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HomeMy WebLinkAbout11.17.14 Council Packet City of Farmington Mission Statement 430 Third Street Through teamwork and cooperation, Farmington,MN 55024 the City of Farmington provides quality services that preserve our proud past and foster a promising future. FARMINGTON CITY COUNCIL Todd Larson, Mayor Jason Bartholomay Douglas Bonar Terry Donnelly Christy Fogarty AGENDA REGULAR CITY COUNCIL MEETING November 17, 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 5. ANNOUNCEMENTS/COMMENDATIONS a) Certificate of Achievement for Excellence in Financial Reporting Award Information Received 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during"Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes(1/3/2014 Regular) (11/7/2014 Special) (11/10/2014 Work Session) Approved b) Approve Seasonal Hiring Approved c) Adopt Resolution—Approve Application for Dakota County Waste Abatement Funding Assistance R62-14 d) Adopt Resolution—Approve Submittal of Grant Application to the Metropolitan Council for the North Creek Greenway R63-14 e) Appointment Recommendation—Liquor Operations Approved f) Approve Bills Approved REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. If you wish to address the Council regarding any or all of the items on the Regular Agenda,please address the item when the item is discussed.Speakers will be given at least three minutes to speak per item.Additional time may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) September 2014 Financial Statement Review Information Received 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Adopt Ordinance—Amendment Relating to the Position of Fire Chief Ord 014-671 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. s� it M City of Farmington $, 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ,.,; ,t*° www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Robin Hanson SUBJECT: Certificate of Achievement for Excellence in Financial Reporting Award DATE: November 17,2014 INTRODUCTION Finance staff submitted an application for the Government Finance Officers Association(GFOA) Certificate of Achievement for Excellence in Financial Reporting. The application was submitted for the City's 2013 Comprehensive Financial Report(CAFR). Staff were recently informed that the city was awarded this designation. DISCUSSION This is the fifth consecutive year the city has received this prestigious national award. In order to be awarded this Certificate of Achievement,the government needs to publish an easily readable and efficiently organized CAFR and satisfy both generally accepted accounting principles(GAAP)and applicable legal requirements. The Certificate of Achievement is valid for a period of only one year. BUDGET IMPACT Not applicable. ACTION REQUESTED Acknowledge receipt of the award and the hard work of not only the Finance Department staff,but all city staff members who are thorough and diligent in their review and handling of the city's many,many accounting transaction inputs. ATTACHMENTS: Type Description ® Backup Material GFOA Certificate Award Announcement o Backup Material GFOA Award Government Finance Officers Association . 1G 203 N.LaSalle Street-Suite 2700 Chicago, IL 60601 Phone(312)977-9700 Fax(312)977-4806 w 10/21/2014 NEWS RELEASE For Information contact: Stephen Gauthier (312)977-9700 (Chicago)—The Certificate of Achievement for Excellence in Financial Reporting has been awarded to City of Farmington by the Government Finance Officers Association of the United States and Canada(GFOA)for its comprehensive annual financial report(CAFR). The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. An Award of Financial Reporting Achievement has been awarded to the, individual(s), department or agency designated by the government as primarily responsible for preparing the . award-winning CAFR. This has been presented to: • Finance Department,City of Farmington The CAFR has been judged by an impartial panel to meet the high standards of the program . including demonstrating a constructive"spirit of full disclosure"to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. The GFOA is a nonprofit professional association serving approximately 17,500 government finance professionals with offices in Chicago,IL,and Washington,D.C. r. .171 • ([7, Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Presented to City of Farmington Minnesota For its Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2013 ikffer,1020‘.. Executive Director/CEO ■ LL' 'J 4114 City of Farmington k 4 411111 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ,4 n ', www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Approve City Council Minutes(11/3/2014 Regular) (11/7/2014 Special)(11/10/2014 Work Session) DATE: November 17, 2014 INTRODUCTION Attached are the city council minutes for November 3, 7 and 10, 2014. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approved the attached city council meeting minutes. ATTACHMENTS: Type Description ® Cover Memo Regular Council Minutes 11/3/14 o Cover Memo Special Council Minutes 11/7/14 o Cover Memo Work Session Minutes 11/10/14 COUNCIL MINUTES REGULAR November 3,2014 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Vince Donahue led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay,Bonar,Donnelly,Fogarty Members Absent: None Also Present: Andrea Poehler, City Attorney;David McKnight, City Administrator;Robin Hanson,Finance Director;Adam Kienberger, Community Development Director;Randy Distad, Parks and Recreation Director;Kevin Schorzman, City Engineer; Brenda Wendlandt,Human Resources Director;Cynthia Muller, Executive Assistant Audience: Rob Junker,Jason Conway,Mike Cassaro,Pennie Page, David McMillen,Kim Donohue,Vince Donohue, Chris Hinrichs,Brad Jacobson 4. APPROVE AGENDA Mayor Larson moved 11a)Approve 2015 Rambling River Center and Schmitz-Maki Arena Fees and Charges to the first item under Petitions,Requests and Communications. MOTION by Fogarty, second by Bartholomay to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Vince Donahue—Eagle Scout Project Mr.Donahue explained his Eagle Scout project which consisted of building a prairie garden at Riverview Elementary School. He raised funds for his project and gave some to the school. There were 30 volunteers and a total of 210 hours. b) Leon Orr—Request to Expand Farmington Area Veteran's Memorial Mr. Orr explained the expansion includes an additional 92 pavers,two more park benches, landscaping and a large pledge of allegiance boulder. He estimated the expansion will take three to four years. Expansion work would start in the spring and be completed by Memorial Day. MOTION by Fogarty, second by Bartholomay to approve the request. APIF,MOTION CARRIED. 6. CITIZEN COMMENTS Council Minutes(Regular) November 3,2014 Page 2 7. CONSENT AGENDA MOTION by Bartholomay, second by Fogarty to approve the Consent Agenda as follows: a) Approved Council Minutes(10/20/14 Regular) b) Approved Temporary On-Sale Liquor License Knights of Columbus c) Approved Tamarack Park Additional Street and Park Lighting d) Approved Seasonal Hiring e) Approved Antenna Lease Amendment—Verizon Wireless(Daisy Knoll) f) Adopted RESOLUTION R57-14 Accepting Rambling River Center Donations g) Approved Bills APIF,MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 11. UNFINISHED BUSINESS a) Approve 2015 Rambling River Center and Schmitz-Maki Arena Fees and Charges Ice arena fees- Staff proposed increasing the arena prime time rental rate by $10/hour. The recommended fee is $210 or$220/hour. Each year 1,150 hours of ice time is rented by youth hockey,the school district,miscellaneous groups and senior men's hockey. The$5 increase in revenue is$2,278 for three months. The $10 increase in revenue is$5,755 for three months. In 2005,the cost recovery shows 80.5%of expenses were recovered through fees for ice rentals. In 2013 there was enough revenue to cover expenses. In the years where expenses were not covered,transfers were made from liquor operations, general fund, and youth hockey provided$5,000 annually towards operating costs. In 2012 operations generated$15,500. In addition, $320,000 was transferred to eliminate the negative fund balance in the arena. In 2013, revenues exceeded expenses by$8,400. The 2014 budget had a projected loss of$13,350. Staff is analyzing the outcome for 2014. The draft budget had a projected deficit of $38,334. Staff has revised that to a deficit of$9,334. This is due to a projected revenue increase of$17,000; $5,500 is from the proposed$10/hour rate increase and$11,500 is projected summer ice rental. With adjustments to expenses,the projected deficit is $9,334. One time expenditures include$5,000 to install a point of sale system to allow debit and credit cards at the arena. The other expense is $5,500 in video surveillance cameras at the arena. Removing these expenses,the projected deficit would be$1,100 for 2015 with the proposed $10/hour rate increase. Once the significant transfer was made in 2012,the budgets were designed to stand on their own. However,the$20,000 transfer would be budgeted to continue to shore up the fund balance in the arena so we would not go backwards. Council Minutes(Regular) November 3,2014 Page 3 Mr.Mike Sanow,Director of Player Development Farmington Youth Hockey, stated the hockey association has grown a great deal due to keeping rates low compared to neighboring communities. They have over 400 players and are continuing to grow. FYHA donates$10,000($5,000 for operations and$5,000 for capital improvements)to the arena and they would like to increase that donation over time. The proposed increase of$10/hour will cost the association an additional$30-$35/player. There are unexplored opportunities to increase revenue at the arena which they are willing to work with staff on. Examples are morning skating, additional summer hockey, additional men's league, etc. FYHA would like to meet with Council regarding the proposal and to find creative ways to increase additional revenue and table approval of the increase. If a rate increase is not approved for the 2015 fee schedule,the 2014 rate would stay through June 30,2015. Any new rates would take effect July 1,2015. However, a budget for the arena will be approved on December 1,2014. Two employees are assigned to the arena. Expenses include$10,000 for benefits for two employees. Councilmember Fogarty noted she is a big supporter of hockey,but Council cannot expect the taxpayers to cover the cost. Councilmember Bartholomay asked about the impact if we did not have summer ice. Finance Director Hanson stated based on this season we were slightly below breaking even. However,each year that can vary depending on temperatures. Councilmember Bartholomay noted the Parks and Recreation Commission did not recommend this. Parks and Recreation Director Distad stated when staff reviewed the budget in September it was noted an increase is required. In October the commission did not make a motion,but there was no opposition to the$10 increase,only a discussion. Councilmember Bonar stated Council has worked hard to make sure enterprise funds are self-sustaining. Middle ground could be increasing to $215/hour or allow 90 days to discuss creative ideas for additional revenue. Mayor Larson agreed with meeting with FYHA to find ways for additional revenue rather than increasing the rate if possible. This should be done within 90 days. Mayor Larson stated this summer several hours of ice were dropped by youth hockey. So if FYHA makes a commitment,he would like them to keep it. MOTION by Fogarty, second by Bartholomay to table the arena fees for 90 days. APIF,MOTION CARRIED. Rambling River Center Fees—Compared to other cities,Farmington has the lowest amount of members. The subsidy per member is$260.89,which is in the middle of the comparison. As recommended in the work session,the cleaning fee is included in the rental rate for the banquet room. There is a$50 increase for a four hour rental which comes to$300 for four hours. Any additional hours would be$75/hour. Farmington rental fees are in the middle of the comparison to other cities. Council Minutes(Regular) November 3,2014 Page 4 Councilmember Bartholomay asked about any feedback from the seniors. Staff noted the rental fee has not been an issue with the seniors. Rentals are from community groups. The advisory board recommended keeping the membership rate the same as 2014. MOTION by Fogarty, second by Bartholomay to approve the proposed fees. APIF,MOTION CARRIED. 