machine can use as much as 3500 kWh or$225 of energy in a year. RETAP recommends that energy misers be installed on all the vending machines(Recommendation 6). Because the arena is occupied for only six months,and the city unplugs the vending machines the other six months,the savings estimates are half what they would normally be. Energy misers can save up to 46%of energy costs. Most energy misers use an occupancy-based sensor to shut the machine off when the area is not occupied for 15 minutes. Misers turn the machine back on periodically to keep the drinks cold or when people return. For high traffic areas,internal energy misers are the best option. They use sales-based intelligence to regulate the on-time. The snack area contains a lot of electrical equipment. Staff should decide which equipment is prone to being left on (i.e.coffee pot)or in a standby mode(which can still use a lot of energy over time)and consider placing power strips with timers on this equipment. The cold drink machine is also a good candidate for an energy miser. During the off season,if not already a current practice,all equipment should be unplugged. Xcel offers a program that allows them to turn off central air conditioners for up to fifteen minutes at a time when demand is high. In return,Xcel provides a$5/ton of air conditioning credit for the months of June-September (Recommendation 7). There is no cost to the city to have this device installed on your air conditioner. You should also check with Xcel to see if the dehumidification system could comply with their program and be eligible for a credit. There are several case histories on energy efficient ice arena projects that you may be interested in reading located on the Clean Energy Resource Team website(see appendix). You may want to contact CERT and write a case history to publicize Farmington's energy efficiency projects. 5: Solid Waste Management: Efficiency, Waste Prevention and Waste Reduction Following are general guidelines for effective solid waste and recycling management. Many of these practices the city is already following. 1.General Recycling la.Recycle all standard materials—office paper/newspaper/cardboard/magazines/junk mail;bottles and cans; scrap metal;printer cartridges and other high volume recyclable materials you may generate on-site. The more recyclables you can divert from trash dumpsters,the more you save in state and county waste management fees and taxes(17-47%). lb.Place recycling bins where people are;where waste will be generated. lc.Cluster recycling bins with trash bins(one bin for trash and one bin for each type of recyclable material you collect). ld.Recycling bins should be clearly marked. Simple graphics and few words are more effective than lots of words. Use consistent bins,colors and signage throughout the organization. le. Monitor trash bins (dumpsters, other containers) for recyclables, which should be removed and placed in recycling bins. 2. Printers/Copiers and Mailroom 2a.Reduce paper use by increasing two-sided copying. Set all printers and copiers to automatically print double- sided. 2b.Reuse draft and computer paper for notes and scrap paper. 2c. Establish policies to reduce the amount of paper used throughout the organization, e.g. 1" margins for all documents and correspondence. Distribute documents electronically for meetings,etc.as much as possible. Set the default setting on all copiers/printers and computer print drivers,set to duplex(double-sided)printing. — Page 8of11 97 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 2d. Use at least 50% post-consumer recycled content office and copier paper, and preferably 100% recycled content,which will not jam in copiers and printers. 2e. Capture and reuse office supplies. Reuse draft and computer paper for notes and scrap paper. Hold occasional"office clean outs"to capture folders,binders,paper clips,etc.for restocking in central supply area. 3. Supply Room/Janitor Services 3a.Initiate an Environmentally Preferred Purchasing(EPP)program;look for`Green Seal'or`Restore'non- toxic soap and/or cleaners,solvents,etc.,and/or use concentrates and dilute on site;use products with recycled or reused content,such as 100%recycled content paper and remanufactured printer cartridges,paper towels,toilet paper,etc. 3b.Ask suppliers to use reusable packaging on shipments delivered to you. 4. Kitchens/Break Rooms/Cafeterias/Conference Rooms 4a.If you operate a kitchen or cafeteria,and you generate a significant amount of food waste,consider developing a composting program. Compost on-site or work with your hauler to collect for off-site composting or food-to-animals. Unused food suitable for consumption can be given to Salvation Army, Second Harvest, food shelves,etc. 4b.Provide reusable cups,plates,trays,and silverware in all kitchens,cafeterias,conference rooms,etc. 5. Groundskeeping/Yard Waste/Brush 5a.Use mulching mowers and leave grass clippings on lawns. Establish a compost pile for grass,leaves,brush and internal plant waste from buildings. 6. Dumpsters 6a.Give reusable items away,or sell them,e.g.,through the Minnesota Materials Exchange,Salvation Army, Twin Cities Free Market,Craigslist,etc. 6b.Monitor amounts in dumpsters and bins over time,and determine the necessity of the current pick-up frequency. If not nearly full when picked-up,revise the pick-up frequency. Evaluate whether the next size larger dumpster would allow for less frequent pick-ups. Consider contracting for"on demand"or"as needed"pick-ups, only when dumpsters or bins are full. This is especially necessary after increasing recycling and composting. 