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HomeMy WebLinkAbout06.16.14 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 JUNE 16, 2014 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGL4NCE 3. ROLL CALL 4. APPROVE AGENDA S. ANNOUNCEMENTS/COMMENDATIONS 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 (6/2/14 Regular)(6/9/14 & 6/11/14 Workshop) Approved b) Approve 2015 ALF Operating Budget—Administration Approved c) Approve Appointment Rambling River Center Advisory Board— Administration Approved d) Approve Temporary On-Sale Liquor Licenses VFW—Administration Approved e) Paid Time Off Transition-Administration Approved f) Adopt Resolution—Accept Donation Dakota Electric Association— Municipal Services R38-14 g) Adopt Resolution—Accept Donation Menasha—Municipal Services R39-14 h) City Administrative Policies and Procedures—Review, Changes and/or Additions—Human Resources Approved i) Approve Revised Artwork Display Policy for Rambling River Center—Parks and Recreation Approved j) Reject Quote for Rambling River Center and Fire Station 1 Concrete Project —Parks and Recreation Quote Rejected k) Approve Agreement Construction of Fairhills Park Concrete Playground Border—Parks and Recreation Approved 1) Amend Ordinance—Urban Chickens -Planning Ord 014-668 m) 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) Approve On-Sale Liquor License El Loro Mexican Grill - Administration Approved 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Approve Audio Visual Presentation Equipment Upgrade Quote—Human Resources Approved b) Approve HD Telecast Equipment Upgrade Change Order Process—Human Resources 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 JUNE 16, 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 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 (6/2/14 Regular)(6/9/14 & 6/11/14 Workshop) Page 3 b) Approve 2015 ALF Operating Budget—Administration 22 c) Approve Appointment Rambling River Center Advisory Board— Administration 24 d) Approve Temporary On-Sale Liquor Licenses VFW—Administration 25 e) Paid Time Off Transition-Administration 29 f) Adopt Resolution—Accept Donation Dakota Electric Association— Municipal Services _ 32 g) Adopt Resolution—Accept Donation Menasha—Municipal Services 34 h) City Administrative Policies and Procedures—Review, Changes and/or Additions—Human Resources 36 i) Approve Revised Artwork Display Policy for Rambling River Center—Parks and Recreation 45 j) Reject Quote for Rambling River Center and Fire Station 1 Concrete Project —Parks and Recreation 57 k) Approve Agreement Construction of Fairhills Park Concrete Playground Border—Parks and Recreation 58 1) Amend Ordinance—Urban Chickens -Planning 74 m) Approve Bills 80 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) Approve On-Sale Liquor License El Loro Mexican Grill -Administration 104 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTSAND COMMUNICATIONS a) Approve Audio Visual Presentation Equipment Upgrade Quote—Human Resources 105 b) Approve HD Telecast Equipment Upgrade Change Order Process—Human Resources 115 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. COUNCIL MINUTES REGULAR June 2, 2014 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OFALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson, Bartholomay, Bonar,Donnelly Members Absent: Fogarty Also Present: Joel Jamnik, City Attorney; David McKnight, City Administrator; Robin Hanson,Finance Director; Adam Kienberger, Community Development Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Brenda Wendlandt, Human Resources Director; Blair Peterson, Liquor Operations Manager; Cynthia Muller, Executive Assistant Audience: State Representative Patrick Garofalo, Dakota County Commissioner Mike Slavik, Leon On 4. APPROVE AGENDA MOTION by Bartholomay, second by Donnelly to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Introduce New Community Development Director—Adam Kienberger City Administrator McKnight introduced the new Community Development Director Adam Kienberger who started on May 30, 2014. He recently worked for the City of Lakeville and the Department of Employment and Economic Development. b) State Representative Patrick Garofalo Thanked Dakota Electric Association for their quick service today with a large power outage in parts of Farmington and Lakeville. They went above and beyond by calling all customers to make sure their power was back on. Regarding the 2014 legislative session, he described the legislative year as expensive. Expensive can be worth it, it can be an unexpected circumstance, or wasteful, unnecessary or extravagant. The state budget has seen record spending increases the last three years which was financed by substantial tax increases. With the growing economy, some tax increases were repealed this year. Approximately$2.5 billion in tax increases were scaled back by $400 million. Some money was used for good things. A 5%cost of living increase was given to 3 Council Minutes(Regular) June 2,2014 Page 2 caregivers. There were record propane prices this year so low income heating assistance was provided to those who needed it. However, spending on a new senate office building was wasteful. We are currently renovating the state capitol. It is a working museum and everyone supports that. Unfortunately, some elected officials decided we needed a new senate office building at a cost of$90 million to house 35 —40 senators on a part time basis. In Minnesota, our culture does not like this idea. In 150 years we have never had an increase in state spending this high. With the economy growing and tax increases the bills are being paid for. However, over the last three months revenues have come in below forecast. More revenues are coming in now than a year ago,the problem is there is not enough. Representative Garofalo was very concerned about our short term and long term future. Councilmember Bonar asked if there were any positive items from the last session. Representative Garofalo stated the good news is in the area of education, we expanded early childhood scholarships. They are vouchers given to low income families to choose the pre-school education program that best fits them. Funding and eligibility was expanded for this program. Another positive item was the increase for long term caregivers. We also repealed some of the tax increases from last year such as the sales tax expansion on telecommunications infrastructure. In addition we repealed the warehousing sales tax which was causing a real estate boom in warehousing prices in Wisconsin. A gift tax was in place where if a wealthy individual gives money to family or friends there is a lifetime cap on the amount of giving. At some point there is an added surtax on those gifts. If the families move from Minnesota, they can give it away and not have to pay the tax. This gift tax was repealed. There was also modest estate tax relief. Mayor Larson asked about Sunday liquor sales. Representative Garofalo stated in Minnesota there is a mandate that prohibits liquor stores from being able to sell liquor on Sundays. He felt a compromise is to repeal the state mandate and allow local units of government to make the decision. The effect on Farmington is minimal, but does affect cities on the Wisconsin border. He suggested a temporary compromise would be to let local units of government decide and see how that works. The likelihood of this issue moving forward is slim. Mayor Larson asked with Farmington having a population of 22,000 is there anything we need to keep our eye on that would affect our city? Representative Garofalo stated our federal government is completely off the rails in terms of its fiscal accountability with hundreds of billions of dollars in deficits. You combine that with actions throughout the world and we could be entering an area with economic instability. When that happens,you do not see the events coming. You do not have foresight to see that we will not have the money we are projecting. The feds cut money from the state and the state cuts money from cities and you 4 Council Minutes(Regular) June 2,2014 Page 3 have less tax revenue and people have fewer services. Cities are the last weigh station in those decisions. He encouraged Council and staff to take a very prudent course of action in terms of allocation of funds. Now is a good time to save more than spend. c) Dakota County Commissioner Mike Slavik The county is beginning the budget process. Last year Dakota County was one of eight counties that reduced their tax levy. A positive thing that impacts Dakota County residents is through Representative Garofalo and his colleagues,we were able to pass a Dakota County governance plan change which changes to a county manager system. This was bipartisan and it allows the county to streamline some government systems and improve the accountability of the county citizen advisory boards. An example is the Library Board which is appointed by the county, however,they have full budget authority. So this new plan says the county's elected official will hold the purse strings. There are some ways the county will be saving money for the tax payers. Regarding transportation projects, County Road 64 will be the big project in the next two years. The first open house was held earlier this spring. Currently,the project is in design. In the fall of 2014 the county will be doing right-of-way acquisition. There will be a second open house showing the final design as well as phasing. This is a large project with complicated intersections and ways to get out of certain developments. As a result, the project will not be done all at one time. This project will begin in 2015 and will take longer than the summer, so it will impact the school year. He and City Administrator McKnight attended the April school board meeting to give an update on the project and to discuss right- of-way acquisitions and appropriate ways to best serve the community. Commissioner Slavik provided an update on the remodeling of the Dakota County Farmington Library. By mid to late June the interior will be done. This week the material handling system is being installed. This is an automated system that checks in returned books. Library staff will be able to move in mid-July with a soft opening. The exterior will take longer. Once the entire project is complete there will be a grand re-opening. d) Liquor Store Update/Last Hope Presentation The last wine club tasting for the first half of the year was held with 52 people attending, $1,000 in sales and they sold four new memberships. Tastings will start again in September. Memorial Day weekend the stores were open Thursday through Saturday. Total net sales for both stores were ahead of 2013 by$15,675. Year-to-date numbers for net sales at the downtown store are up $64,769,the Pilot Knob store is up$58,319 for a total of over$123,000 above sales for the same time in 2013. Customer counts were up over 2,000 at the downtown store and almost 2,000 at the Pilot Knob store. The average ticket is up over$.40 at each location. 5 Council Minutes(Regular) June 2,2014 Page 4 Liquor Operations Manager Peterson stated in April the liquor stores had a supply and fund drive for Last Hope. The stores raised$1,154 plus many pet supplies were donated which he presented to Mr. Leon Orr. Mr. On stated his wife organized the organization in 1985 to serve as an animal rescue organization for Farmington, Lakeville and Rosemount. The first year the total expenses were $845. Now the primary area of service is all of Dakota County and reaches into western Wisconsin and the entire metro area. As a comparison,monthly veterinarian expenses are now over$20,000. Mr. On serves as treasurer on a board of six members. In 2013,the organization found homes for 1,600 cats and dogs in Dakota County. It has been an all-volunteer organization. A part time administrator has now been hired and office space leased in the former senior center building. The primary purpose of doing this was to keep it focused in Farmington. For 29 years Last Hope has had the same mailing address and phone number which provides stability. Fundraising efforts like this bring public attention to the organization and its efforts. Mayor Larson thanked Liquor Operations Manager Peterson and his staff for their efforts in turning things around so they can do things like this. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Bartholomay, second by Bonar to approve the Consent Agenda as follows: a) Approved Council Minutes(5/19/14 Regular) b) Approved School and Conference—Parks and Recreation c) Adopted RESOLUTION R37-14 Accepting Donations Rambling River Center— Parks and Recreation d) Approved Bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) 2014 Strategic Plan Update-Administration The City Council and staff met in March 2014 to start the 2014 City Council Strategic Plan. City Administrator McKnight presented an update on this process and asked for Council's input and direction. The city contracted with Mr. Dave Unmacht of Springsted Inc. to facilitate the planning process. The City Council and staff met for a day long retreat to discuss a wide variety of projects. The City Council and City Administrator McKnight also discussed goals Council would like to see in the strategic plan. Several benefits to the city's strategic planning efforts include: 1. Provide a written road map with clear accountabilities and documentation. 6 Council Minutes(Regular) June 2,2014 Page 5 2. Enhance Council's ability to focus on the most important policy and program areas. 3. Communicate with residents, businesses and stakeholders what is important to you. 4. Unite employees around common goals and priorities. 5. Strengthen your organizational effectiveness. They discussed a series of changes that have taken place in Farmington over the last three to four years which are indicative of a positive momentum happening in the community. Noted changes were: 1. Positive changes in city personnel; improved city attitude and culture. 2. Recessionary belt tightening produced a lean government. 3. Continued strengthening of the relationship with the Farmington Area School District at all levels. 4. Enhanced image in the community. 5. Transparent and honest financial discussions. 6. Improved collaboration with other public agencies. 7. Financial and multi-year planning. The discussion produced major priorities of the City Council as follows: 1. Organizational Development 2. Application of Technology 3. Economic Development 4. Operations and Finances 5. Communication and Engagement 6. Enterprise Operations Each priority has specific goals. Organizational development is defined as the review of operational structure of the organization to maximize results and ensure our structure meets both the current and future needs of the community. The goals for organizational development include: 1. Conduct operational analysis of maintenance functions between Municipal Services and Parks/Recreation. 2. The Fire Department goal needs work and will be determined. 3. Prepare a long term strategic plan in Parks/Recreation that is reflective of Farmington, our budget and City Council expectations. 4. Continue relationship building and partnerships with our primary local government partners including Dakota County, Empire, Castle Rock and Eureka Townships and the Farmington Area School District. 5. Continually review issues that impact the organization,the employees and the community. Each goal also has action steps. An example under organizational development is we want to look at how we provide service delivery of maintenance issues currently provided by Municipal Services and Parks/Recreation. City 7 Council Minutes(Regular) June 2,2014 Page 6 Administrator McKnight would like staff to look at snow removal and let him, Council and the community know why and how we do snow removal. We also want to look at work schedules for efficiency and productivity. The second priority is application of technology, which is to use technology to improve all areas of operation. The goals include: 1. Leverage and maintain and/or upgrade current technology. 2. Research and implement new technology that improves processes and increases efficiencies both internally and externally. 3. Develop a technology strategic plan that includes equipment,personnel and funding. Priority three is economic development. The goals include: 1. Successfully integrate the new Community Development Director into the organization and community. 2. Assist in the further success of the Vermillion River Crossings development. 3. Explore land site options for future industrial development. 4. Work with all of our partners to improve the business climate and culture in our community. Priority four is operations and finances which is a continuation of the work we have been doing over the last four or five years to improve the financial health of the city. Goals include: 1. Develop a comprehensive and professional financial management plan bringing together all of the work performed in recent years and summarizing goals for future plans. 2. Continue to work to get all funds to a positive status year round. We are down to two funds; the general fund and the debt service fund. 3. Develop a strategy to improve the city's bond rating. We are currently a AA-. It would be a significant step to get to AA status. 4. Develop an annual budget and budget process that is collaborative and easily understandable to the public. Priority five is communication and engagement. The purpose is to continue to use a wide variety of tools to communicate with our residents and improve our efforts to share the status of our work. Goals include: 1. Update the city's website in 2015. We use the website for many things to help communicate with our residents and it is time to put a new face on it and make it easier for residents to access information. 2. Improve the city's use of traditional/social media tools to communicate with residents. 3. Update and improve the quality of Farmington's presence on channel 16. 4. Improve the image of Farmington in many different ways. 8 Council Minutes(Regular) June 2,2014 Page 7 The sixth priority is enterprise operations to ensure success and develop solid fmancial plans that ensure the long term sustainability of our enterprise operations. Goals include: 1. Continue implementation of the liquor division financial plan. 2. Continue to improve annual financial health of the Schmitz-Maki Arena and set aside funding for future facility improvements. We have had two years of a small profit. 3. Review options to continue to reduce the reliance on tax levy dollars at the pool and Rambling River Center while maintaining the services we provide. City Administrator McKnight stated this plan is a draft and asked for Council input. This will be brought back to a future meeting for formal approval. Mayor Larson felt the plan reflects the discussion from that meeting. Councilmember Donnelly stated the endeavor was worthwhile and it will help focus the city as Council changes. Everything discussed is captured in the plan. Councilmember Bartholomay stated the plan is a working plan. It reflects what we spent the day discussing. The facilitator lead the discussion, but City Administrator McKnight put a lot of work into putting this together. Councilmember Bonar was encouraged by this next step. The six priorities are an appropriate representation of what we discussed. He will look forward to seeing how city administration and staff accepts the short term responsibilities in the implementation phase. He saw a few gaps and looked forward to seeing them filled in and hearing more from department heads as to how they will take this strategic plan and make it a living document for their departments and the people they serve. