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HomeMy WebLinkAbout04.20.15 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 APRIL 20, 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 a) Adam Fischer—New Farmington High School Head Football Coach Introduced b) National Day of Prayer Proclamation May 7, 2015 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 (4/6/2015 Regular)(4/13/2015 Work Session)— Administration Approved b) First Quarter 2015 New Construction Report and Population Estimate— Community Development Information Received c) Adopt Ordinance Amending Sections 10-5-6(B)2, 10-5-7(B)2, 10-5-8(B)2, 10-5-10(B)2, 10-5-11(B)2, and 10-5-12(B)2 of the Zoning Code as they Relate to Accessory Structure Standards—Community Development Ord 015-693 d) Revised Fund Balance Policy—Finance Approved e) Approve Agreement with Marschall Lines, Inc. to Provide Transportation for 2015 Swim Bus Program—Parks and Recreation Approved f) Adopt Resolution Accepting Swim Bus Program Donation form Marschall Line, Inc.—Parks and Recreation R18-15 g) Adopt Rambling River Center Weather Policy for Building Closing and Program Cancellation—Parks and Recreation Approved h) Appointment Recommendation Police Department—Human Resources Approved i) Approve Seasonal Hiring—Human Resources Approved j) Paid Time Off(PTO)Transition Agreement with the Police Sergeant's Collective Bargaining Unit—Human Resources Approved k) Acknowledge Retirement—Human Resources Acknowledged 1) Adopt Resolution Municipal State Aid Street Designation—Engineering R19-15 m) Approve Bills Approved REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. If you wish to address the Council regarding any or all of the items on the Regular Agenda,please address the item when the item is discussed.Speakers will be given at least three minutes to speak per item.Additional time may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS a) Business Subsidy Policy Update—Community Development Approved 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Approve Agreement Rambling River Center Oak Street Entrance Improvement Project—Parks and Recreation Approved 11. UNFINISHED BUSINESS a) Parking Restriction Request Spruce Street- Engineering Revise to S parking stalls 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. 4944 City of Farmington �,. 430 Third Street Farmington, Minnesota WI 651.280.6800 -Fax 651.280.6899 ,.A° www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Adam Fischer-New Farmington High School Head Football Coach DATE: April 20, 2015 INTRODUCTION Adam Fischer,the new head football coach at Farmington High School,will be at your meeting on April 20, 2015. Mr. Fischer is in the process of introducing himself to the Farmington community and I offered for him to come to the meeting so he could introduce himself to the city council. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Welcome Mr. Fischer to the Farmington community and ask any questions you may have. 004 City of Farmington p 6 430 Third Street ,'a Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 '44,4 ° . www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Executive Assistant SUBJECT: National Day of Prayer Proclamation DATE: April 20, 2015 INTRODUCTION Attached is a National Day of Prayer Proclamation. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Proclaim May 7, 2015, as a Day of Prayer in Farmington. ATTACHMENTS: Type Description d Exhibit Proclamation • WHEREAS: The 64th observance of the National Day of Prayer will be held on Thursday, May 7, 2015, with the theme "Lord, hear Our Cry" and based on 1 Kings 8:28 reminds us, "Hear the cry and the prayer your servant is praying in your presence this day." WHEREAS: A National Day of Prayer has been part of our country's heritage since it was declared by the First Continental Congress in 1775 and the United States Congress in 1952 approved a Joint Resolution setting aside a day each year to pray in our nation; and WHEREAS: The United States Congress, by Public Law 100-307, as amended, affirms that it is essential for us as a nation to pray and directs the President of the United States to set aside and proclaim the first Thursday of May annually as a National Day of Prayer; and WHEREAS: Leaders and citizens of our nation are afforded the privilege of prayer with the joy of seeking divine