6c.Work with your refuse and recycling haulers to maximize your waste and recycling systems.Periodically or at contract renewal time,consider requesting competitive bids from other local haulers.Contact MPCA about contract elements that can yield better value from your contracts. Following are specific waste management recommendations: Table 4: Waste Management Recommendations Recommendations Limit Preserve Limit Savings, Landfill Resources COg 1.)Cluster recycling bins with trash bins(one bin for trash and one X X bin for each type of recyclable material you collect). 2.)Monitor trash bins for recyclables,and recycling bins for trash- X X indicating need for further education. 3.)Establish collection points for recycling other items that you X X generate: non-alkaline,rechargeable and"button"batteries,cell phones,etc. Total: 2 3 1 1. $Savings—Potential cost savings from reduction in on-site solid waste generation leading to decreases in refuse hauler charges. 2. Limit Landfill--Potential reduction in solid waste disposed in landfills or incineration facilities. 3. CO2 Emissions—Potential reduction in CO2 emissions from recycling of cans,bottles,paper,etc.versus use of virgin materials;reduction in CO2 emissions and methane from incineration facilities and landfills. Page 9 of 11 98 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 6: References Minnesota Waste Wise: www.mnwastewise.org Rethink Recycling: www.rethinkrecycling.com Xcel Energy: www.xcelenergy.com MNTAP:www.mntap.umn.edu Center for Energy and Environment:www.mncee.org Clean Energy Resource Teams:http://www.cleanenergyresourceteams.org 7: Glossary The following definitions are given for terms used in this report*; - Actual Demand,in Kw,is the highest average fifteen(15)minutes of demand over a billing period. - Billed Demand or Adjusted Demand is actual demand plus an adjustment for low power factor. - Load Factor is a measure of efficiency of using electrical power, and is the ratio of average load supplied during a designated period to the peak load occurring that period. Load Factor = Kwh used in a given time period Peak Kw times hours in period - Power Factor PF measures how effectively your equipment uses electrical current from the utility. PF is a measure of how the current delivered to the equipment is converted into useful energy and is listed as a percentage. If the PF is below 90 percent,Xcel Energy,like many utilities,charges extra because it costs the utility more to build and operate the additional equipment to carry the extra current needed to run your equipment. - Adjusted Demand = Actual Demand times 90/PF,when PF is<90. - Kbtu is a unit of energy equal to 1,000 btu(British Thermal Units). A Therm is a unit of energy equal to 100 Kbtu. A CCF is 100 cubic feet of natural gas. For the purposes of measuring energy use,a therm and a CCF of natural gas are equivalent. *From Xcel Energy,"Small Business Guide to Energy Savings", 1999 and NSP,"How to Reduce Your Energy Costs", 1996 with 1998 modifications for NSP. Page 10 of 11 99 o <F a N .O 8 � 8 O, C. 8 3 69 In N 00 0 0 O o0 O H �„. N O V1 N V) 1/40 00 O, cn o0 c .t-4 — a b 00 0 - O O O N VI V1 N Vf VI N VI VI 1/40 .Oi 69 (A CA N m to N cn C+1 N m m N y o0 64 EA 00 6R CA 00 CA fA 00' .CYJ 4-, �I vi to of v e CI 0 b4 a m E.^;O U ° ° ° VIVIVVIVV ,i 1 1 r00 00 0 0 N ° 0 ON ° ° co ° ° N 00 x NI M <t V^ V1 N 0 E2 1 I. f!3 (A 69 4q IL d all O o 0 o O o ° o o O ° O c Z a Lit i 0 0 0 00 Mcr� � eD N N q N A l'A o O O cn .N. C". co 00 N F. N ° 4::. O �! en M en N <h 00 1/40 VI N N d' 00 II N N ON N 00 N N 0 b : fA 69 fA N ON V1 M ON cn ,O N In �7 p �II &o, G9 fiR 00 6N9 b4 69 EA aim 0 O P P 4 I O O O O O O O Co O Opp O 0 W n D. 0 .�•. N cn � C'I N N O q 4: rj ti O N 64 O O O O O O M O p a 7 A N O O X CN Ce %.0 •N<}�• •<N�• '•' N CY. l<�0��•• N ° O CAI b9 7, l o a d is n I VI M fiR K z w 3 MU " al ol � � � � VI VI VI VI V M � 8 w Q• 0 CJ -- EA n Q C LU r) W ti =1 000 00 rn a, 000 a, cm a, rn rn 0000 4 .. xl vi - - . M ., . . . M . • x LU 8 en CD et a 0O N O b h 0 O g N a,w I 1 0 d Vi VI CO. ON c v n o �O 1/46 Vj N<F VI h V) VVj V M 000 O 69 Fli en Ca W P-• Q el N N N N N N N t+1 en m m M 151 CI ti C d cn *O Z , w d A E 00 iiii 0 Q W cu p d W H 100 ENERGY,WATER and WASTE MANAGEMENT ASSESSMENT RETAP Farmington Fire Station No. I Energy, Water and Waste Management Assessment Prepared For: Randy Distad, Parks & Recreation Director Report prepared by RETAP on behalf of the State of Minnesota Assessment:November 26,2013 Report:January 2014 101 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Client: Farmington Fire Station No. 1 Location: 21625 Denmark Ave Farmington,MN 55024 Contacts: Randy Distad,Parks&Recreation Director,651-280-6851,rdistad@ci.farmington.mn.us Jermey Pire,Building Maintenance Supv,651-280-6902, jpire @ci.farmington.mn.us Ted Novak,Building Maintenance,651-280-6881,tnovak@ci.farmington.mn.us RETAP Assessment Team Gordon Amundson,Follow-Up Coordinator,651-486-2915,amund001 @umn.edu Ranjan(Ran)Bedekar,651-683-1033,rgbedekar@yahoo.com Clarence Chaplin,Lead,651-695-0982,cachaplin@mac.com Stan Sattinger,612-824-1007,sattinss @aol.com Table of Contents 1: Executive Summary 3 2: Facilities 4 3: Energy,Water,Waste Costs and Benchmarks 4 4: Potential Savings 5 5: Solid Waste and Recycling Management .11 6: Payback or Return on Investment(ROD 12 7: Glossary 13 List of Tables Table 1: Assessment Recommendations 3 Table 2: Annual Utility Charges. 4 Table 3: Benchmarks 5 Table 4: Existing Lighting Inventory—Farmington Fire Station#1 8 Table 5: Bill Data Summary 14 The Minnesota Retiree Environmental Technical Assistance Program conducts environmental assessments for Minnesota businesses and institutions to help prevent pollution,reduce waste and improve energy efficiency. Support for Minnesota RETAP is provided by the Minnesota Pollution Control Agency(MPCA). — Page 2 of 14 102 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 1: Executive Summary Farmington Fire Station No. 1 was assessed for energy and waste management efficiency by a team from the Minnesota Retiree Environmental Technical Assistance Program on November 26, 2013. Team members were Clarence Chaplin and Stan Sattinger. The team was led by Randy Distad,Farmington Parks and Recreation Director. Specific recommendations are listed below. Table 1: Assessment Recommendations Potential Savings,Annual Recommendation KwH Kw Fuel Water Waste $'s Tons *Kbtu Gallons Yds CO2 1.)Add automatic closing controls to the equipment 0 0 25,000 0 0 $210 2 bay overhead doors. 