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Appoint Malloy,Montague,Karnowski,Radosevick(MMKR)and Co.,PA as Auditor for 2014,2015 and 2016 An RFP was issued for auditing services for 2014—2016. Six proposals were received and three firms were interviewed. Staff is recommending MMKR. The cost for 2015 would be$33,450,cost for 2016 is$33,900,and for 2017 the cost is $34,350. The Fire Relief Association will also hire MMKR for their audit work. MOTION by Bartholomay, second by Fogarty to approve MMKR as auditors for fiscal years 2014,2015 and 2016. APIF,MOTION CARRIED. b) 2015—2019 Dakota County Capital Improvement Plan City Engineer Schorzman gave an update on the 195th Street project open house and some adjustments to the plan were made based on those comments. The two projects included in the CIP are signal reconstruction on TH3 at Elm and Ash Streets in 2016 and the 195th Street project from Flagstaff Avenue to Diamond Path in 2015. The cost to the city for the Elm Street signal reconstruction will be$25,000. There is no city cost for the Ash Street signal reconstruction. The city portion of the 195th Street project is $4.1 million. The 195th Street project consists of roundabouts at Flagstaff,Pilot Knob and Akin Road,a pedestrian underpass at Meadowview,trails on both sides,and an expansion to three lanes. Intersections not controlled will see additional turn lanes. Staff had considered adding an acceleration lane from Meadowview along 195th Street, and discussed this with the Council. It was determined an acceleration lane would not be feasible. MOTION by Fogarty, second by Bonar to adopt RESOLUTION R58-14 approving inclusion of the construction projects in the Dakota County 2015 to 2019 Transportation CIP without the acceleration lane in the 195th Street project. APIF,MOTION CARRIED. c) Revocation of Municipal State Aid Status and concurrence with County State Aid Highway Status—195th Street This refers to a change in the state aid status of a portion of 195th Street from Pilot Knob Road to highway 3. Currently this is a county road,but not a county state aid highway. The county is proposing to make it a county state aid highway from Pilot Knob Road to Flagstaff Avenue. There is currently a municipal state aid on this portion. The city needs to revoke the MSA status from Pilot Knob Road to highway 3. The City will maintain MSA status from Pilot Knob Road to Flagstaff Avenue. Whether it is a county state aid road or a municipal state aid road,the city can still access state aid funds to pay for any work done on 195th Street. MOTION by Bartholomay, second by Bonar to adopt RESOLUTION R59-14 Council Minutes(Regular) November 3,2014 Page 5 revoking the MSA status of 195th Street from Pilot Knob Road to TH3 and concurring with the county's desire to designate this portion of 195th Street a CSAH. APIF,MOTION CARRIED. d) Approve Joint Powers Agreement with Dakota County for 195th Street Project The county will be the lead agency for design, right-of-way acquisition and inspection and contractor payment. The city will do the storm sewer design, roundabout lighting design,pedestrian underpass lighting design and storm sewer inspection. The agreement provides for the standard cost share of 55%county and 45%city. The county will bill the city after October 15,2015, due to the bond market. The city will be responsible for the lights and routine maintenance. The city's estimated cost is$4.1 million. MOTION by Fogarty, second by Donnelly to adopt RESOLUTION R60-14 authorizing execution of the Joint Powers Agreement with Dakota County for the 195th Street project. APIF, MOTION CARRIED. e) New Sunrise Addition Development Contract Amendment This amendment moves the completion date for the existing road and alley from November 30,2014,to November 30,2015. The completion of phase two is changed from November 30,2014,to November 30, 2016. The fmal wear course should be placed in 2017. All other terms of the original development contract remain in place including the developer being responsible for snow plowing. MOTION by Fogarty, second by Bartholomay to approve the amendment to the New Sunrise Addition development contract. APIF,MOTION CARRIED. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Bartholomay: Reminded residents to vote tomorrow. Councilmember Fogarty: Reminded residents to vote tomorrow. Councilmember Donnelly: Reminded residents to vote tomorrow. Councilmember Bonar: Was looking forward to the Fire Department's turkey bingo this weekend. City Administrator McKnight: There is a special Council meeting on Friday at 8:30 a.m.to canvass the election. A 2015 City Council photo is scheduled for November 12, 2014. Overnight parking restrictions have taken effect with no parking on city streets from 2:30—5:30 a.m. or after we have 2 inches of snow or more and it is removed. Council Minutes(Regular) November 3,2014 Page 6 Community Development Director Kienberger: The library is finishing the roof on their building and the remodeling project should be finished in two weeks. Parks and Recreation Director Distad: The Rambling River Center waffle breakfast made$3,500 for future capital projects at the Rambling River Center. Human Resources Director Wendlandt: With the recent digital transition made by Charter,the city has received a lot of questions as to why we do not allow other cable companies to come into the city. The city legally cannot prevent any other cable company from coming into the city. It is driven by market share and right now cable companies deem we do not have enough market share to support a second cable company. The city also had no authority over the digital transition by Charter. Mayor Larson: The 64th annual Fire Department turkey bingo will be held November 8,2014. He encouraged residents to vote tomorrow and to shop local. 14. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 8:40 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant COUNCIL MINUTES SPECIAL November 7, 2014 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 8:30 a.m. 2. PLEDGE OFALLEGL4NCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bonar,Donnelly Members Absent: Bartholomay, Fogarty Also Present: David McKnight,City Administrator; Cynthia Muller, Executive Assistant 4. APPROVE AGENDA MOTION by Bonar, second by Donnelly to approve the agenda. APIF,MOTION CARRIED. 5. PETITIONS,REQUESTS AND COMMUNICATIONS a) Adopt Resolution—Accept Results of 2014 General Election MOTION by Donnelly, second by Bonar to adopt RESOLUTION R61-14 accepting the results of the 2014 General Election and declaring Jason Bartholomay and Tim Pitcher have been elected as City Councilmembers for four year terms effective January 5,2015. APIF,MOTION CARRIED. 6. ADJOURN MOTION by Donnelly, second by Bonar to adjourn at 8:35 a.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant Council Workshop Minutes November 10,2014 Mayor Larson called the workshop to order at 6:30 p.m. Present: Larson,Bartholomay,Bonar,Donnelly,Fogarty Also Present: David McKnight, City Administrator;Robin Hanson,Finance Director;Randy Distad,Parks and Recreation Director;Kevin Schorzman, City Engineer;Adam Kienberger, Community Development Director; Tim Pietsch,Fire Chief;Cynthia Muller,Executive Assistant Audience: Tim Pitcher,Andy Rogers MOTION by Fogarty, second by Bonar to approve the agenda. APIF,MOTION CARRIED. 2014/2015 Summer Ice The city offered summer ice in 2014 for the first time since 2011. Estimated expenses were $15,210 and revenues were$14,970 for a loss of$240 for summer ice. FYHA did cancel 24 hours of time as a result of not enough registrations. Without that cancellation there would have been a few thousand dollars profit. Staff recommended offering summer ice in 2015. Council suggested looking at the cancellation policy and perhaps have a penalty for over estimating as it does affect our budget. Summer ice takes place the last three weeks in July. The arena is not being used for dry floor rentals. The ice comes out the end of March and goes in mid-September. Staff has not advertised for dry floor rentals because of competing with larger surrounding cities. In 2014 there was an increase in dasherboard ads at the arena. Arena staff is working at the pool in April and May. Dry floor rental could be added to the work plan for 2015. Council directed staff to continue to offer summer ice in 2015. 2015 Budget and Tax Levy Finance Director Hanson reviewed items covered in the 2015 budget. The proposed tax levy for 2015 is$9,164,208 which represents a 4.96%(or$433,352) increase over 2014. Staff reviewed increases and decreases to the budget since September. The impact of the increase on an average residential home is$45.45. Commercial properties would see a decrease in taxes of 3.6%to 5.8%. The most notable changes in the special revenue funds are with the arena. Projected revenues have been increased by$17,000. Of this, $11,500 relates to summer ice. The remaining$5,500 represents what is needed to break even and reflects the$10/hour increase in rates effective July 1, 2015. Council Workshop Minutes Page 2 November 10,2014 A lot of the debt is maturing in five to eight years. The capital improvement plan Council adopted last year has a six-year horizon. If the city stays on course for the next five to six years, going forward we can pay cash for things, or pay cash and debt and not have to keep borrowing. Councilmember Bonar recalled in the past our greatest expense was human resources,then debt and discretionary spending was third. The community's concern is economic development,they don't talk about CIP's or budgets,they talk about consumer opportunities. That is not reflected in this budget. The quarterly building reports tell us how we are growing as a community. Does that growth go into tax capacity? How much have we grown to help absorb the potential tax increases? The EDA has talked about plans for the future, but they have not yet materialized. We do have a concrete budget that speaks to expenditures and commitments,but we have a gray area we have some control over when it comes to commercial and industries coming here. The gray area is in marketing who we are and creating a brand for attracting commercial and industrial properties. Councilmember Fogarty noted in the budget we have created a plan which makes the city attractive to businesses. In the next five to ten years we will see that result. Businesses want predictability from government. Councilmember Bonar noted Council has discussed having a levy of 4.96%;he would not be in favor of that. He feels it is important we show growth in the community while we continue to work the CIF'and increases in the tax base. He would agree with a 3.5%tax increase which would mean an additional$127,000 in cuts. Mayor Larson felt these cuts would take us a huge step backwards. Councilmember Bartholomay asked if the 4.96%reflects our strategic plan. City Administrator McKnight stated the strategic plan is broad,but it calls for solid financial policies and futuristic fmancial planning. The budgets go a long way towards improving our financial health and meeting the goals in the strategic plan. Councilmember Bartholomay stated the budget we have put forth follows our strategic plan. We have taken a big step forwards and a reduction would take us ten steps back. These are things we agreed upon to reach 4.96%. Councilmember Donnelly felt we have come a long way with stability and the reputation of the city. He wanted to follow through with the strategic plan. Our biggest problem is debt and we are working it out. The only change in the enterprise funds was to increase expenditures in the sewer operations fund by$120,000. This reflects the 2015 fees passed on to us by the Met Council. The budget and tax levy will be brought to the December 1,2014, Council meeting. Vermillion River Crossing Update There are a variety of assessments associated with the Spruce Street bridge project. Community Development Director Kienberger reviewed the deferred and active assessments. The hotel project is moving forward and they plan to break ground in the spring of 2015. Parties are currently working on the purchase agreement for the parcel. Council Workshop Minutes Page 3 November 10,2014 City Engineer Schorzman noted if assessments disappear in part or in total,that will need to be made up at some point as this will affect the road and bridge plan. The plan does not include MSA dollars. We have three projects between now and 2024 that will be eligible for MSA funding. In the same timeframe we will have close to$4.5 million available. That could be used on those projects to offset the$1.1 million shortfall,which he recommended doing. Any decision made on assessments would not derail the long term CIP. We have until 2047 to make any adjustments. Community Development Director Kienberger asked Council for direction on what to negotiate as far as assessments. Council directed staff to work out the best deal for the city and to get the project. Council was clear we do not want a potential business to go to another community and that we are willing to work with them. Residents are looking for convenience. 