guidance, strength, protection and comfort from Almighty God; and WHEREAS: Recognizing the love of God, we,the citizens of Farmington, treasure the freedom we have to gather in prayer, exercising our reliance on God's power in the face of present challenges and threats we face; and WHEREAS: We unite with fellow citizens,to ask God for His blessing upon every individual of our city; NOW, THEREFORE, I Todd Larson, Mayor of Farmington, do hereby proclaim, May 7th, 2015, as a Day of Prayer IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of Farmington to be affixed at City Hall on this 20th day of April, 2015. Mayor In the City of Farmington, MN. 4AR ►j, City of Farmington a E3) 430 Third Street .2% Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 Ilan rao�d' v�° www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Executive Assistant SUBJECT: Approve City Council Meeting Minutes (4/6/2015 Regular)(4/13/2015 Work Session)-Administration DATE: April 20, 2015 INTRODUCTION Attached are the city council minutes from April 6 and 13, 2015. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the attached April 6, 2015 city council minutes and April 13, 2015, city council work session minutes. ATTACHMENTS: Type Description D Exhibit Council Minutes(4/6/15 Regular) 13 Exhibit Council Minutes(4/13/15 Work Session) COUNCIL MINUTES REGULAR April 6, 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,Donnelly, Pitcher Members Absent: None Also Present: Joel Jamnik, City Attorney; David McKnight, City Administrator; Robin Hanson, Finance Director; Adam Kienberger, Community Development Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Brenda Wendlandt, Human Resources Director; Missie Kohlbeck, Recreation Supervisor;Nicole Gorman,Recreation Supervisor; Cynthia Muller, Executive Assistant Audience: Jake Cordes, Melissa Sauser, Paul Otten, Leon Orr, Steve Aaron 4. APPROVEAGENDA City Administrator McKnight pulled item 7e) School and Conference Attendance Request. MOTION by Bartholomay, second by Pitcher to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS a) Earth Day and Arbor Day Proclamation—Parks and Recreation Mayor Larson proclaimed April 22, 2015, as Earth Day and April 24, 2015, as Arbor Day. b) Rambling River Center's MusicianFest Performance Series—Parks and Recreation Recreation Supervisor Gorman submitted an application to the National Council on Aging's National Institute of Senior Centers for a MusicianFest Performance Series. The six performances will be held at the Rambling River Center in April, May and June. The grant amount of$1,600 does not require a matching contribution. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Bartholomay, second by Donnelly to approve the Consent Agenda as follows: a) Approved Council Minutes (3/16/15 Regular) Council Minutes(Regular) April 6,2015 Page 2 b) Approved Temporary On-Sale Liquor License St. Michael's Church- Administration c) Adopted RESOLUTION R15-15 Approving Gambling Event Permit St. Michael's Church-Administration d) Adopted RESOLUTION R16-15 Accepting Donation to the Rambling River Center—Parks and Recreation f) Approved Agency Funds Operating Transfer- Finance g) Approved Tracker Investment Management Subscription Agreement-Finance h) Approved Joint Powers Agreement Flagstaff Avenue Dynamic Speed Display Signs-Engineering i) Approved Metro WaterShed Partners Membership-Engineering j) Approved Paid Time Off(PTO) Transition—Human Resources k) Approved Appointment Recommendation Fire Department—Human Resources 1) Approved Appointment Recommendation Liquor Operations—Human Resources m) Approved Appointment Recommendation Liquor Operations—Human Resources n) Approved Appointment Recommendation Liquor Operations—Human Resources o) Acknowledged Resignation Liquor Stores—Human Resources p) Approved Bills APIF,MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Parking Restriction Request Spruce Street-Engineering Mr. Leon On requested a parking space be restricted on Spruce Street near the old Rambling River Center to allow access to his Last Hope office located in that building. Council discussed this at their February 9, 2015,work session and reached a consensus to not restrict parking in that area. Mr. Leon On and Mr. Steve Aaron(owner of the building)were in attendance to discuss this issue further. Mr. On stated there are four