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HomeMy WebLinkAbout03.16.15 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 Tim Pitcher AGENDA REGULAR CITY COUNCIL MEETING MARCH 16, 2015 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during"Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes (3/2/15 Regular)(3/6/15 Work Session)(3/9/15 Work Session)—Administration Approved b) Approve Temporary On-Sale Liquor Licenses VFW Post 7662— Approved Administration c) Approve Second Renewal of Lease Agreement with Allina Medical Transportation—Administration Approved d) Amend Ordinances Pertaining to Park Regulations, Health and Sanitation and Public Ways and Property—Administration Ord 015-693,694,695 e) Approve General Building Use Agreement with Dakota County Lumber— Parks and Recreation Approved f) Approve City Administrative Policies and Procedures—Review, Changes and/or Additions—Human Resources Approved g) Adopt Ordinance Amending Sections 4-5-5(C) and 10-6-6(A) of the City Code as Related to Accessory Buildings and Structures—Community Ord 015-696 Development h) Authorize Summer Internship-Engineering Approved i) Approve Bills-Finance 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) December 2014 Draft Financial Statements Review-Finance Information Received b) 2015 Seal Coating and Trail Maintenance—Engineering Information Received 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803. Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation. a`` , City of Farmington � � 430 Third Street — Farmington, Minnesota 1:F 651.280.6800 -Fax 651.280.6899 I,, ' c' www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Executive Assistant SUBJECT: Approve City Council Meeting Minutes(3/2/2015 Regular)(3/6/2015 Work Session) (3/9/2015 Work Session)-Administration DATE: March 16, 2015 INTRODUCTION Attached are the city council meeting minutes for March 2, 6 and 9, 2015. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approved the attached city council meeting minutes for March 2, 6 and 9, 2015. ATTACHMENTS: Type Description O Exhibit Minutes(3/2/15 Regular) O Exhibit Minutes(3/6/15 Work Session) © Exhibit Minutes(3/9/15 Work Session) COUNCIL MINUTES REGULAR March 2, 2015 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson, Bartholomay, Bonar, Pitcher Members Absent: Donnelly Also Present: Joel Jamnik, City Attorney; David McKnight, City Administrator; Robin Hanson,Finance Director; Adam Kienberger, Community Development Director; Randy Distad,Parks and Recreation Director; Kevin Schorzman, City Engineer; Jen Dullum,Natural Resources Specialist; Cynthia Muller,Executive Assistant Audience: 4. APPROVE AGENDA Councilmember Pitcher pulled item 7d)Amend Ordinances Pertaining to Business Regulations for discussion and vote. Councilmember Bonar asked to comment on item 7f)Approve Joint Powers Agreement with Dakota County. MOTION by Bartholomay, second by Pitcher to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS a) Legislative Update—Senator Dave Thompson Senator Dave Thompson gave highlights of the state budget which has a surplus of$1.87 billion. He also summarized various bills going through the legislature regarding collecting civil penalties through assessments, allowing counties to appoint the auditor/treasurer rather than have it as an elected position, altering how the Met Council does business, and Sunday liquor sales. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Bartholomay, second by Pitcher to approve the Consent Agenda as follows: a) Approved Council Minutes(2/17/15 Regular) -Administration b) Adopted RESOLUTION R12-15 Approving Gambling Event Permit Vermillion River Longbeards -Administration c) Approved Termination-Administration e) Approved Schmitz-Maki Arena 2015-2016 Ice Rental Rates—Parks and Recreation Council Minutes(Regular) March 2,2015 Page 2 f) Adopted RESOLUTION R13-15 Approving Joint Powers Agreement with Dakota County—Municipal Services g) Approved Bills APIF,MOTION CARRIED. d) Amend Ordinances Pertaining to Business Regulations,Building Regulations and Fire Regulations -Administration Councilmember Pitcher questioned the cover memo stating electronic tobacco delivery devices,referring to e-cigarettes. In the ordinance,the definition for this is to be added to a section entitled Distribution of Tobacco. He stated there is no tobacco in e-cigarettes and listed the products they do contain. He felt to have the definition of e-cigarettes in a section on tobacco would be incorrect. City Attorney Jamnik referred Council to the definition in the ordinance and explained the state statute which does include the nicotine aspect. He noted the ordinance is drafted correctly and it was agreed to add the wording,tobacco related products to the section title. MOTION by Pitcher, second by Bartholomay to adopt ORDINANCES 015-688, 689,690, adding tobacco related products to the section heading. APIF,MOTION CARRIED. f) Adopt Resolution—Approving Joint Powers Agreement with Dakota County —Municipal Services Councilmember Bonar noted this is the 30th anniversary of this joint agreement between the county and the city. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Annual Investment Review—Finance As of December 31, 2014,the city had a combined cash and investment balance of$29.7 million. The average month-end checking account balance is $4.2 million, which is lower than in the past few years. The investment balance is higher than in the past. Finance Director Hanson explained the types of investments, maturities and financial institutions. b) Adopt Resolution—2015 Community Development Block Grant Application —Community Development Community Development Director Kienberger estimated the city will receive $42,717 in CDBG funds from the CDA for program year 2015 (July 1, 2015— June 20,2016). He recommended the city apply for and allocate this funding towards the commercial rehabilitation grant program. This program has been very useful for businesses in the past. The purpose of this program is for businesses to eliminate conditions that are detrimental to public health and safety. The applicant is required to have a 1:1 match, a competitive bidding process, and Council Minutes(Regular) March 2,2015 Page 3 pay prevailing wages to contractors. The EDA did approve this application at their February 23,2015, meeting. The funds will be available in late summer. MOTION by Bartholomay, second by Bonar to adopt RESOLUTION R14-15 to allocate $42,717 in CDBG funds for PY2015 to the commercial rehabilitation grant program. APIF,MOTION CARRIED. c) Approve Agreement DNR Groundwater Monitoring Well Installation- Engineering City Engineer Schorzman presented an agreement from the DNR for installation of a groundwater monitoring well at the southeast quadrant of the intersection of Larch and 13th Streets. The city has five monitoring wells located throughout the city. The DNR uses them to look at fluctuations in the groundwater tables. MOTION by Bartholomay, second by Pitcher to approve the agreement giving the DNR permission to drill another monitoring well in the southeast quadrant of the intersection of Larch Street and 13th Street. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS a) Liquor Store Financial Policy-Administration City Administrator McKnight presented the liquor operations financial policy and reviewed the four pots philosophy. The four pots include: Pot One—Operations cash$350,000 Pot Two—Operational transfers $51,504 Pot Three—Community/government transfers -$40,000 Pot Four—Future liquor store capital needs The unaudited numbers for the end of 2014 are $759,888. After applying the first three pots, it leaves $318,384 in undesignated funds. Some of the dollars should be designated for pot four for future capital needs. City Administrator McKnight also recommended developing a policy on how to determine what percentage of profits will go into pot three for community transfers. The dollar amount for pot two will increase with inflation each year. Council agreed with setting dollars aside for pots three and four and to bring back percentage options for pot four. Councilmember Bonar asked for the number of cities that have landlord/tenant relationships. 12. NEW BUSINESS a) Adopt Ordinances Amending Section 10-6-27 and Section 11-4-5 of the City Code to Remain in Compliance with the MPCA General Permit to Discharge Stormwater Associated with Small MS4's—Natural Resources These ordinances are necessary for the city to be in compliance with the MPCA's general permit to discharge storm water. The ordinances were approved at a public hearing at the Planning Commission on February 10,2015. Staff explained that sediment control was added to the erosion control ordinance. Erosion control is keeping soil particles on the soil. Sediment control is stopping the soil once it is washed away from getting into the surface water. Items from the post construction stormwater management ordinance were moved into the erosion and Council Minutes(Regular) March 2,2015 Page 4 sediment control ordinance because they were active construction procedures. New timelines have been added for best management practices including after a rain event of inch, inspection of construction sites need to happen within 24 hours. Language was also added regarding dewatering,temporary sediment basins,management of solid and hazardous waste, and concrete washout in new developments. Training is required for erosion and sediment control inspectors. The city has two certified inspectors. There were also several changes in the post construction stormwater management ordinance for new development. When changing an agricultural area into a new development,the storm water runoff needs to remain the same. For redevelopment,there needs to be a reduction in runoff. There is also off site mitigation that can be used. Regarding stormwater best management practices that are not on city property,there needs to be a legal mechanism for the city to know there is long term maintenance agreements in place. Inspections on private projects would be done by the property owner. Public projects would be inspected the next business day by the city. Developments will have to run stormwater modeling efforts to determine the worst case for runoff. The intent is to stop runoff before it reaches the Vermillion River. Council asked about who is responsible for inspections of stormwater ponds. City Attorney Jamnik explained the city has the ability through the development agreement to assess the property owner. The city could also access funds through the storm water fund. If it is a private ownership,we could assess it. If it is the school,we could work with them to keep the cost down. Staff explained these changes will be addressed in future development agreements. The city has over 100 storm water ponds. The issue with silt in the ponds is not widespread. If we stay with the plan,there should not be a problem. Part of the ordinance aligns with rules and regulations and working with public works with street sweeping. MOTION by Bartholomay second by Bonar to adopt ORDINANCES 015-691 and 692, amending sections 10-6-27 and 11-4-5 that require updating to meet requirements of general permit to discharge stormwater associated with small municipal separate storm sewer systems under the national pollutant discharge elimination system/state disposal system permit program. APIF, MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Bartholomay: The city and school district met to discuss things they can do better such as communications and other initiatives to save money and work together as one unit. City Attorney Jamnik: He noted Farmington has a multitude of joint powers agreements with other governmental units and the private sector that would be the envy of many cities. Council Minutes(Regular) March 2,2015 Page 5 City Administrator McKnight: Mayor Larson will be presenting the State of the City Address on March 18, 2015, at 8:00 a.m. at city hall. Everyone is welcome to attend. City Engineer Schorzman: The 195th Street project will be advertised for bids this week and the bidding process lasts for three weeks. He reminded residents traffic will be awful and asked for their patience. Mayor Larson: The State of the City Address is March 18,2015, at 8:00 a.m. He encouraged residents to shop local. 14. ADJOURN MOTION by Bartholomay, second by Pitcher to adjourn at 8:17 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant Farmington City Council Strategic Planning Meeting Minutes March 6,2015 Mayor Larson convened the meeting at 12:30 p.m. The purpose of the meeting was the annual strategic planning session for 2014/2015. Present: Larson, Bartholomay, Bonar, Donnelly Absent: Pitcher Also in attendance were David McKnight, Robin Hanson,Adam Kienberger, Kevin Schorzman, Randy Distad, Brenda Wendlandt, Brian Lindquist,Todd Reiten and Dave Unmacht from Spingsted Incorporated. Mr. Unmacht led the group through a review of current issues impacting Farmington, a summary of the priorities of the city council and how our community has progressed from the work we have performed over the past year. The 2014 strategic plan was reviewed and department heads shared what is occurring in their departments today and the priorities they see in the next two years. The department heads were thanked for their work and input over the past year. The city council and city administrator met with Mr. Unmacht to discuss more in-depth the priorities that they would like to see carried out in 2015 and beyond. The city council members had a number of comments on the current status of Farmington city government. The city administrator shared his comments on a number of issues and shared his concern in regards to the 2016 budget and the financial plan that was discussed with the city council in February 2015. The city council asked Mr. Unmacht and Mr. McKnight to update the 2014/2015 strategic plan taking into account discussions held during the strategic planning session. The city council expressed an interest in holding another strategic planning retreat in early 2016. Mayor Larson adjourned the meeting at 4:30 p.m. Council Work Session Minutes March 9,2015 Mayor Larson called the work session to order at 6:30 p.m. Chair Rotty called the Planning Commission to order at 6:30 p.m. Present: Larson, Bartholomay, Bonar,Donnelly, Pitcher Rotty, Bjorge,Rich Also Present: David McKnight, City Administrator; Kevin Schorzman, City Engineer; Jen Dullum,Natural Resources Specialist; Travis Thiel, Dakota County Water Resources Department; Cynthia Muller,Executive Assistant MOTION by Bartholomay, second by Pitcher to approve the agenda. APIF,MOTION CARRIED. Vermilion