2015 Seal Coating—Flagstaff Avenue Due to the 195th Street project,Flagstaff will be closed during the project. Therefore, it would make sense to perform seal coating on Flagstaff in 2015 during construction. Council agreed with moving the seal coating on Flagstaff Avenue to 2015. Security Exchange Commissions Municipalities Continuing Disclosure Cooperation Initiative The Securities Exchange Commission believes many municipal issues have not complied with their continuing disclosure obligations. Ehlers and underwriters have done an internal review and found no discrepancies. Fire Department Structure In the strategic plan,Council asked staff to look at the structure of the Fire Department and the possibility of a full time Fire Chief/Fire Marshal position. City Administrator McKnight sent a survey to the fire fighters and received very helpful responses. He presented highlights of the responses. Fire fighters felt there were too many duties to combine the fire chief and fire marshal positions. They also asked for more administrative support. City Administrator McKnight recommended moving to a full time fire chief position effective January 1,2015, or as soon as possible after a full-scale recruitment process. Eliminate the fire marshal position at the same time. Give the new chief 6 to 12 months to analyze both the fire inspector position and administrative support needs and make a recommendation to the city administrator and city council. Allow the chief to re-organize the department structure and stress the priority items of department overview, daytime fire fighter response resolutions, and structure recommendations. Fire Chief Pietsch stated this is growing pains. He has a full time job and the fire officers already have a full load. Council agreed with the full time fire chief position. This is about where the community is going,not the past. This item will be on the November 17, 2014, council agenda. Council Workshop Minutes Page 4 November 10,2014 Upcoming Calendar Items City Administrator McKnight presented a list of upcoming meetings and events for Council. Informational Items Council was provided with information on Dakota Electric's notice of public hearings for utility rate increases. MOTION by Fogarty, second by Bartholomay to adjourn at 8:05 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant �o��A�ri,,�► City of Farmington pZ 430 Third Street Farmington,Minnesota o 651.280.6800 -Fax 651.280.6899 44r.4 www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Approve Seasonal Hiring DATE: November 17,2014 INTRODUCTION The recruitment and selection process for the appointment of winter seasonal staff has been completed. DISCUSSION After a thorough review by the Parks and Recreation Department and the Human Resources Department, offers of employment have been made to the individuals shown on the attached spreadsheet, subject to ratification by city council. BUDGET IMPACT These positions are included in various department budgets. ACTION REQUESTED By motion, approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description El Backup Material Seasonal Staff List m N 4 m Ct m Cr) 4 N d' m r-I r-I a-I c-I r-I ',-I rI o. O_ d O. O_ O. O_ O_ O. O. O. 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VI. if), i/1• i/1• tn. i/I• 4" i/I• i/I- 1.4 CO IL d i• C O U N r O_ 0 7 N N 1 13 m et CO C 't U. 7 E 0 LL C7 Q N H a te+ fa co to (0 -V 110 E W U. In C CO 0 Q N Y L O _ V) C 3 0 in Y in Z 0 3a ce j x o 4 C l7 � `t +� >. 4' CO c L c (LO 2 :°. o .c In 00 41 a0 N -V H Ll 4,a .N Ij O0 >. CO 7 (� as 'a O a) G t1 • C O a1 Y a) cc .0 j 7 cc N •` OC CC U C7 .- 2 >- a •C ai m Co 3 CO` o aa)i °-3) �° °' � � 0X .- C � v 3 in = ;, t E W N C N a) O aJ +O+ E /0 (V0 -C (O W a) >. N �, CCO N cd Y Q Y J Q VI w 2 cc Q 0 Z Q -Si 2 1— 2 0 �4M11, City of Farmington p 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ,; .' www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Lena Larson SUBJECT: Adopt a Resolution Approving the Application for Dakota County Waste Abatement Funding Assistance DATE: November 17, 2014 INTRODUCTION Dakota County has provided landfill abatement funding assistance to communities in Dakota County since 1989. Dakota County Solid Waste Ordinance 110 requires each municipality in the county to have a solid waste abatement program that is consistent with the Dakota County Solid Waste Master Plan. DISCUSSION The master plan supports performance-based funding for communities to develop and implement waste abatement programs,education,and outreach. Communities over 5,000 in population are eligible to receive a$5,000 base per community plus$2.00 per household based on 2013 Metropolitan Council household estimates and a priority allocation,to assist the county in meeting the 2015 priority goal of providing public area recycling. These funds assist the city in producing and distributing literature,promotional items,and programs and events that promote waste reduction and recycling programs in Farmington. BUDGET IMPACT The year 2015 reimbursement for Farmington is$22,000. ACTION REQUESTED Approve the attached resolution approving submittal of a grant application to Dakota County. ATTACHMENTS: Type Description © Resolution Resolution D Contract Joint Powers Agreement with Dakota County n Backup Material 2015 Landfill Abatement Application RESOLUTION NO. R62-14 APPROVING AN APPLICATION FOR WASTE ABATEMENT FUNDING ASSISTANCE Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 17th day of November,2014 at 7:00 p.m. Members present: Larson, Bartholomay, Bonar, Donnelly, Fogarty Members absent: None Member Fogarty introduced and Member Bartholomay seconded the following resolution: WHEREAS, according to the Dakota County Solid Waste Master Plan, Dakota County presently provides funding assistance for landfill abatement activities based on performance based funding; and, WHEREAS, the City presently has an integrated resource recovery system of which curbside collection of yard waste and recyclables are major components, and would be eligible for funding under the County program. NOW THEREFORE, BE IT RESOLVED that the application for Dakota County Waste Abatement Funding Assistance, a copy of which is on file in the office of the City Clerk, is hereby approved. BE IT FURTHER RESOLVED that the City Administrator is hereby authorized and directed to execute and forward the 2015 Community Funding Application, and the Mayor and Administrator are hereby authorized and directed to execute the attached Joint Powers Agreement for Waste Abatement should the Application be approved by Dakota County. This resolution adopted by recorded vote of the Farmington City Council in open session on th- 17th day of November, 2014. Mayor Attested to the 07144 day of November, 2014. �Clw1 e City Ci Administra oil SEAL Dakota County Contract C0026442 JOINT POWERS AGREEMENT TEMPLATE BETWEEN THE COUNTY OF DAKOTA AND THE CITY OF FARMINGTON FOR 2015 WASTE ABATEMENT COMMUNITY FUNDING This Agreement is between Dakota County(County)and the City of Farmington(Municipality). WHEREAS, Minn. tat. §471.59 authorizes local governmental units to jointly or cooperatively exercise any power common to the contracting parties; and WHEREAS,the County of Dakota(County)and the cities and the Rural Solid Waste Commission (RSWC)are governmental units as that term is defined in Minn. Stat.§471.59; and WHEREAS, Metropolitan counties are responsible for waste management policy and programs(Minn. Stat. §115A.551); and WHEREAS, counties may require local cities and townships to develop and implement programs, practices,or methods designed to meet waste abatement goals(Minn. Stat. §115A.551);and WHEREAS, Dakota County Solid Waste Ordinance 110 requires each municipality in the County to have a solid waste abatement program that is consistent with the Dakota County Solid Waste Master Plan (Master Plan); and WHEREAS; by Resolution 12-154(March 27,2012),the Master Plan (Master Plan)was adopted by the County Board of Commissioners, and was subsequently approved by the Minnesota Pollution Control Agency on May 24,2012; and WHEREAS,the Master Plan includes multiple strategies to enhance and leverage resources to help the County meet new waste management objectives;and WHEREAS,the Master Plan identifies performance-based funding for Municipalities to develop and implement waste abatement programs,education, and outreach; and WHEREAS, community funding amounts are established by the County Board each year as part of the Environmental Resources Department(Department)budget;and WHEREAS, by Board Resolution#14-410,the County Board approved 2015 community funding as presented to the Physical Development Committee of the Whole on August 19,2014,contingent upon the availability of funds and subject to funding levels approved by the County Board as part of the 2015 budget; and WHEREAS, separate Joint Powers Agreements with cities and the Rural Solid Waste Commission identify community and County responsibilities and fund allocations. NOW,THEREFORE, in consideration of the mutual promises and benefits that the County and cities/Rural Solid Waste Commission shall derive from this Agreement,the County and the City of Farmington hereby enter into this Agreement for the purposes stated herein. SECTION 1 PURPOSE The purpose of this Agreement is to provide for cooperation and funding between the County and the Municipality for the implementation and operation of a local comprehensive landfill abatement program by the Municipality in accordance with this Joint Powers Agreement and the 2015 Dakota County 1 Dakota County Contract C0026442 Community Funding Application Packet(attached and incorporated herein as Exhibit 1)that is submitted by the Municipality. SECTION 2 PARTIES The parties to this Agreement are the County of Dakota, Minnesota and the City of Farmington (Municipality). SECTION 3 TERM Notwithstanding the dates of the signatures of the parties,this Agreement shall be in effect January 1, 2015,and shall continue in effect until December 31,2015,or until termination in accordance with the provisions herein. This Agreement may be amended in accordance with Section 12 and incorporation of subsequent years'approved funding application packet. SECTION 4 COOPERATION The County and the Municipality agree to cooperate and use their reasonable efforts to ensure prompt implementation of the various provisions of this agreement and to, in good faith, undertake resolution of any dispute in an equitable and timely manner. SECTION 5 PROGRAM 5.1 PROGRAM PURPOSE.The Dakota County Board of Commissioners adopted the 2012-2030 Solid Waste Master Plan(Master Plan)on March 27,2012, as required,to implement the Minnesota Pollution Control Agency's(MPCA)2010-2030 Metropolitan Solid Waste Management Policy Plan.The Master Plan identifies performance-based funding for Municipalities to develop and implement waste abatement programs, education,and outreach.The Community Funding Program's primary purposes are to: ensure that residents have the opportunity to recycle; and to develop, implement, and maintain projects, programs, practices,and methods to meet waste abatement objectives as described in the Master Plan. The Community Funding Program supports the County's efforts for broad-based education and implementation of local programs and projects for waste reduction, reuse, recycling, hazardous waste management,and organics diversion as described in the Master Plan. 5.2 ELIGIBILITY. Eligible Municipalities include all cities in Dakota County and the Rural Solid Waste Commission(RSWC) representing the 13 townships, and six small cities in rural Dakota County. 5.3 ANNUAL APPLICATION,WORK PLAN AND BUDGET.Annually, each Municipality shall submit an Application,Work Plan, and itemized budget breakdown for each funding activity to the Department by the due date specified in writing by the Department and on forms provided by the Department. Public entities have statutory obligations for waste management that are more restrictive than obligations of the private sector.The Application requires communities to identify the status of compliance during this funding period. If not in compliance,communities must identify a timeline and steps being taken to comply. Referenced statutes include: MN Stat. 115A.151 (internal operations recycling); MN Stat. 115A.552(programs to meet the County's recycling goal); MN Stat. 115A.552(providing the opportunity to recycle);and MN Stat.473.848 and 115A.471 (internal waste management).The Work Plan shall include a description of annual waste abatement and Priority Issue Program activities and actions, completion date, and methods for qualitative and quantitative measurement for each education/outreach and project/program activity. 2 Dakota County Contract C0026442 5.4 IMPLEMENTATION.The Municipality shall develop, implement, and operate a local comprehensive landfill abatement program that complies with the Master Plan, Dakota County Solid Waste Ordinance 110 and Exhibit 1. 5.5 RECYCLING. Municipalities must ensure the opportunity to recycle exists for all residents and businesses. Municipalities must develop and implement programs to increase residential recycling, including at least bi-weekly curbside recyclables collection for single family and multi-family homes. Recyclables collected must include: plastic containers; three colors of glass; metal;and paper. In 2014 and 2015, municipalities must begin planning to implement community-wide organics diversion. 5.6 PRIORITY ISSUE PROGRAM.The County,with input from Local Solid Waste Staff,develops a Priority Issue Program to accomplish during the multi-year Master Plan reporting cycle. For 2014-2015, the Priority Issue is to increase recycling by expanding the opportunity to recycle for public gatherings, including at city-sponsored events, parks and non-administrative facilities(e.g.,community centers): o Recycling collection is offered in municipality-owned non-administrative facilities(e.g., community centers). o Recycling collection is offered in park shelters and along major trails as well as applicable public gathering areas. o Recycling collection is offered at city-sponsored events. o Park, event, public gathering areas and internal recycling and trash collection containers are identified with color-coded signs/labels consistent with the County template. o Residents and applicable coordinators/staff are educated about recycling in parks, public gathering areas and events. Department staff will identify effective strategies and provide newly-developed materials for municipalities to implement the Priority Issue Program. If the Priority Issue is not achieved in the given time period,the municipality has two options for the next funding cycle: 1)merge Priority Issue tasks into the Municipality's Recycling Program activities;2)apply for a Local Negotiated Initiative Fund to continue working on the Priority Issue activities. For 2016-2020,the Priority Issue is focused on organics diversion and multi-family recycling.This is subject to change pending Legislation or County strategic planning. 