2.)Check the condition of all door seals and replace 0 0 0 0 0 $0 0 those that are leaking. 3.)Install suitably-sized,downward-directed paddle 0 0 46,000 0 0 $390 3 fans at ceiling locations away from the radiant heaters to improve distribution of heated air. 4.)Reduce electricity usage in the portable electric 2,200 5.5 0 0 0 $425 2 heaters by adding controls that limit heater on-time,or by removing these heaters and resetting the forced-air dampers,or by substituting electrically-heated floor mats or footrests for some of the heaters. 5.)Have an HVAC contractor install a reducer plate 0 0 6,000 0 0 $50 0 for the open-ended makeup air duct in the furnace room. 6.)Remove the obsolete automatic system for 0 0 0 0 0 SO 0 removing diesel exhaust gases and carbon monoxide from the equipment bays,and replace it with a dedicated carbon monoxide monitoring system that sounds an alarm if levels become excessive. 7.)Replace the equipment-bay thermostats with units 0 0 15,000 0 0 $128 1 that allow time-selectable temporary override to a maximum of 65°. 8.)Reprogram both thermostats in the office and 0 0 21,800 0 0 $183 1 meeting room areas to provide at least 8°difference between day and night settings during the heating season. 9.)Set office and meeting room thermostats in 400 0 0 0 0 $30 0 summer cooling season so night-time temperatures are well above daytime temperatures. 10.)Replace all T-12 fluorescent lamps with T-8s. 5,590 6.7 0 0 0 $1,190 10 Also replace the remaining magnetic ballasts,since it will save a little wattage and double bulb life. 11.)Replace the existing light switches in all 4,860 0 0 0 0 $360 10 bathrooms,offices,lounge,and equipment bays with motion-sensing switches. 12.)Obtain the existing power factor data for the fire 0 0 0 0 0 $0 0 station from Dakota Electric to know whether there is a need for improvement. 13.)Determine the typical run time of the large air 0 6 0 0 0 $684 0 compressor and the frequency of the runs. If the runs occur at least monthly and last typically 10 minutes or more,the feasibility of removing it should be determined. Page 3 of 14 103 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Potential Savings,Annual Recommendation Kwli Kw Fuel Water Waste $'s Tons *Kbtu Gallons Yds CO2 14.)Use a wattmeter to check plug loads throughout 0 0 0 0 0 $0 0 the station,and seek opportunities to add power strips or otherwise get devices turned off after hours. 15.)Use a watt-hour meter to evaluate the energy 0 0 0 0 0 $0 0 consumption of the refrigerator and chest freezer, which could have excessive run times and be adding substantial cost to operate. 16.)Install a`vending miser',which will be furnished 1,730 0 0 0 0 $130 at no cost by RETAP,to control electricity to the four soda machines. Total: I 14,780 I 18.2 113,800 I I $3,780 I 17 *1 Therm=100 Kbtu This analysis and potential savings estimates are based on utility bill data provided and on data provided for building structure, HVAC, lighting and waste management. Actual future savings will depend on weather, utility billing rates,site or operational changes, and on recommendations implemented 2: Facilities Fire Station#1 was constructed in 1985 and is in good condition. It is occupied only before and after fire calls and during 5-hour weekly meetings and on occasional other events. About 60 fire alarms are received per month. The walls are pre-fab concrete tip-up panels. The walls and roof were foamboard-insulated in 1985;the R-value is unknown. The overhead doors are of insulated metal and do not automatically close. The front entrance door is tempered glass in a metal frame. The flooring is planned to be upgraded in the future. The area of Fire Station#1 is 8,750 square feet. The apparatus bays have five gas-fired,ceiling-mounted radiant heaters(three in the main bay and two in the side bay)of unknown BTU ratings. For the meeting room and office areas there are two natural gas-fired furnaces and two air-conditioning split systems using furnace A-coils. All of the latter equipment items were replaced 10 years ago. One 40-gallon,gas-fired water heater is located in the mechanical room. Motion-detecting light switches are installed in a few building areas. There are no water-saving devices on any of the plumbing fixtures. 3: Energy,Water,Waste Costs and Benchmarks Annual energy and waste management bill data is presented in Table 5: Bill Data Summary. Annual totals for August 2012 through July 2013 are: Table 2: Annual Utility Charges Electricity Fuel Water Waste Total Charges: $7,427 $6,489 $745 $856 $15,517 Rate: $0.075/KwH $9.50/Kw $0.0084/Kbtu $0.0066/Gal $9.64/Yd The charges for electricity are comparable to those for natural gas. Because there is little month-to-month variation in electrical energy use, it is likely that air conditioning accounted for a small fraction of the 53,100 kwh and$7,400 total usage,and that most of the electricity was consumed in lighting and plug loads (equipment loads normally served through electrical receptacles, such as office equipment and printers). Page 4 of 14 104 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Based on comparing winter(October thru April)and summer(June thru August)energy use,heating accounted for an estimated$6,100(725,000 KBTU),or 94%of the total natural gas consumption. The overall heating performance for Fire Station#1,expressed in heating BTU per degree-day per building square foot,is 12.3. By way of comparison, tight and efficiently-heated buildings can attain a value of 5 or lower for this index. Most of the heating energy