River Watershed Impaired Waters Presentation Mr. Travis Thiel,Vermillion River Watershed Specialist,presented information on impaired waters. Impaired waters are lakes,rivers and streams that do not meet their intended use. The Vermillion River, South Creek,Middle Creek and North Creek all have impaired waters consisting of e.coli bacteria, low dissolved oxygen,turbidity and fish and macroinvertebrates. Total Maximum Daily Loads (TMDL)is the amount of pollutants water can receive and still meet water quality standards. TMDLs become legally binding for those permitted sources of discharge. The city would fall under this category and will be required to meet TMDLs by documenting how we are making progress towards reductions. Mr. Thiel stated there is an acute problem with the Vermillion River in Farmington. There is a chronic problem with bacteria that is not runoff induced. The difference between an acute problem and a chronic problem has ramifications as to what is done to address them through practices. General strategies to address the problem include storm water management to prevent runoff like what is done in new developments. In older developments,the Vermillion River Watershed Organization(VRWO)would like to see retrofits of ponds,rain gardens, infiltration features, etc. into the existing landscape. In ag areas,we still need storm water management,but in a different form. The VRWO would like to see wetlands restored,water sediment control basins which are an earthen berm that runs parallel to the contour of the field in a concentrated flow area where what is held behind the berm and sediment can settle out. Also in the ag areas would be grass waterways, buffers along the waterways, conservation tillage by leaving as much crop residue on the landscape as possible and ground cover. In reviewing the creeks,there are field roads where culverts have been crushed over time or are blocked. There are also culverts where water is falling out of them into the river. Fish cannot migrate their way back up to spawn. Those issues need to be fixed and the VRWO has an inventory of their locations. Council Work Session Minutes March 9,2015 Page 2 For chronic problems with bacteria,there are buffers that can filter out pollutants before they reach the buffer and allows water to soak into the soil. Water storage and retention can be done. Keeping cattle from being in the river all the time would go a long way in reducing bacteria. If any septic systems are along waterways,we should make sure they are compliant. The county will be developing more options for addressing this issue. The county needs the city's help and support with projects to fix the waters. City staff has the responsibility for developing a CIP to maintain the infrastructure and we have to keep these issues in mind. Financial considerations are also important. The VRWO has a CIP which is dedicated to building projects. If a project is identified in the city,the VRWO will assist in the cost or pay for it entirely. They have staff that can assist with planning and engineering. The VRWO needs local support and buy in to get the projects done. The VRWO expects to have the TMDLs and strategies ready for public notice early this year with approval by the state and federal government in early June. As a project for the next year in Farmington,Mr. Thiel suggested improvement and establishment of buffers along the waterways on all reaches, but especially Middle Creek and South Creek. Along South Creek he suggested buffers and trees to keep the creek cool. A buffer should be 50 ft. from the edge of the bank at a minimum. The VRWO data goes back approximately ten years. Recommendations are being developed now by the VRWO and will be shared with city staff for input and recommendations then back to VRWO. Then there is a public comment period, approval by the MPCA and approval by the EPA. The waste load allocations are required reductions the city will have to meet. The city will have to document how we are making progress. The VRWO wants the city to develop a CIP to address the issues with the expectation that the VRWO will be fulfilling the financial role to get the projects done. When it comes to private land,the VRWO may be able to assist financially in some cases. Municipal State Aid Street Designation City Engineer Schorzman asked Council to determine roads that should be designated for MSA. The city has 2.67 miles of road that can be designated as MSA. Of the funding the city receives, 75%is for construction and 25%is for maintenance. In 2015, Farmington's total MSA allocation is$880,005; $220,001 of that is for maintenance. The city receives the maintenance portion in two payments. The state keeps the construction portion($660,000)in a fund. We currently have a total of$1 million in the fund. A construction project has to meet state standards to receive the funds. A portion of these funds will be used for the 2015 195th Street project. We can request$4 million of MSA funds and as we receive the $660,000 each year, it will be used to pay it back. MSA funds can be used on any existing or future city street, any CSAH or any trunk highway located within the city. The project has to be an MSA eligible route,plans designed to state aid standards and the state aid payment request has to be approved in order to access the MSA construction funds. Council Work Session Minutes March 9,2015 Page 3 The potential MSA route should begin and end at other routes that would be eligible to use MSA funding and should support movement of traffic between the local street system and these higher classified routes. The city would send a request to MnDOT with the roads and MnDOT will send a letter approving the roads. The Council will pass a resolution for the designation, it is sent to MnDOT and the county commissioner signs the order. The process takes approximately four months. City Engineer Schorzman presented several options of existing and non-existing roads that could be designated as MSA. Council selected the following roads: Fairreen Avenue between CSAH 50 and the future extension of 208th Street 213m Street from TH3 to 12th Street and 12th Street from 213th Street to TH50 Willow Street from TH3 to 4th Street and 4th Street from Willow Street to Elm Street 3`d Street from Walnut Street to Ash Street 2016 Trunk Highway 3 Project Discussion The cost estimates for the turn lanes on TH3 at Centennial Drive and 225th Street were too high, so they will not be done with this project. The general scope of the project will be a 3"to 4"mill and overlay,upgrading pedestrian crossings to meet current ADA standards,upgrading the traffic signals at Ash and Elm Streets and potential access changes. This project will take place in 2016 and includes TH3 from Ash Street to 170th Street and will be done by MnDOT. There will also be a trail extension along TH3 from 194th Street to 190th Street. MnDOT will cover 50%to 60%of the$63,000 cost which leaves $31,500 to be shared between the city and Empire Township. The city would be responsible for trail maintenance. MOTION by Pitcher, second by Donnelly to adjourn at 8:00 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant �QON, City of Farmington y 430 Third Street f , Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 Oa° www.ci.fannington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Approve Temporary On-Sale Liquor Licenses VFW Post 7662-Administration DATE: March 16, 2015 INTRODUCTION The VFW is requesting temporary on-sale liquor licenses for three fundraisers. DISCUSSION The VFW is requesting temporary on-sale liquor licenses for three fundraisers to be held on April 18,2015; May 16, 2015; and July 18, 2015 at 421 Third Street. Per state statute, a temporary on-sale liquor license must first be approved by the city council and then forwarded to the state for approval. BUDGET IMPACT The State of Minnesota waives all fees for temporary liquor licenses for non-profit organizations. Therefore,the city has not established a fee for a temporary on-sale liquor license. ACTION REQUESTED Approve the attached applications for three temporary on-sale liquor licenses for the VFW for fundraisers on April 18, 2015; May 16, 2015; and July 18,2015. ATTACHMENTS: Type Description n Exhibit Temporary Liquor License Applications 40ofaukt, * Minnesota Department of Public Safety _e. . r� ot� ALCOHOL AND GAMBLING ENFORCEMENT DIVISION „ 444 Cedar Street �'' 'Pew wise- treet Suite 133,St.Paul MN 55101-5133 (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 ,*,i (;. W W W.DPS.STATE.MN,US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION DATE ORGANIZED TAX EXEMPT NUMBER .Syo/f/ ?Peer-7142 .=.1 �� Z-� ' '1-©9 Y10 a,' STREET ADDRESS +�^� CITY STATE ZIP CODE //v21 rAF-1^/11 /%1. . NW OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE tCO N F7s"__ (_ > (G>") 4 6P4'—‘1315* V a"t) 3•.36`7L DATES LIQUOR WILL BE SOLD Le >~ORGANIZATION "/(/6- CL3II; fHARTTABLEt RELIGIOUS OTHER NONPROFIT ORGANIZATION OFFICER'S NAME RESS Ale") �5� _ . 7/I. 677/3;e7.71,08:77..,, KA,) z 7' 1 ORGANIZATION OFFFICEG,R''S NAME ADDRESS 1 _ - OR�GANIZATIOIf OFFICER'S NAMEn ADDRESS ),3�1-1,q LI t^S• �-• ,61c )jrac, i Location license will be used. If an outdoor area,describe • 4r- g i g 1 7 ' • Will the applicant contract for intoxicating liquor service? If so,give the nine and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so,please provide the carrier's name and amount of coverage. ..k"-P.),‘)a' C-r; 4'17 A)/5Er> 3 tV) Jp.✓ " 1-* Al' er'.i r 11A4->-- APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT C1TYiC0UNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID • SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMELENG ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above, If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event PS.09079(05.56) awes„ V' A Minnesota Department of Public Safety � •�� ALCOHOL AND GAMBLING ENFORCEMENT DIVISION .. c,iaa 44 440, 4 Cedar Street Suite 133,St.Paul MN 55101-5 133 (651)201-7507 Fax(651)297.5259 TTY(651)282-6555 W W W.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION DATE ORGANIZED TAX EXEMPT NUMBER ? 7"7J oet" z w 4'/ -o V 0 avz- STREET ADDRESS CITY STATE ZIP CODE 4 f ;/ `!�' .�7 r ...� NALLE OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE G L' 5-FtG L..1> (451) 64'-.4.5fir V.s61-) 114,3 acs`It, DATES LIQUOR WILL BE SOLD nj �� T A' .O ORGANIZATION Mpg HA ITABLE RELIGIOUS OTHER NONPROFIT • ORGANIZATION OFFICER'S NAME • o rRE S •• A74.'P c k.:;$ - 7/1 577 r;r 'w 3, y4b)• spa y ORGANIZATION OFFICER'S NAME `ADDRESS t 4 Yl E h 1 r S• k..-f0 r is rwr - re)r) ORGANIZATIO OFFICERS, NAME ADDRESS 5569k Location license will be used. If an outdoor area,describe • Will the applicant contract for intoxicating liquor service? If so,give the ntiine and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so,please provide the carrier's name and amount of coverage. friw,t.,CZ; /)'7 i)/50 5 C 0/44P•ra,✓ eof I'a.I *1-- cr»r ->-- t APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID • • SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event PS•09079(05.)6) 44 A of 4e Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION ;! 4'>4)F OF W 444 Cedar Street Suite 133,St.Paul MN 55101-5133 Imo'009 9' (651)201-7507 Fax(651)297-5259 TTY(651)282-6555 W W W.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION • NAME OF ORGANIZATION DATE ORGANIZED TAX EXEMPT NUMBER sy,14. rfN1) f Yi i • ;736'?7�' .„,)ts�.e , 49/-4�F)0 a STREET ADDRESS • CITY STATE ZIP CODE Ni OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE b y �~ "�"k L (4$b -44 1f aa,').) ' 3..36`1z, DATES LIQUOR WILL BE SOLD/ ��, CL Ol;ORGANIZATION ,CHARITABLE RELIGIOUS OTHER NONPROFIT SS ORGANIZATION OFFICER'S NAME • a a� • ORGANIZATION OFFICER'S NAME `ADDRESS ( t l 1 Ik r� Y') 113`1 LA g1 r 5.1ffk.--• r-.(» 5fl �;n 0 G NIZATIOH'OFFICER'S AIv1 < ADDRESS Ca � 5641/49'' />/..:So.u q33 S M /f ' z�as ,•r-s sue; Location license will be used. If an outdoor area,describe /FT Will the applicant contract for intoxicating liquor service? If so,give the na nc and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so,please provide the carrier's name and amount of coverage. p•'5Gt �S qi.�t.s Jyj7 d/tea 5 C Iace.era r' Csr -37t "s-f f (j APPROVAL !M APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL&GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID • • • S SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GASIBLLNG ENFORCEMENT NOTE:Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the evens PS-09079(05.J6) QFARj4�, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ' •� www.ci.farmmgton.