5.7 LOCAL NEGOTIATED INITATIVE FUND(LNIF). Municipalities may request a LNIF allocation to 1) prepare for the next funding cycle's Priority Issue;2)complete a previous year's unmet Priority Issue; or 3)to develop/implement activities not defined in this Joint Powers Agreement or Application Packet to divert residential or business waste from land disposal. Municipalities competitively apply for limited LNIF allocations. Department staff will select projects based on feasibility and waste diversion outcomes. 5.8 PERFORMANCE.The County will evaluate the Municipality's performance pursuant to the criteria set forth in this Section.A Performance Scorecard for each Municipality will be used by Department staff for a qualitative analysis of municipal programs and activities.The Scorecard is developed annually by County staff with input from LSWS.The Scorecard will be used to create the Work Plan. The Master Plan identifies numeric objectives for waste reduction, recycling,organics recovery, resource recovery,and land disposal in five-year increments. Each Municipality's program must be designed to support the Master Plan objectives,as demonstrated cumulatively through annual reporting. Monthly updates must be submitted to the Department that include: metrics for communication activities(e.g., newspaper readership for paid advertising) and tonnage/volume collected based on project/program activities and events. Master(Plan Objectives_ =' 2015 2020 2025 2030 Reduction &Reuser 1-2% 2-4% 3-5% 4-6% Recycling 45-48% 47-51% 49-54% 54-60% 3 Dakota County Contract C0026442 Organics Recovery 3-6% 4-8% 6-12% 9-15% Resource Recovery 32-34% 32-33% 30-31% 24-28% Land Disposal (ceiling) 20% 17% 15% 9% In 2014 and 2015,the County will work with each Municipality to identify a quantitative waste diversion baseline for the community as a whole, and annual community diversion goals to help meet the Master Plan objectives. 5.9 ANNUAL REPORT. By February 15,2015,the Municipality shall submit its Annual Report for the year 2014, in the form prescribed by the County.The Annual Report is a measure of the Municipality's performance of the activities identified in the Application Packet. Changes in any funding amounts submitted in the Application must be identified in the Annual Report. SECTION 6 FUNDING 6.1 FUNDING AMOUNT. Communities receive performance-based funding in part from pass-through grants from the State. Funding amounts are contingent upon available State and County funds, and reflect the funding levels presented to the County Board as part of the annual budget.The 2015 funding for the Municipality shall be in the total amount not to exceed$22,000,which includes a County-agreed amount of$0 for a local negotiated initiative fund project as set forth in Exhibit 1, Section V. 6.2 FUNDING PAYMENT. Contingent upon receipt(by February 15, 2015)and approval by Department staff of the Municipality's Annual Report for the funding year 2014,the County will pay the Municipality the funding amount set forth in paragraph 6.1 above for 2015. Payment will be made in one installment within 30 days of receipt of the Application and Annual Report receipt. Municipalities with a complete Application and an approved Annual Report receive 100% payment for eligible expenses. If the Community is to receive a LNIF,the fund allocation and the LNIF payment are combined in a single payment. 6.3 ELIGIBLE EXPENSES. Municipalities may use allocated funds only on eligible items as described below. In 2015,eligible expenses are for residential recycling projects/programs and education and outreach; priority issue activities; and LNIF activities(if applicable)and include: 6.3.1 Administration a) Salary and benefits of personnel,full-time and temporary, and consultant services while working directly on the planning, implementing,and promoting of eligible activities. b) Matching funds for other related grants, such as MPCA grants,consistent with this program. c) Subscriptions, memberships, and training (not including out-of-state travel or lodging)necessary for eligible activities. d) Data collection and evaluation for effectiveness, efficiency,and responsiveness of landfill abatement activities. e) Oversight of municipality solid waste policy, ordinance and contracts related to landfill diversion. f) Design and implementation of projects and programs to enhance residential curbside collection programs, park and public gathering area recycling. g) Other expenses with prior written approval from the Department. 6.3.2 Education and Outreach a) Production and dissemination of education information to increase awareness and participation in recycling programs. b) Promotional items(bags,water bottles,t-shirts, etc.)with Department-approved message and logo. c) Education materials for municipal employees, such as signs,trainings and mass communication. d) Other expenses with prior written approval of the Department. 6.3.3 Eligible Expenses Specific to Priority Issue a) Containers for parks, events, and non-administrative municipality-owned buildings. 4 Dakota County Contract C0026442 b) Special event displays and signage. c) Bin recycling/organics/waste labels and signs for park, arena, community center and event containers. d) Permanent or reusable banners and posters for buildings,parks and events. e) Services related to recycling and organics material management at public events using County- defined best management practices. f) Other expenses with prior written approval from the Department. 6.3.4Non-eligible expenses include: a) Expenses related to non-waste abatement waste issues(e.g., energy,water) b) Waste collection,transportation or management(i.e., reuse, recycle,disposal), except as provided for in Section 6.3.3(e) c) Food or refreshments, unless approved by the Department as compliant with Dakota County policy 1560. Questions about an eligible expense should be directed to Department staff. 6.4 FUNDING PAYMENT ADJUSTMENTS.The Dakota County Physical Development Director shall have the authority to approve modifications to the Funding Amount as requested by the Municipality in the Application, as long as the amount payable under this Agreement does not exceed the amount approved by the Dakota County Board of Commissioner and so long as the proposed modifications are consistent with Exhibit 1. Municipalities must expend the community fund and LNIF allocation by the end of the calendar year, unless prior written approval is received from the Department. Municipalities must return unspent funds(the difference between the amount of funds provided and the amount a Municipality reports as expended)and must return funds if expenditures or activities that are determined by Department staff as not consistent with the Application and Work Plan. 6.5 FUNDING SOURCE ACKNOWLEDGEMENT.All community printed public education/communication materials shall credit the Dakota County Board of Commissioners and the Minnesota Pollution Control Agency as funding sources.Any use of the Dakota County logo and Dakota County website references must use style guidelines as prescribed by the Dakota County Communications Department. SECTION 7 RESPONSIBILITIES OF THE PARTIES 7.1 The County,through its Environmental Resources Department, shall include the following responsibilities under this Agreement: • Administer Community Funding Program through this Joint Powers Agreement. • Develop and provide annual templates for the Application,Work Plan/Annual Report and Performance Scorecard. • Provide technical assistance for each Municipality to apply, plan for, and report on work efforts. • Develop and complete a Performance Scorecard for each Municipality. • Provide messages(e.g.,for print pieces and electronic media),templates,and images for use in community education and outreach efforts for waste abatement and for the Recycling Zone. • Provide preferred terminology based on Regionally-approved language. • Ensure municipalities are familiar with and have access to all new materials in multiple ways, including electronically. • Provide equivalent support(e.g.,technical assistance, messages,templates, images, materials) for the Priority Issue Program. • Provide effective strategies, best practice approaches and infrastructure support(e.g., containers, labels, among others)for Municipalities to implement the Priority Issue Program. • Evaluate Municipality performance. • Allocate, manage and distribute funds. 5 Dakota County Contract C0026442 7.2 The Municipality shall include the following responsibilities under this Agreement: • Develop, implement, and maintain a comprehensive landfill abatement program. • Designate a Municipality Liaison responsible for Community Funding Program implementation. • Ensure the opportunity to recycle exists for residents and businesses in the Municipality. • Ensure curbside recycling services are provided for all single-and multi-family residents. • Develop and submit an annual Application,Work Plan and itemized budget. • Ensure the Municipality Liaison or designee attends at least four out of six Municipality/County meetings each year. • Ensure Municipality website content for recycling and household hazardous waste link to the respective Dakota County web pages. • Conduct waste abatement education for Municipal operations. • Follow the Dakota County style guidelines for logo and website references, and use terminology and images developed by the Department. • Develop and distribute at least one written and electronic(when applicable)communication to every new and existing household about recycling,waste reduction and/or reuse. • Submit all print materials to the Department for review prior to distribution. • Develop and distribute at least one written and electronic(when applicable)communication to every new and existing household about The Recycling Zone services. • Provide funding source credit from the Dakota County Board of Commissioners and the Minnesota Pollution Control Agency in all printed materials. • Coordinate with Department staff to identify a quantitative waste diversion baseline and annual goal. • Develop and implement collection events of materials to be recycled. • Develop and implement projects and programs to increase residential recycling. • Except for municipalities with 1,000 housing units or less, implement at least four additional education activities from a menu of options developed by the Department. • Implement planning for community-wide organics diversion. • Develop Priority Issue Program: o Coordinate with stakeholders to identify opportunities and improvements for recycling in public gathering areas, including parks and non-administrative buildings(e.g., community centers). o Prioritize Municipality gathering areas for recycling based on cost,feasibility, and public attendance. o Expand or initiate collection of recyclables and/or organics at special events and other away-from-home locations. o Ensure all trash, recycling and organics containers for parks, public gathering areas and events have consistent messages, images and colors, and follow best practices, as defined by the Department. o Provide education materials to Municipality employees such as signs, trainings and mass communication to implement the Priority Issue. • Develop and report quantitative and qualitative measurements for each communication and outreach activity,waste abatement project/program activity and event. • Develop and submit an Annual Report to the Department. SECTION 8 PROPERTY Upon termination of this Agreement, any containers, labels and/or necessary infrastructure purchased by the County and provided to the participating Municipality shall be the sole property of the Municipality. 6 Dakota County Contract C0026442 SECTION 9 INDEMNIFICATION 9.1 IN GENERAL. Each party to this Agreement shall be liable for the acts of its officers,employees or agents and the results thereof to the extent authorized by law and shall not be responsible for the acts of the other party, its officers,employees or agents. 9.2 LIMITATIONS.The provisions of Minn. Stat.§471.59,the Municipal Tort Claims Act, Minn. Stat. ch. 466 and other applicable laws govern liability of the County and the Municipality 9.3 SURVIVORSHIP.The provisions of this Section shall survive the expiration or termination of this Agreement. SECTION 10 AUTHORIZED REPRESENTATIVES AND LIAISONS 10.1 AUTHORIZED REPRESENTATIVES:The following named persons are designated the Authorized Representatives of the parties for purposes of this Agreement.These persons have authority to bind the party they represent and to consent to modifications, except that the authorized representative shall have only the authority specifically or generally granted by their respective governing boards. Notice required to be provided pursuant to this Agreement shall be provided to the following named persons and addresses unless otherwise stated in this Agreement, or in a modification of this Agreement. TO THE COUNTY Steve Mielke, Director(or successor) Physical Development Division Western Service Center 14955 Galaxie Avenue Apple Valley, MN 55124 TO THE MUNICIPALITY Todd Larson, Mayor(or successor) City of Farmington 430 Third Street Farmington,MN 55024 In addition, notification to the County regarding termination of this Agreement by the other party shall be provided to the Office of the Dakota County Attorney, Civil Division, 1560 Highway 55, Hastings, MN 55033. 