is consumed by the radiant heaters in the equipment bays. RETAP uses an in-house database to compare the client's energy use to the Department of Energy(DOE)Information Agency benchmark. The DOE benchmark provides the average annual energy consumption per square foot,grouped by building types and climate zones,and shouldn't be confused with a goal energy use(like an Energy Star or LEED building designation). The benchmark is a valuable tool to assess our clients'relative energy efficiency. Overall consumption at Fire Station#1 is presently about 40%higher than the benchmark amount. RETAP recommends that you review all utility bills each month to gauge the effectiveness of energy-saving measures that you implement. Table 3: Benchmarks KwH/Ft2 Fuel Total $'s/Ft2 Tons CO2 Kbtu/Ft2 Kbtu/Ft2 Fire Station#1 Building Total 6.1 89 109 $1.59 79 "Dept of Energy Benchmark 7.9 49.8 76.8 - - Building with RETAP 4.4 76 91 $1.16 62 Recommendations *Department of Energy Information Agency(DOE IA)2003 Building Average Data,Zone 1(Degree Days>7000)for Public Safety buildings. 4: Potential Savings Building Envelope The foam-board insulation panels extend over the full span of the roof and walls. Sample measurements of surface temperatures using an infrared spot thermometer on walls,roof, and overhead doors did not reveal obvious needs for additional insulation. The equipment bay overhead doors do not automatically close. The doors of Fire Station#2 close automatically five minutes after opening,and similar controls should be added to Station#1,including manual override of the automatic closing. Because the typical cumulative amount of open time at Station#1 during the heating season is unknown,the resultant savings is estimated by judgement at 5%of the present equipment bay heating cost. Recommendation 1. Add automatic closing controls to the equipment bay overhead doors. The estimated saving would be roughly$210(25,000 KBTU)per year. The floor seal on the overhead door for the side bay is leaking outdoor air and needs to be replaced. The condition of the overhead door top seals could not be determined. The meeting room outside door seal also needs replacement. Recommendation 2. Check the condition of all door seals and replace those that are leaking. The meeting-room windows are dual-pane,but whether they are argon-filled or low-emissivity was not determined. In any case,heat transmission through the limited number of meeting room/office room windows is likely secondary in importance to heat flows into and out of the equipment bays when the overhead doors are open. ---- Page 6 of 14 ------ 105 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP HVAC Heating The two ten-year-old Gibson Model GL1RA 126C-20C furnaces(one for the meeting room and bathrooms and the other for the office rooms,vestibule,and small bathroom)are inducer-vented with 80%annualized fuel utilization efficiency(AFUE),and each has a 126 kBTU/hr input rating. Assuming that their cumulative operating time was roughly 20%of the 6-month heating season,their estimated heating energy consumption for the year was 218,000 kBTU,leaving a 507,000 kBTU amount consumed by the radiant heaters in the equipment bays(30%and 70%of total heating consumption,respectively). The corresponding annual cost figures for heating the meeting room/office rooms and the equipment bays are$1,830 and$4,260. Replacement of the two office-room furnaces with new,sealed-combustion units having 95%AFUE and a new input rating of 106 kBTU/hr,providing the same heat output as the present equipment,would save an estimated $290 per year. However,the payback period for replacement now would be well in excess of 10 years,so this replacement should be considered at the end of the present furnace heat exchanger lifetimes. Developing a thorough preventive maintenance schedule to maintain HVAC equipment in top performance can in some cases result in 2-5%energy savings;however,the equipment in Fire Station#1 appeared to be well-maintained. When replacing HVAC equipment,Energy Star ratings should be specified. Regarding the radiant-heated equipment bays,measurements of the interior wall surface temperatures,made with an infrared spot thermometer at an outdoor air temperature of about 25°,revealed the following: • The surface temperature rose by 5°over the full distance from floor to roof;presumably the air temperature changed by nearly the same amount. • The wall and overhead door interior surfaces were at 3°to 4°below the indoor air temperature at corresponding heights,indicating that the insulation treatments are performing well. • The undersurface of the roof was at nearly the same temperature as the top of the walls. The 5°temperature rise described above suggests that significant heat savings could be achieved by air circulation. Recommendation 3. Install suitably-sized,downward-directed paddle fans at ceiling locations away from the radiant heaters. For a given temperature at floor level,the walls would see a height-averaged reduction in air temperature of 2.5°,and the ceiling would see a 5°reduction,so,on average,the entire interior surface would be lowered about 3.5°. Applying the rough rule of thumb that each degree of reduction in indoor temperature reduces heating energy use by about 2.5%,we could expect about 9%savings on equipment bay heating:46,000 kBTU or$390 per year. This estimate,however,does not account for the cost of electricity to operate the fans,which are typically low-consuming. Naturally,the capital investments that would be required to implement this and other recommendations in this report are important considerations. Please see comments in Section 6,Payback or Return on Investment(ROI). There are a number of baseboard electric heaters in all three bathrooms and the dispatch office,totalling 11,000 watts. The dispatch office in particular was reported to be frequently overheated. In