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Donnelly: It was nice to hear from State Representative Garofalo and Dakota County Commissioner Slavik. Councilmember Bartholomay: He also thanked the representatives for attending and hoped it would be a yearly occurrence. He appreciated the liquor store update. He welcomed Community Development Director Kienberger and thanked City Administrator McKnight for his work on the strategic plan. 9 Council Minutes(Regular) June 2,2014 Page 8 City Administrator McKnight: The June 16, 2014, Council meeting will not be televised because we are upgrading the broadcasting equipment. It may extend to the July 7, 2014,meeting but the public will be advised. City Engineer Schorzman: Seal coating will begin tomorrow. He encouraged residents to check the map on the website. The wear course will be laid on the east frontage road along highway 3 from the sanitary sewer project. Community Development Director Kienberger: Thanked everyone for the warm welcome. Parks and Recreation Director Distad: The pool will open on Friday, June 6,2014. There will be a joint meeting between the City Council and Parks and Recreation Commission on June 11, 2014, at 6:30 p.m. for a presentation on the aquatic feasibility report. Human Resources Director Wendlandt: Regarding the Ipad issue,Novus Agenda is working to set up the Council agenda. The basic structure is moving along. Once that is working, Council will be able to see everything on their Ipads through a link to the Novus Agenda Council website. Mayor Larson: Welcomed Community Development Director Kienberger. Dew Days is coming up soon. All activities are on their website. He reminded everyone to shop local. 14. ADJOURN MOTION by Bartholomay, second by Bonar to adjourn at 7:51 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 10 Council Budget Work Session Minutes June 9,2014 Mayor Larson called the work session to order at 6:30 p.m. Present: Larson,Bartholomay, Bonar, Donnelly Absent: Fogarty Also Present: David McKnight, City Administrator; Robin Hanson, Finance Director; Brian Lindquist,Police Chief; Adam Kienberger, Community Development Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Todd Reiten,Municipal Services Director; Brenda Wendlandt,Human Resources Director; Tim Pietsch, Fire Chief; Cynthia Muller, Executive Assistant MOTION by Bonar, second by Donnelly to approve the agenda. APIF,MOTION CARRIED. The purpose of the work session is to discuss the 2015 budget, specifically the general fund and debt service funds budget and tax levy. The remaining funds will be discussed in the July work session. The draft 2015 budget shows revenues at$3,043,207, which is a$111,000 increase over 2014. Expenditures are projected at $11,544,695 which is an increase of$574,000. Fiscal disparities have been left the same for now at$2,253,199. This brings the general fund levy to $6,248,289, which is an increase of$463,000 over the 2014 final budget. The debt levy is $116,000 more at a total of$3,059,728. The draft net tax levy comes to $9,308,017 which is a 6.6%increase over the final 2014 budget. The tax levy increase in 2010 was 2.39%and in 2011 it was 3.42%. In 2012 and 2013 there was no increase and in 2014 there was a 1.92% increase. Finance Director Hanson reviewed the revenue line items. Animal license revenue has been reduced due to the option of a lifetime license or a two-year license. Building permit revenue will be increased from$315,000 in 2014 to $380,000 for 2015, which is less than the actual 2013 building permit revenue received which was $513,000. The city's share of LGA is $276,607 which is an increase of$31,278. MSA maintenance has been increased. Fire charges revenue has been increased based on recent experience. Police service charges have been reduced to reflect the reimbursement arrangement with the school district for one school resource officer. Investment income has been reduced from$55,000 to $20,000. Transfers in is the money transferred in from the enterprise funds to cover administrative and personnel costs, including the liquor stores. This has been increased by 3%. Regarding expenditures, all budgets reflect the anticipated human resources based on union contracts, the wage study,retirement contributions, health insurance and workers compensation increases. There is also an increase in technology costs as the city continues to expand the use of technology, support and upgrade hardware and software. The administration budget has been increased by $25,000 to cover strategic planning, a customer survey and increased technology for the purchase of Novus Agenda and iPad support. The increase in finance is due to an audit contract which will go out for bid later this year. In risk 11 Council Budget Work Session Minutes June 9,2014 Page 2 management there are increased premium costs for property and casualty insurance and there is more use of the city's deductibles which is eating away at the fund balance. The police budget includes an increase to buy Axon Flex body cameras,the software and upgrading of phones to smart phones to improve evidence collection and moving the information to cloud. Staff is recommending that money for vehicles be moved to a capital equipment fund and that it be funded on a longer term basis for immediate needs and use a portion of LGA to address deferred maintenance. There is an increase in the fire budget for pump testing for$15,000 and continued hose replacement. Painting of the ceiling at station one is estimated at$28,000 and half of that will be in the 2015 budget and half in the 2016 budget. There is also $25,000 for positive pressure ventilators and extraction pumps. Amounts previously approved in the fire CIP will be transferred out and moved into the fire capital projects fund. In engineering there is $10,000 for efforts that may be recommended by the community development director, and$10,000 for professional services in building inspections in the event the activity level is such that we need to contract out work due to increased building levels. There is an increase in municipal services of$11,000 for snow removal. A new item is permanent levy adjustment and delinquency experience. In the audit there was an actual reduction in the levy that we sent to the county. According to the county those are permanent adjustments done by a local taxing authority due to evaluation appeals or due to the ag preserve credit. The $30,000 is a permanent reduction and we will not see it. To reflect that, the 2015 budget includes $30,000. In 2016 through 2018,Finance Director Hanson recommended we build up over that three year period our delinquency experience which runs about 1.5% in a good year. Then we will have the money in the fund balance to take care of the timing differences between when we expect the tax receipts and when we actually receive them. Transfers out is comprised of the general fund(non-LGA items) and LGA items. Non-LGA items include: EDA $ 40,000 Arena $ 20,000 Fire CIP $ 70,000 This is for one-brush truck and-a-chief's-vehicle. The fire department had-requested-a second chiefs vehicle. The police department has a commercial inspector's vehicle that is six years old and it would make sense to transfer that to the fire department for a chiefs vehicle and replace the commercial inspector's vehicle. Police Capital Equipment Fund $125,000 Sealcoating $350,000 Trail maintenance $ 30,000 Building maintenance $ 15,000 Total $650,000 12 Council Budget Work Session Minutes June 9,2014 Page 3 LGA uses include: Customer survey and strategic planning $ 25,000 Assessments related to hotel parcel $ 50,000 Fire CIP $ 30,000 Streets and equipment CIP $ 80,000 The current CIP does not address deferring equipment for the next six years. This money would provide funding so that if we need to replace a vehicle rather than repair it we would have money to do that. It would be approved by Council. Building maintenance $ 2,707 Technology $ 82,300 This would pay for a new software tool and redesign of the city's website, costs associated with updating the city's remaining computers to the same operating system and Office suite software, point of sale software for the pool,the purchase of accounts payable automation software, and online employment application software. New lights at the Rambling River Center $ 6,600 Total $276,607 The debt service levy provides funding for scheduled debt principal and interest repayment obligations. It continues to strengthen the cash flow for several debt issues as we work towards compliance with the 105%funding requirement, and provides funding for the 195th Street reconstruction project. In 2015 bonds will be sold for this project and the first payment would be in 2016. Because interest rates are against us and we have to add on a stretch of Pilot Knob,the bond sale size has been increased and the cost will be more. The debt service levy factored in $67,000 for the project, so staff recommends keeping that in here. Between what we collect in 2015 and 2016 we will be approximately$20,000 off. Fiscal disparities are expected to be the same in 2015. Regarding human resource costs and budgeted debt service needs the levy would need to increase 4.02%to fund those items. The estimated average increase to property taxes would be $35.69 to cover the 4.02%increase. This assumes the average market value is $197,416, which is an increase of 10.08%based on preliminary county numbers. The additional 2.58% included in the city's draft budget, totaling a 6.6%increase, is estimated to cost the average homeowner an additional $26.86, for a total projected increase of$62.55 on the average residential home. This budget does not include funding for a ladder truck, recommendations from the aquatic feasibility study, or any Ice for Tigers funding request. Staff met last week and did a first round of cuts before bringing this budget to Council. Councilmember Donnelly asked about the average levy increase from 2010 through 2015. This comes to an average increase of 2.8%per year. Mayor Larson asked for an explanation of the body cameras. Police Chief Lindquist stated we are always one step behind with technology. Now the courts say we have to record audio interviews and if these cameras are available we have to use them according to federal and state 13 Council Budget Work Session Minutes June 9,2014 Page 4 mandates. Everything we do is questioned and must be defended. The evidence collected is of the same nature. The body camera is taking the camera out of the car and putting it on the cop to show everywhere they go. The equipment is on sale this year and forfeiture funds will be used to purchase them. There is a monthly fee associated with each camera that allows us to use their system as a depository for all evidence collected and is placed in the cloud. The cameras would not be on continually, only when necessary. Everything collected on the camera can be used to defend the city. Councilmember Bonar stated the average property owner will see a$20,000 increase in the value of their home. He asked how they understand they are part of the inflationary increase if Council decides to increase the levy$62.65 per residence. City Administrator McKnight clarified the question is if the levy increase was zero,what would that do to taxes. Taxes will go up because we will see a 2%increase in the taxable market value. Staff will provide a dollar amount. Councilmember Donnelly noted commercial would go down. City Administrator McKnight noted growth has returned and will equal 2%of new construction. All these pieces of the residential pie will pay old and new taxes. The $62.65 assumes more homes in the community. Councilmember Bonar stated if we chose a 5%increase, what were the circumstances within the community at the last 5% increase? Staff will provide historic building permit numbers. He remained cautious when it comes to adding taxes to the community. Councilmember Donnelly recalled even with a zero increase,the commercial properties took a hit. Councilmember Bonar was trying to define what is in our control and what isn't. Negotiated agreements and other commitments approved by Council are within our control. A lot of things are not within our control that we will be responsible for. The current rate of inflation is 2%. Councilmember Bartholomay asked about the cost of the smart phone upgrade for police. Police Chief Lindquist stated the cost is $6,500. The cameras and the phones are related. There is an application for the phone that can help monitor the camera. It will also allow us to download evidence to the cloud. The audio recorders are$450 each. The last time cameras were purchased they were$140 each. A lot of officers communicate by texting. There is also new CAD software that has an application for smart phones. Councilmember Bartholomay asked about the cost for repurposing a police vehicle for fire department use. Decals are approximately$600. Other than that it is mechanical labor time. The lights and radio would remain in the vehicle. It would be approximately $2,000 total. Councilmember Bartholomay asked if the LGA expenditures for fire CIP, streets and building maintenance are one-time expenditures. Finance Director Hanson stated there is long term funding for the fire CIP which is contingent on receipt of LGA funds. Regarding equipment and streets CIP, staff's recommendation would be to do a similar amount in 2016 if LGA funding is received. This would bridge the gap until CIP funding is in place. Councilmember Bartholomay asked for the highest percent in delinquent taxes during the last four years. It is approximately 5—7%. He also asked what the 2% inflation amounts to in dollars. It is$175,000. Councilmember Bartholomay stated beyond the 4.02%we would have to increase the levy another$170,000. Finance Director Hanson noted 2% for supplies, utilities, 14 Council Budget Work Session Minutes June 9,2014 Page 5 etc. would not be in there unless you add it to the base of the 4.02%. Councilmember Donnelly stated the 4.02%includes contracts,workers comp, etc. Councilmember Bartholomay asked if a 5%increase would cover inflation. Finance Director Hanson will provide that information. Councilmember Bonar asked about the tax impact per household for a ladder truck, aquatic facility study and funding for Ice for Tigers. Finance Director Hanson will provide the average residential levy impact for each of these items. Finance Director Hanson stated for Ice for Tigers funding there are two scenarios. A lease revenue bond would be issued by the EDA and the city would lease the facility from the EDA. It is expensive to do it that way,but it does not require a referendum. The cheapest way would be a referendum. The difference is $50,000 - $60,000 per year. The lease revenue requires we set aside a full year's debt service in the issue. So instead of a$3.2 million issue, it is $3.6 million. They also want the proforma to show a 20%profit. The best way is to do a general obligation bond which requires a taxpayer vote. Mayor Larson felt Council could all agree the 4.2%is there and we cannot touch it. He felt the 6.6%increase will not work either. He would be comfortable with 5%. Councilmembers Bartholomay and Donnelly agreed with 5%. Councilmember Bonar would be comfortable with 4% -4.99%,not 5%. Council was comfortable with the LGA proposed uses. Council agreed with doing a community survey. MOTION by Bartholomay, second by Bonar to adjourn at 7:59 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 15 City Council/Parks and Recreation Commission Work Session Minutes June 11,2014 Mayor Larson called the work session to order at 6:30 p.m. Present: Council—Larson, Bartholomay, Bonar Parks and Recreation Commission—Haley, McMillen, Spars Aquatic Facility Committee—Lois Lotze, Amy Pellicci, Co1m Griffin,Tom Schaffer,Ryan Johnson Staff—David McKnight, Robin Hanson,Randy Distad, Missie Kohlbeck, Cynthia Muller Absent: Council—Donnelly, Fogarty Parks and Recreation Commission—Elliott,Lares Audience: Garrett Beck, John Denary MOTION by Bartholomay, second by Bonar to approve the agenda. APIF,MOTION CARRIED. In 2012 the age of the pool was discussed and the fact that something will need to be done. On August 12, 2013,the City Council and Parks and Recreation Commission held a work session to discuss the current condition of the city's existing outdoor pool. It was decided to do an Aquatic Feasibility Study. A pool committee was also formed. The city hired USAquatics to complete the study. Members of the committee include Amy Pellicci, Colm Griffin, Lois Lotze, Gene Sparks, Mayor Larson,Jeremy Pire, Missie Kohlbeck, Randy Distad, Tom Schaffer,Ryan Johnson and Russ Lane. The committee held six meetings to develop options for aquatic facilities. Mr. Tom Schaffer,USAquatics,presented a summary of the study and options. The existing pool and wading pool for the size of Farmington is too small. It will not work to renovate what we currently have. Option 1 is to do nothing. The facility would remain non-compliant with Federal requirements for ADA accessibility and the operational subsidy the city pays to keep the facility open would continue to grow. Attendance will continue to decrease. Option 2 is to repair what we have and bring the facility up to good operational condition and address code issues. All wading pools have to have a zero depth entry. This option would cost $566,000 to$644,400. This will not affect the operating subsidy and it would still be approximately-$69,500 per year. Option 3 is to renovate and expand the existing facility. Necessary repairs would be made to the pool and demolish the wading pool and replace it with a zero depth entry which would be more of a splash pool. Because the existing lap pool is more than 300 feet we do need two means of ingress and egress for ADA and renovations would be necessary for this. Also new filtration, circulation and disinfection equipment is needed. The cost is $1,108,800 to $1,230,600. The operating expenses will increase slightly with the addition of the splash pool, but revenues also may go up. The operating subsidy would be approximately-$64,000. 16 • Council/Parks and Rec Commission Work Session June 11,2014 Page 2 Option 4 the existing pool would be demolished and filled in and a new spray pad/wet deck would be constructed. This would include several play features and interactive play elements. This will draw a younger group of users. Operating expenses would decrease because of less staff needs and utilities. There would be no entrance or user fee. The operating subsidy would still cost-$60,000 and would leave the community with no swimming pool. Option 5 is to build a new aquatic facility and is the committee's recommendation. The existing site is not large enough and is not the best location for growth of the city. The committee recommended Jim Bell Park as the location. An 18-mile radius around Farmington was used to determine demographics to properly size the facility. The committee discussed the facility being sustainable operationally for users and for equipment. This facility would have several bodies of water. The projected cost would be $7,249,688 to $9,416,466 depending on options or alternates. The base project would show an operating profit of$22,537. The base project plus alternates would have a projected operating profit of$54,901. This does not take into account retirement of capital debt. The committee also looked at the 2030 comprehensive plan and the 3,255 residential acres proposed by 2030. The factors in deciding to construct a new facility include: -Age of existing pool and the short remaining life expectancy. -Expense required to repair and bringing the facility up to code and operational standards. -Age of mechanical equipment and remaining life expectancy. -Increasing maintenance costs. -Making only repairs would still require a significant annual subsidy from the city to remain operational. - -Any expansion to the pool would make existing equipment undersized to meet code and operational standards. The current pool was built in 1970 and opened in 1971. A stainless steel gutter system is failing. The filter system also needs repair. The equipment is in very poor condition. The wading pool equipment is also in poor condition. The bathhouse has aged and does not have any family changing rooms. The deck area has a number of toe stubbers. Revenues are falling while expenses are increasing. There was very low attendance in 2013. People are going to newer facilities in other communities. Farmington has grown stale. The city needs a variety of amenities for young demographics. The highest percent of demographics is between the ages of 25—44, with the second highest being 17 and under. Based on the 2010 parks and recreation needs assessment,28%of respondents were willing to use tax dollars to maintain and improve the existing outdoor pool. Mr. Schaffer presented pictures of the areas that are deteriorating at the pool. The committee had extensive discussions that if Farmington is going to draw from an 18-mile radius, we need a signature facility that will draw people. One of the top features is a mat racer. The committee also looked at the lazy river with a rapid river entry. There are only two wave pools in Minnesota. Another amenity is the aqua loop which would be the first in Minnesota. 