10.2 LIAISONS.To assist the parties in the day-to-day performance of this Agreement and to ensure compliance and provide ongoing consultation, a liaison shall be designated by the County and the Municipality.The County and the Municipality shall keep each other continually informed, in writing,of any change in the designated liaison.At the time of execution of this Agreement,the following persons are the designated liaisons: County Liaison: Jenny Kedward Telephone: (952)891-7043 Email:jenny.kedward @co.dakota.mn.us Municipality Liaison: Lena Larson Telephone: (651)280-6905 Email: Ilarson aeci.farmington.mn.us 7 Dakota County Contract C0026442 SECTION 11 TERMINATION 11.1 IN GENERAL. Either party may terminate this Agreement for cause by giving seven days'written notice or without cause by giving thirty(30)days'written notice, of its intent to terminate,to the other party. Such notice to terminate for cause shall specify the circumstances warranting termination of the Agreement. Cause shall mean a material breach of this Agreement and any supplemental agreements or amendments thereto. Notice of Termination shall be made by certified mail or personal delivery to the authorized representative of the other party.Termination of this Agreement shall not discharge any liability, responsibility or right of any party,which arises from the performance of or failure to adequately perform the terms of this Agreement prior to the effective date of termination. 11.2 TERMINATION BY COUNTY FOR LACK OF FUNDING. Notwithstanding any provision of this Agreement to the contrary,the County may immediately terminate this Agreement if it does not obtain funding from the Minnesota Legislature, Minnesota Agencies, or other funding source,or if its funding cannot be continued at a level sufficient to allow payment of the amounts due under this Agreement. Written notice of termination sent by the County to the Municipality by email or facsimile is sufficient notice under this section.The County is not obligated to pay for any services that are provided after written notice of termination for lack of funding.The County will not be assessed any penalty or damages if the Agreement is terminated due to lack of funding. SECTION 12 MODIFICATIONS Any alterations,variations, modifications, or waivers of the provisions of this Agreement shall only be valid when they have been reduced to writing,approved by the parties'respective Boards, and signed by the Authorized Representatives of the County and the Municipality. SECTION 13 MINNESOTA LAW TO GOVERN This Agreement shall be governed by and construed in accordance with the substantive and procedural laws of the State of Minnesota,without giving effect to the principles of conflict of laws.All proceedings related to this Agreement shall be venued in the County of Dakota,State of Minnesota. SECTION 14 MERGER This Agreement is the final expression of the Agreement of the parties and the complete and exclusive statement of the terms agreed upon and shall supersede all prior negotiations, understandings, or agreements. 8 Dakota County Contract C0026442 SECTION 15 SEVERABILITY The provisions of this Agreement shall be deemed severable. If any part of this Agreement is rendered void, invalid,or unenforceable, such rendering shall not affect the validity and enforceability of the remainder of this Agreement unless the part or parts that are void, invalid or otherwise unenforceable shall substantially impair the value of the entire Agreement with respect to either party. IN WITNESS WHEREOF,the parties hereto have executed this Agreement on the date(s) indicated below. COUNTY OF DAKOTA COUNTY Steve Mielke, Director Physical Development Division Date of Signature: CITY OFF GTO Todd Larson, ayor Date of Signature: -' a/s Attest f Li ' (title) D-r'of Signature: / — -- D/5 APPROVED AS TO FORM: /s/Helen R. Brosnahan 12/19/14 Assistant County Attorney/Date KS-14-424-1 County Board Res. No. 14-410 9 Dakota County,Physical Development Division 674 '4441 Environmental Resources Department Jenny Kedward,952-891-7043,ienny.kedward@co.dakota.mn.us Application process:Joan Kowski,952-891-7965, C O U N T Y ioan.kowski@yco.dakota.mn.us Farmington 2015 Dakota County Community Funding Application Packet Application Packet and JPA Submittal Due Date: November 15,2014 Funding Period: January 1,2015-December 31,2015 2014 ANNUAL REPORT DUE DATE February 15,2015 Date Application Submitted November 17,2014 Submit completed Application Packet by: 1.Uploading to the Dakota County Local Solid Waste Staff(LSWS)SharePoint web site URL: http://sharepoint.co.dakota.mn.us/LSWS/default.aspx 2.Or by sending to jennv.kedward@co.dakota.mn.us or by mail to: Jenny Kedward Dakota County Physical Development Division 14955 Galaxie Avenue Apple Valley,MN 55124 Contact Information for Municipality Designated Municipality Liaison : Lena Larson Title: Municipal Services Coordinator E-mail: Ilarson @ci.farmington.mn.us Mailing Address: 430 Third Street City/State/Zip: Farmington,MN 55024 Phone: 651-280-6905 FAX Number: 1 Municipality: Farmington Funding Year: 2015 1. Copy of the Official Resolution or Minutes of the Proceedings Attach an official action from the governing body(e.g.,City Council or Commission) requesting the funding allocation OR a certified copy of the official proceedings of the governing body approving the funding allocation. 2. Workplan Attach a Work Plan that includes activities,timeline,and deliverables. 3. Requested Budget Fill in the summary below and attach an itemized budget in Part VI. Fund Request County Fund Eligibility Admin,Outreach/Education,Priority Issue $22,000 LNIF,if allocated $10,631 TOTAL 4. Compliance with Public Entity Laws Yes No* MN Stat. 115A.151(internal recycling programs for facilities under the municipality's control) MN Stat.115A.552(community recycling programs in place) x MN Stat.115A.552(residents have the opportunity to recycle) x MN Stat.473.848 and 115A.471(management of solid waste collected under contract from municipal operations) *If no,identify the timeline and steps being taken to obtain compliance. I certify that this 2015 Community Funding Application Packet was prepared under my direction or supervision, and that the information is true,accurate,and complete to the best of my knowledge. I certify that a 2014 Annual Report demonstrating compliance with this application will be submitted to the Department by February 15,2015. Lena Larson Name of person completing document Signature(electronic signature acceptable) Municipal Services Coordinator 11/17/14 Title Date 2 2015 Work Plan/Annual Report I. Administration Local Solid Waste Staff(LSWS)Meetings GOAL:Open communications to share activities and results between County and Municipal staff. The municipality's designated Municipality Liaison must plan to attend at least four out of the following six LSWS meetings per year. REPORT:When submitting the Annual Report,check each box next to the meetings attended. 2015 Dates ❑ January 8 ❑ July 9 ❑ March 12 ❑ September 10 ❑ May 14 ❑ November 12 Internal Recycling Activities GOAL: Promote recycling and waste reduction in the municipality's administrative buildings. List the activity,general message,date and type of measurement (e.g., attendees to a presentation, number of labels placed on bins)for each internal outreach activity. REPORT: Update the table with actual measurement when submitting the annual report. Activity/event/ Message Date Type of Actual Metric Communication Measurement Example:Presentation at Parks What to 3/14/15 Number of 21 attendees Dept. staff meeting recycle attendees (84%of staff); Information in employee Various— Ongoing Number of newsletters(City Space) seasonally messages & appropriate number of and reviewed newsletters by the Green emailed Team II. Waste Abatement & Residential Recycling Website content GOAL:Consistent recycling and waste abatement messaging through the County. © I verify that all information on the municipal website regarding solid waste reduction, reuse, recycling,organics diversion and household hazardous waste links to applicable County webpages. Required Communication GOAL: Inform residents of waste abatement opportunities and household hazardous waste services at The Recycling Zone. 3 Each municipality is required to produce at least one written and electronic(if applicable) communication to every new and existing household for each of the following topics: • Recycling(e.g., curbside and drop-off),waste reduction and/or reuse • The Recycling Zone services List the means of outreach,general message, date produced and type of measurement(e.g., number of newsletters distributed)for each activity. REPORT: Update the table with actual measurement when submitting the annual report. Outreach mechanism Message Date Type of Actual Measurement Metric Example:Postcard to new Carton 5/1/15 Readership 1 postcard residents recycling 30 new residents Community Calendar to all Recycling December Distribution—1 residents The Recycling calendar for Zone each HHW household Community Calendar to all Recycling Through Distribution-1 new residents—new& The Recycling the year calendar for existing homes Zone each new HHW move-in Required Outreach (Large Communities only) Required of the Rural Solid Waste Commission and communities with over 1,000 households. GOAL: Education of residents including schools and businesses to increase recycling and waste reduction. Each municipality must complete at least FOUR eligible educational activities not covered in the above tables.Suggestions are listed below but other activities may be approved by Department. List the type of measurement (e.g.,attendees to a presentation, number articles published). REPORT: Update the table with actual measurement when submitting the annual report Outreach Message Date Audience Type of Actual mechanism measurement Metric Example:Promote What to 5/5/15 ' Residents Event 60 attendees recycling at annual recycle attendance River Clean Up Day curbside Event i Social Media Posts Seasonally Ongoing Followers #of followers: appropriate- as of 10/31/14 Recycling, 1099 Facebook HHW, etc. 600k Twitter Table at Community Recycling 1/31/15 Residents& Event EXPO businesses attendance, interactions,# of promo items given away 4 Coordinate Earth& Recycling 4/25/15 Residents Event Arbor Day—following attendance,# Pond&Park Cleanup of volunteers, Pounds of trash collected Coordinate Pollution Recycling 9/18/15 All Dist. 192 Event Prevention Day HHW 4th graders attendance Articles in City News Recycling 2/17/15 School Distribution and Recreation Guide HHW 4/11/15 District Misc. 8/1/15 mailing list Seasonally 11/30/15 appropriate or as directed by County staff Eligible Educational Activities • Sponsor an event for Earth Day,America Recycles Day or Pollution Prevention Week • Coordinate an event for a school(s)about recycling,waste reduction or HHW • Distribute an additional printed or electronic outreach piece about recycling or waste reduction • Presentation/activity to community group(minimum 10 attendees) • Staff a booth at a community event with waste abatement information (minimum 50 attendees) • Post social media messages(posts must be at least monthly) • Other educational activity as approved by Department staff as part of the work plan meeting Waste Abatement Events and Activities GOAL: Increase residential recycling in Dakota County Each municipality must develop programs to increase residential recycling. Use the table to list events and activities where materials are collected to be recycled or reused (not disposal).Activities that do not fit into the table requirements should be listed in the narrative below. REPORT: Update the table with actual measurement when submitting the annual report. Update the narrative with activity outcomes. Collection Events and Activities List the event or activity,date conducted, how it was promoted and the type of measurement (e.g., attendees to an event,weight or volume of material collected). Event promotion may also be used in residential outreach and education(above) if the activity also communicates general recycling,waste reduction and reuse knowledge. Activities that are not associated with a date should be described in the narrative questions below. Event/activity Name Date Promotion of Type of Actual Metric activity Measurement Example: "Recycle Your 12/1/15- Facebook posts Pounds of lights 47 lbs. of string Holiday Lights"drop-off 1/31/16 Website collected lights at Burnsville Ice Center Newsletter article 5 CFL Drop-off 1/1/15- Social Media 12/31/15 Newsletter Curbside Cleanup Days- 4/18/15 Newsletter Electronics&appliances 4/25/15 Social Media 5/2/15 Newspapers 5/9/15 5/16/15 Host Household Tbd Hazardous Waste Drop- 9/12/15 off Day NOTE:to add another row,click in the last box of the table and press TAB. NARRATIVE: Describe other waste abatement activities and/or program development conducted by municipality,such as managing bulky waste. The City will work with Dakota County Environmental Management to host a Household Hazardous Waste Drop-off Day for Dakota County residents in Farmington in 2015. III. 2015 Waste Abatement Planning 1. Describe efforts to identify a quantitative waste diversion baseline and annual goal for your municipality(e.g.,pounds recycled per household). The City of Farmington will continue to work with our recycling contractor, DSl/LSI, to get accurate data for trash and recycling collection to assist in assessing progress.. 