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David J. McKnight, City Administrator SUBJECT: Second Renewal of Lease Agreement with Allina Medical Transportation- Administration DATE: March 16, 2015 INTRODUCTION Attached for your review and consideration is the second renewal of lease agreement with Allina Medical Transportation. The space leased by Allina is used as a base for the Apple Valley,Lakeville and Farmington(ALF) ambulance. DISCUSSION In 2009 the city and Allina Medical Transportation entered into an agreement to lease space at Farmington Fire Station#2 for use as a base for ALF ambulances. The lease includes the use of 600 useable square feet of garage space and 535 useable square feet of office space at Fire Station#2. The original contact was for three years and expired in 2012. A first renewal of lease agreement was approved by the city council in 2012 with no changes to the agreement. There was no increase in the rent at that time. The first renewal expired in February 2015 and Allina has contacted the city about a second renewal of the lease. In reviewing the second renewal of lease agreement the city proposed a one percent increase in the lease. Allina has agreed to these costs which increase the annual rent to $9,276.85. BUDGET IMPACT The revenue received from this lease is placed in the general fund and is included in the 2015 budget. ACTION REOUESTED Approve the attached Second Renewal of Lease Agreement for Ambulance Station with Allina Medical Transportation. ATTACHMENTS: Type Description Second Renewal fo Lease Agreement for o Contract Ambulance Station with Allina Medical Transportation SECOND RENEWAL OF LEASE AGREEMENT FOR AMBULANCE STATION • THIS SECOND RENEWAL OF LEASE AGREEMENT(this "lease") is made as of this %e'er day of)77é, 2015, by and between the CITY OF FARMINGTON, a municipal corporation under the laws of the State of Minnesota ("Landlord"), and ALLINA HEALTH SYSTEM, a Minnesota non-profit corporation, d/b/a ALLINA MEDICAL TRANSPORTATION ("Tenant"). WHEREAS,the Landlord and the Tenant have previously entered into a Lease dated January 5, • 2009, and; WHERAS,that Lease provides in paragraph 4.1 for renewal by Tenant for up to two (2) successive,three-year terms on the same terms and conditions as set forth in the Lease and; WHEREAS,Tenant desires to renew the Lease and neither party at this time desires to terminate the lease as also provided for in the Lease, and; WHEREAS,the Lease provides in paragraph 6.3 for an Adjustment to Base Rent for each year of the Lease after the Initial Term; and WHEREAS,the parties have agreed to a one percent(1%) increase for the second renewal of lease agreement for ambulance station. THE PARTIES HEREBY AGREE that the lease dated January 5, 2009 is hereby renewed for a three year period on the same terms and conditions as specified in that Lease subject to a one percent (1%) increase in rent. IN WITNESS WHEREOF, Landlord and Tenant have entered into this Lease as of the date first above written. Landlord Tenant City of Farmington Allina Health System d/b/a Allina Medical Transportation Mayor Todd Larson flA jA; jicio Administrator D vi cKnight yo�FARA/* City of Farmington p� 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 ''+ay.,4 °, www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Amend Ordinances Pertaining to Park Regulations, Health and Sanitation and Public Ways and Property-Administration DATE: March 16,2015 INTRODUCTION The city council directed staff to review the city code and update ordinances as necessary. DISCUSSION The park regulations,health and sanitation and public ways and property portions of the city code have been reviewed. The following ordinances are attached for city council consideration and approval: Title 6: This is to reflect the current practice of park hours,prohibited activities in parks and park reservations. Title 7: This is to bring the defmition of recyclable materials up to date, clarify the encroachment of streets and the unauthorized establishment of cemeteries. Title 8: Changes pertaining to the street system, sewer system,use of fire hydrants reflect a change in title from street supervisor to city engineer or municipal services director. Sections 8-7-1 and 8-7-2 pertaining to speed of trains and trains obstructing streets have been eliminated. Regulation of train whistles is within the federal railroad association quiet zone. Changes pertaining to storm water utility past due fees were made to reflect current practice. The change in telecommunications permitting reflects a title change from director of public works to municipal services director or city engineer. A redlined version of each of the sections of the city code proposed for change is attached with this memo for your review. BUDGET IMPACT Expenses related to publication and codification are included in the 2015 budget and will be tracked for this project. ACTION REQUESTED Approve the attached ordinances pertaining to park regulations, health and sanitation and public ways and property. ATTACHMENTS: Type Description o Ordinance Title 6 Ordinance O Ordinance Title 7 Ordinance O Ordinance Title 8 Ordinance O Ordinance Title 8 Ordinance Summary CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 015-693 AN ORDINANCE AMENDING TITLE 6 SECTIONS 6-9-4,5,6,10 OF THE CITY CODE AS IT RELATES TO PARK HOURS, OPEN FIRES, PROHIBITED ACTIVITIES AND RESERVATIONS RESPECTIVELY THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. That Title 6 of the Farmington City Code, is hereby amended by replacing the current code with the following language: CHAPTER 9 6-9-4 PARK HOURS: (A)No person shall be in any public park, and no person shall remain in or leave any vehicle in any public park, between the hours of eleven o'clock (11:00) P.M. and six seven o'clock (6:-007:00) A.M. of the following morning. (B) Special permission for groups of persons to remain in any public park for a longer period than those designated herein may be obtained at the park and recreation departmentfrom the City Council. 6-9-5 OPEN FIRES PROHIBITED: No person shall build a fire in any area in a public park except in fireplaces or receptacles. Fires must be attended at all times and extinguished after use. 6-9-6 PROHIBITED ACTIVITIES: (G) No glass containers may be brought in and used in parks. 6-9-10 RESERVATIONS: Any group wishing to reserve the use of the Rambling Rivera shelter for a particular purpose shall request such a date through the online reservation or-at city hall. Residents shall have thirty (30) days prior to the date. If no resident requests such date it will be considered finalized. SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 16th day of March, 2015, by the City Council of the City of Farmington. CITY OF FARMINGTON By: , i ---- - Todd Larson, Mayor ATTEST: By: C� David McKnig t, • Administrator SEAL Approved as to form the la'.4ay of07, 2015. By. City Att me <y Published in the Farmington Independent they day of , 2015 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 015-694 AN ORDINANCE AMENDING TITLE 7, SECTIONS 7-1-1, 7-2-4, 7-2-6 OF THE CITY CODE AS IT RELATES TO SOLID WASTE COLLECTIONS AND HEALTH NUISANCES THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. That Title 7 of the Farmington City Code, is hereby amended by replacing the current code with the following language: 7-1-1 DEFINITIONS: RECYCLABLE MATERIALS: All items of refuse designated by the director of parks and recreationcity administrator or designee. 7-2-4: ENCROACHMENT OF STREETS: It shall be unlawful for any person to obstruct or encroach upon public highways, streets, alleys or public ways within the City except as allowed in section 8-1-5(A) of the city code. 7-2-6: UNAUTHORIZED ESTABLISHMENT OF CEMETERIES: It shall be unlawful for any person to establish any cemetery within the City or within one mile of the limits thereof, without first having obtained the permission se-to do so by the CouncilCity. SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 16th day of March 2015,by the City Council of the City of Farmington. CITY OF FARMINGTON Todd Larson, Mayor ATTEST: By: C4 0 Y: t avid McKnig , CCitdministrator SEAL Approved as to form the O'=1day ofi!7 2015. By L24'<..dc City Attorney Published in the Farmington Independent the 42a day of c1-t.c. , 2015 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 015-695 AN ORDINANCE AMENDING TITLE 8, SECTIONS 8-1-3,4,5, 8-2-3,6,8,13,8-3-20, 8-7-1,2,3, 8-10-8,9, 8-11-1 OF THE CITY CODE AS IT RELATES TO THE STREET SYSTEM, SEWER SYSTEM,WATERWORKS, RAILROADS, PAST DUE STORM WATER FEES AND TELECOMMUNICATIONS PERMITTING RESPECTIVELY THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. That Title 8 of the Farmington City Code, is hereby amended by replacing the current code with the following language: CHAPTER 1 8-1-3: STREET SUPERVISOR The city council shall, f r o m time to time, appoint a person is - . -- . . • - - - . .•- _ -- -- - -• •- . - ..• - • . .• . .For the purposes of this chapter, the "street supervisor" is defined as either the city engineer or the municipal services director. 8-1-4 STREET/CURB BREAKING PERMITS: (D) Issuance: Permits may be issued by the street supervisorcity engineer. 8-1-5 BOULEVARDS; ALLOWABLE USES: (D) The public works dircctorstreet supervisor may remove or cause or order to be removed, any structure, improvement or planting which is in an unsafe condition, causes a safety hazard, or interferes with the performance of city operations or any public utilities. The city shall not be responsible for damages relating to the removal of such structures, improvement, or plantings. CHAPTER 2 8-2-3 UTILITIES SUPERVISOR: Chapter.For the purposes of this chapter, the "utilities supervisor" is defined as either the city engineer or the municipal services director. 8-2-6 CONNECTION REQUIREMENTS: All new service pipes connected to the public sanitary sewer system shall be a type approved by the Public Works Directorcity engineer; however, under no circumstances shall such connection pipes be Orangeburg pipe or shall the thickness of the pipe casing be less than one-eighth of an inch (h/g"). Each principal use shall be connected separately to the public sanitary sewer system. Existing connection pipes shall be brought into compliance with this Section upon the repair, alteration or replacement. 8-2-8 PROHIBITING DISCHARGES INTO THE SANITARY SEWER SYSTEM AND PROVIDING PENALTIES FOR VIOLATIONS THEREOF: (A) Purpose: In adopting this Section, the City Council finds that the discharge of water from any roof, surface, ground water sump pump, footing tile or swimming pool or other natural I precipitation into the City sewerage system will, and has on numerous occasions in the past, flooded and overloaded the sewerage system to such an extent as to cause significant and grave damage to the property of large numbers of City residents. Such damage is caused by the backup of sewage into the living quarters of residents and in addition to other damage, creates a hazard to health. The City Council, therefore, finds it essential to the maintenance of health, to the minimization of damage to property and to meet Minnesota Pollution Control Agency and Metropolitan Waste Control CommissionCouncil regulations, that the provisions of this Section be strictly enforced to avoid emergencies in the future. (C)Disconnection: Before August 15, 1993, any person havingAll connections from a roof, surface, ground water sump pump, footing tile or swimming pool now connected and/or discharging into the sanitary sewer system shall disconnect and/or remove same. Any . - • - - . -- , -- F' - . . -• _ were to be disconnected prior to August 15, 1993. Future connections were and are prohibited. (E) Future Inspections: Each sump pump connection identified will may be reinspected on a yearly basis in conjunction with the yearly water meter inspection. 8-2-13 SEWER OPERATIONS FUND: All funds received from the collection of the charges or rentals authorized by this chapter and all funds received from sewage disposal plant maintenance charges provided in contracts with special users of said sewage disposal plant or said sewer system, shall be deposited as collected in a fund designated as the sewage rentalsewer operations fund and disbursed from said fund to meet the cost of operating and maintaining the sewage disposal plant and the facilities connected therewith. CHAPTER 3 8-3-20 USE OF FIRE HYDRANTS: (C)Anyone wishing to utilize water for irrigation, rink flooding, etc., must utilize a permanently installed water meter station as determined by the public worksmunicipal services director. The above water uses shall be metered and a report submitted to the public worksmunicipal services director. CHAPTER 7 8 7 1: SPEED OF TRAINS: No railroad company or conductor, engineer or other employee of such company managing or rate of speed than thirty(30)miles per hour. (1970 Code) 8 7 2: OBSTRUCTING STREETS: Section shall not apply. (1970 Code) 8-7-3 SOUNDING LOCOMOTIVE WHISTLES: Between the hours of eleven o'clock(11:00)P.M. and seven o'clock(7:00) A.M., no person shall • sound or blow any whistle of any locomotive within the City limits within a Federal Railroad Authority quiet zone, except as a warning of imminent and immediate danger to life or property. The sounding of any locomotive whistle shall be prima facie evidence that it was sounded by the engineer operating the locomotive. CHAPTER 10 8-10-8 PENALTY FOR LATE PAYMENT: Each quarterly billing for storm water utility fee not paid when due shall incur a penalty charge of ten percent (10%) of the amount past ducas stated in the most recently approved ordinance establishing charges and fees. 8-10-9 CERTIFICATION OF PAST DUE FEES ON TAXES: Any past due storm water utility fee in excess of ninety (90) days past due on October 1 of any year may be certified to the county auditor for collection with real estate taxes in the following year pursuant to MSA section 444.075, subdivision 3. In addition,the city shall also have the right to bring a civil action or to take other legal remedies to collect unpaid fees. CHAPTER 11 8-11-1 DEFINITIONS: DIRECTOR: The Director of Public WorksMunicipal Services Director or City Engineer or designated representative. SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 16th day of March, 2015, by the City Council of the City of Farmington. CITY OF FARMINGTON By: f�...— Todd Larson, Mayor ATTEST: B Eec' Y• David McKnig t, Administrator SEAL Approved as to form the0?,f day of 2015. By: - _APO ./ - ity Atto'may Summary published in the Farmington Independent the& 'day of ma.�jL , 2015 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA SUMMARY OF ORDINANCE NO. 015-695 AN ORDINANCE AMENDING TITLE 8, SECTIONS 8-1-3,4,5, 8-2-3,6,8,13,8-3-20, 8-7-1,2,3, 8-10-8,9, 8-11-1 OF THE CITY CODE AS IT RELATES TO THE STREET SYSTEM, SEWER SYSTEM,WATERWORKS, RAILROADS,PAST DUE STORM WATER FEES AND TELECOMMUNICATIONS PERMITTING RESPECTIVELY NOTICE IS HEREBY GIVEN that, on March 16, 2015, Ordinance No. 015-695 was adopted by the City Council of the City of Farmington, Minnesota. NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. 