17 Council/Parks and Rec Commission Work Session June 11,2014 Page 3 They also looked at an aqua sport climbing wall which is 30 feet high. There are only ten in North America. The need for a six-lane lap area,the climbing wall, one and three meter diving boards,two body ride slides, an inner tube ride slide, a large zero depth entry area, splash area, activity area, lazy river, crazy river,rapids were all reviewed. Areas could also be separated into separate bodies of water. The committee looked at adding the mat racer and trying to combine more theming and landscaping to create more interest in the facility. The committee's final decision has a mat racer, 50 meter pool with additional fixtures and mechanical room as alternates. The base area would include a four-lane lap pool, river rapids, lazy river,zero depth entry splash area,water slides, shade structures,covered seating, community room/warming house, rental area, bathhouse,mechanical room. The facility would be very visible from 195th Street. Parking would be available for the aquatic facility and ball fields. If an ice arena is constructed,the community room could also serve as a warming house. The labor cost would be $267,390 in terms of staffing. The base project cost would be $7,284,507. Alternates would cost$2,164,405. Total cost would be $9,448,912. This is without the future 50 meter pool. With the 50 meter pool the cost would be approximately $11,600,000. The tax implication with a$10,000,000 bond with a 20 year issue, a residential home valued at $200,000 would have a tax increase of$100 per year. This is for a$10 million project. For a $7 million project,the tax increase would be $70 per year. The projected timeline is based on a referendum at the November 4, 2014, election. Construction would start in April 2015, with completion in June 2016. Revenue for the facility is based on two methods, bather load which uses historical information regarding average daily attendance usage by percentage and demographics. The bather load shows projected revenue of$392,040. This is based on a 90-day season and admission rate of $5.00 per day and an average of$1.00 per day in concessions. Based on demographics,the projected revenue is $402,324. This includes an admission rate of$5.00 per day and an average of$1.00 per day in concessions. The projected total revenue for aquatic usage,party rental, swim lessons, exercise classes is $426,182. The estimated budget to run the facility is$403,645. This comes to an operating profit of$22,537. If the mat racer were added, it would take an additional$23,000 to run it and for staffing. The additional revenue would be $55,328 in year one. The admission price would go up$.50. This would amount to an additional profit of $32,364 for a total of$55,000 in profit. There would also be more capital debt to retire. As a comparison, Cascade Bay in Eagan charges$10 for admission. Their facility was financed through a revenue bond. So they had to make enough money each year to pay off the bond. They have done that and are now thinking about expanding. The pool at Northfield has an admission of$4.50, but they do not offer many amenities. The admission in Apple Valley is $9.00. In 2007,the master plan for Jim Bell Park was developed. The plan has been updated to reflect the cost of the parking lot as those costs are not factored into the aquatic facility costs. The 18 Council/Parks and Rec Commission Work Session June 11,2014 Page 4 parking lot and lights would cost$165,000. A community center was originally included in the master plan that included an indoor pool,but not an outdoor pool. The life expectancy for option 1 is one to three years, option 2 is two to three years, option 3 is three to five years for the main pool. Option 4 with a zero depth pool would be 20 years, a spray deck would be 20 to 25 years. A new facility would last 35 to 40 years. Pools will fail programmably before they fail operationally. If you have the insight to master plan a 50 meter pool, add on amenities and you keep it fresh, it will last 40 years. In options 2 and 3 filters and pumps are replaced,but it does not include replacing the circulation system. It is a lesser life expectancy because that is starting to fail. Mr. Garrett Beck, a representative of various athletic associations stated they are very excited about amenities going into Jim Bell Park. Athletic associations represent 2,000 families. Their shortage and reliance on school district fields and lack of opportunity to participate is a huge factor for them. They will be watching as the project moves forward as there are a lot of shortfalls in our community. His intention was not to put one sport against another,rather that the athletic associations want to be at the table to see how we can bring opportunities to Farmington overall. There were 26 ball teams brought in last weekend for a tournament. These people were here for the entire weekend. The opportunity exists to draw people to Farmington and this is a great opportunity to partner. Parks and Recreation Commission members felt this is a good opportunity and the location to the greenway is ideal. To try to salvage the old pool is not the way to go. The new location will draw people in. Mayor Larson asked to discuss the bonding cost and tax implications. Ms. Amy Pellicci stated as a homeowner and business owner she was all for it. It is a good asset to the community, it is an amenity to draw people in. We do not have much here now, so it will be fabulous for the community. Other committee members stated looking at the population breakdown,that tells us what the goal should be. For the growth of the community by 2030, we are looking to bring residents to our community. This will help drive the community and draw them to us. We are mostly residential and need to strive for something people want. Mayor Larson asked about the Seed property which is to the east of the pool and how did we acquire this land, also how much park dedication money will we receive. Parks and Recreation Director Distad stated we will not receive park dedication money, because we took all the land for the park. The 16 acres to the east of Jim Bell Park was offered for a year, but we did not have the funding to purchase it. Right now it is platted as a high residential area and single family to the north. Finance Director Hanson asked what is not included in the $7 million option. It does not include the mat racer, multi-play structure, family slide, monster tipping bucket wave,one and three meter diving boards, new three meter tower/stair and footing, climbing wall, 3`d inner tube water slide and the water walk. Two thirds of the slide area is included. Councilmember Bonar asked about the tax impacts for the other options. The tax impact for options two and three, it would be a one or two year levy to come up with$866,000 or$1.2 million. Each of those with a one year levy, on a$200,000 home would have a tax increase of $88.66 to $77. The $1.2 million option is $142 to $163 tax increase for one year. Option 4 has a 19 Council/Parks and Rec Commission Work Session June 11,2014 Page 5 15-year life so it would be financed internally and the cost would be $6.50 to $7.50. The $7 million option is$60 to $70 per year for 20 years and the$10 million option is $86 to $100 for 20 years. Councilmember Bonar stated for the larger options, our return on the investment when you capitalize the debt and look at expenses and revenues,we would spend how many dollars per year and receive how much revenue in return. Finance Director Hanson will need to determine that. According to Ehlers if we did 20-year financing we would have to factor in some escrow for systems upkeep and replacement. Councilmember Bonar stated if he pays$188,000 in taxes and if he were in Apple Valley, Lakeville or Rosemount he would spend$500 per year less in taxes than in Farmington. If he were in Hastings he would spend$200 less. That is not adding in any increases for this item or other items Council has before them. We lack a large commercial industrial base, so we ask a lot of our residents. Mr.Beck stated it is the chicken or the egg. How do we draw people to Farmington if we don't have anything here to draw them? If you keep attracting homes they will bear the burden over and over again. If Farmington is to continue to grow and develop,the pendulum will have to slide the other way. Councilmember Bonar noted we are looking for businesses to come in to help the tax base. Councilmember Bonar asked about the construction schedules for options 1 through 4. Parks and Recreation Director Distad stated demolition would occur after the pool closes and work would be done before it opens so we would not lose a swim season. Councilmember Bonar asked about the demographics of the swim bus. Riders are eight to 15 years old. Councilmember Bonar stated the expenditures list for 2013 shows $5,200 in concessions purposes. He asked what revenues we have to match that. There was $11,000 to$12,000 in revenue. A Parks and Recreation commission member noted to help balance the bond expenditure,the city would not have the$60,000 subsidy every year to pay out. Councilmember Bonar asked how many millions of dollars we spend each year just to retire debt. Finance Director Hanson stated the proposed levy for next year is $3.1 million. That is just the tax levy portion. Councilmember Bartholomay asked for option 4, what is the breakdown of the $60,000 subsidy? Parks and Recreation Director Distad stated even the improvements will not change the revenue and we will still have the same expenses. Expenses would be utilities, chemicals and staff costs. There would not be an admission fee. Staff costs would be for maintenance. It is possible to fence it in and charge admission,but then we have to staff it. Parks and Recreation Commission Chair McMillen stated option 4 would only serve younger kids. You would be doing a disservice to many others. Finance Director Hanson asked if there is any open space for lacrosse, soccer, or where winter ice could be. Parks and Recreation Director Distad stated there are community amenities planned such as tennis courts,hockey rink,pleasure rink, soccer and lacrosse fields and five ball fields. We have 43 acres on the site. The aquatic center is approximately seven acres without the parking lot. The parking will be built in the middle of the area so it can serve the entire park. 20 Council/Parks and Rec Commission Work Session June 11,2014 Page 6 Councilmember Bonar asked about the annual cost for surface water management fees for the parking lot. Parks and Recreation Director Distad stated the water is planned to go into the storm pond in Mystic Meadows. Councilmember Bonar stated he has seen tens of thousands of dollars spent each year on surface water management fees for school parking lots. Staff will check on the cost. Councilmember Bonar asked as far as the proposed bond question, who are the parties that would spearhead the campaign effort. Parks and Recreation Director Distad stated city staff can provide information and facts,but we cannot advocate for or against it. Councilmember Bonar asked about the cost to the taxpayers to place this question on the ballot. The cost would be minimal as it is part of the general election. The due date to notify the county of a ballot question is August 20, 2014. It would not make a difference in cost if it was in 2016. As far as next steps, it was decided to discuss this further at another workshop and how it will fit into the financial plan. The workshop date will be coordinated by the city administrator with the City Council. This has to be compared with other requests such as a ladder truck, Ice for Tigers arena request,the rest of the community center in Jim Bell Park and the CIP. Then the report will be brought to a July Council meeting to accept it. MOTION by Bartholomay, second by Bonar to adjourn at 8:00 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 21 • e�oAikR#4,�, City of Farmington o 430 Third Street `.�, x Farmington,Minnesota OGO,C 1/ 651.280.6800•Fax 651.280.6899 AMOO www.cifarmington.mn.us TO: Mayor and City Councilmembers FROM: David J. McKnight, City Administrator SUBJECT: 2014 ALF Budget DATE: June 16,2014 INTRODUCTION The Farmington City Council is required to approve the annual operating budget for the following year for the Apple Valley, Lakeville, Farmington Ambulance Service (ALF) each year. DISCUSSION The joint powers agreement of the ALF organization states, "On or before July 1st of each year, the annual operating budget for the following calendar year as recommended by the Board shall be submitted to each member City Council for approval or disapproval." The ALF Board met on June 3,2014 and voted to approve the attached budget for 2015. As you will see, since we have contracted out the day to day service provision of the ambulance service,the yearly budget for ALF is very basic. The proposed 2015 budget maintains a year end fund balance of$133,799. The largest single revenue source in the near term is the liquidation of accounts receivable. No distribution of cash is included in the 2015 budget so we can maintain a fund balance in case there are any issues related to our license or challenges to it. BUDGET IMPACT None. ACTION REQUESTED A motion should be made to approve the 2015 ALF operating budget. Respectfully submitted, David J. McKnight City Administrator 22 Statement of Cash Flows 2013 2014 2015 Actual Adopted Proposed Additions Collections of receivables $ 29,266 $ 10,000 $ 5,000 Townships 1,500 1,500 1,500 Other 300 Interest on investments 1,048 100 1,300 Total additions 32,114 11,600 7,800 Deductions Collection services 4,520 2,500 1,200 Other 3,525 1,000 800 Total deductions 8,045 3,500 2,000 Distribution of cash Apple Valley 48,710 24,355 Lakeville 39,628 19,814 Farmington 11,662 5,831 - Total distribution of cash 100,000 50,000 - Net changes in cash position (75,931) (41,900) 5,800 Cash balance,January 1 251,630 175,699 133,799 Cash balance,December 31 $ 175,699 $ 133,799 $ 139,599 23 �o�FA /y��, City of Farmington 4 4�� 430 Third Street b ! Farmington, Minnesota opq`� ���,� 651.280.6800 •Fax 651.280.6899 � www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Appointment to Rambling River Center Advisory Board DATE: June 16,2014 INTRODUCTION/DISCUSSION The City Council interviewed candidates for a vacant seat on the Rambling River Center Advisory Board. The Council is recommending appointing Ms. Marjorie Koski to the Rambling River Center Advisory Board. The term of this seat is through January 31, 2015. ACTION REQUESTED Approve the appointment of Ms. Marjorie Koski to the Rambling River Center Advisory Board for the above stated term. Respectfully submitted, Cynthia Muller Executive Assistant 24 `p 7-i miff J City of Farmington Alg, e 430 Third Street ' Farmington,Minnesota 41��, 651.280.6800•Fax 651.280.6899 s www.ci.farm ington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Temporary On-Sale Liquor Licenses—VFW Post 7662 DATE: June 16, 2014 INTRODUCTION The VFW is requesting Temporary On-Sale Liquor Licenses for three fundraisers. DISCUSSION The VFW is requesting Temporary On-Sale Liquor Licenses for three fundraisers to be held on July 16, 2014, August 20,2014, and September 19, 2014, at 421 Third Street. 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 applications for three Temporary On-Sale Liquor Licenses for the VFW for fundraisers on July 16,2014,August 20,2014, and September 19,2014. Respectfully submitted, Cynthia Muller Executive Assistant 25 toFPII tr:ettl Minnesota Department of Public Safety 0 : , r ALC OHOL AND GAMBLING ENFORCEMENT DIVISION tt.' p-c:: ^; ' ` 444 Cedar Street Suite 133,St.Paul MN 55101-5133 ' �rF�"""� (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 • V'•••? g4 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 i � r .sy o�z•; 4 g ''h `� Minnesota Department of Public Safety A.-FN,: .4 ∎ ALCOHOL AND GAMBLING ENFORCEMENT DIVISION } . 444 Cedar Street Suite 133,St.Paul MN 55101-5133��rF` ' (651)201.7507 Fax(651)297.5259 TTY(651)282-6555 *i.1 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 I S'7,04/1. ;G<tN� r IJ w � 7-7/ J g41 Z (., -49 b 67, ate , STREET ADDRESS ^/- CITY n. STATE ( ZIP CODE 2/ 1\14X OF PERSON MAKING APPLICATION BUSINESS PHONE . HOME PHONE tG E=izr-5'r2'' Lt> (G$'b 4&C)—‘1 16* 0 rye•) 1-1k>3..3 °71, DATES LIQUOR WILL BE SOLD i,..–.145.,/,/ Og ORGANIZATION liARTTABLE RELIGIOUS .OTHERNONPROFIT ORGANIZATION OFFICER'S NAME SS .A:74.4-7 c' sj, 1..h . 7/1/1 "/4.&.:6 r , �� �2 y ORGANIZATION OFFICER'S NAME ADDRESS °- - _. "" - " °- ORGANIZATIO1fOFFICER'S NAME ADDRESS ..-- . .5.--0.5' ��G S0 U q;55 jg$-1 oz /f ' 5. ma x- Ln license will be used. If an outdoor area,describe 4eT Pi,s/ fiv,14/ , 05% 1'vl 2 • 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. cp).ze rl YO,,CZ; 41/7 4)/5°..5 C t r e,,rc, z,,,,, (of L:l L 6 A-r C»7 l-1 v,t r 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•?AID t • SIGNATURE CITY CLERK OR COUNTY OFFICIAL - APPROVED DIRECTOR ALCOHOL AND'GAMBLLNG 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 o,a 1 PS-09079(0ii:J6) 27 g TAP:41 Minnesota Department of Public Safety ; ' '�`�a ALCOHOL AND GAMBLING ENFORCEMENT DIVISION sp, 444 Cedar Street Suite 133,St.Paul MN 55101-5133 `Y (651)201-7507 Fax(651)297.5259 TTY(651)282-6555 '.•.? 'y 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 Syars� ; /o 4, City of Farmington eig 3 a 430 Third Street ,;• x� Farmington,Minnesota % '' 651.280.6800•Fax 651.280.6899 A481.•APao ° www.ci.farmington.mn.us TO: Mayor and City Council Members FROM: David J. McKnight, City Administrator SUBJECT: Paid Time Off Transition DATE: June 16, 2014 INTRODUCTION The City Council has expressed a desire to have employees transition from the traditional vacation and sick leave program to the paid time off option. DISCUSSION During my tenure, the City Council has expressed a desire to see employees transition to the paid time off(PTO) leave program. We currently have the PTO program available only to non-union employees. We will need to negotiate a PTO program with union employees. Currently there are three non-union employees who are on the PTO program. I have been approached by City Engineer Kevin Schorzman about transitioning to the PTO program. After reviewing this issue with the Human Resources Director, the following proposal is being placed in front of you for your consideration. Current Pay Period Accruals Vacation 4.62 Hours (160 Hour Cap) Sick 3.69 Hours (1,040 Hour Cap) Proposed Pay Period Accrual PTO 7.385 Hours (320 Hour Cap) Proposed Conversion Rate Vacation 100% (One hour for one hour) Sick 65% (One hour for 0.65 hour) The benefits to the city include transitioning another employee to the PTO program, eliminating the potential for a large sick leave payout upon Mr. Schorzman's exit and elimination of the healthcare savings account contribution that this employee receives as a part of the vacation/sick program at an estimated cost of$1,250 per year. This transition is also a benefit to the employee since he has the desire to participate in this program and control his use of paid leave through the PTO program. 