2. Describe planning efforts to implement municipality-wide organics diversion. The city is interested in exploring a pilot project collecting organics with MSW with Dakota County and Blue Bag Organics to better understand at what point it becomes economically feasible(for the customers)to incorporate a larger scale co-collection program. IV. Priority Issue GOAL: Provide consistent recycling opportunities for public gathering areas, including parks, public areas, events and in municipally-owned non-administrative buildings. Municipalities must coordinate to offer recycling in public areas by the end of 2015. Fill out the following workplan by selecting the activities under each Goal that your municipality will accomplish during 2015. For the checked activities, identify when the activity will be completed (timeline). Expand on activity details if needed. REPORT: Fill in the 2015 Results column with outcomes and/or actual diversion measurements. NOTE: If you completed tasks in 2014, mark"completed" under Timeline column. 6 Public Area Recycling Timeline 2015 Results Objective 1: Provide recycling collection in park shelters and along major trails,and applicable public areas IS Form a team of stakeholders January 2014 Review goals and expectations February ❑X O 2014 .................. ❑Get community input le Evaluate parks, public areas June 2014 ro w la List characteristics/challenges of August 2014 each park O Prioritize parks, public areas August 2014 ❑Conduct a waste sort (if needed) O Determine needs for each park August 2014 Refurbish 15 existing($275/each total$4125) request 15 ($406.33/each total$6095) additional: n —E la Request labels/signs/bins from 15 for Rambling River Park department Winter 2015 3 for Pine Knoll Park 3 for Fairhills Park 3 for Hill Dee Park 5 for Meadowview Park 5 for Evergreen Knoll Early la Post labels/signs summer 2015 Early See above le Relocate existing bins summer 2015 Early See above la Place new bins summer 2015 ©Identify maintenance improvements Spring 2015 Concrete pads, relocating and pairing cans, emptying(responsibility and schedule) Announce changes to municipal staff Spring 2015 City Space - ©Announce changes to public Summer Ribbon Cutting and article in City News and 2015 Recreation Guide Spring 2015 E ❑Place signs explaining program at • parks 7 Objective 2: Provide recycling collection in municipally-owned and operated buildings ®Form a team of stakeholders January 2014 CO February o ©Review goals and expectations 2014 ❑Get input(e.g.,vendors,community) ©Evaluate buildings March 2014 T ©List characteristics/challenges of March 2014 each ®Assess waste collected (e.g.,waste March 2014 sort) ©Determine needs for each building April 2014 None at this time ❑Request labels/signage from County ❑Post labels/signage n ❑Relocate existing bins (if needed) ❑Place new bins(if needed) I Maintenance improvements ❑Announce changes to municipal staff •E ❑Announce changes to public E ❑Place signs explaining program at u° parks Objective 3: Provide recycling and/or organics collection at municipality-run and municipality-sponsored events Name of Event Date(s)of event Estimated Recycling, Event location Attendance Organics,or both? Dew Run 6/20/15 500 Both Downtown Farmington 8 V. Local Negotiated Initiative Funding Is your municipality applying for LNIF: ❑Yes No The 2015 Local Negotiated Initiative Fund (LNIF)focuses on organics diversion from residents and business recycling outreach. LNIF projects and programs are negotiated with Environmental Resources Department staff prior to submittal of the Application. Department approval is required to receive funding. Eligible LNIF projects: • Education and operation expenses supporting and promoting organics diversion for residents. • Recycling and/or organics diversion education/communication program for businesses. • Recognition program for businesses that implement waste reduction, reuse, recycling and/or organics diversion. • Organics diversion at municipality-sponsored events,such as parades, municipal celebrations, or other short-duration events. • Priority Issue development/completion. • OTHER activity that enhances organics diversion or business recycling or organics diversion LNIF Work Plan and Annual Report: Please identify and describe the proposed activities that your municipality will undertake in the current application year. Please note that LNIF project results must be included in the 2015 Annual Report and include all the below information: 1. Identify the cost and type of LNIF project from the above list of eligible projects that your municipality would like to complete. Name of project: Total cost: 2. Summarize in two or three paragraphs the work that your municipality would like to perform in this LNIF project area. Include a brief description of why you chose the specific project area, including a discussion of the municipal need. 3. Complete the Work Plan below for each approved initiative. The 2015 results column must be completed at the end of the year. 9 Materials LNIF Activity Timeline produced Cost 2015 Results (if applicable) Goal 1: Goal 2(if applicable): Goal 3(if applicable): REPORT:Answer the following questions when submitting the Annual Report. 4. Describe challenges encountered and possible solutions learned with the project. 5. Briefly describe how the LNIF project will be sustainable after this funding period. 10 VI. 2015 Community Funding Budget and Expense Form Municipalities must enter estimated costs per line item based on the total community allocation. LNIF allocations are identified separately. Please list all municipality contributions (i.e.,financial,staffing, other). Use another table if necessary. Municipality contributions are not mandatory but help the Department identify needs for this program.The total County share may not exceed the"amount of funds eligible for" provided by County staff in the application. Funding from budgets may not be carried over to the next year. County Funds Municipality Total Expense Funds/In-Kind (County+Municipality) Funds/Staff Salary 1500 17000 18500 Mileage 100 100 Training/Subscription/Membership 500 500 Consultant/temporary help Design/printing 3000 3000 Distribution/mailing 2000 2000 Advertisement 2400 2400 Promotional Items 5500 5500 Special events fees 5000 5000 Data collection/evaluation Containers 2000 2000 LNIF TOTAL* 22,000.00 $ 17,000.00 $ 39,000.00 *NOTE:To update formulas, press Ctrl+A,then press F9 Please identify the total percent FTE for your municipality to coordinate this program: 20% 11 2015 Community Funding Performance Scorecard To be filled out by County staff to aid communities in completing annual workplan. The Community Funding Program enables each municipality to work with Department staff to develop and implement projects and programs for waste abatement towards achieving Master Plan objectives. Administration Work needs to be Meets goals done to meet goals Residential Curbside Recycling Services Provided Residents have access to curbside recycling through a private hauler or municipality-sponsored program. Designated Municipal Liaison attended at least 4 out of 6 municipality/county meetings per year. Municipality participated in and submitted annual Work Plan, with Budget Waste abatement efforts in municipal operations continued Annual report is complete and submitted on time Waste Abatement& Residential Recycling Work needs to be Meets goals done to meet goals Communications&Outreach Municipality uses resources from the Residential and Business Toolkits(articles, images, etc.), provided by the Department Printed and electronic recycling resources for residents follow the Dakota County style guidelines for logo and website references,and use terminology and/or images provided by the Department. The municipality website content for solid waste management and household hazardous waste links to the County's respective webpages. At least one written and electronic(when applicable) communication is distributed to every existing household about recycling,waste reduction and/or reuse. At least one written and electronic(when applicable) communication is distributed to every new household about recycling,waste reduction and/or reuse. At least one written and electronic(when applicable) communication is distributed to every existin household 12 about The Recycling Zone services. At least one written and electronic(when applicable) communication is distributed to every new household about The Recycling Zone services. At least four additional education activities accomplished from a menu of options developed by the Department(large communities only). Accuracy of information is verified with Department staff before distribution. Printed materials identify funding source. Quantitative and qualitative measurements related to Master Plan objectives for each communication and outreach activity are provided. Operations, Programs&Recycling Events A municipality waste diversion baseline and annual goal for municipality is developed. Programs to increase residential recycling are developed and implemented. Planning is underway to implement municipality-wide organics diversion. Quantitative and qualitative measurements related to Master Plan objectives for each project/program activity is provided. Priority Issue Work needs to be Meets goals done to meet goals Recycling collection is offered in municipality-owned non- administrative facilities (e.g.,community centers). Recycling collection is offered in park shelters and along major trails as well as applicable public areas. Recycling collection is offered at municipality-sponsored events. Follow best practices provided by the Department. Park, event, public space and internal recycling and trash collection containers are labeled with signs/labels provided by the Department. Residents and applicable coordinators/staff are educated about recycling in parks, public areas and events. 13 ►E Ci�o�Fj�r ty of Farmington spy 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 4,a, , www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Randy Distad SUBJECT: Adopt Resolution Approve Submittal of Grant Application to the Metropolitan Council for the North Creek Greenway DATE: November 17, 2014 INTRODUCTION City staff members participated in Dakota County's(the County)master planning of the North Creek Regional Greenway(NCRG)trail corridor.A segment of the trail is located in the City of Farmington (city).The city and the county have applied twice for federal grant funding to construct this trail,once in 2011 and again in early 2014 but were not selected either time for funding due to the application not scoring enough points. The Metropolitan Council is now undertaking a Regional Solicitation grant for motorized and non-motorized transportation projects to be completed in 2018 and 2019. DISCUSSION When completed,the NCRG trail corridor will connect Lebanon Hills Regional Park in Eagan to downtown Farmington. The NCRG has been designated as a regional trail by the Metropolitan Council. Included in your packet shown as exhibit A is the alignment of the trail segment that is being proposed to be funded for construction by the grant. Exhibit B identifies the proposed cost to construct the trail section from 195th Street to the Vermillion River in Farmington. Dakota County would provide the required 20%local match requirement towards the grant if the city agrees to design and provide construction management.Estimated construction cost for the approximate two mile trail section is$1,209,000.0. In order to improve the chances of receiving the grant, Dakota County staff is recommending the application to once again be submitted by the City of Farmington as the lead agency. The county is requesting the city provide funding to cover the soft costs associated with the NCRG project,which would include funding for the design and engineering of the trail and construction management while it is being built. This would include developing plans and specifications for the alignment and oversight on the construction of the trail itself. This expenditure,while hard to estimate an actual total cost,will include city staff time from both the Engineering and Parks and Recreation Departments that is already included in the annual budget. Attached is a resolution that staff is requesting the city council approve showing support for the city submitting a regional solicitation grant application to the Metropolitan Council for the NCRG. BUDGET IMPACT Dakota County will be providing funding to satisfy the 20%match requirement for the NCRG project. Should the grant application be approved for funding in 2018/2019, a determination will need to be made prior to this time period on the allocation of city resources to design the trail and provide construction management. ACTION REQUESTED Adopt the attached resolution authorizing the submission of an application to the Metropolitan Council for a grant from the 2014 Regional Solicitation for construction of a segment of the North Creek Greenway regional trail that is located in Farmington. ATTACHMENTS: Type Description o Cover Memo Exhibit A Location Map o Cover Memo Resolution D Cover Memo Exhibit B Project Estimates i-_-_--Ai b.,-1-- A , , N.......;, 4r i 114 ♦ 19071-1 ST W ♦e 0♦ 4 I _ l Jim Bell «, Park & .