parking spaces along Spruce Street, one being handicapped. He explained employees of the post office processing facility park along Spruce Street next to the building for the entire day. There is parking available along Spruce Street across the street by City Hall that is not used. Mr. On recalled there is a precedent for this. Many years ago Council restricted two parking spaces in front of the old liquor store on 3rd Street. He felt it would be appropriate to designate one parking space to one hour between 9:00 a.m. and 5:00 p.m. along Spruce Street. Mr. Steve Aaron stated when they bought the building one request was they be allowed to make changes and have angle parking along the building. The city did approve this. He felt Mr. Orr's request was much simpler. The post master has told Mr. On he cannot direct his employees as to where to park. The owners of the vehicles have said they will not park somewhere else. Staff has also spoken with the post office processing facility with the same results. Council Minutes(Regular) April 6,2015 Page 3 Mayor Larson was concerned if this is approved, other businesses will have the same request. Councilmember Bartholomay asked if the restricted parking was still in place in front of Buds and Bytes. City Administrator McKnight noted there is some short term parking downtown in front of the post office and bakery and one at the southeast corner of 3rd and Oak Streets. We do not have officers available to enforce this. Councilmembers asked several questions of staff and the requesting parties. Mayor Larson preferred to work more with the post office and surrounding facilities before putting up a sign. Councilmember Bartholomay felt a precedent has been set by posting the signs in front of the post office and bakery and Buds and Bytes. We also have the Second Street parking lot. If we don't allow this, then we should explore removing the other signs. Councilmember Bonar was reluctant to install a sign. MOTION by Bartholomay, second by Donnelly to table this item to the April 20, 2015, Council meeting to allow more time for discussions with the post office and surrounding facilities. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Agreements for the Purchase and Installation of a Picnic Shelter in Fair Hills Park—Parks and Recreation Parks and Recreation Director Distad received proposals for the purchase and installation of a new picnic shelter at Fair Hills Park. The low proposals were from St. Croix Recreation Fun Playgrounds, Inc. for purchase of the shelter in the amount of$16,640 and from Contracting Solutions, Inc. for the installation of the shelter in the amount of$13,360. The total cost is $30,000. MOTION by Bartholomay, second by Bonar to approve the agreements with St. Croix Recreation Fun Playgrounds, Inc. and Contracting Solutions Inc., for the purchase and installation of the shelter in Fair Hills Park. APIF,MOTION CARRIED. b) Approve Community Development Block Grant Commercial Rehabilitation Grant Contract, Often 400 Third Street—Community Development Mr. Paul Often, owner of 400 Third Street, applied for CDBG funds to obtain a new HVAC system for his building. The current system is not operable and cannot be repaired. Community Development Director Kienberger presented an agreement to obtain$22,087 in CDBG funds for a grant to make the necessary improvements. Mr. Often stated the building has been divided into several smaller spaces to meet demand. There has been a tremendous cost in bringing in water pipes, HVAC and flooring. He thanked Council and staff for the opportunity to obtain funding. MOTION by Bartholomay, second by Bonar to approve the grant agreement between the City and W. Paul Often for$22,087 in Commercial Rehabilitation Grant Program funds for 400 3r1 Street. APIF,MOTION CARRIED. Council Minutes(Regular) April 6,2015 Page 4 c) Adopt Resolution Accept Sponsorships for the Music in the Park Program— Parks and Recreation Recreation Supervisor Kohlbeck informed Council about a new program, Music in the Parks. There will be one concert a month on the last Thursday of the month in May,June, July and August. Staff obtained 16 business sponsors to cover the cost of the program. In case of inclement weather, concerts will be held in the second floor expansion space in City Hall. MOTION by Bartholomay, second by Donnelly to adopt