29 BUDGET IMPACT The impact of this transition would be beneficial to the city since the employee will be earning less time off per pay period and the contribution to the healthcare savings plan would be eliminated. ACTION REQUESTED If the City Council supports this transition, a motion should be made to authorize the transition to the paid time off leave program for Kevin Schorzman effective Monday, June 23, 2014 with the accrued vacation converting at a rate of 100% and the accrued sick leave converting at a rate of 65%. Respectfully submitted, David J. McKnight City Administrator 30 Section 5.13—Paid Time Off(PTO) Effective January 1, 2012, newly hired employees will receive Paid Time Off(PTO) in lieu of vacation leave and sick leave. Paid time off(PTO) is an all-inclusive paid time off program that will provide income protection for"no fault"time away from work including illness related absences. PTO is intended to be used for a variety of traditional types of time away from work including but not limited to vacation, illness,personal business, medical appointments,family time, and personal holidays. • PTO shall be accrued on a bi-weekly basis. PTO increases with years of service in accordance with the following schedule(s) and is allocated accordingly on a bi-weekly basis. Regular part-time employees scheduled to work 24 hours or more per week will accrue PTO leave on a prorated basis based on regular hours worked. PTO Accrual Schedule: a. 0-5 years 5.846 hours per pay period (19 days) b. Start of 6th year 7.385 hours per pay period (24 days) c. Start of 10th year 8.308 hours per pay period (27 days) d. Start of 15th year 9.231 hours per pay period (30 days) The maximum PTO accrual amount for all full-time employees is three hundred and twenty(320)hours. During the employee's initial probationary period, the employee shall accrue PTO but shall not be eligible for any reimbursement for accrued PTO upon termination or resignation. An employee on unpaid leave status will not accrue PTO. Medical Certification Good attendance is an essential job function for all City employees. If unplanned absences are excessive, a doctor's certification may be required. The physician's certification is to state the nature and duration of the illness or injury and verify that the employee is unable to perform the duties and responsibilities of his/her position. A statement attesting to the employee's ability to return to work and perform the essential functions of the job and a description of any work restrictions may also be required before the employee returns to work. Returning to Work After a Medical Absence After a medical absence, a physician's statement may be required on the employee's first day back to work, indicating the nature of the illness or medical condition and attesting to the employee's ability to return to work and safely perform the essential functions of the job with or without reasonable accommodation. 102 31 �4igkRti1�yc�► City of Farmington 4 4'y 430 Third Street Farmington, Minnesota 1„;�~ 651.280.6800 Fax 651.280.6899 A PRO � www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Lena Larson, Municipal Services Coordinator; Missie Kohlbeck,Recreation Supervisor SUBJECT: Adopt Resolution Accepting Donation for Pollution Prevention Day—Municipal Services DATE: June 16, 2014 INTRODUCTION Dakota Electric Association has donated$1000 toward Pollution Prevention Day 2014. DISCUSSION Dakota Electric Association has once again generously donated $1000 as a sponsor of Pollution Prevention Day. The event will be held in Rambling River Park on Friday, September 12, 2014. Pollution Prevention Day has been held for Farmington students since 1997. For 2014, we are anticipating approximately 550 -4th grade participants. Staff will communicate the City's appreciation on behalf of the Council to Dakota Electric Association for their support of Pollution Prevention Day. ACTION REQUESTED Approve the attached resolution accepting the donation from Dakota Electric Association. Respectfully submitted, Lena Larson Missie Kohlbeck Municipal Services Coordinator Recreation Supervisor 32 RESOLUTION No. R38-14 ACCEPTING DONATION FROM DAKOTA ELECTRIC ASSOCIATION FOR POLLUTION PREVENTION DAY Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 16th day of June, 2014 at 7:00 p.m. Members Present: Larson, Bartholomay, Bonar, Donnelly Members Absent: Fogarty Member Bartholomay introduced and Member Bonar seconded the following: WHEREAS, Dakota Electric Association has donated $1000 towards Pollution Prevention Day; and WHEREAS,it is in the best interest of the City to accept such donations. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts the generous donation of$1000 from Dakota Electric Association to be used for Pollution Prevention Day. This resolution adopted by recorded vote of the Farmington City Council in open session on the 16th day of June 2014. Mayor Attested to the ) . �3 day of June, 2014. NLI ity Administrator J SEAL 4ia iti City of Farmington '� 430 Third Street pi p „ x Farmington, Minnesota �� s 651.280.6800•Fax 651.280.6899 °Op t1� q� A PRON10 www.ci.fannington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Lena Larson, Municipal Services Coordinator SUBJECT: Adopt Resolution Accepting Donation of Garbage Boxes DATE: June 16,2014 INTRODUCTION Menasha Corporation has again donated 50 garbage boxes to be used for community events. DISCUSSION Menasha Corporation has donated 50 garbage boxes valued at$150 to be used for community events such as Farmington Dew Days, Cruise Night and the Grand Parade. Staff will communicate the City's appreciation on behalf of the Council to Menasha Corporation for their support of community events in Farmington. ACTION REQUESTED Approve the attached resolution accepting the donation from Menasha Corporation. Respectfully submitted, Lena Larson Municipal Services Coordinator 34 RESOLUTION No. R39-14 ACCEPTING DONATION FROM MENASHA FOR GARBAGE BOXES FOR COMMUNITY EVENTS 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 16th day of June,2014 at 7:00 p.m. Members Present: Larson, Bartholomay, Bonar, Donnelly Members Absent: Fogarty Member Bartholomay introduced and Member Bonar seconded the following: WHEREAS, Menasha Corporation has donated 50 garbage boxes valued at $150 to be used for community events such as Farmington Dew Days, Cruise Night and the Grand Parade. WHEREAS,it is in the best interest of the City to accept such donations. NOW,THEREFORE,BE IT RESOLVED that the City of Farmington hereby accepts the donation of 50 garbage boxes valued at$150 from Menasha Corporation to be used for community events. This resolution adopted by recorded vote of the Farmington City Council in open session on the 16th day of June, 2014. ayor Attested to the /?"4 day of June 2014. City Administrat J SEAL 4j1 all , City of Farmington z 430 Third Street 90 Farmington, Minnesota GpA ��tlt 651.280.6800•Fax 651.280.6899 4`ST.A P www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: City Administrative Policies and Procedures—Review, Changes, and/or Additions DATE: June 16, 2014 INTRODUCTION The purpose of this memorandum is to provide information regarding the review, changes and/or additions made to the policies on smoke free workplace, EEO policy statement, working hours, attendance and break periods, group insurance, pregnancy and parenting leave, schools and conferences activities leave, and sick leave. DISCUSSION City staff intends to review and present selected policies and procedures over the course of the year in an effort to maintain an accurate and updated City administrative policies and procedures manual. The following paragraphs outline the changes or additions being proposed to the aforementioned policies. The Smoke Free Workplace policy has been updated to include"vaping"with e-cigarettes. The EEO Policy Statement has been updated to comply with a change in law effective May 12, 2014. The Working Hours, Attendance and Break Periods policy has been updated to further define part-time, seasonal and temporary positions to comply with federal healthcare reform laws and regulations. Additionally, language was added regarding break time for nursing mothers to comply with the Women's Economic Security Act(WESA) effective July 1, 2014. The Group Insurance policy has been updated to reflect changes to the city's benefits plan that Council approved for 2014 and to comply with federal health care legislation. The Pregnancy and Parenting Leave and Sick Leave policies have been updated to comply with WESA effective July 1, 2014. The Schools and Conferences Activities Leave policy has been updated to reflect a change in the law effective immediately. 36 Attached to this memorandum are the red-lined versions of these policies. Even though all employees are subject to this manual, it is important to note that where ever the City administrative policies and procedures conflicts with a collective bargaining agreement, the collective bargaining agreement takes precedence. ACTION REQUESTED Approve the attached policies for inclusion in Administrative Policies and Procedures manual. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director 37 Section 1.7—Smoke Free Workplace All City buildings, facilities and vehicles are designated as non-smoking. There will be no smoking (cigarettes, cigars, and pipes) or "vaping" with e-cigarettes within City facilities or vehicles at any time. Cigarette butts and matches must be extinguished and disposed of in appropriate containers. Employees who violate this policy will be subject to disciplinary action. Section 1.8—EEO Policy Statement The City of Farmington is committed to providing equal opportunity in all areas of employment, including but not limited to hiring, demotion, transfer, recruitment, selection, lay-off, disciplinary action, termination, compensation and selection for training. The City of Farmington will not discriminate against any employee or job applicant on the basis of race, color, creed, religion, national origin, ancestry, sex, sexual orientation, disability, age, marital status, status with regard to public assistance,veteran status, familial status or membership on a local human rights commission. Section 5.1 — Working Hours, Attendance and Break Periods The City of Farmington establishes working hours as required for the efficient management of personnel services. Typical office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. For employees in the Public Works area typical work hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Work hours may vary and include evenings and weekends depending on the position, season and department. Lunch breaks must be scheduled in such a manner as to ensure continuity of service and should be scheduled so that a department is not left unattended during normal business hours. Prompt and convenient customer service shall be the main consideration at all times. The regular work week consists of forty (40) hours, plus a 1/2 hour each day of non-compensable time for lunch. Each employee's job is important and regular attendance is mandatory. Employees are expected to work the normal hours and minimum number of hours per week as established for their position by their respective department heads. Service to the public may require the establishment of work schedules other than the normal 8:00 a.m. to 4:30 p.m. work day or the normal Monday through Friday work week. Whenever practical, the City will give seven (7) days' notice to employees when a change in shift is to occur. In the event that work is required because of unusual or emergency circumstances,no advance notice need be given. Part-time, Seasonal,and Temporary Positions In order to comply with law while avoiding penalties, part-time employees will be scheduled with business needs and in a manner which ensures positions retain part-time status under which it is intended. Effective July 1, 2014, employees in part-time and temporary positions will not be permitted to work more than 28 hours per week. All shifts including scheduled trades, picked-up shifts, must be .re-a..roved b the su.ervisor. Unsaid furlou.hs ma be im.osed on em.lo ees who exceeds 28 38 hours per week. Working a shift without prior approval may result in discipline, up to and including termination of employment. In some rare instances, a part-time, seasonal, or temporary employee may be offered health insurance in order to comply with federal health care reform laws and regulations. Lunch and Rest Breaks The City of Farmington provides two separate rest breaks during each work day, plus a 1/4 hour per day of non-compensable time for lunch. If the work day exceeds eight (8) hours, rest breaks are usually scheduled at the rate of one break for each four (4) hours worked over the normal work day. Regular part-time employees are provided with one rest break for each four (4) hours of work time per day. Rest breaks are limited to 15 minutes each and are to be taken at the job site when circumstances permit. Department heads are responsible for adopting any departmental rules specifically addressing such breaks There are operational requirements within the City that do not afford an employee time away from their respective work areas (i.e., Liquor Stores and Arena). Consequently, staff is typically required to perform their job duties during the course of a rest break as circumstances warrant. Therefore, these lunch breaks shall be compensated as part of a regular eight(8)hour shift. Procedure Employees are required to notify their supervisor as determined by department policy, or no less than thirty(30)minutes from their normal starting time, if they are unable to come to work or if they will be late for work. Failure to use established reporting process will be grounds for disciplinary action. Employees who are absent for 3 days or more and who do not report the absence in accordance with the terms of this policy will be considered to have voluntarily resigned not in good standing. In general, the length of the workday cannot be shortened by eliminating rest breaks or lunch periods. In special circumstances, Department Directors have the authority to authorize this on an occasional basis as long as regular department operations remain unaffected. Limited Flex Time Department Directors are authorized, but not required, to approve flex-time scheduling for employees under the following conditions: 1) Office Hours must be maintained for the general public between the hours of 8:00 a.m. and 4:30 p.m. 2) There is no significant effect on the efficiency of the department. 3) Departments continue to provide high quality customer service to citizens. 4) The regular work schedule for office employees does not begin before 7:00 a.m. nor extend later than 6:00 p.m. 39 Nursing Mothers To ease the transition of mothers returning to work following the birth of a child, lactation accommodation will be provided for nursing mothers. Accommodations Provided. For up to a year following the birth of a child, nursing employees will be provided reasonable break time to express milk during the workday. The employee will be allowed a . . . - . --- .. -- -- . -- -- . - - -- . . .. -- .. . Employees must bring their own container, but may store their milk in a refrigerator located in City Facilities. The City will provide a room (other than a bathroom) as close as possible to the employee's work area, that is shielded from view, free from intrusion from coworkers and the public and includes access to an electrical outlet,where the nursing mother can express milk in private. Pay Issues. Breaks to express milk will not be paid. Employees may use normal break and lunch periods to accommodate their nursing needs. However if the breaks needed exceed standard daily break time, then the employee must use personal time. Speak with your supervisor when returning from maternity leave. Your supervisor will work with you to accommodate your break schedule as needed, knowing that your breaks may differ on a day to day basis. 40 Section 6.8— Group Insurance The City of Farmington Flexible Benefits Plan allows regular full time benefit-eligible employees to use the City's monthly contribution in a way that benefits them most. The City's contribution may be used to purchase benefits from a menu, with some benefits being considered "core." Core benefits are those required for all plan participants. Any money left over after purchasing core and optional benefits may be taken as additional taxable compensation. A more detailed explanation of the benefit options available, enrollment periods, and current level of City contributions are available through Human Resources. Benefits under City-authorized insurance programs are governed by the terms and conditions of the respective insurance policies. Health Insurance Health Insurance is a basic benefit available to full time regular eligible employees. In accordance with federal health care reform laws and regulations, while avoiding penalties the City will offer health insurance benefits to eligible employees and their dependents that work on average or expected to work 30 or more hours per week or the equivalent of 130 hours or more per month. Employees may choose single, employee plus spouse, employee plus children, or family coverage, under the health plans offered by the City. If an eligible employee already has health coverage and can show proof of insurance for that coverage, the eligible employee may opt out of health insurance coverage provided by the City. Under the opt-out provisions established by the LOGIS Health Care Consortium, an employee may choose to waive health insurance coverage with proof of insurance. Any City contribution dollars remaining after an employee has purchased required and optional benefits, will be either paid to the employee as taxable cash or contributed to the employee's deferred compensation account or Health Savings Account. If an employee waives the health insurance coverage, the value of the lowest single premium offered by the City, along with dental insurance, life insurance and any supplemental coverage shall be used to calculate the remaining dollars as taxable cash or as a contribution to the employee's deferred compensation account or health savings account(HSA). Dental Insurance IBenefit eligible employees may purchase Ddental insurance is a corc benefit and all eligible regular full time employees must may choose either single or family coverage for dental insurance as part of their benefit package Basic Life Insurance Basic life insurance is also a core benefit which all eligible regular full-time employees must take as part of their benefit package. Basic life consists of$50,000 of term life insurance and accidental death and dismemberment insurance (AD&D). Supplemental Life Insurance Benefit eligible employees may purchase additional life insurance at group rates through the City's group insurance contract. Evidence of insurability may be required and the premium is determined by 41 the amount of coverage an employee chooses and by the age of that employee. Premiums for supplemental insurance purchased through an organization other than the City group insurance carrier is the responsibility of the employee although it may be paid through payroll deduction. Spouse and Dependent Life Insurance Benefit eligible employees may also purchase dependent life insurance for their spouse and children through the City's group life insurance carrier. Evidence of insurability may be required and premiums depend on the coverage selected. Short-Term Disability Benefit eligible employees may purchase short-term disability insurance. Premiums are determined by the coverage selected by employees. Long-Term Disability Benefit eligible employees receive employer paid long-term disability insurance. The elimination period is six (6) months and the maximum amount of coverage cannot exceed sixty percent of an employee's income. The City contribution for group insurance may be not applied to any other types of insurance that an employee has established through payroll deduction (i.e., PERA Life Insurance, AFLAC Accident, etc.). Changes in Coverage The employee is responsible for notifying the Human Resources Office of any changes that the employee wishes to make in the employee's insurance coverage or retirement plan, such as: a. Change of address or phone. b. Change of name. c. Change of beneficiary. d. Change in type of coverage. e. Change of marital status. f. Change in number of dependents. 