� i Preserve °\ \I t Ohl * ' )....":4--- o �r tt c •:1.. •r .uf i 1 ,..M%a6\e St,k, °''''s 1 I ! ; . / / eco.0{ Rambling River Park I . ;! , i ,uTvzTW' 2123HSTW n Downtown'Farmington. ,. ��-. N �� � I, ! i tF v t ...a , 0 0.175 0.35 0.7 , Miles■ Legend -- Farmington Greenway Segment Existing Greenways Funded Greenways North Creek Greenway Planned Greenways • • • Long-term Greenway Alignment Farmington Segment North Creek Greenway Local Trails ® Grade Separated Crossing(Existing) Trail Segment ® Grade Separated Crossing (Proposed) f I RESOLUTION NO. R63-14 AUTHORIZING THE SUBMISSION OF AN APPLICATION TO THE METROPOLITAN COUNCIL FOR A GRANT FROM THE 2014 REGIONAL SOLICITATION Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota,was held in the Council Chambers of said City on the 17th day of November 2014 at 7:00 p.m. Members Present: Larson,Bartholomay, Bonar, Donnelly, Fogarty Members Absent:None Member Fogarty introduced and Member Bartholomay seconded the following: WHEREAS, the Metropolitan Council and the Transportation Advisory Board(TAB)has announced a solicitation for 2018 and 2019 federal funding for motorized and non-motorized transportation projects; and, WHEREAS, the program will fund up to 80 percent of the project right of way and construction costs; and, WHEREAS, non-Federal funds must be at least 20 percent of the project costs; and, WHEREAS, an application must be submitted by December 1, 2014 for consideration; and, WHEREAS, City staff have identified a segment of the North Creek Greenway extending from 195th Street to the Vermillion River as a project that may qualify for funding under this program; and, WHEREAS, the proposed project is identified in the North Creek Greenway Master Plan; and, WHEREAS, the Dakota County guidelines identifies partnership opportunities whereby the City would lead the design and implementation of the greenway project while Dakota County would provide the 20%matching funds. NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of Farmington hereby approves the submittal of a Regional Solicitation grant application for the construction of a trail and for the North Creek Greenway from 195th Street West to the Vermillion River. This resolution adopted by recorded vote of the Farmington City Council in open session on the 17th day of November 2014. Mayor Attested to this del day of November, 2014. QaIA-A- C t,/ • Administrat r SEAL EXHIBIT B Project name North Creek-Farmington CONSTRUCTION PROJECT ELEMENTS/COST ESTIMATES Check all ITEM QTY UNIT UNIT COST SUBMITTED that apply COST ESTIMATE • Mobilization(approx.5%of total cost) 1 LS $ 60,452.97 $ 60,452.97 $ 60,450.00 • Removals(approx.5%of total cost) 1 LS $ 60,452.97 $ 60,452.97 $ 60,450.00 Roadway(grading,borrow,etc.) Roadway(aggregates and paving) Subgrade Correction(muck) Storm Sewer Ponds Concrete Items(curb&gutter,sidewalks,median barrier) Pedestrian Curb Ramps(ADA) 1 EA $ 1,350.00 $ 1,350.00 $ 1,350.00 • Path/Trail Construction 10400 LF $ 50.00 $ 520,000.00 $ 520,000.00 • Path/Trail Construction(subgrade corrections) 3500 LF $ 50.00 $ 175,000.00 $ 175,000.00 Traffic Control Striping Signing Lighting • Turf-Erosion&Landscaping 10400 LF $ 11.00 $ 114,400.00 $ 114,500.00 - Bridge Retaining Walls Noise Walls Traffic Signals Wetland Mitigation Other Natural and Cultural Resource Protection RR Crossing • Trail Bridge over creek 30 LF $ 1,650.00 $ 49,500.00 $ 49,500,00 • Trail Signage/Wayfinding 10400 LF $ 2.25 $ 23,400.00 $ 23,500.00 • Site funishings(benches,bumpout and interpretation) 10400 LF $ 4.50 $ 46,800.00 $ 46,550.00 subtotal $ 1,051,355.93 $ 1,051,30000 • Contingencies(15%) $ 157,703.39 $ 157,700.00 subtotal $ 1,209,059.32 $ 1,209,000.00 • Acquisition 8 AC $ 20,000.00 Acquistion contingency(15%) $ - TOTAL CONSTRUCTION COST $ 1,209,059.32 NOTES: 1.This estimate is for planning purposes only and is approximate. 2.actual costs may vary due to unknowns-complete trail corridor was not accessable for review 7e City of Farmington 430 Third Street ' Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ,,4. c*Otig. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Appointment Recommendation-Liquor Operations DATE: November 17,2014 INTRODUCTION The recruitment and selection process for the appointment of a part-time liquor clerk to fill a vacant position has been completed. DISCUSSION After a thorough review by Liquor Operations and the Human Resources Office, a contingent offer of employment has been made to Susan Packer, subject to ratification by the city council. Ms.Packer has previous retail experience and meets the minimum qualifications for this position. BUDGET IMPACT Ms.Packer's starting hourly wage will be$10.73 per hour which is the first step of the salary range for this position(Salary Range: $10.73 -$12.57). Funding for this position is authorized in the 2014 budget. ACTION REQUESTED Approve the appointment recommendation of Susan Packer as a part-time liquor clerk effective on or about November 18,2014. 7-r o *, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899� ° www.ci.farmin on.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Approve Bills DATE: November 17,2014 INTRODUCTION Attached is a list of bills for October 25,2014 through November 7,2014. 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N O co co co co c7 co co co 0 0 .$ CO a Z ��tk O ° 0I F N U C n o z g co IT 7 c0 C W O 0 U) v� >>> m a 0 O K W > o p w U CO CO CO th N m'a C f Q K w Fu w > w 3 W re F- W F Z J J 0 Z E C m --1 S 2 2 x x m „ir x x § 1 a a a a a O _a U U V v v v v v O O 5 5 5 5 5 m 9 m } >- Q 0 0 0 0 0 0 Fq Z Z Z Z z F- Ti a O 0 co e- F- F- F- 11 'C co 0 CO Q Q m 0 0 0 0 0 m co cm to 0 p 7 co co F- C of N CD W tS0 C O N N C0 co 0 n 0- co O Q O to c 7 'Q O 0 E N o v ml N 0 e- V) 0 V #I to O Y O O LO 0 Q' z s r U /0,2, 4110/4,i, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ,4 ,,, www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Robin Hanson SUBJECT: September 2014 Financial Statement Review DATE: November 17,2014 INTRODUCTION Attached are the September 2014 financial statements for your review. DISCUSSION NA BUDGET IMPACT NA ACTION REOUESTED Review the financial reports and ask staff any questions that may arise from your review. ATTACHMENTS: Type Description ® Cover Memo September 30, 2014 Financial Statement Review A Backup Material General Fund Draft-September 30, 2014 • Backup Material RRC,Pool,EDA,Park Imp,Arena Draft- September 30, 2014 D Backup Material Liquor Stores Draft-September 30,2014 o Backup Material Enterprise Funds Draft-September 30,2014 e� iy City of Farmington g 's�► 430 Third Street g Farmington,Minnesota 651.280.6800•Fax 651.280.6899 '�+'.'•,,,,'�� www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Financial Review—September 2014 Financial Statements DATE: November 17,2014 INTRODUCTION: Attached you will find draft financial statements for the first nine months of 2014.Comments have been included below which explain line items that may be ahead or behind pro-rata budget amounts or have other activity to highlight. DISCUSSION: Through the end of September you would generally expect revenues and expenses to be approximately 75%of the 2014 budgeted amounts. General Fund Overview The table below summarizes actual General Fund revenues(57%)in relation to budgeted amounts for the first nine months of 2014 by line item. Actual as a% YTD Actual 2014 Budget of Budget Property Taxes $ 4,270,283 $ 8,035,055 53% Licenses 47,325 42,005 113% Permits 405,716 375,868 108% Intergovernmental Revenue 365,425 683,891 53% Charge for Service 304,654 483,100 63% Fines 44,692 70,800 63% Investment Interest 62,026 55,000 113% Miscellaneous 60,708 37,500 162% Franchise Fees 100,000 100,000 100% $ 5,660,830 $ 9,883,219 57% General Fund Revenues Property Taxes—The first half property taxes have been recorded.The second half property taxes will be recorded in December. Licenses—Actual revenues are ahead of last year's pro-rata amounts by approximately$8K. The majority of this increase is attributable to bi-annual animal license renewals. Permits—While permit revenue is 108%of budget,the 2014 revenue is$117K less than the amount recorded for the same period last year;the number of permits issued in 2014 is 22 less than last year for the same time period. Intergovernmental—The LGA and Police Aid will be received during the last quarter of 2014. Charges for Service—The charges for service are less than you would expect. Police service charges are less than last year(1 SRO in 2014, $20K),erosion control fees are down$8K (reflects decreased number of building permits), and general recreation and pool admission fees are each approximately$5K behind 2013 YTD amounts. Fines—Fine revenues continue to lag. As explained last quarter,this seems to be a systemic problem as other cities are experiencing similar lags. Investment Income—Investment income continues to outpace the pro-rata budget amount. This is not because interest rates have improved,but primarily because of an overall increase in the amount of funds invested. Miscellaneous—Increased rental income from the Rambling River Center and the library are the reasons this line item is ahead of budget. General Fund Expenditures The chart below details actual expenditures as a percent of budget through September 30,2014. 100% 2014 General Fund Expenditures Through September 30, 2014 90% 80% 50% — ■ r 10 ■ ■ x 40% — II 30% — • ■ 111111 ■ III I At 10/o I l a WM MI III ist o% o'° °o 0 cy �� & e °o ey 0 �� 4e Je c� on o ey eb Jai oe ae� `c e a'`� a'�� a?° t` ac o� ° a?° d`e `� Se e�� coo co a° � aF <° Q \�.��yeca .c�y`S \v5' o.4P 6 Os cQey°\c�yw o\yep eS�`a°a agae ee .cse Qua°\�yQe Qey° 5` �eF ~ec �� °P Q�O°� o°O \Q acc mod` �a a` 4' \tea `mo, J<a �co���a �• �.0 •roc S.4( ��� P CP �° P e °� �a as aS 4' q'b `. 5 Q '0 �e General Fund Expenditures Overall, General Fund expenditures for the first nine months totaled$7.1 million or 68%of budget,which is less than 75%of pro-rata budgeted amounts you would expect. Historical Preservation—This line item appears over budget due to training costs that were incurred,but not budgeted.A grant was received to offset the majority of the training costs.The difference is being offset by unused amounts in the Planning budget. Police Administration,Patrol Services, Investigations and Emergency Management—On a combined basis these line items are at 72%of budget. Snow Removal—Seasonal. The 2014 amounts are actually$9K less than for the same time period in 2013. Park Maintenance—Seasonal. In line with 2013 actual amounts after adjusting for two new mowers purchased in 2013. Swimming Pool—Seasonal. The 2014 YTD expenditures are$2K less than 2013 YTD amounts. General Fund Transfers Transfers Out—The May transfers and as a result the September year-to-date transfers are higher than budgeted, because in May 5/12ths of the 2014 Fire CIP funding was transferred from the General Fund to the Fire Capital Projects Fund. When the amounts were originally budgeted the dollars were envisioned to be spent directly from the General Fund, but since there is a projected carryover fund balance the monies were moved to the Fire Capital Project Fund where this can be more easily identified and tracked. General Fund,Fund Balance As was to be expected, for the first nine months of 2014 the fund balance in the General Fund decreased$1.2 million to approximately$1.9 million. This will rebound in December when the 2nd half property taxes are recorded. City of Farmington General Fund Cash Flow $4,500,000 - — $4,000,000 54.365 million renresents 6 months of General Fund Property Taxes. 