RESOLUTION R17-15 accepting sponsorship payments to the Music in the Park program. APIF,MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Bonar: He noted on the consent agenda Council approved a Joint Powers Agreement with Lakeville for dynamic speed signs on Flagstaff and 179th Street. City Administrator McKnight: Starting today, residents will be receiving phone calls regarding the community survey. Staff appreciates any input received. City Engineer Schorzman: The 195th Street project will begin soon. Bids came in 18% under the project estimate. The County Board will award the project tomorrow and the project should begin within three weeks. Mayor Larson: Flea Markets will be held the fourth Saturday of the month April through August, in the parking lot along Oak Street. Hydrant flushing will be conducted the weeks of April 13 and April 20, 2015. Curbside cleanup days begin Saturday, April 18, 2015. He encouraged residents to shop local. 14. ADJOURN MOTION by Bartholomay, second by Pitcher to adjourn at 7:54 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant Council Work Session Minutes April 13,2015 Acting Mayor Donnelly called the work session to order at 6:30 p.m. Present: Donnelly, Bartholomay, Bonar, Pitcher Absent: Larson Also Present: David McKnight, City Administrator; Robin Hanson,Finance Director; Kevin Schorzman, City Engineer; Cynthia Muller, Executive Assistant MOTION by Bonar, second by Pitcher to approve the agenda. APIF,MOTION CARRIED. 2016 TH3 Project Concept Plans MnDOT will be doing a project in 2016 on TH3 between Ash Street and 170th Street. City Engineer Schorzman presented concept plans for the portion of TH3 from Ash Street to Willow Street. MnDOT proposed to remove the crossover median at Hickory Street. Council disagreed with this closure due to access to the Farmington Mall. Staff suggested proposing a3/4 intersection and Council agreed. MnDOT proposed to remove the crossover median at Larch Street. Staff proposed to allow for a left turn from TH3 onto Larch Street. Council agreed. MnDOT proposed to remove the median crossover at Walnut Street and leave Spruce Street as is(access from Spruce to TH3 is currently closed). There was a discussion regarding opening Spruce Street and if this is done, staff recommended closing the frontage road just north of Walnut Street. Council agreed with closing Walnut Street and opening Spruce Street to allow traffic to cross TH3. MnDOT proposed to remove the Main Street access to TH3. Council agreed. City Engineer Schorzman will take Council's recommendations to MnDOT. MnDOT will also want a formal agreement for the city to maintain the frontage roads along TH3. (Councilmember Bartholomay left at 7:25 p.m.) Revised Fund Balance Policy The city adopted a Fund/Cash Balance Policy in 2011. Finance Director Hanson proposed a simpler, more straight-forward policy be adopted. GASB classifies a fund balance in five ways; non-spendable, restricted, committed, assigned and unassigned. This only covers general funds, not enterprise funds. The city's current Fund Balance Policy recommends a fund balance of 25% -50%of budgeted expenditures. In the new policy, staff is proposing to strive for a fund balance of 45%- 55%of budgeted expenditures. At the end of 2014,the city's fund balance was at 35%, which is $4.1 million. A fund balance of 45%would be $5.17 million. Council agreed with striving for a fund balance of 40% -50%of budgeted expenditures. The new Fund Balance Policy will be brought to the April 20, 2015, Council meeting for approval. It will be retroactive to December 31, 2014. MOTION by Pitcher, second by Bonar to adjourn at 8:00 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 701119 r► City of Farmington 430 Third Street y Farmington, Minnesota 4tir 651.280.6800 - Fax 651.280.6899 Foos* ..' www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Ken Lewis, Building Official SUBJECT: First Quarter 2015 New Construction Report and Population Estimate-Community Development DATE: April 20, 2015 INTRODUCTION First Quarter 2015 New Construction Report and Population Estimate DISCUSSION First Quarter Building Permit Information: During the first quarter of the 2015 building construction season(January 1st through March 31st),the City issued 12 new single-family detached housing. The average building valuation of the single-family