general, electric heaters are large energy users. Recommendation 4. Reduce electricity usage in the portable electric heaters by adding controls that limit heater on- time,or by removing these heaters and resetting the forced-air dampers. Alternately, electrically heated floor mats or footrests may be substituted for some of the heaters;the wattage can be markedly lower, e.g., 100 watts vs. 1,250 to 3,000 watts each for the existing heaters. The estimated savings would be roughly$425(5.5 KW demand reduction and 2,200 KWH energy reduction)per year. A washer and dryer are available for laundering towels and to clean gear after fires. Only one set of gear can be washed at a time. The large gas dryer is to be replaced with a unit better suited to drying the gear. ---- Page 6 of 14 --- 106 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Ventilation A vertical rectangular air duct in the furnace room,measuring 16"x 17"and fully open at the bottom,was likely installed to provide combustion make-up air for the two furnaces. This amount of opening is resulting in a spillage of cold air onto the floor of the office area during the heating season. Assuming that this duct has no dampers and is fully open to the outside at its upper end,it should be fitted with a closure plate having a suitably reduced opening area to minimize the spillage. Recommendation 5. Have an HVAC contractor install the make-up air duct reducer plate. Also install a closer and door sweep on the furnace room door if not already so equipped. After this modification is made,an energy auditor should confirm that the depressurization of the furnace room with the door closed is within acceptable limits under worst-case conditions—an important step in ensuring that the building remains free of carbon monoxide contamination. Reducing the cold-air spillage in this way could possibly save several percent of meeting room and office room heating,or roughly$50 per year. The auditor should also determine whether the resultant furnace room configuration meets National Fire Prevention Association and/or Minnesota rules for furnace enclosures. The equipment bays are equipped with an automatic system for removing diesel exhaust gases and carbon monoxide that vents at floor level and provides make-up air from the roof. However,it is regarded as obsolete and has not been used in 15 years,and no one seems to be sure that it operates. Carbon monoxide levels in the equipment bays should be continuously monitored by a replacement system. Recommendation 6. Remove the obsolete automatic system for removing diesel exhaust gases and carbon monoxide from the equipment bays, and replace it with a dedicated carbon monoxide monitoring system that sounds an alarm if levels become excessive. Ensure that the removal of this system does not result in excessive leakage of air to or from the outside. Air Conditioning The two Gibson Model JS3BA-060KA condensers each have 5-ton capacity with a SEER rating of 10. New condensers with SEER ratings of 14 and higher are now available and could reduce the present air-conditioning energy consumption by about 30%. However,the present AC consumption is an unknown small fraction of the $7,400 total electricity usage,so the payback period for replacement now could likely be well in excess of 10 years. Replacement of the existing condensers with higher-SEER units should be considered at the end of their service lifetimes. Thermostats There are two manual thermostats in the main equipment bay,plus one in the side bay,all of which control the ceiling-mounted radiant heaters. The wintertime target range of temperatures for the equipment bays is 50°to 55°,but the settings may presently be adjusted upward as high as desired. At the time of our site visit,the main bay was at about 60°at thermostat level. Recommendation 7. Replace the equipment-bay thermostats with units that allow time-selectable temporary override to a maximum of 65°. This replacement could save several percent of equipment bay heating, or roughly $128(15,000KBTU)per year. There is one thermostat in the kitchen,controlling the temperature in the office rooms,and one in the meeting room. The meeting room thermostat is programmable and was set at 65°for daytime,but the night-time setting could not be determined. The programmable thermostat for the office area had both daytime and night-time settings of 65.° Recommendations 8 and 9. Reprogram both thermostats in the office and meeting room areas to provide at least 8° difference between day and night settings during the heating season. Although some regularly scheduled meetings Page 7 of 14 -- 107 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP last until 10:00 pm,on such occasions a low set-back temperature could be overridden manually,after which control would automatically revert to the setback program. Each degree reduction in winter daily average indoor temperature would reduce heating energy use by about 2.5%. Assuming a 4°daily average temperature reduction,an estimated 10%in heating fuel costs for the office area and the meeting room would be saved each year:$183 (21,800 kBTU). The reversed use of setback thermostats in summertime cooling,i.e., setting up night-time temperatures well above daytime temperatures,could also reduce air-conditioning electrical costs,as each degree increase in summer average indoor temperature will reduce cooling energy use by about 4%. Assuming the present AC consumption to be 10%of the$7,400 total electricity usage,the annual saving would be$30(400 KWH). Lighting Table 4 provides an inventory of the existing lighting,including best estimates of the hours of"on"time. At the time of our visit there was a plan to replace some of the T-12 fluorescent lamps with either T-8s or LEDs. For the operating hours of the fire station,our opinion is that the higher costs of LEDs may not be justified,especially considering