3,500,000 $3.8mdnon represents oRiceofthe state Auditor s minimum.15ifundmgt x. _ 53,000,000 M2,500,000 — $2,000,000 1,500,000 L1,000,000 $500,000 = - - — _ III �r — $- '', ■ L r = Jan Feb Mar A June July Aug Sept Oct Dec vs$(500,000) (. (1,000,000) ❑2008 •2009 2010 ❑2011 ■ 2012 ■ 2013 0 2014 RRC,POOL,EDA,Park Improvement and the Arena Rambling River Center(Included in General Fund)–All of the Rambling River Center revenue line items are ahead of budget with the largest dollar increase being recorded in rental income. The 2014 RRC expenditures are in line with budgeted amounts. Pool(Included in the General Fund)–Pool revenues are$7 less than last year with decreased revenues in several line items—pool admissions, swimming lessons and rental income. The 2014 expenditures are slightly less than for the same time period in 2013. EDA–Special Revenue Fund–Revenues are higher than expected. During May the EDA received a federal grant reimbursement for the Longbranch and received$13K in excess TIF increment funds in June. Expenditures are higher than expected due to the Longbranch disbursement made this past April. Park Improvement–Special Revenue Fund–The second quarter includes receipt of special assessments owed for the Sunrise Ponds development and the first half special assessments related to the Park Improvement Fund. The second quarter expenditures reflect the purchase of the playground equipment for Fair Hills Park. Ice Arena–Special Revenue Fund --Seasonal–The Ice Arena revenues are ahead of last year due to a combination of summer ice being offered and timing differences due to the receipt of revenues in September 2014 that were recorded in October of last year. The 2014 expenditures are ahead of their 2013 pace by approximately$22K primarily due to the investment in new skates for customers to rent($7K), increased human resource costs($11K, being properly allocated in 2014), and increased natural gas bills($3K). Enterprise Funds Liquor Operations Goal Liquor Store Goals Met Gross Profit Benchmark–25%or higher Downtown store ✓ Pilot Knob store ✓ Combined Profit(before transfers)as a%of Sales–6.5%or higher ✓ Cash Balance->$350,000 ✓ Overall,the liquor stores' combined income is approximately$30K higher than in 2013 for the same time period. Sewer Fund–The spike in 3rd quarter expenditures relates to the purchase of a new service vehicle for the sewer fund. The 2014 YTD expenditures are higher than 2013 due to higher MCES fess. Solid Waste Fund—The 2014 YTD expenditures are less than 2013 primarily due to the purchase a new garbage truck in 2013 and lower recycling charges in 2014. Storm Water Fund—Expenditures are approximately$100K more than 2013.Of this amount $75K related to professional services for hydrologic modeling and the 2015 195th street project and the remainder relates to the purchase of a new service vehicle for the storm water fund. Water—Revenues consist of not only water bills(i.e. enterprise sales),but also water availability charges,net interest income,rental income, and other income. Overall,revenues in the Water Fund are approximately$180K ahead of 2013. Enterprise sales are ahead of last year's pace. Water availability charges are less than 2013;this corresponds to fewer building permits.Rental income is less than last year,though the 2013 rental income was high due to the termination of a cell tower lease. The Water Fund expenses are approximately$81K ahead of 2013. There are several line items that are slightly ahead and slightly behind of the 2013 amounts for this same time period. Items of note include additional costs to thaw pipes this past winter(due to the deep freeze), $30K for a new service vehicle, $6K increase in chemical costs and$30K in higher electric bills. The latter is not necessarily due to higher charges,but an emphasis on trying to code the invoices to the appropriate month. ACTION REQUESTED: Review the financial reports and ask staff any questions that may arise from your review. Respectfully submitted, Robin Hanson Finance Director 0 0 0 0 a ! e yell j � ! � h ” iL 1 Y ! I A ; ; 1 � ;1 g LI .1 , fig., , .1 , ,, m 1 S Y 1, rg I gp . i r A hi Ii! A III i $ lei Hi No- 1 of i i B i H B Ida Al it3 invil i I' � � � appp 1 1 8 s P 1a f i lii iitl I Mlis° 4. 1 *�� I Li I s$ 1a1.._..... 11 i E litli RA a RAD gin a e p B IT p gc III IIIII line d l fg I"Iftg l IC G I 11 g Iii °I ° or." 1.@* 4 1 1 9 9 era ° li V 6+ " �a R �i 6 k.--- - 0 1 _I� Ell � ; 1 1 VI : q! 0 P M 4IR'fI® ill ril 1—'5r1 ! i a —1 I ° ! a l m "1 51 11,1E5 r'H 11!5:1 5 11 [ 11 i E_ DI 5 4 I 4 a aj 5R 14i 1 Plil a lii�gl F�5 HIM 1 „ N 0 Ea i q$w ° a d -1 g 1 , et d A -° s a 1 a a �5 A m111 I _ a s HMI MI s " I 1 a•l ® E gg n s ° a �.a�� !'I�€s,� 4el Al5KR@ R 115 @ it 9 5 ill 4 5 I� ' m! s 5's $' k'�1� iti4i .9i_ Fit-FOR s e- 1 ga ® R 1 11 1111 III 111 I . 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Do 8 g C* ci — cc cc ...., i € i ..s., g t, i is 1 1 1 I ..... - 8 c-rt I k — 1- ,,, 1.., a 1 I p , 1 _ .... .... 1 i 1 I 1111 tt 15. i I if! i 1 E ''i 8 ii g -i- gu--, 13 8 I 1 -f- gn glv 1 s lit II 1111 il ip 11 iji lig I 1 se . 1 dci III ! : III x 1 III k a m x .- I 11 z g I Z i I I ° P v - 1 ._ z I ,.., z t- r j 1.- 1- z i,i 2 < 01 to X Nr cp' c., c-s- 70114%, City of Farmington . 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 , ,,n�a° www.ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: David J.McKnight, City Administrator SUBJECT: Ordinance Amendment Relating to the Position of Fire Chief DATE: November 17, 2014 INTRODUCTION The Farmington City Council 2014 Strategic Plan includes the task of reviewing the fire department operational and organizational structure specifically the issue of a potential full-time fire chief/fire marshal position. DISCUSSION The review of the possibility of transitioning to a full-time fire chief position stems from two primary issues. The first is the administrative work load that comes along with this position in a fast growing suburban community. The amount of administrative work to lead and operate a department with 50 volunteer firefighters is a time consuming task. Secondly,Farmington's population is estimated to be over 22,000 as of the third quarter of 2014 and the ability to successfully operate a city department with a volunteer on-call chief is more difficult each year. With this in mind,the city council asked me to review the issues involved with transitioning to a full-time fire chief. This review included a survey of the fire officers,review of the structure of other local fire departments and a review of issues that have arisen out of our current fire department structure within the city organization over the past few years. The survey was sent out to all 16 fire officers. The survey asked the following questions. 1. What works administratively with our current structure of a volunteer chief and full time fire marshal? 2. Regarding the administrative area,what issues do we encounter under our current structure? 3. What benefits do you think would exist if we implemented a full-time fire chief/marshal? 4. What do you see as the areas of administrative concern if we implemented a full-time fire chief/marshal? 5. In your opinion how would this change affect the current culture of the fire department? 6. In your opinion,what administrative structure would be in the long term best interest of the fire department? In total, 11 of the 16 fire officers responded to the survey. The survey results were well thought out, laid out issues and potential resolutions and were very helpful in forming recommendations on this issue. I asked for and received information and answers submitted be based on the current positions and not individuals in those positions. In addition to the survey,we also looked at the structure of some neighboring cities with a full-time chief. As an aside, all cities in Dakota County with the exception of Farmington,Rosemount and Mendota Heights have a full-time fire chief. The survey from the fire officers offered some very common themes with our current structure. These include: 1. Role confusion with our current structure. 2. Communication between fire department leadership, firefighters and city hall leadership is lacking or there are inconsistent messages. 3. Administrative duties being performed by the fire marshal are being completed at the expense of fire inspections. 4. Fire department is not represented during important city meetings. 5. Hard for a volunteer position to supervise a full-time position. If we did go with a full time chief,the thoughts shared by fire officers were all very similar. Some of the messages included: 1. We would get clearly defined policies,procedures and consistent discipline. 2. This move is essential to the continued health of the department. 3. Department would be represented at meetings and work sessions, become a part of the city leadership team. 4. A full time chief would need to be very present at night meetings and training. 5. One clear message from the top. Two other messages that were very clear from the fire officers included: 1. The workload is too much;do not combine the fire chief and fire marshal duties. Come up with some other option for the fire marshal duties. 2. More administrative support is needed from staff I cannot stress enough how clear the message was on not combining the two positions. While the officers were in general agreement on moving to a full-time chief,they did not believe adding all the duties of the fire marshal to a full-time chief would be effective or efficient. If we were to make a change to a full-time chief some of the fire officers commented that morale would go up,this would help the department mature a bit,the position would command more respect,new chief should be able to alter the structure of the department,need the right person,we need accountability,and this would be a positive change for the department. I should be clear,not everyone agrees on the change but a majority of the officers offered opinions in support of the change. Finally,when asked what structure would be in the best interest of the department,the majority of the fire officers recommended a full time fire chief with some other kind of full time fire marshal or fire inspector position as well as increased administrative support for the department. Position Responsibilities While looking at this issue I believe it is important to look at the areas of work for which potential full-time fire chief could be responsible. The most significant areas that I see at this time include: 1. Administrative/department head work such as budgeting,goal setting/strategic planning, city administrator contact, daily work duties, etc. 2. Daytime fire response. 3. Inspection of local businesses. 4. Countywide work involvement with the DCC and county fire chiefs. 5. Fire prevention work/proactive public outreach activities. 6. Plan review along with building inspection staff. 7. Fire department facility/equipment responsibilities. 8. Staff supervision including goals,training and discipline. 9. Other duties. Recommendation After reviewing all of the information and discussing with a number of individuals,I would make the following recommendation at this time. 1. Implement a full-time fire chief position effective January 1,2015 or as soon as possible based on a full-scale recruitment process. 2. Eliminate the current fire marshal position effective January 1, 2015 or as soon as a full-time chief is able to start employment with the city. 3. Allow the full-time chief six to 12 months to evaluate the need for a fire inspector position and make a recommendation to the city administrator and city council. 4. Allow the full-time chief six to 12 months to evaluate the need for additional administrative support and make a recommendation to the city administrator and city council. 5. Allow the new chief to reorganize the department structure as he/she sees fit once they have had time to review the organization. 6. Emphasize to the full-time chief that priority items will include a department overview,daytime fire fighter response resolutions,and structure recommendations including those issues listed in items two and three. BUDGET IMPACT The draft 2015 budget includes funding for a full-time fire marshal and paid on-call fire chief. There is no room for movement of the tax levy if my recommendation is implemented in 2015. The additional cost of the change to a full time fire chief and potential additional dollars spent based on the recommendation of the fire chief would have to be paid for out of fund balance. I estimate the increased cost to be in the$10,000 to $60,000 range. If this item is approved we will send the position description in to be rated. At this point I am estimating the wage range would be in the$75,000 to$99,000 range. ACTION REQUESTED If the city council is in agreement with my recommendation, a motion should be made to authorize the recruitment process for a full-time fire chief,elimination of the fire marshal position, approve the attached full-time fire chief position description and amendment of the city ordinance as it relates to the fire chief position. ATTACHMENTS: Type Description D Ordinance Fire Chief Ordinance ORDINANCE NO. 014-671 CITY OF FARMINGTON DAKOTA COUNTY,MINNESOTA AN ORDINANCE RELATING TO THE POSITION OF FIRE DEPARTMENT CHIEF THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. Title 5—Fire Regulations, Chapter 1 —Fire Department, Section 5-1-2 Personnel,of the Farmington City Code is hereby amended by adding the underlined language as follows: 5-1-2: PERSONNEL: (A) The department shall consist of a fire chief and such other members as may be determined by the city from time to time. The department shall be under the direction of the fire chief,who shall report to the city administrator. The city council shall determine the qualifications, duties and compensation of the fire chief and other members of the department. (B) All department officers and members will be selected, appointed, and removed by the city council in accordance with the city policies. (Ord. 005-543,9-19-2005,eff. 1-1-2006) SECTION 2. Title 5—Fire Regulations,Chapter 1 —Fire Department, Section 5-1-3 Fire Marshal,of the Farmington City Code is hereby amended by adding the underlined language as follows: 5-1-3: FIRE MARSHAL: The fire marshal shall be appointed by the city council upon the recommendation of the fire chief and the city administrator. The fire marshal shall be supervised by the fire chief and shall carry out duties and responsibilities as provided by the city council. The fire chief shall perform the duties of fire marshal in the fire marshal's absence and may be assigned the duties of fire marshal by the city council. (Ord. 005-543, 9-19-2005, eff. 1-1-2006) SECTION 3. This ordinance shall be effective immediately upon its passage. 179086 1 JJJ: 11/12/14 ADOPTED this 17th day of November,2014,by the City Council of the City of Farmington,Minnesota. CITY OFF BY:, l Todd Larson, ayor ATTEST: G / a BY: /...� avid Mc Kni Ci ' 'stator (SEAL) Approved as to form the vc v .day of 1/1-1044.44.4.--- 2014. BY _ i a ,noel J. .‹Ci orney Published in the Farmington Independent the V day of £��1._.�z� ) 2014. 179086 2 JJJ:11/12/14