homes during the first quarter of 2015 was$216,833, down from $220,644 during the fourth quarter of 2014. (Note that the valuation averages do not represent the average sale price or average market value of the homes in question, since they do not include the value of the lot or any amenities added to the home that are not part of the building code formula). Year-End Population Estimate: At the beginning of 2003, City staff decided that each quarterly building permit report should also include an updated population estimate for the City of Farmington. After discussing several methods of calculating population, a decision was made to base our population estimates on Certificates of Occupancy rather than upon building permits. Building permit activity is not a"real time"reflection of actual population, given the"lag time"between the issuance of the permit and the actual occupancy of the dwelling unit(i.e.,the time required to construct, market and sell the home). Accordingly, staff started with the City population as of April 1, 2000 (as determined by the U.S. Census Bureau) and then determined the number of Certificates of Occupancy [C.O.s] issued by the City since that date. The number of C.O.s is multiplied by 2.95,which was (according to the 2010 Census)the average number of occupants per Farmington dwelling unit. The resulting calculations are as follows: 21,086 2010 Census population estimate +472= 160 certificates of occupancies issued from the period 4/1/10 to 12/31/11 X 2.95 21,558 Estimated population as of December 31,2011 +27=9 certificates of occupancies issued from the period 1/1/12 to 3/31/12 X 2.95 21,585 Estimated population as of March 31,2012 + 130=44 certificates of occupancies issued from the period 4/1/12 to 6/30/12 X 2.95 21,715 Estimated population as of June 30, 2012 +44= 15 certificates of occupancies issued from the period 7/1/12 to 9/30/12 X 2.95 21,759 Estimated population as of September 30, 2012 +47= 16 certificates of occupancies issued from the period of 10/1/12 to 12/31/12 X 2.95 21,806 Estimated population as of December 31,2012 +47= 16 certificates of occupancies issued from the period of 1/1/13 to 3/31/13 X 2.95. 21,853 Estimated population as of March 31, 2013 +62=21 certificates of occupancies issued from the period of 4/1/13 to 6/30/13 X 2.95 21,915 Estimated population as of June 30, 2013 + 109= 37 certificates of occupancies issued from the period of 7/1/13 to 9/30/13 X 2.95 22,024 Estimated population as of September 30, 2013 + 130=44 certificates of occupancies issued from the period of 10/1/13 to 12/31/13 X 2.95 22,154 Estimated population as of December 31st,2013 + 77=26 certificates of occupancies issued from the period of 1/1/14 to 3/31/14 X 2.95 22,231 Estimated population as of March 31, 2014 +62=21 certificates of occupancies issued from the period of 4/1/14 to 6/30/14 X 2.95 22,293 Estimated population as of June 30, 2014 + 85 =29 certificates of occupancies issued from the period of 7/1/14 to 9/30/14 X 2.95 22,378 Estimated population as of September 30, 2014 +68_=23 certificates of occupancies issued from the period of 10/1/14 to 12/31/14 X2.95 22,446 Estimated population as of December 31st,2014 +41 = 14 certificates of occupancies issued from the period of 1/1/15 to 3/31/15 X 2.95 22,487 Estimated population as of March 31st, 2015 BUDGET IMPACT None ACTION REQUESTED This item is informational in nature.No action is required ATTACHMENTS: Type Description D Backup Material First Quarter Building Inspections Graphs a) U O fl 0_ C 0 0 0 0 0 0 0 0T- .-- O O O O 0 0 0 0 0 0 O r-O O r O r O O .- 0 0 0 0 0 O O 3 0 0 E. 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DISCUSSION At the March 16, 2015 regular city council meeting you approved an ordinance amendment to Chapter 5 of Title 4 (Architectural Design and Materials)and Chapter 6 of Title 10 (Performance Standards) of the City Code that included among other minor changes an increase in the size of accessory storage sheds that require a building permit from exceeding 120 square feet to exceeding 200 square feet in size. This change was necessary to come into compliance with the recently approved 2015 State Building Code. Now,the individual residential zoning district chapters must be amended to reflect the same increase in size of accessory structure that requires a building permit(exceeding 