42 Section 5.7—Pregnancy and Parenting Leave Pursuant to the Minnesota Pregnancy and Parentingal Leave Act, employees who have worked for the City for at least 12 months and an average of twenty (20) or more hours per week may take six (6) twelve (12) weeks unpaid leave upon the birth or adoption of a child including prenatal care or incapacity due to pregnancy, childbirth or related health conditions. This leave must may not begin more than six weeks within twelve (12) months of after the said-birth or adoption of the child. In the case where a child must remain in the hospital longer than the mother, the leave must begin within twelve (12) months after the child leaves the hospital. Eligible employees should must provide at least thirty (30) days written notice to the City of his/her intent to use pregnancy and parentingal leave and shall determine the length of the leave but said leave may not exceed twelve (12)six (6)weeks. However, if the leave must be taken within three (3) days, Employees are not required to use paid leave during Parenting Leave .. - . . - .••- • • -- •. .. - - . - . . - - - - - . If the employee has any FMLA eligibility remaining at the time this leave commences, this leave will also count as FMLA leave and the two leaves will run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain in effect available during while the employee is on this leave -- - '• - - _ . - but the employee will be responsible for the entire premium. If the employee is also on an FMLA absence, the employer contributions toward insurance benefits continue during the FMLA leave. Section 5.8—Schools and Conferences Activities Leave Any employee who has worked 20 hours or more is eligible for unpaid leave up to a total of 16 hours per 12 month period to attend school conferences or classroom activities related to the employee's child (under 18 or under 20 and still attending secondary school), provided that the conferences or classroom activities cannot be scheduled during non-work hours. When the leave cannot be scheduled during non-working hours and the need for leave is foreseeable, the employee must provide reasonable prior notice and make a reasonable effort to schedule the leave so as not to unduly disrupt departmental operations. Employees may substitute vacation or compensatory time or PTO for any part of the unpaid School Conference or Activity leave. 43 Section 5.12—Sick Leave The City of Farmington provides paid sick leave benefits for periods of temporary absence due to illness or injuries. Eligible employees include regular full-time employees and regular part-time employees who are regularly scheduled and approved to work a minimum of twenty-four(24)hours. 1. Eligible full-time employees will accrue sick leave benefits at the rate of eight (8) hours per month to a maximum of one thousand and forty hours (1040). Eligible part-time employees shall receive pro-rated sick leave based on actual hours worked. 2. Sick leave shall be accrued on a biweekly basis. 3. Eligible employees may use sick leave benefits for an absence due to their own illness or disability (including pregnancy): exposure to contagious disease or legal quarantine; medical and dental examinations; or an illness or medical or dental appointment of the employee or an immediate family member who resides in the employee's household or meets the following definition of immediate family. "Immediate Family" shall include the employee's parents, siblings, spouse, children, step-children, foster children, grandparents., or-grandchildren, step-grandchildren and foster grandchildren of the employee or the employee's spouse. 3. 1. Safety leave. Effective July 1, 2014, employees are authorized to use sick leave for reasonable absences for providing or receiving assistance because they or an immediate family member is a victim of sexual assault, domestic abuse, or stalking. Except for the employee and the employee's child, safety leave is limited to160 hours in any twelve month period. The twelve month period will be measured backwards on a rolling basis from the time the employee uses the leave. 47-5. Sick leave shall only accrue when an employee is on compensated regular hours or is on approved military leave in accordance with federal and state law. 5-6. Sick leave usage shall be subject to approval and verification by the supervisor or Department Director. Procedure To be eligible for sick leave payment: 1) Sick leave must be accrued before any payment is made. 2) An employee must notify his/her supervisor and/or department head as soon as possible but not later than thirty (30) minutes following the starting time of the employee's scheduled shift. (This notice may be waived if the employee can establish that he/she could not comply with this requirement due to circumstances beyond the employee's control.) 3) An employee must inform his/her supervisor and/or department head as to the approximate date of the employee's return to work. 4) If any employee is absent for three or more consecutive days due to illness or injury, a physician's statement will be requested to verify the disability and its beginning and expected ending dates. Such verification may be requested for other sick leave absences as well, and may be required as a condition to receiving sick leave benefits or to returning to work. 5) Sick leave benefits may be used to supplement any payments that an employee is eligible to receive from long-term disability insurance or worker's compensation. The combination of any such disability payments and sick leave benefits cannot exceed the employee's normal weekly earnings. 44 =o�Fiiy�o City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800•Fax 651.280.6899 -r• pRotao www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Rambling River Center's Revised Artwork Display Policy DATE: June 16,2014 INTRODUCTION On September 7,2010, the City Council approved a formal Artwork Display Policy(Policy)for the Rambling River Center. Recently the Rambling River Center Advisory Board(RRCAB) and Park and Recreation Commission(PRC)have completed a review of the Policy. DISCUSSION Since the Policy has been in place for more than three years, staff has had time to see what kind of impact the current Policy has had on having artists display their artwork. Staff has learned that the current Policy is too cumbersome and difficult for the public to understand,which has resulted in few applications being submitted for artwork to be displayed at the Rambling River Center. As a result,the current Policy was reviewed and simplified by staff in order to make it more easily understood, which will hopefully attract more artists to be interested in displaying their artwork at the Rambling River Center. There are two revised policies that have been attached. Exhibit A is the version that shows the marked up version of the revisions made. Exhibit B is the clean version of the revised policy. Both the RRCAB and PRC have reviewed the revised Policy and unanimously are recommending to the City Council to approve the revised Policy. The Policy continues to provide the following direction for the display of artwork in the Rambling River Center: • the criteria to be met before the artwork will be given approval to be displayed • the process used in selecting artwork to be displayed • the length of time artwork can be displayed • the location of where the artwork will be displayed • no financial compensation is given in exchange for the Rambling River Center displaying the artwork • identifies the different types of artwork allowed to be displayed in the Rambling River Center 45 The Policy will be a valuable tool for Rambling River Center staff to use when a request is made from the public about displaying artwork in the Rambling River Center. ACTION REQUESTED Approve by motion the revised Artwork Display Policy for the Rambling River Center. Respectfully submitted, Randy Distad Parks and Recreation Director 46 EXHIBIT A Marked-Up Version Rambling River Center's Artwork Display Policy I. Purpose The purpose of developing this the policy is to clarify what artwork types of art and collections (collectively known as artwork)may be displayed in the interior of the Rambling River Center building. Since public artwork is a cultural reflection of a community and its people, it is important that a policy and procedures be in place for the acceptance of temporary artwork to be displayed in the Rambling River Center. The purpose of developing an artwork policy includes: 1. The aAcceptance/selection of temporarily loaned artwork 2. The pPlacement or site selection of where the artwork will be displayed 3. The-ilnstallation method and maintenance of the artwork being displayed 4. Removal or decommissioning of the artwork The City's intention with this policy is to create a limited public forum for the display of artwork that meet's the City's standards f o r artwork that is appropriate : .- . : . - -- . - - • •, as set• forth in this policy, particularly because such artwork will be viewed by children and City employees. II. Definitions For the purposes of clarifying key words in this policy,the following definitions are being used: Interior Wall Any wall arca inside the rooms and hallways of the interior of the building. Empire Room—Classroom space located off of hallway on the Oak Street entrance to the building. . Nicolai Board Room Conference room located in the middle of the building. Administration Hallway Hallway located by the Empire Room, Oak Street entrance and Nicolai Banquet Room Hallway—Hallway located just to the south of the banquet room and providing access to the banquet room and kitchenette room. The northeast parking lot entrance is also located in this hallway. Artwork—Includes any form of art that is intended to enrich the public environment for both residents and visitors. Artwork includes: sculptures, murals,paintings, graphic arts, mosaics,photography, crafts, mixed media, drawings and environmental works. Buildings and Grounds Sub Committee Ad Hoc Committee established to make recommendations to the Rambling River Center concerning the interior and exterior building decor. Rambling River Center Advisory Board—Appointed by the City Council whose role is advisory to the operations and programming of the Rambling River Center building. III. Policy It shall be the policy of the Rambling River Center to allow artwork to be displayed in the building using a standardized selection process but under certain conditions/limitations. 47 A. Designated Display Areas for Artwork 1. Artwork may be displayed only in certain areas • 2, 1. Paintings and drawings may only be displayed on -- •- - - - -- • a --•-• • - Hallway and the Banquet Room Hallway wall. 3- 2. 3D artwork may will only be allowed in displayed only in the display case that will be located in the Empire Room. Administration Hallway and the Banquet Room Hallway. 6: 3. Artwork being worked on in the RRC Arts and Crafts Room may be stored in the room either on a shelf or in a cabinet and will not be considered to be displayed. B. Restrictions on Donation of Artwork 1. - - . . - - . . . _ . . _ :. -- . , - The Rambling River Center will not accept a donation of artwork to be displayed permanently. 2. : - - . - •. .... . - - - ., . .• -- -- .• . . - . • - , There will be a time limit of three (3)months that artwork will be allowed to be displayed. Artwork will be : - . .. - . • . _ - : • . - • . .. . 4 through March 314,• April 14 through June 30th,July 14 through September 34th and October 1 th ug December 3--4, 3. Artists will not be compensated in any manner in exchange for having their artwork displayed. C. Decommissioning of Artwork 1. After three months, any artwork not removed by the artist will be removed by Rambling River Center staff and moved to a storage room. The artist should contact staff members to arrange a pickup time where the artwork can be picked up. 2. If after six months the artwork or photo is not removed from the Rambling River Center building,the artwork will be disposed of either through an auction or through the regular garbage collection process. D. Selection Criteria 1. No violently or sexually graphic artwork is allowed to be displayed. 2. Artwork mMay be done in a variety of medium including such as chalk, watercolor,pencil, oil, acrylic, etc. 3. Art work mMay either be framed or unframed with an understanding that the Rambling River Center staff members will not frame any artwork that will be displayed in the building. 4. Berl€-If selected artwork - - . . . :• : . - - • • : - is to be hung on a wall the Banquet Room hallway, Tthe artist/owner of the artwork is responsible for making sure that the artwork is ready to be can be hung on a wall. 6. 3D artwork and collections is-are allowed, but will be limited to being displayed in a display case that-will-he located in the Empire Room. 48 7. Artwork that is religious in nature that could be perceived as government endorsement of religion in violation of the State and Federal Constitutions,and will be accepted on a case by case basis. 8. Artwork will not be displayed that creates a hostile environment. 9. Must be appropriate in terms of scale, form, content and the environment. 10. Artwork mMust be durable in relation to theft,vandalism and the environment. 11. Artwork exceeding$100 in value will not be allowed to be displayed. artwork is allowed to be displayed. 13. Artwork selected must either show proof of being insured or the artist must sign a form, which releases the City from being responsible to replace or compensate the artist for lost,misplaced, damaged or stolen artwork. 14. Artist whose work is selected to be displayed must be willing to enter into an agreement with the City for the display of their artwork. E. Selection Process 1. An Artwork Display Aapplication must be completed : -- a. - - - . • • '_ ''• . . , . . . . • . . . . .. • : - . - •. and shall include the following: a.Name, address,phone number, email address of artist. b. Description or Photo,plans,model or other representation of proposed artwork. c. Proposed location of the artwork. d. Statement of reason for displaying artwork. c. Description of the artwork, including dimensions,weight, finish, and color, and system for mounting or displaying the artwork. f. Any special mounting or display requirements. g. Statement of the approximate value of the artwork. h. Signage proposed for the artwork, including size, lettering and material. Signage shall be limited to the artist's name,title, and date of work. D- - -- - -- .. - -- _ - •- . ,- • - ••.. . Submittals for artwork displays will be reviewed and accepted by the Rambling River Center staff. Rambling River Center staff reserves the right to refuse any displays that, in their opinion, do not follow the aforementioned policy and procedures. er-net the artwork will be recommended to the Rambling Rive - - - • = ==• = . display. to display the artwork. 5, 3. If approval is given to display the artwork,then the artist will enter into an agreement for the display of the artwork at the Rambling River Center. 4. Rambling River Center staff will communicate accepted art displays to the Rambling River Center Advisory Board. 49 F. Review Review of this policy shall occur from time to time with any recommended changes being brought to the Rambling River Center's Advisory Board, Park and Recreation Advisory Commission and to the City Council for approval. 50 RAMBLING RIVER CENTER ARTWORK DISPLAY APPLICATION Date: Applicant Name: Address: Home Phone Number: Alternate Phone Number: Email Address: Name of Artist(if different from applicant): Name of Artwork: Description of Artwork: Approximate Weight: Approximate Dimensions: Proposed Location to be Displayed: Describe Mounting or Display Requirements: Approximate Value of Artwork(cannot exceed$100): $ What 3 Month Period of Time Would Artwork be Displayed: Please attach a photo of the artwork and the signage to be displayed with the artwork. Signature of Applicant Signature of Parent/Guardian (if applicant is under 18 years of age) 51 Signature of City Staff Accepting Application RAMBLING RIVER CENTER ARTWORK LIABILITY RELEASE FORM This Release is executed on the day of ,204-0 by the undersigned referred to as Releaser. In consideration of being permitted to display artwork in the City of Farmington's Rambling River Center,the Releaser hereby releases and discharges the City of Farmington, all of its employees and volunteers, from all liability to the Releaser for any and all loss or damage to the Releasor's artwork, and any claim resulting from, on account of injury to the Releaser's property. • Releaser's Signature 52 EXHIBIT B Clean Version Rambling River Center's Art and Collection Display Policy I. Purpose The purpose of developing the Policy is to clarify what types of art and collections (collectively known as artwork)may be displayed in the interior of the Rambling River Center building. Since public artwork is a cultural reflection of a community and its people, it is important that a policy and procedures be in place for the acceptance of temporary artwork to be displayed in the Rambling River Center. The purpose of developing the Policy includes: 1. Acceptance/selection of temporarily loaned artwork 2. Placement or site selection of where the artwork will be displayed 3. Installation method and maintenance of the artwork being displayed 4. Removal or decommissioning of the artwork The City's intention with the Policy is to create a limited public forum for the display of artwork that meet's the City's standards that is appropriate, as set forth in the Policy,particularly because such artwork will be viewed by children and City employees. II. Definitions For the purposes of clarifying key words in the Policy,the following definitions are being used: Empire Room—Classroom space located off of hallway on the Oak Street entrance to the building. . Banquet Hallway—Hallway located between the banquet room and fitness room. Artwork—Includes any form of art that is intended to enrich the public environment for both residents and visitors. Artwork includes: collections, sculptures, murals,paintings, graphic arts, mosaics, photography, crafts, mixed media, drawings and environmental works. Rambling River Center Advisory Board—Appointed by the City Council whose role is advisory to the operations and programming of the Rambling River Center building. III. Policy It shall be the Policy of the Rambling River Center to allow artwork to be displayed in the building using a standardized selection process but under certain conditions/limitations. A.Designated Display Areas for Artwork 1. Paintings and drawings may only be displayed on the Banquet Room Hallway. 