the necessity of retrofitting the fixtures to accommodate LEDs. When substituting T-8s it would be advisable to consider either 28 or 25 watts. Switching to 25-watt lamps could qualify for rebates from the electrical utility;this should be discussed with Xcel Energy and/or the Center for Energy and the Environment. Recommendation 10. Replace T-12 fluorescent lamps with T-8s and remove equipment-bay fixtures as planned. Also replace the remaining magnetic ballasts with electronic ballasts,since it will save a little wattage and double bulb life;using magnetic ballasts with T8s cuts bulb life in half. The estimated annual saving will be$1,190(5,590 KWH energy reduction and 6.7 KW demand reduction). This estimate assumes that all lights on the south wall of the main equipment bay and eight of the 50 fixtures in the main bay are eliminated as per plan. The fixtures will need to be checked to make sure the ballasts are compatible or they will get striation with 25W if the ballasts are older than six years. In that case,it would be more economical to replace with 28W bulbs. Forty-to 100-watt incandescent light bulbs are tentatively scheduled to be made unavailable from manufacturers after 2012. Replacement options should be reviewed periodically for new energy-saving technologies. Recommendation 11. Replace the existing light switches in the following areas with motion-sensing switches—an effective way to avoid lights being left on when not needed: all bathrooms, offices,lounge,and equipment bays. The client has indicated that the shortest practical time delay for automatic shutoff of the lights for the equipment bays, considering the nature of the operations that require those lights,would be 30 minutes. The estimated annual saving will be$360(4,860 KWH). Electrical Power factor is a measure of how efficiently commercial and industrial equipment uses alternating-current electric power from the utility. Power factor is a ratio of the real power to the apparent power. Real power is what the customer sees,and apparent power is what the utility must supply. A high power factor is beneficial to the utility customer;the upper limit on power factor is 100%. If the power factor is below 90 percent,many utilities charge extra because it may cost the utility more to build and operate the additional equipment to carry the extra current needed to run your equipment. Examples of equipment types for which power factor can be a concern may include transformers,fluorescent lighting,arc welders,and lightly-loaded motors. Recommendation 12. Obtain the existing power factor data for the fire station from Dakota Electric to know whether there is a need for improvement,which could involve changing to fluorescent light ballasts having high Page 8 of 74 ----- 1 08 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP Table 4-Existing Lighting Inventory-Farmington Fire Station#1 Fixture Lamp Lamps per Ballast Hours/ Watts/ Location Quantity Description Fixture Type Switch Year Fixture KWH/Year KW F40T12 4' Meeting Room 16 40W 4 Electronic Manual 1,200 134 2572.8 2.14 Men&Women's 2-ft U-bend, Bathrooms 1 40W 2 Magnetic Manual 400 40 16 0.04 Small Bathroom 2-ft U-bend, Next to Lounge 1 40W 2 Electronic Manual 400 40 16 0.04 F40T12 4' Lounge 4 40W 4 Electronic Manual 800 134 428.8 0.54 F40T12 4' Offices 6 40W 4 Magnetic Manual 1,200 175 1260 1.05 F40T12 4' Chiefs Office 4 40W 4 Electronic Manual 1,200 134 643.2 0.54 F40T12 4' Closet 1 40W 1 Electronic Manual 100 38 3.8 0.04 F40T12 4' IGtchen 2 40W 2 Electronic Manual 200 71 28.4 0.14 F40T12 4' Laundry 4 40W 2 Electronic Manual 400 71 113.6 0.28 Main Equipment F96T12 8' Bay 50 95W 2 Electronic Manual 800 170 6800 8.50 Main Equipment F40T12 4' Motion Bay South Wall 14 40W 1 Electronic Sensor 200 38 106.4 0.53 Side Equipment F96T12 8' Bay 8 95W 2 Electronic Manual 800 170 1088 1.36 Daylight- Outdoors 5 Halogen 1 N/A Sensing 200 250 250 1.25 Total 13327 16.45 power factor ratings or adding capacitive phase-shifters. Correcting low power factor could save hundreds of dollars per year for a facility consuming the amount of electrical energy used by the fire station. Load factor is a measure of the short-term peaking of power draw,which tends to raise the demand charges. The yearly average load factor for Fire Station#1 is only 25%--an indication that there are periods of peak power usage that are much higher than the average power level. In addition to the electric heaters and lights,one possible contributor to peak power usage is the large air compressor,which is a 230-volt,30-amp unit with 7.5 horsepower motor. This unit does not run frequently because most of the trucks have an on-board air compressor. When it does run,it is likely drawing at least 6 KW over the duration of its run time. Recommendation 13. Determine the typical run time of the large air compressor and the frequency of the runs. If the runs occur at least monthly and last typically ten minutes or more,the feasibility of removing it should be determined. This would save$684(6KW demand charge)annually. Some utilities offer programs that allow them to turn off central air conditioner condenser units for up to 15 minutes at a time when demand is high,and in return they will grant credit each.month during the cooling season. There ----- Page 9 of 14 ------ 109 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP should be no cost to the city to have the interrupter switch installed on your units. If not already implemented,we recommend exploring interrupted air-conditioner condenser operation with the electrical utility. Assuming a$5.00 per ton credit rate,the annual savings would be$200. There are three office computers and one printer,plus on-truck equipment,some of which must remain energized at all times,so electrical plug loads are significant. Four of the five vehicles in the station and the ATV were found plugged in for charging of the