015-695, the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the titles of street supervisor and director of public works are defined as the city engineer or the municipal services director, approval authority has been updated to reflect current practice, certain water connections to the sanitary sewer system have been prohibited since August 15, 1993, regulation of train whistles pertains to federal railroad association quiet zones, storm water utility past due fees has been updated to reflect current practice. A printed copy of the whole ordinance is available for inspection by any person during the City's regular office hours. APPROVED for publication by the City Council of the City of Farmington this 16th day of March, 2015. CITY OF FARMINGTON By: Todd Larson, Mayor ATTEST: By: (.124/i.t-, vid McKnight City Administrator SEAL Approved as to f o r m t h e v 2 3'=4 a y of,f4.1 t.4, 2015. By: 41", .. amity Atto ey r Published in the Farmington Independent the C47‘ day of 2015. _4%Q��rMl4 City of Farmington p=, 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 4,.,4 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad SUBJECT: Approve General Building Use Agreement with Dakota County Lumber-Parks and Recreation DATE: March 16, 2015 INTRODUCTION Dakota County Lumber would like to hold a Home Show on Saturday,May 2, 2015 at Schmidt-Maki Arena (Arena). DISCUSSION The city has in the past rented the arena for different dry floor shows. Dakota County Lumber is interested in renting the arena on Saturday,May 2, 2015 to offer a Home Show in Farmington. Attached is a General Building Use Agreement Form(Agreement Form)allowing Dakota County Lumber to rent the Arena for its Home Show on Saturday, May 2, 2015. The rental fee being charged is in accordance with the city's approved 2015 Fee Ordinance. The City Attorney and Dakota County Lumber have reviewed the Agreement Form and both have both found the format and content to be acceptable. BUDGET IMPACT The cost to rent the arena($500) and any city expenditures will all be applied toward the 2015 ice arena budget. ACTION REQUESTED, Approve by motion the attached Agreement Form with Dakota County Lumber that allow it to hold a Home Show on Saturday, May 2, 2015 at the Arena. ATTACHMENTS: Type Description D Contract General Building Use Agreement Form with Dakota County Lumber, Inc. GENERAL BUILDING USE AGREEMENT This Agreement is made this ✓6 day of March, 2015,by and between Dakota County Lumber, Inc. (the"Contractor") and the City of Farmington,a Minnesota municipal corporation (the"City") (collectively referred to as the"Parties"). WHEREAS, the City owns and maintains the Schmitz-Maki Arena(Arena); and, WHEREAS, the Contractor is interested in renting the Arena for its Home Show that will be held on May 2, 2015; and, WHEREAS, the Contractor is willing to pay the Arena rental rate of$500.00 per day+ Minnesota sales tax and if needed a daily set up and tear down rental rate of$150 per day+Minnesota sales tax that is identified in the City's 2015 Fee Ordinance; and, WHEREAS, it appears to be in the best interest of the City to allow the Contractor to rent the Arena on May 2,2015 for its Home Show. NOW,THEREFORE,in consideration of the promises contained herein,the Parties hereby agree as follows: SECTION 1. TERMS OF AGREEMENT. 1. Except as otherwise specifically provided herein,the Contractor shall be allowed to rent the Arena on May 2,2015 for its Home Show at the daily rental rate of$500.00+MN sales tax. 2. The Contractor has an option to rent the Arena in advance of the Home Show to allow time to set up and tear down the Home Show at a rental rate of a$150.00+ MN sales tax per day. 3. The City shall invoice the Contractor within 14 business days of the Home Show and the Contractor agrees to pay the City the amount owed from renting the Arena for its Home Show. 4. This Agreement shall be in effect at 12:01 a.m. on the first day the Arena is rented and shall end at 12:00 Midnight on the last day the Arena is rented. 5. During the rental,the Contractor shall have use of the restrooms, lobby, entire ice rink surface,bleacher areas,mezzanine and lights during the Home Show. 6. The City shall provide a staff member at the Arena during the Home Show. Page 1 of 5 7. The City shall be responsible for providing all utilities during the Home Show and will be in control of the operation of all Arena lights,but the Contractor may request the level of lighting it desires during the Home Show. 8. The City shall provide waste containers for garbage and will be responsible for cleaning and maintenance of the Arena during the Home Show. 9. The terms of this Agreement do not bind the City and the Contractor to the leasing of any other City-owned facilities. 10. The Contractor agrees to not sell any concessions on site during the Home Show. If it so desires, it may contact the Farmington Youth Hockey Association to open the concession stand and sell concessions during the Home Show. 11. The Contractor shall provide to the Park and Facilities Supervisor all contact names and phone numbers of Contractor's employees who will be involved with the Home Show in the event the City should need to contact them. 12. The Contractor agrees to not drive any of its vehicles and/or equipment onto the rink floor,nor will it allow any of the Home Show vendors to do the same. 13. The Contractor agrees to be responsible for providing proper safety training to its staff and for providing any other program requirements and understands the City is only responsible for providing the site and utilities. SECTION 2. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract, with the City included as an additional name insured by endorsement: Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate,products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Property Damage Liability Insurance shall include coverage for the following hazards: X (Explosion) C (Collapse) U (Underground) Contractual Liability(identifying the contract): Page 2 of 5 Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury,with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability(owned,non-owned,hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence The Contractor shall fully and completely defend,indemnify and hold harmless the City and its employees, officials, officers, and agents from and against any claims for personal injury, including death, and for destruction or damage to its equipment on the City's property,which claims are related to the equipment on the City's property and the source of which occur while this Agreement is in effect. SECTION 3. 1VIENTNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with the Minnesota Government Data Practices Act,Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this Agreement. Contractor is subject to all the provisions of the Minnesota Government Data Practices Act,including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Contractor receives a request to release data, Contractor must immediately notify City. City will give Contractor instructions concerning the release of the data to the requesting party before the data is released. Contractor agrees to defend,indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Contractor's officers', agents', City's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. SECTION 4. WAIVER In the particular event that either party shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Contract by either party, whether of the same or any other covenant,condition,or obligation. Page 3 of 5 SECTION 5. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Contract. SECTION 6. SEVERABILITY. If any provision, term, or condition of this Contract is found to be or become unenforceable or invalid, it shall not affect the remaining provisions, terms, and conditions of this Contract, unless such invalid or unenforceable provision, term, or condition renders this Contract impossible to perform. Such remaining terms and conditions of the Contract shall continue in full force and effect and shall continue to operate as the parties'entire contract. SECTION 7. ENTIRE AGREEMENT. This Contract represents the entire agreement of the parties and is a final, complete, and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings, or written or verbal representations made between the parties with respect thereto. SECTION 8. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Contractor. In the event of termination, the City shall be obligated to the Contractor for payment of amounts due and owing for materials provided or for services performed or furnished to the date and time of termination. Dakota County Lumber, Inc. CITY OF FARMINGTON, a Minnesota Municipal Corporation By: Todd arson Its: Owner Its: Mayor ./11 -01 David McKnight Its: City Administrator Page 4 of 5 A`°R°® CERTIFICATE OF LIABILITY INSURANCE 3/6/2010 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the pollcy(les)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Jesse Osborne NAME: C.O. Brown, A Division of North Risk Partners Stn.Fn• (507)288-7600 I Aim Nok(507)535-3130 2048 Superior Drive NW Apmu:josborne @cobrown.com Suite 100 INSURER(S)AFFORDING COVERAGE _ NAIC# Rochester MN 55901 INSURER West Bend Mutual 15350 INSURED INSURER B: Dakota County Lumber Co. INSURER C: INSURER D: 28 8th Street INSURERE: Farmington MN 55024 INSURERF: COVERAGES CERTIFICATE NUMBER:2014/2015 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE JNSR WWVD POLICY NUMBER (MM/DD/YYYY( (MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED X COMMERCIAL GENERAL LIABILITY PREMISES(Ea occurrence) $ 200,000 A CLAIMS-MADE I A I OCCUR BON1706268 12/31/2014 12/31/2015 MED EXP(Any one person) $ 10,000 _ PERSONAL&ADVINJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGG $ 3,000,000 X POLICY n PRO- n LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 A X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED CPN1706269 12/31/2014 12/31/2015 BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ _ HIRED AUTOS _ AUTOS (Per accident) $ X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 2,000,000 A EXCESS LIAB CLAIMS-MADE AGGREGATE $ 2,000,000 DED I I RETENTION$ CIIN1706271 12/31/2014 12/31/2015 $ A WORKERS COMPENSATION X I ORIUI I T AND EMPLOYERS'LIABILITY Y/N TORY I MS ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 500,000 OFFICER/MEMBER EXCLUDED? N/A 9ICN1706270 12/31/201412/31/2015 (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 500,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 500,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Farmington ACCORDANCE WITH THE POLICY PROVISIONS. Schmitz-Maki Arena 114 W Spruce Street AUTHORIZED REPRESENTATIVE Farmington, MN 55024 Jeffrey Moat/CRM .9----1-1‘ --r- ACORD 25(2010/05) ©1988-2010 ACORD CORPORATION. All rights reserved. INSD2R tom nrsl ni The Amon fl name 2nri Innn ore reniciereri morke of ACARII Q FRR i City of Farmington z 430 Third Street Farmington, Minnesota c, 651.280.6800 -Fax 651.280.6899 .,-,In .. ________ www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: City Administrative Policies and Procedures-Review, Changes and/or Additions- Human Resources DATE: March 16, 2015 INTRODUCTION The purpose of this memorandum is to provide information regarding the review, changes, and/or additions made to the policies on Information Technology and Payment Card Industry (PCI) data security compliance. DISCUSSION City staff intends to periodically review and present selected policies and procedures in an effort to maintain an accurate and updated city administrative policies and procedures manual. The following paragraphs outline the changes or additions being proposed for the aforementioned policies. The Information Technology policy has been updated to reflect changing protocols and to add language required for the city to become PCI compliant. The red-lined version of this policy is attached. The Information Technology PCI Compliancy policy and PCI Compliancy policy for Staff are new policies that are required in order for the city to be PCI compliant and are attached to this memorandum. Even though all employees are subject to the Administrative Policies and Procedures Manual, it is important to note that where ever the city administrative policies and procedures conflicts with a collective bargaining agreement,the collective bargaining agreement takes precedence. BUDGET IMPACT None. ACTION REQUESTED Approve the attached policies for inclusion in the Administrative Policies and Procedures Manual. ATTACHMENTS: Type Description o Backup Material Red-lined IT Policy D Backup Material Information Technology PCI Compliancy Policy D Backup Material PCI Compliancy Policy for Staff ▪ Style Definition:Normal:Font:(Default) ,Section 3.7—Staff,Information Technology Use Policy{IT}, \• \ Mal, pt,Space After: 0 pt,Line spacing Style Definition:Header:Tab stops: 3", Purpose Centered+ 6",Right+Not at 3.25"+ 6.l Style Definition:Footer:Tab stops: 3", The purpose of this This policy is to protect the quality and integrity of the city of Farmington mere that Centered+ 6",Right+Not at 3.25"+ 6.! emplo cc_ use ci computer systems while providing employees with standards of behavior when Formatted:Left: 0.7",Right: 0.7",Top: utilizing the provided computer systems. 0.8",Bottom: 0.6" Formatted:No underline Each item in the policy is designed to strengthen the quality and integrity of these resources while Formatted:Body Text,Left,None,Space minimizing risks to the city's employees and the city's computer systems. Achieving the policy's More_o pt,After: 0 pt,Don't keep with r Formatted:No underline underlying goals is a task shared by all users. _ Formatted:Font:Calibri,11 pt,Not Italic, Definitions underline,English(U.S.) The following section outlines definitions used in this policy: • City is defined as the city of Farmington. • City's IT Department is the city of Farmington IT Department and the Human Resource Director. • City's computer systems are defined as the city network,systems,applications,and data. Data Classifications The city classifies its data into the following categories: • UnRestricted Data—Information on city services,department phone numbers,and other publically available data often available on the city web page. • Confidential Data—Business plans and practices, certain staff's direct phone numbers, employee information,and application information. • Restricted Data—Data that is restricted by law or contractual obligations such as PCI card holder data,CJIS police data,etc.The following are examples of this information: PCI cardholder information: • The credit/debit card number printed on the front or back of the resident's payment card. • User authorization/payment PIN(Personal Identification Number). • The full contents of any track data from the magnetic stripe(located on the back of a card, equivalent data contained on a chip on the card,or elsewhere). • The card verification code or value(three-digit or four-digit number printed on the front or back of a payment card). Protected Data information: • Bank account information • Personal phone numbers • Mother's Maiden name • Driver's license or state ID number • Social security number • Personnel private information CJIS police information: • Driver's license numbers • License plate information • Criminal history information City of Farmington 1 • Generally regard data retrievable from the BCA and police applications Confidential and restricted data is not to be distributed without prior approval from city management. All confidential or restricted data must be encrypted prior to distribution and leaving city facilities. For more information on data encryption,contact the city's IT department. Use of Equipment Employees should use the same care when creating electronic communications, as they would use with oral or written communications. Existing policies governing employee behavior, both within the workplace and when interacting with the general public,apply to electronic communications. No personal use of the city's computer system is allowed during work hours except as is hereafter permitted. Personal use of the city's computer system for any purpose which results in personal profit or financial gain for an