2. 3D artwork and collectibles will only be allowed in the display case located in the Empire Room. 3. Artwork being worked on in the RRC Arts and Crafts Room may be stored in the room either on a shelf or in a cabinet and will not be considered to be displayed. B. Restrictions on Donation of Artwork 1. The Rambling River Center will not accept a donation of artwork to be displayed permanently. 2. There will be a time limit of three(3)months that artwork will be allowed to be displayed. 3. Artists will not be compensated in exchange for having their artwork displayed. 53 C. Decommissioning of Artwork 1. After three months, any artwork not removed by the artist will be removed by Rambling River Center staff and moved to a storage room. The artist should contact staff members to arrange a pick-up time. 2. If after six months the artwork/collection is not removed from the Rambling River Center building,the artwork/collection will be disposed of either through an auction or through the regular garbage collection process. D. Selection Criteria 1. No violently or sexually graphic artwork is allowed to be displayed. 2. May be done in a variety of medium such as watercolor,pencil, oil, acrylic, etc. 3. May either be framed or unframed with an understanding that the Rambling River Center staff members will not frame any artwork that will be displayed in the building. 4. If selected artwork is to be hung on the Banquet Room hallway,the artist/owner of the artwork is responsible for making sure that the artwork can be hung. 5. 3D art and collections are allowed but will be limited to a display case located in the Empire Room. 6. Artwork that is religious in nature that could be perceived as government endorsement of religion in violation of the State and Federal Constitutions and will be accepted on a case by case basis. 7. Artwork will not be displayed that creates a hostile environment. 8. Must be appropriate in terms of scale, form,content and the environment. 9. Must be durable in relation to theft, vandalism and the environment. 10. Artwork exceeding $100 in value will not be allowed to be displayed. 11. Artwork selected must either show proof of being insured or the artist must sign a form, which releases the City from being responsible to replace or compensate the artist for lost, misplaced, damaged or stolen artwork. 12. Artist whose work is selected to be displayed must be willing to enter into an agreement with the City for the display of their artwork. E. Selection Process 1. An Artwork Display Application must be completed and shall include the following: a.Name, address,phone number, email address of artist. b. Description or photo, plans, model or other representation of proposed artwork. c. Proposed location of the artwork. f. Any special mounting or display requirements. g. Statement of the approximate value of the artwork. h. Signage proposed for the artwork, including size, lettering and material. Signage shall be limited to the artist's name, title, and date of work. 2. Submittals for artwork displays will be reviewed and accepted by the Rambling River Center staff. RRC staff reserves the right to refuse any displays that, in its opinion, do not follow the aforementioned policy and procedures. 3. If approval is given to display the artwork,then the artist will enter into an agreement for the display of the artwork at the Rambling River Center. 4. Rambling River Center staff will communicate accepted art displays to the RRC Senior Advisory Board. F. Review Review of this policy shall occur from time to time with any recommended changes being brought to the Rambling River Center's Advisory Board,Park and Recreation Advisory Commission and to the City Council for approval. 54 RAMBLING RIVER CENTER ARTWORK DISPLAY APPLICATION Date: Applicant Name: Address: Home Phone Number: Alternate Phone Number: Email Address: Name of Artist(if different from applicant): Name of Artwork: Description of Artwork: Approximate Weight: Approximate Dimensions: Proposed Location to be Displayed: Describe Mounting or Display Requirements: Approximate Value of Artwork(cannot exceed $100): $ What 3 Month Period of Time Would Artwork be Displayed: Please attach a photo of the artwork and the signage to be displayed with the artwork. Signature of Applicant Signature of Parent/Guardian (If applicant is under 18 years of age) Signature of City Staff Accepting Application 55 RAMBLING RIVER CENTER ARTWORK LIABILITY RELEASE FORM This Release is executed on the day of ,20 the undersigned referred to as Releaser. Inconsideration of being permitted to display artwork in the City of Farmington's Rambling River Center, the Releaser hereby releases and discharges the City of Farmington, all of its employees and volunteers, from all liability to the Releaser for any and all loss or damage to the Releaser's artwork, and any claim resulting from,on account of injury to the Releaser's property. Releaser's Signature 56 k4imup ycl City of Farmington osik; 430 Third Street k Farmington, Minnesota 651.280.6800•Fax 651.280.6899 , www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Reject Quote for the Rambling River Center and Fire Station#1 Concrete Project DATE: June 16,2014 INTRODUCTION On Friday,May 30,2014, quotes were due for the construction project of replacing the Rambling River Center Oak Street concrete ramp entrance and the garage driveway and to replace the Fire Station#1 driveway leading to the equipment bays. Both of these improvements were combined into one project in hopes that it would encourage more contractors to submit a quote and that the quotes would be competitive. DISCUSSION/BUDGET IMPACT Quotes were solicited from 15 contractors. CG Construction was the only contractor who submitted a quote for the project and it was in the amount of$47,109.50. This amount was $16,109.50 over the estimated amount of$31,000.00 to complete the concrete work at the Rambling River Center and Fire Station#1. Because of only receiving one quote and that the quote submitted was over budget, staff is recommending that the quote that was submitted by CG Construction be rejected and that staff would start the process over with soliciting quotes for this project. It is staff's intent to divide the project into several smaller projects to see if this will help generate more quotes and make the quotes more competitive. ACTION REQUESTED By motion reject the quote received from CG Construction and direct staff to divide the Rambling River Center and Fire Station#1 concrete projects so they are smaller projects and then solicit new quotes from contractors. Respectfully submitted, Randy Distad, Parks and Recreation Director cc: Tim Pietsch John Powers Nicole Gorman 57 &Poiy City of Farmington 430 Third Street `�, x",'• g Farmington,Minnesota 651.280.6800•Fax 651.280.6899 pRo04', www.ci.farmington.mn.us TO: Mayor,Council Members and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Approve Agreement to Construct Fairhills Park Concrete Playground Border DATE: June 16,2014 INTRODUCTION The approved 2014 Park Improvement Fund budget included funding to have a new concrete playground border and three concrete pads for park benches constructed in Fairhills Park. DISCUSSION The previous concrete border around the old playground equipment has been removed because the new equipment will not fit inside the old border.After the playground equipment has been installed and wood fiber safety surfacing material has been placed,a new concrete playground border and concrete pads for three park benches will be constructed. Work by the contractor hired will include the preparation of a Class 5 base, installing forms for the concrete border and bench pads and pouring and finishing the concrete border and bench pads. Park Maintenance Division staff will be preparing the site for the concrete border and bench pads to be installed and will backfill,finish grade and seed the area to be restored after the concrete has been poured and adequately cured. Staff solicited quotes from 11 contractors to construct the concrete playground border and three bench pads. Three contractors submitted quotes for the project.Attached is Exhibit C,a tabulation form showing the quotes received.The low quote submitted by Erickson Construction of Lakeville, Inc. from Lakeville,Minnesota was in the amount of$8,340.00. BUDGET IMPACT The 2014 Park Improvement Fund budget for Fairhills Park includes funds to cover the cost of the concrete playground border and bench pads to be installed. ACTION REQUESTED Staff is requesting the City Council approve the attached agreement with Erickson Construction of Lakeville, Inc. for installation of the Fairhills Park concrete playground border and three concrete pads for park benches, so the work may be completed this year. Respectfully Submitted, Randy Distad Parks and Recreation Director 58 f• AGREEMENT AGREEMENT made this day of , 2014, between the CITY OF FARMINGTON, a Minnesota munic al corporation ("City"), and ERICKSON CONSTRUCTION OF LAKEVILLE,INC.,a Minnesota corporation("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED,THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement B. Contractor Proposal dated June 10, 2014,attached as Exhibit"A." C. Request for Quotes 2014 Fairhills Park Concrete Playground Equipment Border and Park Bench Pads Project Specifications,attached as Exhibit`B". In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts with Contract Document "A" having the first priority and Contract Document "C" having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods, services, and perform the work in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITY. The City shall pay the Contractor in accordance with the bid. 4. SOFTWARE LICENSE. If the equipment provided by the Contractor pursuant to this Contract contains software, including that which the manufacturer may have embedded into the hardware as an integral part of the equipment, the Contractor shall pay all software licensing fees. The Contractor shall also pay for all software updating fees for a period of one year following cutover. The Contractor shall have no obligation to pay for such fees thereafter. Nothing in the software license or licensing agreement shall obligate the City to pay any additional fees as a condition for continuing to use the software. 5. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Contract without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. 6. TIME OF PERFORMANCE. The Contractor shall complete its obligations on or before August 8,2014. r ,t 7. PAYMENT. a. When the obligations of the Contractor have been fulfilled, inspected, and accepted, the City will pay the Contractor. Such payment shall be made not later than thirty (30) days after completion,certification thereof, and invoicing by the Contractor. b. No final payment shall be made under this Contract until Contractor has satisfactorily established compliance with the provisions of Minn. Stat. Section 290.92. A certificate of the commissioner shall satisfy this requirement with respect to the Contractor or any subcontractor. 8. EXTRA SERVICES. No claim will be honored for compensation for extra services or beyond the scope of this Agreement or the not-to-exceed price for the services identified in the proposal without written submittal by the Contractor, and approval of an amendment by the City, with specific estimates of type, time, and maximum costs, prior to commencement of the work. 9. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota Statute 471.25, Subdivision 4a, the Contractor must pay any subcontractor within ten (10) days of the Contractor's receipt of payment from the City for undisputed services provided by the subcontractor. The Contractor must pay interest of one and one-half percent (1%2 %) per month or any part of a month to subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of$100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 10. WORKER'S COMPENSATION. If Contractor does public work, the Contractor shall obtain and maintain for the duration of this Contract, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. 11. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract,with the City included as an additional name insured by endorsement: Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate,products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period of three (3) years after final payment and Contractor shall continue to provide evidence of such coverage to 2 ,t , 3 City on an annual basis during the aforementioned period; or if any reason Contractor's work ceases before fmal payment, for a minimum period of three(3)years from the date Contractor ceases work. Property Damage Liability Insurance shall include coverage for the following hazards: X (Explosion) C (Collapse) U (Underground) Contractual Liability(identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury,with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability(owned, non-owned,hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence 12. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this Agreement. Contractor is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08,as if it were a government entity. In the event Contractor receives a request to release data, Contractor must immediately notify City. City will give Contractor instructions concerning the release of the data to the requesting party before the data is released. Contractor agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Contractor's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 13. RECORDS. Contractor shall maintain complete and accurate records of expenses involved in the performance of services. 14. WARRANTY. The Contractor guarantees that all new equipment warranties as specified within the bid shall be in full force and transferred to the City upon payment by the City. The Contractor shall be held responsible for any and all defects in workmanship, materials, and 3 • , ! equipment which may develop in any part of the contracted service, and upon proper notification by the City shall immediately replace, without cost to the City, any such faulty part or parts and damage done by reason of the same in accordance with the bid specifications. The Contractor further warrants to the City that all goods and services furnished under the Contract will be in conformance with Contract Documents and that the goods are of merchantable quality and are fit for the use for which they are sold. This warranty is in addition to any manufacturer's standard warranty, and any warranty provided by law. 15. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply with all applicable provisions of all federal, state and municipal laws which prohibit discrimination in employment to members of a protected class and all rules and regulations, promulgated and adopted pursuant thereto. The Contractor will include a similar provision in all subcontracts entered into for the performance of this contract. 16. INDEMNITY. The Contractor agrees to defend, hold harmless, and indemnify the City, its officers, agents, and employees, for and against any and all claims, demands, actions, or causes of action, of whatever nature or character, arising from the Consultant's performance of work or services provided for herein. The Contractor shall take all reasonable precautions for the safety of all employees on the site and shall provide reasonable protection to prevent damage or loss to the property on the site or properties adjacent thereto and to work, materials and equipment under the Contractor's control. 17. WAIVER. In the particular event that either party shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Contract by either party, whether of the same or any other covenant, condition,or obligation. 18. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Contract. 19. SEVERABILITY. If any provision, term, or condition of this Contract is found to be or become unenforceable or invalid, it shall not effect the remaining provisions, terms, and conditions of this Contract, unless such invalid or unenforceable provision, term, or condition renders this Contract impossible to perform. Such remaining terms and conditions of the Contract shall continue in full force and effect and shall continue to operate as the parties'entire contract. 20. ENTIRE AGREEMENT. This Contract represents the entire agreement of the parties and is a final, complete, and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings, or written or verbal representations made between the parties with respect thereto. 21. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Contractor. In the event of termination, the City shall be obligated to the Contractor for payment of amounts due and owing for materials provided or for services performed or furnished to the date and time of termination. 4 Dated: / 7 , 2014. CITY OF FARMINGTON By: Todd Larson,ayor By: 41(I David McKnight, Qministrator 5 Dated: 'Sol 7- , 2014 CONTRACTOR: ERICKSON CONSTRUCTION OF LAKEVILLE, INC. ie 8),e,k______ By: C Its: pi(---5/9P, 1- 6 4immiy� City of Farmington 430 Third Street Farmington,Minnesota ,'f 651.280.6800•Fax 651.280.6899 : www.ci,f7rminnton.IImTu8 c! /4 Fairhills Park Project Quote Submittal Form. Contractor's Information: The undersigned,being familiar with local conditions,having made the field inspections and investigations deemed necessary,having studied the plans and specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof,hereby propose to furnish all labor,tools,materials, skills,equipment and all else necessary to completely construct the project in accordance with the plans and specifications identified previously. Please provide in the , space that follows,your company's information. Name of Company Submitting Bid: Con act Person: &' l Fitz„ Address: 1/Q/0 i irO M` . Ld,) ht/-792;71-0/t,122/V.6 -e, Work Phone Num r:'} '©4- 4 -(4,791 Cell Phone Number g5 `09;1°'alaq Email Address: /ue,f- - 1 LI ya alp.57-/4 pa ,,e-22,2"j Date Quote Submitted: .04---/o- - Fairhills Park Concrete Border and Park Bench Pad Project Quote Amount Description Quote Amount 5 inch thick x 36 inch wide x 340 $ /54 in � 00 linear feet length concrete border 6 (3)4 ft wide x 8 it long x 4 inch $ f) thick concrete pads • Total Quote LP 0 65 �pFFA�I/yc� City of Farmington '� 430 Third Street �,` ,, Farmington,Minnesota �1��� 651.280.6800•Fax 651.280.6899 S'T,q 05 www.ci.farmington.mn.us EXHIBIT B Request for Quotes 2014 Fairhills Park Concrete Playground Equipment Border and Park Bench Pads Project Farmington, Minnesota Deadline for submittal: 10:00 a.m. Tuesday, June 10, 2014 I. Introduction: The City of Farmington Parks &Recreation Department is accepting quotes from interested parties for the completion of a concrete playground border and concrete park bench pads in Fairhills Park. All prices shall include all applicable sales tax. II. Fairhills Park Location: Fairhills Park is located at 19200 Estate Avenue West. The construction entrance to Fairhills Park can be accessed from the west side of the park on Estate Avenue. See access location on attached drawing. All equipment used by the contractor should access the park site via this one park entrance point. Under no circumstances should any other entrances to the park be used. III. Project Completion: All work associated with this project shall be completed on or before August 8,2014. IV. Rejection of Quotes: The City of Farmington reserves the right to reject any and all quotes,to waive irregularities and informalities therein. V. Site Visits: You may arrange a visit to the site if you wish by contacting the following Parks and Recreations Department staff person: Randy Distad Parks and Recreation Director 430 Third Street Farmington,MN 55024 651-280-6851 Email: rdistad @ci.farmington.mn.us 66 �oFFA�1/yc� City of Farmington A�$W 430 Third Street