on-board radios,computers,and health equipment. In addition,the offices were found with numerous computers,radios,battery chargers,and other devices energized. Recommendation 14. Although fire stations typically have large plug loads,we encourage the fire station management to purchase a wattmeter or borrow one from a public library or other city department for checking these loads throughout the station and to seek opportunities to add power strips or otherwise get devices turned off after hours. A 943-watt popcorn popper is used at the weekly five-hour meetings. The kitchen is equipped with an electric stove and oven,microwave,dishwasher,refrigerator,and chest freezer. If the refrigerator and freezer are more than 10 years old,they could have excessive run times and be adding substantial cost to operate. Recommendation 15. Evaluate the energy consumption of the refrigerator and chest freezer using a watt-hour meter. Recommended procedures for this testing can be found at the web site, http.//www.homeenergy.orgi show/article/nav/refrigerators/id/65. Compare the average KWH per hour consumption with rated values for the specific manufacturer and model from the database, http//www.homeenergy.orglshow/article/nav/refrigerators/id/1706.If one or both of these units consume much more than rated power consumption,we recommend replacing them with a single Energy Star-rated model if space permits. A vending machine can use as much as 3500 kWh or$262 of energy in a year. RETAP recommends that energy misers be installed on all the vending machines. Energy misers can save up to 46%of energy costs. Most vending misers use an occupancy-based sensor to shut the machine off when the area is not occupied for 15 minutes. Misers turn the machine back on periodically to keep the drinks cold or when people return. For high traffic areas, internal energy misers are the best option. They use sales-based intelligence to regulate the on-time. Recommendation 16. Install a vending miser,to be furnished at no cost by RETAP,to control electricity to the four soda machines. The estimated savings will be$130(1,730 KWH). Water Water is used at the fire station for filling the trucks, cleaning gear after fire events, and for toilets and kitchen use. There is no use of water for irrigation.There are no low-flow faucets or toilets. Water faucets in the bathrooms and kitchen should be retrofitted with low-flow aerator nozzles. Low-flow nozzles can save a minimum of 30%of water use. In addition to water conservation,less hot water is needed, increasing the savings. Stormwater The paved parking lot drains over grass to the Vermillion River and is a good candidate for rain garden. Native plantings are recommended. 5: Solid Waste Management: Efficiency,Waste Prevention and Waste Reduction Page 10 of 14 110 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP One 300-gallon waste container is emptied once per week,and one 90-gallon recycling container is emptied every other week. Solid waste is a city enterprise function;single-sort recycling is with Dick's Sanitation. There is a Green Team that educates employees on best practices. Following are guidelines for effective solid waste and recycling management. Many of these guidelines are already in practice at Fire Station#1. 1.General Recycling la.Appoint a recycling coordinator and/or a"green team"to monitor your recycling and environmental programs and provide on-going education. lb. Recycle all standard materials—office paper/newspaper/cardboard/magazines/junk mail;bottles and cans; scrap metal;printer cartridges and other high volume recyclable materials you may generate on-site. The more recyclables you can divert from trash dumpsters,the more you save in state and county waste management fees and taxes(17-47%). lc. Place recycling bins where people are;where waste will be generated. ld. Cluster recycling bins with trash bins(one bin for trash and one bin for each type of recyclable material you collect). 1 e. Make sure recycling bins are clearly marked. Simple graphics and few words are more effective than lots of words. Use consistent bins,colors and signage throughout the organization. lf. Monitor trash bins (dumpsters, other containers) for recyclables, which should be removed and placed in recycling bins. 2. Printers/Copiers and Mailroom 2a. Reduce paper use by increasing two-sided copying. Set all printers and copiers to automatically print double- sided. 2b. Reuse draft and computer paper for notes and scrap paper. 2c. Establish policies to reduce the amount of paper used throughout the organization, e.g. 1" margins for all documents and correspondence. Distribute documents electronically for meetings, etc. as much as possible. Set the default setting on all copiers/printers and computer print drivers, set to duplex(double-sided)printing. 2d. Use at least 50% post-consumer recycled content office and copier paper, and preferably 100% recycled _ content,which will not jam in copiers and printers. 2e. Capture and reuse office supplies. Reuse draft and computer paper for notes and scrap paper. Hold occasional"office clean outs"to capture folders,binders,paper clips,etc.for restocking in central supply area. 3. Supply Room/Janitor Services 3a. Initiate and Environmentally Preferred Purchasing(EPP)program;look for`Green Seal' or`Restore'non- toxic soap and/or cleaners,solvents, etc.,and/or use concentrates and dilute on site;look for products with recycled or reused content,such as 100%recycled content paper and remanufactured printer cartridges,paper towels,toilet paper,etc. 3b. Ask suppliers to use reusable packaging on shipments delivered to you. 4. Kitchens/Break Rooms/Cafeterias/Conference Rooms 4a. If you operate a kitchen or cafeteria,and you generate a significant amount of food waste,consider developing a composting program. Compost on-site or work with your hauler to collect for off-site composting or food-to-animals. Unused food suitable for consumption can be given to Salvation Army, Second Harvest,food shelves, etc. 4b. Provide reusable cups,plates,trays,and silverware in all kitchens,cafeterias,conference rooms,etc. 5. Groundskeeping/Yard Waste/Brush Page 11 of 14 -- 111 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP 5a. Use mulching mowers and leave grass clippings on lawns. Establish a compost pile for grass,leaves,brush and internal plant waste from buildings. 