employee is not allowed. The above rules apply to employees that are allowed to access the city's com_puter system remotely. When employees check out equipment such as laptop computers, they are expected to provide most effective, consistent appropriate "common sense" protection against theft, accidental breakage, environmental damage and other risks. Desktop computers and attached devices are not to be removed from city buildings without the consent of the city's Computer representative. Internet Use Internet access to global electronic information resources on the World Wide Web is provided by the city• (Formatted:Space Before: 0 pt,After: 0 F to assist employees in obtaining work-related data and - . : : . . .. - - - . ... . -• .: • ... •- : : .. - . - . technology. The following guidelines have been established to help ensure responsible and productive Internet usage. While Internet usage is intended for job-related activities, allowing employees to spend personal time learning how to use and used to conduct research on the Internet will ultimately result in improved performance as employees for the city of Farmington. To that end, employees may access web sites for personal use outside of regular city business hours or during other non-work time. All Internet data that is composed,transmitted, or received via our computer communications systems is considered to be part of the official records of the city and as such, is subject to open records disclosure requests. Consequently. employees should always ensure that the business information contained in Internet email messages and other transmissions is accurate,appropriate,ethical,and lawful. The equipment, services, and technology provided to access the Internet remain at all times the property of the city. As such, Farmington reserves the right to monitor Internet traffic, and retrieve and read any data composed,sent,or received through our online connections and stored in our computer systems. Data that is composed, transmitted, accessed, or received via the Internet must not contain content that could be considered discriminatory,offensive,obscene,threatening,harassing, intimidating,or disruptive to any employee or other person. Examples of unacceptable content may include, but are not limited to sexual comments or images,racial slurs,gender-specific comments,or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin,disability,sexual orientation,or any other characteristic protected by law. I City of Farmington 2 The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited. Employees are advised to exercise discretion when using the Internet for personal use since any use might be monitored by individuals outside the organization,and will typically be monitored by the city. Abuse of the Internet access provided by the city in violation of law and/or city policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy. The following behaviors are examples of actions and activities that are prohibited and can result in disciplinary action: • Sending or posting discriminatory,harassing,or threatening messages or images • Stealing,using,or disclosing someone else's code or password without authorization • Copying,pirating,or downloading software and electronic files without permission • Violating copyright law • Failing to observe licensing agreements • Sending or posting messages or material that could damage the organization's image or reputation • Participating in the viewing or exchange of pornography or obscene materials • Sending or posting messages that defame or slander other individuals • Passing off personal views as representing those of the organization • Engaging in any other illegal activities Data Management,Integrity&Protection Storage of Data: All data is to be stored on network servers. Information on the workstation hard drive (the"c:"drive) is not backed up nor considered as secure. Information stored on the c: drive is at greater risk of loss. Users must verify no business data or confidential data is stored on the local workstation drives. All paper containing confidential or restricted data must be cross-cut shredded or put in a secured shredding bin when disposing,rather than a waste basket. All electronic media containing confidential or restricted data should be purged using a method approved by IT staff. Portable files: To facilitate off-site work, employees may copy appropriate files to and from removable media. Appropriate files include word processing documents, electronic spreadsheets, and presentation graphic files that do not contain confidential or restricted information without prior approval of the city's computer representative. At no time should confidential or restricted data be transferred offsite of the city facilities without encryption and the approval of the city's computer representative. This includes emailing attachments to an outside email account. Work product ownership: All information developed on a city's computer system or introduced to a city's computer system is the property of the city of Farmington, regardless of where it was created. Likewise,all information developed by a city of Farmington employee on computers outside the city,if in conjunction with their employment with the city, is the property of the city of Farmington. Copies of all such files must be provided to the city, which has exclusive rights to retain, maintain and modify these files. Gity-ef-Famlingten 3 A. Copyright infringement Employees are prohibited from making any unauthorized copies of copyrighted software that is owned or leased by the city. IT must approve the copying of any software from one computer to another. Failure to abide by the federal copyright laws will expose the city, and the employee involved,to potential criminal and civil liability. The above paragraph applies equally to the act of bringing software from a home computer to B. Development • - . - .•. ' . -. . - . - - -- ' -. - - - - -- - - - .. •-- Formatted:Indent:Left: 0",Space Before of the city.These software programs,files, etc.may not be sold or distributed in any manner without the opt,After: opt written authorization of proper city authorities. Employees must direct all third party requests to use city developed applications to the IT department. This includes, but is not limited to, programs developed in Word,Excel,or Access using either macros or templates. C. Installation of Acquisition hardware&Software - __-(Formatted:No underline Installation: All hardware and software will be installed or downloaded only by authorized personnel assigned by the city. Users who wish to run product demonstrations or need to`download"software from bulletin boards or the Internet should contact the city's IT department for assistance. Installing or reconfiguring a workstation may cause unexpected data loss on the c:drive or the network. Hardware: Only authorized IT personnel will be allowed to access, relocate, repair, or remove components on the city's computer system.Employees should contact the IT department for any hardware related problems. Confn uration,: Individual workstations are configured to operate in a complex,networked environment. ;_—(Formatted:Font:Bold Users may not change their system's setup files. Users who believe their setup files are not configured correctly should contact the city's IT department for assistance. !!! Licensed software: IT must approve all software purchases. IT will authorize the use of software that is• I Formatted:Indent:Left: 0",Space Before consistent with the design and architecture of the city's data processing platform.It is important to adhere (0 pt,After: 0 pt to a standard list of software because documents and data are shared much more easily using a common interface. %(Formatted:Font:Bold The city of Farmington complies with all software copyrights and terms of all software licenses. City employees may not duplicate licensed software or related documentation. Any such duplication may subject employees and/or the city to both civil and criminal penalties under the United States Copyright Act. Personal software may be installed only at the direction of the city's IT Department. City-owned software may not be loaded onto external systems unless the licensed agreement allows such use and with the approval of the city's IT department. gity-ef-FaFmingten 4 D. Security: •-- Formatted:Heading 1,Indent:Left: 0", Space Before: 0 pt,After: 0 pt Electronic information is a significant asset of the city of Farmington. The goal of information system security is to protect this information from unauthorized or inappropriate access or modification. Control of security: Users may not add additional security to their workstations or files. Users who believe they have security needs that go beyond current standards and tools should contact the city's IT Department. Users may not attempt to sign on the system with any other user name, unless the city's IT Department assigns an alternate user name for special circumstances. If a user forgets his/herpasswordt the city's IT Department will facilitate assigning a new password. Users who are away from their computer for long periods of time (or overnight) should lock his/her workstation or log off the system. This will prevent unauthorized use of the system,which may be attributed to the employee and protects the city's information system and data. -1)—Authentication—Access to systems and application use must be protected with user IDs and complex passwords. When possible, the user IDsLogin Names. Login names will consist of the first letter of the user's first name and the user's last name. These unique user accounts and passwords must not be shared with other individuals. Shared user IDs (typically used with cashier registers) must utilize complex passwords. Shared user IDs must be approved by the city's IT Department. Passwords for city systems should not be written down or stored electronically without IT Formatted:Left,Space Before: 0 pt, No approval. •- ::•- - •. •- _ . !... -•-•• bullets or numbering .. Complex Passwords must follow the following specifications: • Must be at least eight alphanumeric characters in length. • Must contain both upper and lower case characters(e.g.,a-z,A-Z). • Must contain one or more numbers and/or symbols(e.g.,0-9,!@,#$%^&*() +I--_\'{}(l:";'o?,./). • Must not be a word in any language or slang proceeded or followed by a number. • Must not be based on personal information,names of family,etc. • Have not been previously used,or a minor variation of a previously used password. • Must be different from those used outside of the city. I City of Farmington 5 File Storage: Most.Each network users areuser is assigned a personal directory(for files utilized only by --(Formatted:Font:Bold the individual);a common workgroup directory(for files utilized by the department/group of individuals)and—a shared citywide directory(for files to be utilized and accessed by all city staff).Users may be also assigned .and other specialized directories which can he used for storing of City business files as may-be-required. Access to data and systems: The user's ability to view,add or modify information in network files or in city applications and systems is based on rights configured by the City's IT Department. City electronic systems are to be used for matters directly related to the business activities of the city and as a means to further the city's mission by providing services that are efficient, accurate, timely and complete. For example, browsing the State of Minnesota's web site for a current statute would be considered city business.At no time should employees be given access to applications and data that is not related to their position,nor should employees utilize city applications for nonbusiness purposes. Employees should not access applications, computers, files, or retrieve any stored information without a business reason or authorization to do so. Security and access can be changed as needed. Contact the city's IT Department to request changes to user access rights. Anti-Virus and Anti-Malware software: To help prevent virus and malware infection of the city's computer systems, anti-virus and anti-malware software has been installed on all computers. Employees must not tamper with, interfere with,or bypass this software for any reason. Employees should exercise common sense precautions to protect against viruses and other- Formatted:Space Before: 0 pt, No bullet malware; examples include practicing caution Users arc responsible for removing files from these numbering dire s when visiting websites, downloading files and opening email attachmentsthey are no longer 5) Network Rack up. Information on the network is backed up to tape every evening. If a file is accidentally deleted,please contact IT to request that the file be restored. IT will let the user know as to whether the file can be restored from the last network back up. file. IT and designated LOGIS staff will also have permission to access files and assist . .. . - screening. S) Network Support Requests. LOGIS is the city's authorized network support provider.Calls I City of Farmington 6 PERSONAL USE OF COMPUTER SYSTEMS strictly prohibited. The accessing of sites by employees considered•generally profane, anti social, degrading of any culture, demographic group and/or racial/ sexual/religious/physical characteristics and/or of a pornographic nature is strictly prohibited.The city has placed various internet controls in place that restricts access to a variety of websites and monitors internct use on a regular basis. Violations related information regarding use of city email,please refer to the administrative policy on Email. The use of the Internet after hours for personal reasons must be requested by the employee and submitted the internet for personal reasons. so. Employees should not attempt to gain access to another employee's computer or files without the latter's permission or authorization from a supervisor. Formatted:Font:Not Bold,No underline Incident and Security Reporting All employees who suspect suspicious behavior around city's computer systems or suspect that the data has been compromised, or suspend their user account and password is compromised, must immediately report this to the city's IT Department. Privacy Expectations and Data Access By Others Employees should not have any expectation of privacy related to any computer,program or electronic file received, created or stored on the city's computers. Users may not eavesdrop or view other users' e-mail messages without explicit permission. Furthermore, the use of city's computer systems, for whatever purpose, is not private, or