p x, ; Farmington, Minnesota 1 651.280.6800•Fax 651.280.6899 •-a pRoo www.cifarmington.mn.us VI. Insurance Requirement: Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract,with the City included as an additional name insured by endorsement: Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate,products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period of three (3) years after final payment and Contractor shall continue to provide evidence of such coverage to City on an annual basis during the aforementioned period; or if any reason Contractor's work ceases before final payment,for a minimum period of three(3)years from the date Contractor ceases work. Property Damage Liability Insurance shall include coverage for the following hazards: X (Explosion) C (Collapse) U (Underground) Contractual Liability(identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury,with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability(owned,non-owned, hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence 67 o�FAiyc, City of Farmington 430 Third Street N Farmington, Minnesota LAIF bps 651.280.6800•Fax 651.280.6899 mobs-" www.ci.farmington.mn.us VII. Submitting Quotes: The described project totals approximately 340 linear feet concrete border and three (3),four feet by eight feet concrete pads for park benches. A separate document included with this mailing provides project specifications in more detail. Contractors interested in submitting a quote must submit a quote on the attached Quote Submittal Form. The City will open,tabulate and select the lowest quote based on the overall total cost to construct the border and park bench pads. The City will provide notification to all contractors who submit a quote for the project notifying them of the results of the quotes received for the project. Deadlines to submit a quote shall be Tuesday,June 10,2014 on or before 10:00 a.m. All work associated with project shall be completed on or before Friday,August 8,2014. Your quote must be submitted in a sealed envelope with the following title: "2014 Fairhills Park Concrete Playground Equipment Border and Park Bench Pads Project" and should be submitted to the following Parks and Recreation Department staff person: Randy Distad Farmington Parks&Recreation Department 430 Third Street Farmington,MN 55024 Phone: 651-280-6851 Email: rdistad(a ci.farmington.mn.us 68 iptiarup�► City of Farmington 'Z I 430 Third Street x;,• Farmington, Minnesota 651.280.6800•Fax 651.280.6899 G A".A Pwdo# www.ci.farmington.mn.us Location and Specifications of Work to be Completed in Fairhills Park I. Location/Directions Fairhills Park is located to the west of Pilot Knob Road on 193`'Street West. The park's address is 19200 Estate Avenue. An attached drawing identifies the park boundary and construction access point. II. Specifications Curb Protection: The Contractor shall protect with proper material the face of all curbs (if any)that are driven over to access the construction sites. The contractor shall remove this material when the project work has been completed. Site Preparation for New Border: The City shall remove the existing concrete border,existing wood fiber and shall sub-cut the area where the new concrete border and park bench pads will be constructed. The contractor shall prepare the base for the new concrete border and concrete pads for the park benches. Base: The Contractor shall place six inches of 100%crushed limestone Class 5 material for the new concrete border and six inches of 100% crushed limestone Class 5 material for the concrete pads for the park benches. The Contractor shall compact the base and then pour the new concrete border on top of the base. Concrete Playground Border Construction: A. Concrete Mix The concrete mix shall be in accordance to MN/DOT Specification 2461. The mix design and classification shall be 3Y32A for sidewalk areas. The concrete mix used should be rated at a minimum of 4,000 psi. B. Dimension Measurements The concrete playground border should be five (5) inches thick and should be thirty six (36) inches wide. The concrete playground border shall be approximately 340 linear feet in length. Drawings are attached that further illustrate the concrete playground equipment border perimeter,thickness, width, length and design. C. Slope The concrete border should have a two degree cross slope so water collected on the concrete drains away from the playground equipment. 69 4ikR4 . City of Farmington via 430 Third Street "" Farmington,Minnesota g�f���s 651.280.6800 •Fax 651.280.6899 nos www.ci.farmington.mn.us Concrete Pads for Park Benches Construction: A. Concrete Mix The concrete mix shall be in accordance to MN/DOT Specification 2461. The mix design and classification shall be 3Y32A for sidewalk areas. The concrete mix used should be rated at a minimum of 4,000 psi. B. Preparation of Concrete Pads and Dimension Measurements There should be three concrete pads poured for park benches. Locations of the concrete park bench pads are shown on the attached playground drawing. The concrete pads should measure four feet wide by eight feet long by four inches thick. The concrete pads should be poured immediately adjacent to the concrete border but separated from the border. The top of the concrete pad for the park benches should be poured so they are at the same height as the concrete playground border. The concrete pads for the park benches should be separated from the concrete playground border by an expansion joint.The pads should be formed with 2 x 4 lumber in the dimensions identified. Forms should be removed within but no later than 48 hours of pouring the concrete. C. Slope The concrete pads should slope one to two degrees away from the playground equipment. D. Park Bench Installation The City will install the park benches on the concrete pads once they have adequately cured. Pouring, Finishing and Clean Up: A. Pouring and Finishing The concrete border should be a continuous pour with a contraction joint every twelve (12) feet. Each panel shall be no more than twelve (12) feet in length. Contraction joints shall extend to approximately one inch depth and shall be approximately 1/8 inch wide. B. Site Clean-Up All excess concrete not used in the project that is contained in the concrete truck and is cleaned out of the concrete truck after the concrete has been poured cement shall be removed by the contractor. Under no circumstances should any excess concrete or material remaining in the chute be cleaned out from the truck onto any public or private property. All clean out concrete material should be disposed of in an environmentally safe manner. Any forms and/or other materials generated from the construction of this project shall be removed by contractor. If forms are used they shall be pulled. After all forms are pulled and 70 7-4i10/ City of Farmington 430 Third Street , x Farmington,Minnesota 1��$ 651.280.6800•Fax 651.280.6899 www ci.fannington.mn.us contractor has completed the site clean up work, the Parks and Recreation Director shall inspect the site for proper clean up. If the site needs additional clean up the contractor will be contacted by phone and given one week to complete clean up. If the clean up still does not meet the satisfaction of the Parks and Recreation Director, 10%of the quote amount shall be retained until the site has been satisfactorily cleaned up. C. Site Restoration After the concrete has adequately cured,the City will then backfill with soil along the back edge of the concrete border in order for the grade of the border to match with the existing grade of the turf areas. Once the backfilling has been completed the City will then seed the disturbed areas and apply an erosion control method. Underground Utilities Location: A. Utility Locates Responsibility The Contractor shall be required to place the Gopher One call for locating underground utilities. 71 yo�FAiy��; City of Farmington MENIz 430 Third Street p �,� Farmington,Minnesota 651.280.6800•Fax 651.280.6899 Ate'n Pao�`a�a www.ci.farmington.mn.us Fairhills Park Project Quote Submittal Form Contractor's Information: The undersigned,being familiar with local conditions, having made the field inspections and investigations deemed necessary,having studied the plans and specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof,hereby propose to furnish all labor,tools, materials, skills,equipment and all else necessary to completely construct the project in accordance with the plans and specifications identified previously. Please provide in the space that follows, your company's information. Name of Company Submitting Bid: Contact Person: Address: Work Phone Number: Cell Phone Number Email Address: Date Quote Submitted: Fairhills Park Concrete Border and Park Bench Pad Project Quote Amount Description Quote Amount 5 inch thick x 36 inch wide x 340 $ linear feet length concrete border (3)4 ft wide x 8 ft long x 4 inch $ thick concrete pads Total Quote 72 EXHIBIT C 2014 Fairhills Park Concrete Playground Border and Concrete Park Bench Pads Quote Tabulation Form Name of Contractor Quote Submitted Erickson Construction of Lakeville, Inc. $8,340.00 North Country Concrete $10,062.00 C G Construction $11,251.00 73 ip ifuln9�► City of Farmington 430 Third Street Farmington, Minnesota o 651.280.6800•Fax 651.280.6899 o p�T.A atf;✓ www.ci.farmington.mn.us TO: Mayor, Council Members City Administrator FROM: Tony Wippler, Planning Manager SUBJECT: Adopt Ordinance Amending Section 10-6-29 (Chickens on Urban Residential Lots) Removing the Minimum Lot Area Requirement for the Keeping of Hen Chickens DATE: June 16,2014 INTRODUCTION Attached for Council's consideration is an ordinance amending Section 10-6-29 as it relates to keeping of chickens on residential lots. DISCUSSION At the April 7, 2014, regular City Council meeting a property owner approached the Council and asked that an amendment be considered to the Urban Chicken ordinance that would allow for Urban Chicken Permits to be granted on lots smaller than 10,000 square feet. Council directed staff to look at amending the ordinance. Planning Commission Discussion and Review Based on the direction given by Council, staff held a discussion with the Planning Commission about the possibility of reducing the required lot size for these types of permits at its regular meeting on May 13, 2014. At that time the Commission did express some reservations with changing the ordinance so soon after it was originally adopted, however, the consensus of the Commission was that if staff brought an ordinance forward for a public hearing that the lot area requirement should be removed from the ordinance, but to keep the Urban Chicken Permits restricted to the R-1 zone. The attached ordinance amendment proposes to remove the minimum lot area requirement of 10,000 square feet as one of the requirements for keeping of chickens on urban residential lots. It would still be a requirement that a property be located within an R-1 Zoning District in order to keep chickens. The Planning Commission held a public hearing on June 10, 2014, and recommended approval of the attached ordinance with a vote of 4-0. 74 ACTION REQUESTED Adopt the attached ordinance amendment to Section 10-6-29 of the City Code as it relates to chickens on urban residential lots. Respectfully submitted, Tony Wippler Planning Manager 75 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 014-668 AN ORDINANCE AMENDING SECTION 10-6-29 (CHICKENS ON URBAN RESIDENTIAL LOTS) REMOVING THE MINIMUM LOT AREA REQUIREMENT FOR THE KEEPING OF HEN CHICKENS THE CITY COUNICL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. That Title 10, Chapter 6 of the Farmington City Code, is hereby amended by deleting the strikethrough language as follows: 10-6-29: CHICKENS ON URBAN RESIDENTIAL LOTS: (A) Permit Required: An urban chicken permit shall be required for the keeping of any hen chickens on residential property less than two and one-half(21/2) acres in size, provided said property is zoned R-1 (low density residential) and has a minimum lot size of ten thousand (10,000) square feet. The keeping of chickens on lots two and one-half(21/2) acres and larger are regulated under section 6-4-2 of this code. An urban chicken permit requires a public hearing be held by the board of adjustment after a fee, established by the City Council, is paid and all adjacent property owners are notified. Supporting information/documents to be submitted to the planning division with an urban chicken permit application are: 1.Number of chickens to be kept on the property. 2. Site plan or property survey showing the proposed location of the chicken coop and/or chicken run on the subject property. 3. To scale building plan, including elevations, of the proposed coop and/or run. (B) Duration Of Permit: The urban chicken permit shall be valid for one year from the date of board of adjustment approval. A renewal permit will be required every year after the initial board of adjustment approval that chickens are kept on an approved residential lot. An application for a renewal permit shall be filed with the city thirty (30) days prior to the expiration of the current permit. The urban chicken permit may be terminated or not renewed for violations of the ordinance following notice to the permit holder and an opportunity for a hearing at the board of adjustment. The renewal permit will be reviewed and approved administratively. The fee for a renewal permit will be established yearly by the City Council. (C)Automatic Termination Of Permit: If the owner of hen chickens, who has an approved permit,moves from the premises approved for said hens,the urban chicken permit shall automatically become null and void. (D) Limitation On The Number of Chickens:No person shall keep on any single-family residential property more than three (3)total hen chickens. (E) Three Or More Dwelling Unit Properties: Chickens are not allowed on properties that contain three (3)or more dwelling units. (F)No Roosters: No person shall keep roosters, or adult male chickens, on any residentially zoned property less than two and one-half(21/2) acres in size. (G)No Cockfighting: Cockfighting is specifically prohibited within the city. (H)No Slaughtering: The slaughter of chickens is prohibited on residentially used or zoned properties. (I) Ownership Occupancy: The owner of the chickens shall live on the property on which they are being kept. (J) Confinement: Every person who owns, controls,keeps,maintains or harbors hen chickens must keep them confined on the premises at all times in a chicken coop or chicken run while in the city. Chickens are not allowed to be located in any part of the home and/or garage. (K) Shelter and Enclosure Requirements: Chickens shall be properly protected from the weather and predators and have access to the outdoors in an enclosure or fenced area. The shelter and/or enclosure shall meet all of the following requirements: 1. Any chicken coop and run fencing must be consistent with building and zoning codes. 2.No chicken coop or run shall be constructed on any urban residential lot prior to the time of construction of the principal structure. 3. One chicken coop and/or chicken run will be allowed per residential lot provided the maximum lot coverage of the underlying zoning district is not exceeded. 4. Chicken coops and runs shall not be located in the front or side yards and shall not be placed within any drainage and utility easements found on residential lots. 5. Any chicken coop or run shall be set back at least twenty five feet(25') from any principal structure on adjacent lots and a minimum of ten feet(10') from all property lines. 6. Any chicken coop or run shall be screened from view with a solid fence or landscaped buffer with a minimum height of four feet(4'). All fencing shall be in accordance with section 10-6-12 of this chapter. 7. All chicken coops must have a maximum size of ten(10) square feet per chicken and must not exceed eight feet(8') in total height. Fenced in chicken runs must not exceed twenty (20) square feet per chicken and fencing must not exceed six feet(6') in total height. Chicken runs may be enclosed with wood and/or woven wire materials, and may allow chickens to contact the ground. Chicken runs must have a protective overhead netting to keep the chickens separated from other animals. 8. Chicken coops must be elevated a minimum of twelve inches (12") and a maximum of thirty six inches (36") above grade to ensure circulation beneath the coop. 9. Chicken grains and feed must be stored in a rodent proof container. (L) Conditions/Maintenance And Inspection:No person who owns, controls, keeps, maintains or harbors hen chickens shall permit the premises where the hen chickens are kept to be or remain in an unhealthy, unsanitary or noxious condition or to permit the premises to be in such condition that noxious odors to be carried to adjacent public or private property. Any chicken coop and chicken run authorized under this section may be inspected at any reasonable time by the city. (Ord. 013-660, 3-18-2013) SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 16th day of June,2014,by the City Council of the City of Farmington. CITY OF FARMINGTON By: Todd Larson, Mayor ATTEST: C�j By:. 7 avid McKni t, dministrator SEAL Approved as to form the //lay of , 2014 By: City Atto y Summary published in the Farmington Independent the 3 r day of , 2014. CITY OF FARMINGTON COUNTY OF DAKOTA STATE OF MINNESOTA SUMMARY OF ORDINANCE NO. 014-668 AN ORDINANCE AMENDING SECTION 10-6-29 (CHICKENS ON URBAN RESIDENTIAL LOTS)REMOVING THE MINIMUM LOT AREA REQUIREMENT FOR THE KEEPING OF HEN CHICKENS NOTICE IS HEREBY GIVEN that, on June 16, 2014, Ordinance No. 014-668 was adopted by the City Council of the City of Farmington, Minnesota. NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. 014-668, the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the intent of the ordinance is to remove the minimum lot area requirement for the keeping of hen chickens on urban residential lots. A printed copy of the whole ordinance is available for inspection by any person during the City's regular office hours. APPROVED for publication by the City Council of the City of Farmington this 16th day of June, 2014. Todd Larson, Mayor ATTEST: 06.(4-.. C�L� David McKnight, C ty Aistrator Approved as to form the/B day of iVor , 2014. SEAL 114. ,•"‹Attorney Published in the Farmington Independent the 3 'day of , 2014. 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F F F' 2 F' Q Z 0 0 a c Fx- CC FC Z 2 1:3 U tr co m o W a F g wU' < a a LU x a �3 43 co °o °o 1 3 0J) 0 c0i 0 ) — a a a a d a a d d a d ¢ < < -,o 5 m to co co CO CO CO CO Cl) co Cl) Cl) CO Cl) Cl) °• D TTg» > > > > > > > > > > > > > > 12 a a a o o ,- o) m r) t m 0. s- s-- s- N N N fV N s- O O a N Cl) v a v v a a a a a '' v) 'V' a u) m ce O tD O O O Is- 0 r N N D) O t a O • N o O Of 0 O O r n O1 O o t0 t] t0 co lV OO 00 T E r C')) N N CO O Q O Ca CO C • 7 J Q Y N 8 o CO L Y U U .. m Y co 0 m re z U =o�Fiy��, City of Farmington 430 Third Street ` Farmington,Minnesota 651.280.6800•Fax 651.280.6899 .4""°tto www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Approve On-Sale Liquor and Sunday Liquor License—El Loro Mexican Grill DATE: June 16, 2014 INTRODUCTION Pursuant to City Ordinance 3-12-6-2, a public hearing must be held to establish an On-Sale Liquor License and an On-Sale Sunday Liquor License. DISCUSSION Mr. William Gomez has submitted the required license fees and application for an On-Sale Liquor License and On-Sale Sunday Liquor License for El Loro Mexican Grill,located at 953 8th Street. The application and required documentation have been reviewed and approved by the Police Department. BUDGET IMPACT The fees collected are included in the revenue estimates of the 2014 budget. ACTION REQUESTED Approve an On-Sale Liquor License and an On-Sale Sunday Liquor License for El Loro Mexican Grill at 953 8th Street. Respectfully submitted, Cynthia Muller Executive Assistant 104 mAti..