6. Dumpsters 6a. Give reusable items away, or sell them, e.g.,through the Minnesota Materials Exchange, Salvation Army, Twin Cities Free Market,Craigslist,etc. 6b. Monitor amounts in dumpsters and bins over a period of time to determine the necessity of the current pick- up frequency. If not nearly full when picked-up,revise the pick-up frequency. Evaluate whether the next size larger dumpster would allow for less frequent pick-ups. Consider contracting for"on demand"or"as needed" pick-ups,only when dumpsters or bins are full. This is especially necessary after implementing or increasing recycling and composting since there will be less trash. 6c. Work with your refuse and recycling haulers to maximize your waste and recycling systems.Periodically or at contract renewal time,consider requesting competitive bids from other local haulers.Contact MPCA about contract elements that can yield better value from your contracts. 6:Payback or Return on Investment (ROI) Often,when RETAP makes a recommendation, a capital investment is required to install improved equipment or systems so that the recommended savings can be achieved. The value of making an investment is compared to the resulting savings to determine whether the investment is a wise decision. Often a"payback"is calculated;i.e.how many years will it take to repay the investment. For example: if a$1,000 investment achieves a$500 per year savings,this is a 2-year payback. This is the`simple'ROI or payback calculation—it can get very complicated with things like net present value(NPV)of money,maintenance costs,interest payments,etc. Some rules of thumb on payback can be used to evaluate whether to make an investment. Simple improvements,such as changing light bulbs to more efficient,longer-life ones,are wise investments if the payback is three years or less. A recommendation to perform a re-commissioning on heating/cooling equipment will require special maintenance expenses to bring aging and/or deteriorated equipment up to original performance specifications. A payback of five to eight years may be very acceptable for this. Major replacements,i.e. a more efficient furnace/boiler/air conditioning system,could be considered wise investments if the payback is in the 10 to 15 year range. Many manufacturers and utilities offer rebates on equipment and/or incentives that can help reduce the capital costs for making changes and help make decisions on the level of efficiency for new equipment. Note that a 10 year payback is approximately equivalent to a 10%annual return on the original investment, depending on the useful life of the equipment-again with the caveats above. Some RETAP recommendations can be implemented without any capital investment. These"no brainers"include(a) lowering occupied space temperatures in the winter and raising them in the summer;(b)ensuring computers are set to hibernate or shutdown after working hours;(c)installing saver switches on A/C units since the switches are paid for by the electric utility;(d)replacing 32-watt bulbs in T8 fluorescent fixtures with 28-watt or 25-watt bulbs over time; (e)turning off lights when areas not occupied;and(f)lowering the water temperature setting on water heaters. Other RETAP recommendations can be implemented with a small capital investment,including(a)adding compressor controllers to vending machines,specifying Energy Star machines,and turning off the lights;(b) replacing incandescent EXIT signs with CFLs or LEDs;and(c)installing electronic dimmer switches to dim or turn off lighting,along with daylight sensors where applicable,which can save 30-40%of lighting costs. Note that RETAP is unable to estimate capital investment requirements since equipment and labor costs are dependent on specific facility and locality situations. You should use your engineer,contractor,and/or supplier to calculate these investment requirements. 7: Glossary --- Page 12 of 14 ------- 112 ENERGY,WASTE MANAGEMENT ASSESSMENT RETAP The following defmitions are given for terms used in this report*; - Actual Demand,in Kw,is the highest average fifteen(15)minutes of demand over a billing period. - Billed Demand or Adjusted Demand is actual demand plus an adjustment for low power factor. - Load Factor is a measure of efficiency of using electrical power,and is the ratio of average load supplied during a designated period to the peak load occurring that period. Load Factor = Kwh used in a given time period Peak Kw times hours in period - Power Factor PF measures how effectively your equipment uses electrical current from the utility. PF is a measure of how the current delivered to the equipment is converted into useful energy and is listed as a percentage. If the PF is below 90 percent,Xcel Energy,like many utilities,charges extra because it costs the utility more to build and operate the additional equipment to carry the extra current needed to run your equipment. - Adjusted Demand = Actual Demand times 90/PF,when PF is<90. - Kbtu is a unit of energy equal to 1,000 btu(British Thermal Units). A Therm is a unit of energy equal to 100 Kbtu. A CCF is 100 cubic feet of natural gas. For the purposes of measuring energy use,a therm and a CCF of natural gas are equivalent. *From Xcel Energy,"Small Business Guide to Energy Savings", 1999 and NSP,"How to Reduce Your Energy Costs", 1996 with 1998 modifications for NSP. 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