anonymous. While using these systems, employee use may be monitored or recorded. Electronic files that store e-mail messages and other documents are the city's property. The city's IT Department has the right to access any employee's city e-mail messages. The computers, programs and electronic files are considered to be property of the city and are not private. Employees should be aware that any data stored may be subject to government data practices statutes that make the text accessible to the public.Therefore,personal sensitive documents or messages should not be sent or stored on the computer system. It should also be noted that the city, as well as individuals outside the city of Farmington organization, have the ability to track the Internet sites accessed with the city of Farmington account. In addition,when I City of Farmington 7 sending e-mail messages, users should exercise caution in determining what information to include, because the receiving party has the ability to forward the message anywhere in the world. Other IT Related Policies Various staff is subject to other IT policies as part of their job assignments. For example: • Staff involved in receiving and processing credit card cardholder data are subject to the PCI compliancy policy for staff document. • Staff involved in querying or processing CJIS and other BCA related data is subject to the FBI Criminal Justice Information Security Policy. Consequences of Violations Violations of this policy may constitute just cause for discipline,up to and including discharge. Questions and Concerns Any questions or concerns regarding this policy should be directed to the city's IT Department. I City of Farmington 8 EMPLOYEE ACKNOWLEDGMENT RECEIPT OF THE FARMINGTON INFORMATION TECHNOGY POLICY CITY OF FARMINGTON I acknowledge that I have received a copy of the City's Information Technology Policy. I understand it is my responsibility to be familiar with and comply with all the policies and procedures contained in the City's Information Technology documents. I further understand that if I am not familiar with, or do not understand any part of this policy, it is my responsibility to seek clarification from my supervisor or Department Head. Employee Signature Printed Name Date A. Hardware Standardization It is important to adhere to a standard list of hardware because data and peripherals can be shared much more easily. All computer purchases will be made and/or approved by IT to ensure that the use of the hardware is consistent with the design and architecture of the city's data processing platform. B. Restricted Activity Only authorized IT personnel will be allowed to access, relocate, repair, or remove components for repair on the city's computer system. Employees should contact IT for any be serviced by authorized vendor technicians. • Formatted:Font:Times New Roman Formatted:Justified I City of Farmington 9 Section 3.16-Information Technology PCI Compliancy Policy Introduction This document outlines the credit card security requirements as required by the Payment Card Industry Data Security Standard(PCI DSS) Program for the IT Management of the related systems and software. The City of Farmington is committed to these security policies to protect information utilized by the City of Farmington in attaining its business goals. All IT staff that has access to systems that process credit card cardholder data are required to adhere to the policies described within this document. Confidential PCI Cardholder Data The City defines confidential cardholder as the following information: • The card number printed on the front or back of the payment card. • User authorization/payment PIN (Personal Identification Number). • The full contents of any track data from the magnetic stripe(located on the back of a card, equivalent data contained on a chip on the card, or elsewhere). • The card verification code or value (three-digit or four-digit number printed on the front or back of a payment card). Protecting Confidential Cardholder Data Protecting cardholder data is a responsibility of all IT staff and contractors that have access to PCI systems or data. This data can only be used while performing charges on an authorized city PCI compliant device and software. This data is not to be stored electronically or by paper under any circumstance. If staff receives a paper copy that has card holder data(faxes,registration forms, etc.)these documents must be tracked,kept in a locked secured area, and not transferred offsite without approval. When no longer needed,this paper copy must be shredded utilizing a cross-cut shredder. Other approved shredding is utilizing a Farmington approved secured shredding container and organization. At no time should these security policies and procedures be bypassed, subjecting the card holder data to compromise. PCI Specific Details The following supplies information related to the PCI environment at the City of Farmington: PCI Devices: 1. Credit card scanners connected to analog devices PCI Applications: 1. PCI compliant website: https://eub.ci.farmington.mn.us 2. PCI compliant software: a. Catapult (Liquor store register software) b. Advanced Utility Billing c. Active Network(Parks and Recreation registration and point of sale) These applications must utilize 2048 SSL encryption certificates signed by a trusted CA for the web sites along with secure encryption ciphers/protocols. Note:These sites/systems/devices must be scanned quarterly for vulnerabilities. Authentication -All technology use must be protected with complex password,two factor authentications, or a combination of both. (Technology is defined as computer authentication, application logins, etc.) Complex Passwords must follow the following specifications: • Must be at least eight alphanumeric characters in length. • Must contain both upper and lower case characters (e.g., a-z,A-Z) . • Must contain one or more numbers and/or symbols (e.g., 0-9,!@#$%^&*()_+I--_\*{}[J:";'<>?,./). • Must not be a word in any language or slang proceeded or followed by a number. • Must not be based on personal information, names of family, etc. • Have not been previously used, or a minor variation of a previously used password. • Must be different from those used outside of the city. Examples of two-factor authentication: • Username/PIN and token • Username/PIN and smartcard • Username/PIN and biometric Note: Individual account and passwords cannot be shared. Shared accounts and passwords can only be used in cashier environments. Only staff whose job function requires it is allowed access to PCI user and management accounts. IT Department- Responsible Parties: 1. Brenda Wendlandt—Human Resources Director and Head of Information Technology for the City of Farmington 2. Rob Boerboom—IT Specialist, Information Technology Department Other Service Providers: 1. LOGIS—supporting a. Infrastructure b. Systems c. EUB Utility Billing web site and application 2. Catapult—Liquor Store register software 3. Active Network—Parks and Recreation registration and point of sale software Policies and Procedures IT PCI Compliancy Policy,-The IT PCI Compliancy Policy must be maintained by the IT staff yearly or as required due to changes in applications or systems. Once updated it must be distributed to all IT staff maintaining or managing the city network. PCI Staff Policy—The IT department is responsible for the following in regards to the PCI Staff Policy: • Review the PCI staff policy yearly for any relative changes. • Assure the PCI policy is distributed to all staff that handles card holder data and to new employees that will handle card holder data upon their start date. • Perform PCI security training yearly to all staff that handles card holder data. • Assure that only authorized staff is allowed to utilize PCI applications/systems. Incident Response Policy—The IT department is responsible for the following in regards to the city PCI Incident Response Plan: • IT will be maintaining and distributing the Incident Response Plan. This plan will be reviewed yearly for changes or as the need necessitates. • The Incident Response Plan will be activated upon reported suspicious activity or as issues are reported. PCI hardware(scanners/computers) IT staff are required to provide dedicated PCI hardware to all locations that have been approved to take credit card charges. The following outlines requirements of the IT staff related to the PCI hardware located in the city facilities: • Label all PCI approved computers/scanners city as such. • Install devices in a monitored or physically secure location. • Inventory and record all serial numbers and models of the PCI hardware by location. • Review any changes requested to the PCI devices for compliancy to the PCI guidelines. Which includes (but not limited to) o Firewall changes for outbound/inbound access o Software before installation or updates (validate PCI compliancy of new software, known patches required, installation procedures, etc.) • Must be configured to have 1 purpose (processing card holder data). • Must be hardened to the best of the ability. This includes shutting off unnecessary services, only having necessary applications/services installed and configured. • Perform quarterly physical inspection of the card swipe devices assuring no equipment has been tampered with or replaced by validating serial numbers, models, unexpected attachments, broken casings, etc. • Verify unexpected hardware shipments from the vendor. Required Configuration of PCI Devices IT is required to minimally configure PCI devices with the following: PCI Applications—IT must assure all PCI applications configured in the city environment meet the following: • Are validated that applicable PA-DSS installation procedures are performed. These installation procedures are outlined in application installation instructions. • Any vendor supplied default passwords must be changed. • Disable any unnecessary user accounts. • Application should be configured to limit user access to card holder data to only those necessary. Only the staff processing the card may optionally be able to see the full card number, all other users may only view the last four and/or first six digits. • Obtain attestation of compliance from all PCI application providers. Anti-virus/Anti-malware—Anti-virus/Anti-malware software is required to be loaded on all possible operating systems. The software and definitions must be up to date and configured to do active scan monitoring with full scans to be performed weekly. All Anti-virus/Anti-malware should be configured to save the logs for 365 days. File and System Change Logging—Logging software will need to be installed on the PCI device when possible to record changes made in software and files on the device. These logs will need to be saved for 365 days. Infrastructure—All devices that process card holder data must be setup on a PCI secure segment on the infrastructure. The following rules apply to PCI segments: • A PCI secured segment is a VLAN with the switch ports for the PCI devices assigned to this VLAN. • The PCI segment should be assigned to a firewall that limits inbound and outbound TCP/IP ports to only required devices and ports. • Infrastructure PCI segment logging of inbound/outbound traffic and other security events such as login attempts is required with the logs to be maintained for 365 days. • PCI infrastructure changes must be recorded. These logs are to be maintained for 365 days. • Bi-Annual audit of the PCI segment access-lists and firewall statements is required. Management of the PCI infrastructure The following outlines the management and routine maintenance for PCI compliancy: Wireless—Wireless SSIDs must utilize WPA2 Enterprise and have no default passwords or SNMP community strings utilized in the environment. The city must perform Wi-Fi scans quarterly for unauthorized access points that were installed on the network. This scan must include all networked PCI-related facilities. Standards—The IT staff must maintain a configuration standard for all network devices and infrastructure. IT must apply these configuration standards to devices before installing them on the network. IT must routinely update and maintain the configuration standards to include relevant vulnerabilities that are reported. Examples of standards that are maintained: • Images updated with security patches • Infrastructure 105 updates for security issues • Application patch updates Patch Management—Security patches to the hardware, operating systems, and application software must be applied within 30 days of release. Farmington utilizes WSUS to manage and apply patches to the Farmington network environment. Farmington IT will need to sign up to be notified upon the release of security and application updates and manage the releases accordingly. Staff Remote Access—IT Staff can utilize RDP to access the PCI hardware. This access along with the changes must be logged. RDP must be configured to utilize a domain SSL certificate and be configured for NIA. Vendor Remote Access—Vendor remote access can only be accomplished through a monitored session such as WebEx or GoToMeeting,with each session only for the time period needed, and disconnected immediately when completed. Staff is required to log this occurrence and monitor the vendor access. Vendor access must be configured to automatically disconnect after a period of time and inactivity. Logging- IT is responsible for reviewing all relative logs received daily. All logging should be automated when possible with logging systems configured to email on actionable events. Related logs must be retained for 365 days. Supporting Configurations The following are supporting configurations to the PCI environment: Active Directory Servers—The city active directory servers must be configured to: • Configure the Windows system logs to send to a logging server where the logs will be maintained for 365 days. • Active Directory logging should be configured per LOGIS recommendations. Microsoft Security Baselines—The Microsoft Security Baselines greatly harden Windows devices protecting them from unauthorized access or compromise. All PCI Windows workstations are to be configured in a separate PCI OU with the LOGIS recommended Microsoft Security Baselines applied. Microsoft EMET—Microsoft EMET greatly secures and protects Windows workstations from viruses and compromise. EMET should be applied to all PCI Windows devices. Incident Response and Reporting All employees who suspect suspicious behavior around the PCI hardware (scanners/computers) or suspect the PCI hardware has been modified or card holder data has been lost or compromised must