\ City of Farmington �p 11z 430 Third Street Farmington, Minnesota .2A,,■1�4 651.280.6800•Fax 651.280.6899 yy,a ��e. www.cifarmington.mn.us TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Approve Audio Visual Equipment Upgrade Quote DATE: June 16,2014 INTRODUCTION The purpose of this memorandum is to provide information regarding the upgrade to the audio video presentation equipment. DISCUSSION The City has the opportunity to replace the audio video and presentation equipment in conjunction with the installation of the HD Telecast equipment. It is expected that this project will resolve the recurring problems encountered when using the projection screen and the overhead document camera within the Council chambers. The scope of this project is to replace the existing analog video presentation system with a new digital video presentation system. This is to improve the quality in which presentations are displayed and provide the ability to have more interactive presentations. The upgrade will incorporate a 70 inch interactive display with PC,touch application pad and mobile stand, a new digital video switcher and equipment for distribution to the existing Council chamber and lobby displays, and DVD player to replace the existing VHS unit. The mobile stand for the interactive display will allow staff to move it to other locations to maximize the use of this technology. This will be one of the most beneficial aspects of this projected project. The quote also contains the option to upgrade the live image camera(document camera)to a newer model that will match the resolution of the other components in the new system providing for better picture quality and reliability. Staff is recommending that this option also be included in this project. The City asked AlphaVideo, the contractor for the HD Telecast Equipment, to provide a quote for this project. We also received a quote based on the University of Minnesota contract and quotes are as follows: University of Minnesota Contract $34,691.00 AlphaVideo $32,990.00 Additionally, staff priced out individual components such as the interactive display and found that Alpha Video offered the best pricing. 105 BUDGET IMPACT Since the HD Telecast project bid is approximately $60,000 under the projected cost for the project, there are funds available for this audio video presentation equipment upgrade in the Cable Communications Fund budget. This budget is funded through franchise and PEG (Public, Education, and Government) fees collected through the City's franchise agreement with Charter Communications. These fees bring in approximately$245,000.00 per year. ACTION REQUESTED The action requested is for Council to approve the quote from AlphaVideo for upgrade and replacement of the audio video equipment. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: file 106 • , - f,y City of Farmington Council Chambers AV upgrade Scope of Work AAAQ28294 May 28, 2014 ;' "r•: s T{ .. �rMPOZZ M4.4.,�.2-, L PH/\ x a • • r • .„ „ „. _. „. the visual communications experts nweintlaw,.; >...;:,t,tf+-.,"1Pa1ifiSg'le,Afl�*,: 'ATE'b'ms. FGx, .�he-''",r:�r�'�iv:+..;, Alpha Video &Audio, Inc. 7711 Computer Avenue Edina, MN 55435 952.896.9898/ 800-388-0008 www.alphavideo.com 1 Introduction Alpha Video and Audio Inc. is pleased to present this proposal for the AV upgrade of the presentation system in the council chambers at the City of Farmington.This statement of work document outlines the equipment and services that Alpha Video will deliver and the responsibilities of the City of Farmington for a successful implementation. Presentation System Upgrade Alpha Video is proposing the upgrade of the existing analog video presentation system in the council chambers to a new digital video system. As part of The City's request for a new interactive display,the upgrade is necessary for images to be displayed properly. This project will include a new interactive display and mobile stand, new digital video switcher and equipment for distribution to the existing chambers displays and the lobby displays. Alpha will remove and replace the existing VGA video switcher with a new eight- input scaling presentation switcher. This will be feed from two new digital video transmitters at the staff and the podium locations with connections for HDMI and VGA with Audio. Other inputs will include a new DVD player to replace the existing VHS unit and the existing document camera. The new HDMI output will be 1080P and be distributed via STP transmitters and receivers to the existing 52" displays in the council chambers and a new 22" monitor at the podium. If the existing projection system is continued to be used the video resolution of the system will be 720P. The two existing lobby displays will continue to get their video from the existing composite video distribution. All audio from the new inputs will be added to the existing audio system. The existing audio system will remain as is otherwise. To complete the installation,Alpha Video will modify the existing control system to work with then new components and provide a near seamless change to the user. Note that some change will happen with the interface and training will be provided. Option#1— Document Camera Upgrade Alpha Video is proposing as an optional upgrade to replace the existing Wolfvision EYE-10 live image camera with a new Wolfvision EYE-12 model that will match the resolution of the other components in the new system. This option will include all r /� For more Information,please contact - L.�PI 1 i p. ail:In 6-98'p: 11-800-388-008 e-mail:info @alphavideo.com the visual communications experts www.alphevideo.com R'{:4ro-. h!.��"�`tl`i.` '3.'b%i+W'1.`s:3:,;R. �: :T,`'.'••-�+4-.a.Yt^.'Cr s'«x.'.'L r,_ 4 Ali 2 > V ! necessary mounting, cables,transmitters and receivers required for a neat and clean installation. Additional Installation Information or Requirements This proposal assumes that all existing equipment required for the functionality of the system is in proper operating condition and without defect. If any of the required existing equipment is not in proper operating condition, a change order may be required for the functionality outlined in this proposal.This proposal also assumes that work can be carried out continuously throughout the day with limited to no interruptions. If daily interruptions do occur during on site work, change orders may be required based on installation inefficiencies related to these interruptions. Standards of Integration General • System and components will be installed in a neat and professional manner. • All equipment will be new and blemish free unless otherwise noted in this document. • Any above ceiling components shall be installed with trim rings and/or grommets when necessary. • All rack equipment will be installed using proper manufacture supplied mounting hardware. Wiring and Cables • All rack cabling will be bundled neatly with cable ties or hook& loop depending on requirements. • Low and high voltage cabling will be separated in according with NFPA 70 (National Electric Code) 2011 specifications. • All cabling in conduit will comply with the conduit fill specifications in NFPA 70(National Electric Code) 2011. . • Proper strain relief at connections and joints will be used. • Sufficient service loops shall be provided for all above ceiling elements, above racks, in racks or in cable trays so that components may be minimally moved or serviced without cable strain. • All connectors are sized to fit the specific cabling and are installed in accordance with manufacture specifications. /� For more information,please contact lit-ik LPI-1! \ p.For 952-896-9698 t 1-030-388-0008 e-mail:info@alphavideo.com the visual communications experts www.alpiiavideo.com 3 r ,:r 77 *If t4''' --TrAry l Y l • All permanently installed cabling will be labeled with permanent CAD generated labels. Installer Testing and Adjustments • Proper grounding will be verified on all equipment. • Video displays shall be properly aligned and free from distortion. • Control system program shall be tested for proper system operation and shall be free of glitches. Any issues will be brought to the attention of the programmer for correction. Training Alpha Video will provide up to lhour of system training to no more than three key users on basic system operation and troubleshooting. The training will be provided once the system is fully functional and will be continuous during one day unless otherwise noted above. Documentation Alpha Video will provide shop drawings that reflect the final system design. Upon project completion, a full set of"D" size as-built drawings will be provided, which will include components of the video, audio and control systems and any architectural documentation used during the installation. Those drawings will become property of the City of Farmington upon receipt of final payment for this project. Project Management Alpha Video will appoint a project manager that will be the main point of contact for the City of Farmington regarding this project. The project manager will manage the installation timeline and coordinate work with any additional trades involved in this installation. Installation can only begin when the project manager has been notified that construction progress has reached a point that electronic equipment can be installed in a secure and clean job site. For more information,please contact: _ ��� � p.952-896-9898 t� aoa-sas-os '` e-mail:info©alphavideo.com the visual communications experts www.aiphavideo.com 3.-,..8„>ga£7,*: ''kiPptu':' i '"iht' `:r a` W:°' r. r<.�r IVaN x4r,:.e,4 °t.5., 1.M.,..x-,a tr4.0 1..41.•..,- 4 1, 4 • . Change Requests When the scope of work is agreed upon, any changes to that scope must be requested as a change order. Change requests shall be submitted in written form so that both parties fully understand the request. Any costs resulting from change orders shall be the responsibility of the City of Farmington. System Warranty and Support Alpha Video offers a standard 90-day warranty on all systems installations. During the 90 days, Alpha Video will facilitate system service, phone support or repair at no charge for labor,travel, and/or shipping on any Alpha Video installed system or component. All system hardware is covered under the terms and conditions of each manufacturer's warranty. Alpha Video, at its option, may repair or replace any product or part of the products, which proves defective because of failure, under normal use, for the length of the 90-day warranty period. An optional extension for a full 1-year support agreement is available for purchase during the 90 day warranty period. Phone support is available Monday through Friday during regular business hours of 8:00 a.m.to 5:00 p.m. Alpha Video's office number is 952-896-9898. Calls will be returned within a four-hour period. If the issue cannot be rectified over the phone a technician will be on site within 24—48 hours.Alpha Video will not be open on various holidays that occur during a Monday- Friday work week. the City of Farmington agrees that prompt and full access to the system will be granted to Alpha Video at any time Alpha Video is on-site to service the system. Products not provided by Alpha Video but included in this installation will not be covered by this warranty. Alpha Video is not responsible for any failure of equipment that is connected to or caused by Client furnished equipment. The warranty coverage will commence on date the Certificate of Completion form is signed by both Alpha Video and the City of Farmington.Service issues after the 90-day period will be handled as time, materials and travel, plus fees associated with such work unless a warranty extension has been purchased.This warranty does not cover system misuse, reconfiguration or negligence on the part of the City of Farmington. ALAt, /� For more information,please contac lotk L I-1/ \ �D E p.952-898-9898/1-800-388-408 e-mail:info@aiphavideo.com the visual communications experts www.alphavideo.com . 5 7 1 - ,11111, Client Responsibilities This statement of work indicates the responsibilities of Alpha Video and Audio Inc. As in any system installation,this project contains a number of customer responsibilities. They include, but are not limited to: • Any and all High Voltage AC necessary • Any necessary conduits, back boxes, or structural supports for mounted equipment • One key point of contact for control system design verification • Owner furnished equipment described above (PC, PC monitor, laptops, etc.) • Provide access to the job site during normal business hours (lam to 5pm M-F) • Coordination with Client staff for training times • Disposal of existing equipment, cabling, and racks Client Sign-Off As an appointed representative of the City of Farmington, I hereby agree with and approve the above statement of work including all outlined Client Responsibilities. A purchase order for this project, in verbal or written form indicates acceptance of this statement of work. Date: /e� ,,,7,0/5/. Company'. Name: %�� Z=2rso,0? Signature: �� �® tt �qp� For more information,please contact 1 p.952-896-9898/1-800-388 4008 (A) e-mail:info @alphavideo.com the visual communications experts www.alphavideo.com ,� — ALPHA 1 E Quotation - the visual communications experts Date Quote# Cust# 7711 Computer Ave, Edina MN 55435 05/27/14 AAAQ28294 N/A Phone:952-896-9898-Fax 952-896-9899 -Visit us at www.alphavideo.com We are an equal opportunity employer Prepared For: Sales Representative: Rob Boerdboom Phone: (651)280-6819 Mike Pouh City of Farmington Fax: Sales Executive 430 nStreet Farmington,g MN 55024 Terms: NET 30 952-841-3365 Ft U.S.A. Ship via: Best Way mike.pouh @alphavideo.corn ID# Item Description Qty Unit Price Ext.Price 1 PN-L703B Sharp Exceptionally large 70"class(69-1/2"diagonal)AQUOS 1 $5,175.00 $5,175.00 BOARD interactive display system with full-array LED backlight gives you convincing reasons to think BIG–with brilliant color full HD images for greater communication power. 2 PN-SPCi5W7 Sharp Optional PC for use with all Sharp AQUOS BOARD 1 $1,180.00 $1,180.00 displays. Intel®Pentium®2.6 GHz dual-core processor with Windows®7 Pro.Attaches to rear of display. 3 PN-SR763M Sharp Optional rolling cart floor stand for use with PN-L602B and 1 $665.00 $665.00 PN-L702BC/PN-L702B 4 PN-ZC01 Sharp Touch Application Pad for all Sharp AQUOS BOARD 1 $390.00 $390.00 displays. Offers streamlined one-touch operation to change pen colors, hide toolbar, save and print files, launch applications, provides'right' mouse-click shortcut,includes user programmable keys and 2 USB expansion ports. 5 PN-ZB01 Sharp Optional Input/Output Expansion Board for use with Sharp 1 $235.00 $235.00 PN-L and PN-E Series Monitors.Adds DVI-D Input/Output,5-BNC Analog RGB Input, Component Video Input, S-Video Input, BNC Composite Video Input, Two Stereo Audio Inputs, RJ-45 LAN Control Output and Loudspeaker Output.Also permits DVI Daisy Chain. SubTotal $7,645.00 6 60-1329-12 EXTRON SWITCHER/TWISTED PAIR TX 2 $775.00 $1,550.00 7 70-077-01 EXTRON UNDER DESK MOUNTING KIT 1 $30.00 $30.00 8 60-1238-01 EXTRON IN1608 8 INPUT HDCP-COMPLIANT SCALING 1 $1,940.00 $1,940.00 SWITCHER 9 60-999-01 EXTRON HDMI DA6 SIX OUTPUT HDMI 1 $660.00 $660.00 10 60-997-01 EXTRON HDMI DA2 TWO OUTPUT HDMI DA 1 $385.00 $385.00 11 60-1271-12 EXTRON DTP HDMI UTP TRANSMITTER WITH CONTROL 6 $260.00 $1,560.00 12 60-1271-13 EXTRON DTP HDMI RECEIVER WITH CONTROL 6 $260.00 $1,560.00 13 60-1215-23 EXTRON DTP HDMI RECEIVER WITH CONTROL-WALL PLATE 1 $385.00 $385.00 14 60-604-11 EXTRON RSB 126 BASIC RACK SHELF FOR 6 INCH DEEP 2 $35.00 $70.00 15 S22D300HY SAMSUNG SD300 SERIES 22" 1080P HD LED MONITOR 1 $175.00 $175.00 16 TBA DVD Player 1 $120.00 $120.00 17 BMD-CONVMBSH4K BLACK MAGIC Mini Converter–SDI to HDMI* 1 $265.00 $265.00 05/29/14 CONFIDENTIAL Page 1 of 2 Page 2 of 2 cilk LPHA Quotation `the visual communications experts Date Quote# Cust# 7711 Computer Ave, Edina MN 55435 05/27/14 AAAQ28294 N/A Phone: 952-896-9898-Fax 952-896-9899 -Visit us at www.alphavideo.com We are an equal opportunity employer ID# Item Description Qty Unit Price Ext. Price 18 BMD-CONVMBHS24K BLACK MAGIC Mini Converter—HDMI to SDI 2* 1 $265.00 $265.00 SubTotal $8,965.00 19 INTEGRATION LABOR Alpha Video Integration Labor 1 $7,715.00 $7,715.00 20 MATERIALS Alpha Video Integration Materials 1 $3,385.00 $3,385.00 SubTotal $11,100.00 21 Running SubTotal $27,710.00 OPTION#1 22 EYE-12 WOLFVISION LIVE IMAGE CAMERA 1 $3,500.00 $3,500.00 23 EYE-KIT WOLFVISION CEILING MOUNT KIT 1 $230.00 $230.00 24 60-1271-12 EXTRON DTP HDMI UTP TRANSMITTER WITH CONTROL 1 $260.00 $260.00 25 60-1271-13 EXTRON DTP HDMI RECEIVER WITH CONTROL 1 $260.00 $260.00 26 INTEGRATION LABOR Alpha Video Integration Labor 1 $670.00 $670.00 27 MATERIALS Alpha Video Integration Materials 1 $360.00 $360.00 SubTotal $5,280.00 Shipping charges are not included and will be billed at actual cost. Sub Total $32,990.00 Sales tax is not included and will be billed at actual. Sales Tax $0.00 Shipping $0.00 Total $32,990.00 Accepted by: / i -- Date 17.20/L/ PO: All information contained within this quote is valid for the next 30 days. Thereafter, all prices and applicable charges are subject to change. MINIMUM 15%RESTOCKING FEE WITH ORIGINAL PACKAGING. 05/29/14 CONFIDENTIAL Page 2 of 2 City of Farmington 430 Third Street Farmington, Minnesota °o,9s���"� 651.280.6800•Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: HD Telecast Equipment Upgrade Change Order Process DATE: June 16,2014 INTRODUCTION The purpose of this memorandum is to provide information regarding the upgrade to the HD telecast equipment and the process for potential change orders. DISCUSSION The City of Apple Valley, as the fiscal agent for the Cable Commission, has acted as the lead agent for the three cities on the HD telecast equipment project and holds the contract for the project. The city has received its first change order for the project which raised questions on how to process change orders in order to keep the project moving forward and to provide authorization to the City of Apple Valley to make the necessary changes and authorize the reimbursement for those changes. Given that this project has already begun for Farmington, staff is recommending that Council give the Cable Coordinator the ability to approve minor change orders that are less than $5,000.00 and time sensitive. Also, given the timeline for this project, it is being recommended that all change orders would be compiled and presented to Council for final approval. While staff understands this is not an ideal situation,this project is scheduled to be completed before the next Council meeting on July 7, 2014, and will stay on schedule if change orders may be processed as recommended. It should also be noted that the contract does not anticipate any additional change orders and that this first one was a result of a certain piece of equipment being discontinued and a replacement needed to be made. In this particular case,this change order resulted in a deduction to the project costs as the replacement is less expensive than the original item. BUDGET IMPACT Since the cost of this project came in significantly under projected costs, there are funds available to cover potential change order costs and is provided for in the Cable Communications Fund budget. This budget is funded through franchise and PEG (Public, Education, and 115 Government) fees collected through the city's franchise agreement with Charter Communications. These fees bring in approximately$245,000.00 per year. ACTION REQUESTED The action requested is for Council to approve the above mentioned process for changes orders related to the HD Telecast equipment upgrade project. Respectfully submitted, Brenda Wendlandt, SPHR Human Resources Director cc: file 116