immediately report this to the IT Department and the following staff: • Human Resources Director • Finance Director IT or one of these individuals will be responsible for immediately beginning an incident response and taking appropriate action. Failure to Comply with Policy Failure to adhere to the policy and its practices will result in disciplinary action up to and including termination of employment. Section 3.17-PCI Compliancy Policy for Staff Introduction This document describes the City of Farmington's credit card security requirements as required by the Payment Card Industry Data Security Standard(PCI DSS)Program. The City of Farmington is committed to these security policies to protect information utilized by the City of Farmington in attaining its business goals. All employees that utilize systems that process credit card cardholder data are required to adhere to the policies described within this document. Confidential PCI Cardholder Data The City defines confidential card holder data as the following information: • The card number printed on the front or back of the payment card. • User authorization/payment PIN (Personal Identification Number). • The full contents of any track data from the magnetic stripe (located on the back of a card, equivalent data contained on a chip on the card, or elsewhere). • The card verification code or value (three-digit or four-digit number printed on the front or back of a payment card). Protecting Confidential Cardholder Data Protecting card holder data is a responsibility of all staff. This data can only be used while performing charges on an authorized city PCI compliant device and software. This data is not to be stored electronically or by paper under any circumstance. Examples of a proper use: • Swiping the credit card on a city approved and allocated scanner. • Utilizing the PCI compliant website: https://eub.ci.farmington.mn.us. • Utilizing the PCI compliant software: o Catapult(Liquor store register software) o Advanced Utility Billing o ActiveNet(though Active Network-Parks and Recreation programs and facilities) Examples of unapproved use: • Entering card holder data into software such as: Email, instant messaging, Excel, and Word. • Writing down card holder data. If staff receives a paper copy that has card holder data(faxes,registration forms, etc.)these documents must be tracked,kept in a locked secured area, and not transferred offsite without approval. When no longer needed,this paper copy must be shredded utilizing a cross-cut shredder. PCI hardware(scanners/computers) Dedicated PCI hardware has been supplied in all locations that have been approved to take credit card charges. The following outlines requirements related to the PCI hardware located in the city facilities: • PCI approved computers/scanners will be labeled by the city as such. • Employees can only utilize hardware that has been setup and configured for the express purpose of entering card holder data to perform charging transactions. • Any changes to this equipment must be submitted to the IT Department where they will be reviewed for PCI compliancy. No user changes are allowed to this equipment. • Only authorized staff is allowed to utilize the PCI hardware devices. Employees must verify the identity of unknown individuals that need to access the PCI hardware. • These devices are only allowed to be used for the express purpose of charging transactions. • Staff should perform a physical inspection of these devices at the beginning of their shift to see if any alterations have been made. • These devices must be monitored or maintained in a physically secure location which would be protected from access obit-of-hours by unauthorized personnel. In no case should these devices be taken offsite without express approval by the IT or the Human Resources Director. Reporting All employees who suspect suspicious behavior around the PCI hardware (scanners/computers) or suspect the PCI hardware have been modified or card holder data has been lost or compromised must immediately report this to the following staff: • IT Department • Human Resources Director • Finance Director This will immediately begin an incident response where appropriate action will be taken. Failure to Comply with Policy Failure to adhere to this policy and its practices will result in disciplinary action up to and including termination of employment. 0141 WA. City of Farmington 4. co 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 e , www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Tony Wippler, Planning Manager SUBJECT: Adopt Ordinance Amending Sections 4-5-5(C)and 10-6-6(A) of the City Code as Related to Accessory Buildings and Structures-Community Development DATE: March 16, 2015 INTRODUCTION Attached,please find an ordinance amending Sections 4-5-5(C) and 10-6-6(A) of the city code as they relate to Accessory Buildings and Accessory Structures, respectively. DISCUSSION This ordinance is being proposed to bring the above-referenced portions of city code into compliance with the recently approved 2015 State Building Code and to correct some inconsistencies between the two codes. The proposed changes include: • Increasing the square footage requirement from exceeding 120 square feet to exceeding 240 square feet for accessory buildings requiring a floating slab (new verbiage added) or permanent foundation. Also changing verbiage from the uniform building code to the International Residential Code. (Section 4-5-5(C)) • Increasing the square footage of accessory structures that require approval of a building permit from exceeding 120 square feet to exceeding 200 square feet. (Section 10-6-6(A)4). This was a change incorporated in the 2015 State Building Code. • Various verbiage additions to Section 10-6-6(A)6&7 for clarification and consistency purposes. The Planning Commission reviewed the attached ordinance and held a public hearing on March 10, 2015. The commission recommended approval of the ordinance with a vote of 4-0. BUDGET IMPACT None ACTION REQUESTED Adopt the attached ordinance amendment related to Accessory Buildings and Accessory Structures. ATTACHMENTS: Type Description D Ordinance Ordinance Amendment D Ordinance Summary Ordinance CITY OF FARMINGTON DAKOTA COUNTY,MINNESOTA ORDINANCE NO. 015-696 AN ORDINANCE AMENDING SECTIONS 4-5-5(C)AND 10-6-6(A) OF THE CITY CODE AS RELATED TO ACCESSORY BUILDINGS AND ACCESSORY STRUCTURES,RESPECTIVELY THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. Sections 4-5-5(C)and 10-6-6(A)of the Farmington City Code, are hereby amended by adding the underlined language and deleting the struck language below as follows: 4-5-5: RESIDENTIAL PERFORMANCE STANDARDS: (C)Accessory Buildings: 1. The maximum number of accessory buildings that shall be permitted on each residential lot is as follows: (a)One Acre Or Less: Two(2)accessory buildings. (b)Greater Than One Acre But Less Than Two Acres: Three(3)accessory buildings. (c)Greater Than Two Acres But Less Than Three Acres: Four(4)accessory buildings. (d)Accessory Buildings: All accessory buildings shall comply with lot coverage and size limitation requirements under the city zoning ordinance2. 2. The same or similar quality exterior building material shall be used in the accessory and principal building.All accessory buildings shall also be compatible with the principal building to the extent that the exterior appearance of the accessory building is not at variance with the principal building from an aesthetic and architectural standpoint. 3.Accessory buildings exceeding one two hundred twentforty(420)(240)square feet in floor area shall be designed for placement on a floating slab or permanent foundation complying with the uniforming International Residential code. 4. The height of an accessory building shall be measured from the mean ground level to the uppermost point of the roof Except as expressly permitted by a conditional use permit, accessory buildings shall be limited to twenty feet(20') in height. 10-6-6: ACCESSORY STRUCTURES: (A)Residential: 1.Accessory structures shall be located behind principal structure in the side or rear yard and at least ten feet(10')away from any structure. 2. Storage sheds shall not exceed twelve feet(12')in building height and two hundred forty(240) square feet. 3.Accessory structures shall meet the minimum requirements of the building code as approved by the building inspector. 4.Accessory structures over one two hundred twenty-Oa)(200) square feet require a building permit. 5. Storage sheds are required to be anchored to the ground. 6. Accessory structures over two hundred forty(240)square feet require a foundation or floating slab. 7. Accessory structures at one thousand(1,000)square feet and above require frost footings and foundation. 8. Detached garages shall be constructed of similar materials as the principal structure. SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 16`''day of March,2015, by the City Council of the City of Farmington. CITY OF FARMINGTON Todd Larson,Mayor ATTEST: � �" By: �(�^ j �V David McKn g h Administrator �Y SEAL Approved as to form the "------4day of l�� , 2015. c By: City Atto ey Summary published in the Farmington Independent the 4 h day of ''_-c-4-- ,2015. CITY OF FARMINGTON DAKOTA COUNTY,MINNESOTA SUMMARY OF ORDINANCE NO.015-696 AN ORDINANCE AMENDING SECTIONS 4-5-5(C)AND 10-6-6(A)OF THE CITY CODE AS RELATED TO ACCESSORY BUILDINGS AND ACCESSORY STRUCTURES,RESPECTIVELY NOTICE IS HEREBY GIVEN that, on March 16, 2015, Ordinance No. 015-696 was adopted by the City Council of the City of Farmington, Minnesota. NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. 015-696, the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the sections of code related to Accessory Buildings and Accessory Structures are being amended to come into compliance with the recently approved 2015 State Building Code and to correct some identified inconsistencies between the two sections of code. A printed copy of the whole ordinance is available for inspection by any person during the City's regular office hours. APPROVED for publication by the City Council of the City of Farmington this 16th day of March,2015. CITY OF FARMINGTON By ;- "j.. Todd Larson,Mayor ATTEST: CA7Atc--)By: t1� David McKnight, i dtninistrator SEAL �j Approved as to form theQ 3'day of i�,< 2015. By: City Attorney Published in the Farmington Independent the day of Y� 2015. FAR146 City of Farmington per, 430 Third Street Farmington, Minnesota } 651.280.6800 -Fax 651.280.6899 46,.,4 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Authorize Summer Internship-Engineering DATE: March 16,2015 INTRODUCTION Dakota County Technical College offers an engineering technician program. It is a two-year program which involves extensive training in multiple aspects of the engineering technician field. In addition to the educational requirements, students in the program are required to perform an internship. DISCUSSION In the past,we have been approached by students in the DCTC program to see if an internship opportunity would be available with the city. Based on workload over the past few years, we have only offered this opportunity once. Tom Strid, currently an engineering technician in the engineering department,was enrolled in the DCTC program and did his internship with the city in 2010 during the Walnut Street project. He completed his engineering technician program at DCTC and was hired as a full-time employee. We have been approached by a student currently enrolled in the DCTC program to see if an internship would be available this summer. Based on the anticipated workload this year, I do believe that having a summer intern would be mutually beneficial to both the city and the prospective intern. However,the 2015 budget did not include funding for a summer intern in the engineering department. The pay rate proposed for this internship is $12 per hour. It is anticipated,that if approved,the cost would be less than$5,000 for the internship work this summer. It is proposed that the funding for this position would come first from careful management of the items included in the engineering portion of the general fund. If the engineering budget management is not sufficient to cover the entire cost, funding could come from other unutilized portions of general fund expenditures. Finally, if there is still a need for funding on top of the general fund expense management, the remaining portion could come from the contingency built into the 2015 budget. This funding scenario has been discussed with the City Administrator. BUDGET IMPACT The maximum cost of this internship would be $5,000. The cost would be covered by one or more of the following: • Unutilized funds from other items in the engineering budget. • Unutilized funds from other items in the other general fund budget. • The 2015 budget contingency. ACTION REQUESTED Approve the requested summer internship position in the engineering department at a$12 per hour rate of pay. 44 .4 W/. 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, Finance Director SUBJECT: Approve Bills-Finance DATE: March 16, 2015 INTRODUCTION Attached is the list of bills for February 22, 2015 to March 9, 2015. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the attached list of bills for February 22, 2015 to March 9, 2015. ATTACHMENTS: Type Description 0 Exhibit List of Bills 0 0 a. a CO N N N N N CO N N r CO CO 00 00 W 0 00 O0 0 0 O 0 0 O O O O 0 0 m❑ O O O po p 0 0 O O O p 4. r p N N 0 01 0a- m r r r CO U O O a m 0 O O r r O t0 � r r O O O O O N V-- m w w O N mo y F Z 0 ra 0. w 2Zu w w w w w w w co co a iLt 2 2 2 2 2 2 2 z z w 0 0 0 0 0 0 8 O o !e 0 0 a 33: J z o. W F d aa. aa. b aw. 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Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 lii+s • ,> www.ci.farmington.mn.us ate , TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson SUBJECT: December 2014 Draft Financial Statements Review DATE: March 16, 2015 INTRODUCTION Attached are the December 2014 draft financial statements for your review. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Review the financial reports and ask staff any questions that may arise from your review. ATTACHMENTS: Type Description D Cover Memo 2014 Draft Financial Statement Cover Memo O Backup Material General Fund Draft-December 31, 2014 D Backup Material General Fund Chart-Draft December 31, 2014 O Backup Material RRC, Pool, EDA, Park Imp,Arena Draft- December 31,2014 © Backup Material Liquor Stores Draft December 31,2014 Financials o Backup Material Enterprise Funds Draft December 31, 2014 Financial Statements 4Vitsigi City of Farmington s 430 Third Street g Farmington,Minnesota (64: 651.280.6800•Fax 651.280.6899 ."" . wwwci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Financial Review–Draft 2014 Financials DATE: March 16,2015 INTRODUCTION Attached you will find draft fmancial results for 2014. DISCUSSION As you review the attached fmancial reports,the following notes will provide explanations for the more significant variations from budgeted expectations. General Fund General Fund Revenues Year-to-date General Fund revenues total$10.4 million or 105%of budgeted amounts. With the exception of Fines, all revenue line items met or exceeded budget. Property taxes–This line item has several different components—current property taxes, fiscal disparities, delinquent taxes/penalties/interest, fire truck debt levy(not previously separately noted) and P.I.L.O.T.payments. While the actual combined total is 102%of budget,the General Fund only received 98.9%of its current year property taxes and fiscal disparity dollars. This was offset by the collection of $158K in past year's delinquent taxes and$7K in related penalties and interest. The City's outstanding delinquent taxes receivable balance as of December 31, 2013, was$190K. While this is down significantly from a high just three years ago of$607K, it is still an important number to keep in mind as it represents funds the City budgeted, but has not yet received. For budget purposes the fire truck debt repayment is considered debt levy; it is not included in the General Fund Property Tax budget. In actuality,the City does not have a separate fund for the fire truck debt(unlike the individual bond funds),the tax levy dollars are recorded in the General Fund and then subsequently repaid to the Water Fund(i.e. source of the fire truck loan). Finally,this year a portion of the current property taxes were determined to be P.I.L.O.T. (payment-in-lieu-of-taxes)payments made by the Dakota County CDA for the Vermillion River Crossing development. These payments belong to the 2013A bond refunding and have been transferred to the corresponding bond fund. Permits—Permit revenue was $91K ahead of budget,but$160K less than 2013 actual permit revenues. The 2015 permit revenue budget number was increased based on the last few years' experience and approximates the 2014 actual permit revenue levels. This number will need to be monitored closely in 2015 to determine if any budget adjustments are needed. Intergovernmental—Three areas comprised the majority of the $155K in actual revenues exceeding budgeted amounts and are as follows: MSA Maintenance($43K), Fire Aid ($40K), and Police State Aid($30K). Charges for Service—Fire revenue is $61K more than budgeted and is primarily attributable to Empire. Police service charges are$35K less than budget due to a new arrangement put in place after the budget was adopted. Also,there is only 1 SRO in 2014; in previous year's there were two. Erosion control fees are down$8K(building permits are down),pool admission fees are approx. $5K behind 2013. Investment Income—Actual investment income of$91K exceeded the budgeted amount of $55K by$36K. The remaining$35K represents the increases in the market value of the City's investments from December 31, 2013. This is a paper(i.e. unrealized) gain. As of 12/31/14,the overall market value of the City's investments is still $88K less than cost. Investment Income—Actual investment income of$91K exceeded the budgeted amount of $55K by$36K. The remaining$35K represents the increases in the market value of the City's investments from December 31, 2013. This is a paper(i.e. unrealized) gain. As of 12/31/14,the overall market value of the City's investments is still $88K les than cost. General Fund Expenditures General Fund expenditures for 2014 totaled$9.8 million or 94%of budget. The more significant reasons for the variance are as follows: Human Resource costs—Across all General Fund departments' human resource costs were $157K below budget or within 2.1%of budget. Fire—The Fire department's budget for fire equipment in the amount of$165K was transferred to the Fire Capital Projects Fund. As a result,the Fire department's actual expenses are less than budgeted in this area and the Transfers Out budget is over by a corresponding$165K. Also,the concrete project for Fire Station#1 was moved to 2015. Administration—The Administrative reserve was $89K under budget. Other expenditures—The remaining net$240K of actual expenditures under budget consists of 22 out of 26 departments, excluding HR costs,being under budget. Unlike some other units of government,the city has a history of only spending what is needed,not rushing to ensure budgeted amounts are spent at year-end. General Fund Other Financing Transfers Out—The primary difference in the Transfers Out actual versus budget relates to the transfer of the Fire Equipment budget from the Fire Department(previously mentioned above)to the Fire Capital Projects Fund. General Fund,Fund Balance For 2014 the fund balance in the General Fund increased approximately$1 million to approximately$4.1 million or 35.8%of the 2015 budgeted General Fund expenditures. Also, in 2014, for the first time in at least seven years,the General Fund's Fund Balance did not dip below zero during the year. The historical Fund Balance chart is included in your packets for reference. Other Funds Rambling River Center(Included in the General Fund) Overall,the Rambling River Center revenues were $10K more than budgeted amounts. In addition there were some CDBG funds attributable to the Rambling River Center,which are not recorded here,because we have to track federal grants separately. The 2014 expenditure amounts were $1K more than budgeted,primarily due to higher than budgeted program and rental levels. The net result being the City's contribution to the Rambling River Center operation was $97K which was $16K less than was budgeted. Pool (Included in the General Fund) Swimming Pool revenues were $8K less than budgeted amounts. Meanwhile,the 2014 expenditures were $17K less than budgeted. The net result being the City's contribution to the swimming pool operation was $62K which was $9K less than was budgeted. EDA—Special Revenue Fund Revenues and expenditures are significantly higher than budgeted due to the receipt and subsequent pass through of$15K in CDBG funds and the receipt of$35K in TIF redistribution and excess TIF increment. The actual EDA expenditures exceeding budget relate to the pass through of CDBG funds. Park Improvement—Special Revenue Fund The Park Improvement Fund Special Assessment revenues were $25K more than budgeted. The unanticipated repayment of the special assessments in conjunction with the Sunrise Ponds closing comprise $17K, a good portion of the overage. Expenditures were in line with budget and were primarily related to the park improvements made at Fair Hills. Ice Arena—Special Revenue Fund The Ice Arena finished the year just below break-even. This includes offering summer ice. Of the original $20K budgeted for transfers into the arena, $2K was used to absorb the operating loss. The remaining$18K was transferred to the Recreation Operations Capital Projects Fund for future capital improvements. Finally,the Arena experienced a positive cash balance throughout all of 2014. Enterprise funds Liquor Operations Both liquor stores met their individual gross profit benchmark of 25% and they met their combined benchmark of 6.5%for profit as a percentage of sales.Net income before transfers was $331K,which surpassed the 2013 financial results by$15K. The downtown liquor store was burglarized in November 2014. Similar to the City's other funds,those types of losses are covered by the City's Property and Casualty internal service fund. The City used$20,000 of liquor store profits to fund the following items: $5,000 for security enhancements at the police station, $10,000 for future park improvements and$5,000 for the Arena's `tiger eyes wall' project. Sewer Fund 2014 billings were slightly more than budgeted and actual revenues were slightly less ($8K)than the previous year. Sewer expenses were $112K less than budgeted amounts (94%). The more significant reasons are as follows: 1)budgeted professional services that were not ultimately needed totaled$34K, 2)the machinery and equipment budget was spent, but for enterprise funds the assets purchased are capitalized as an asset and not expensed ($42K- one truck and camera equipment) 3)there was a new line item for insurance deductible ($10K)that was not utilized in 2014. This will be re-visited in 2015,with the goal being to determine the best way to replenish the insurance deductible in the Property and Casualty Internal Service Fund. Solid Waste Solid Waste enterprise revenues were similar to the previous year, $32K higher in 2014 or 1.7% increase. Solid Waste expenses were $109K less than budgeted amounts (94%). The three largest line item reasons for this are: 1) depreciation was $22K less than budgeted, 2) actual employee benefits were $20K less than budgeted and e)professional services were $15K less than budgeted. The remaining difference was attributable to variances in a variety of other line items. Storm Water Storm Water enterprise revenues were similar to the previous year, $6K more in 2014 or 1%. Storm Water expenses were$32K more than budgeted amounts. The two largest line item overages were professional services in the amount of$64K(Barr storm water modeling project Farmington/Lakeville and 195th street design work by Stantec)and depreciation in the amount of $47K. The two largest line items which were under budget were programming expense in the amount of$45K and machinery and equipment in the amount of$28K. Similar to the Sewer Fund explanation above, the machinery and equipment budget was spent,but for enterprise funds the assets purchased are capitalized as an asset and not expensed ($29K- one truck). The remaining difference was attributable to variances in a variety of other line items. Water Revenues consist of not only water bills, but also special assessments,permits,water availability charges, interest on investments, marked-to-market on investments and rental income. The revenue line items for special assessments,permits, charges for services,water availability charges, interest income and rental income all exceeded budget. Meanwhile, enterprise sales for water were $172K less than budgeted due to decreased water usage, about 30 million gallons less pumped than 2013 and 120 million gallons less pumped than 2012. The 2014 billings were actually $12K more than 2013;the reduced number of gallons pumped was mitigated by the increase in rates that went into effect 1/1/2014. The Water Fund expenses were $383K less than budgeted. The more significant line item variances are as follows: 1) Similar to the Sewer and Storm Water Fund explanations above,the portion of the machinery and equipment budget that was spent for enterprise funds is capitalized as an asset and not expensed($29K- one truck),the remaining budget was not spent 2) $24K less in professional services (the main water tower was cleaned in 2013, no exteriors cleaned in 2014), 3) $21K less in chemical costs (partly attributable to less water being pumped and partly related to timing—new chemicals purchased as they run out),4) $19K electric costs were higher than the previous year,partly attributable to higher rates and better allocating the electric charges related to well#3, 5) and $11K in less equipment& supplies expenses (just didn't need as much, so the money wasn't spent). The remaining difference was attributable to variances in a variety of other line items. 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O N 1, it City of Farmington 4p 430 Third Street `.3 Farmington, Minnesota � / 651.280.6800 -Fax 651.280.6899 ,A www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman SUBJECT: 2015 Seal Coating and Trail Maintenance DATE: March 16,2015 INTRODUCTION Bids for street maintenance services were received by Burnsville on March 10,2015 and the bid will be awarded at the Burnsville council meeting on March 17, 2015. DISCUSSION The following is a summary of our costs based on the bids received: Seal Coating Streets: $348,552.00 Crack Sealing: $ 23,376.00 Pavement Marking: $ 5,294.25 Administrative Fee(1/2% of total cost): $ 1,886.11 Total: $379,108.36 Seal coating prices increased this year by approximately 0.7% ($1.12 to $1.13 per square yard) and crack sealing prices decreased by approximately 8% ($0.529 to $0.488 per foot). The cost for the above- mentioned items will be paid for using money from the city's seal coating fund. Attached for council's information is a chart showing actual and projected costs for seal coating, and how they compare to available funding. As you can see, we continue to project that the total 7-year cost will be very.close to original estimates (95%to 97%of the available funding). In 2012,the South Metro Joint Powers group, which the city has been a part of for 8 years, began including bituminous fog sealing for trails as part of their bidding process. Also, in 2012,the City Council began allocating funds for trail maintenance. Since 2013, council has allocated funds for maintenance of the City's trail system. On March 3, 2014, council approved the city's trail maintenance plan. In conjunction with that plan, and because of council's continued commitment to maintain the city's trail system, approximately 17 miles of the city's trail system have been maintained over the last two years. The following is a summary of our costs for trail fog sealing for 2015 based on the bids received: Bituminous Fog Sealing (trails): $ 8,217.00 Administrative Fee (1/2% of total cost): $ 41.08 Total: $ 8,258.08 Prices for bituminous fog sealing of trails remained fairly flat this year(1 cent per gallon more than 2014). The cost for the bituminous fog sealing will be paid for using money allocated for trail maintenance. In addition to the fog sealing,we are also planning to do crack sealing on the trails within this year's fog sealing areas. Trail crack sealing is not included as part of the South Metro Street Maintenance contract BUDGET IMPACT The costs associated with the seal coating and the trail maintenance are included as separate items in the 2015 budget. ACTION REQUESTED Provided for Council's information. ATTACHMENTS: Type Description i Backup Material Seal Coat Funding Chart M N C C _+ iO + m 0 Mt N.0 10 N L 7 i-J i U i U t Q t Q l C> N I i N x N co I, v N N / co cci fc") r o ci 7:1e- cv v I.n i F 110*.) , ft� I 1 CO O N m m ¢, '(■. -.' ' ' OS co to 6- T R } h N 'tc . \: ti 1111e6,\ • 1 N ` , M I O N o : N O N i O O O O O O CA O O O O O O O O O O O co O U) O N O LO CI 69 fd9 EA