120 sf to exceeding 200 sf). This amendment is for consistency purposes. The Planning Commission reviewed this ordinance amendment and held a public hearing on April 14, 2015. The commission recommended approval of the ordinance with a vote of 4-0. BUDGET IMPACT NA ACTION REOUESTED Approve the attached ordinance and summary ordinance amending Sections 10-5-6(B)2, 10-5-7(B)2, 10- 5-8 (B)2, 10-5-10(B)2, 10-5-11(B)2, and 10-5-12(B)2 of the zoning code as they relate to Accessory Structure Standards. ATTACHMENTS: Type Description D Ordinance Ordinance D Ordinance Summary Ordinance CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 015-693c— AN ORDINANCE AMENDING SECTIONS 10-5-6(B)2, 10-5-7(B)2, 10-5-8(B)2, 10-5-10(B)2, 10-5-11(B)2, 10-5-12(B)2 OF THE ZONING CODE AS THEY RELATE TO ACCESSORY STRUCTURE STANDARDS THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. Sections 10-5-6(B)2, 10-5-8(B)2, 10-5-10(13)2, 10-5-11(B)2, 10-5-12(B)2 of the Farmington Zoning Code, are hereby amended by adding the underlined language and deleting the -ruck language below as follows: 10-5-6: R-1 LOW DENSITY RESIDENTIAL DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: Detached garages: Lots up to 0.5 Lesser of 1,000 square feet or square feet of principal acre structure Lots 0.5 to 1 acre Lesser of 1,250 square feet or square feet of principal structure Lots 1.0 acre + Lesser of 1,500 square feet or square feet of principal structure Storage shed 240 square feet Building permit Any accessory structure over 1-20 200 square feet requires a building permit Building material The detached garage shall be constructed of similar materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback 6 feet Rear yard setback r- 6 feet Height (maximum) 12 feet storage shed Height (maximum) 20 feet detached garage All standards are minimum requirements unless noted. (Ord. 009-607, 8-3-2009) 10-5-7: R-2 LOW/MEDIUM DENSITY RESIDENTIAL DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: Fr [btachedgarages: Lots up to 0.5 acre Lesser of 1,000 square feet or square feet of principal structure Lots 0.5 to 1 acre Lesser of 1,250 square feet or square feet of principal structure Lots 1.0 acre + Lesser of 1,500 square feet or square feet of principal structure Storage shed 240 square feet Apartment 1,800 square feet Building permit Any accessory structure over 1-20 200 square feet requires a building permit Building material The detached garage shall be constructed of similar materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback 6 feet Rear yard setback: With alley 10 feet Without alley 3 feet Height (maximum) storage 12 feet shed Height (maximum) 20 feet detached garage All standards are minimum requirements unless noted. 10-5-8: R-3 MEDIUM DENSITY RESIDENTIAL DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: Detached garages Lesser of 1,000 square feet or square feet of principal structure Storage shed 240 square feet Apartment [1,800 square feet Building permit Any accessory structure over 1-20 200 square feet requires a building permit Building material The detached garage shall be constructed of similar -1 materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback 6 feet Rear yard setback: With alley 10 feet [Without alley 3 feet Height (maximum) storage 12 feet shed Height (maximum) 20 feet detached garage All standards are minimum requirements unless noted. 10-5-10: R-5 HIGH DENSITY RESIDENTIAL DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: r— Detached garages Lesser of 1,000 square feet or square feet of principal structure i Storage shed 240 square feet Apartment 1,800 square feet Building permit rAny accessory structure over 1-2-0 200 square feet requires a building permit Building material The detached garage shall be constructed of similar materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback r6 feet Rear yard setback 6 feet Height (maximum) storage 12 feet shed Height (maximum) 20 feet detached garage All standards are minimum requirements unless noted. (Ord. 009-607, 8-3-2009) 10-5-11: R-T DOWNTOWN TRANSITIONAL MIXED USE DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: Detached garages Lesser of 1,000 square feet or square feet of ( principal structure r— Storage shed [240 square feet Apartment [1,800 square feet Building permit Any accessory structure over 1-20 200 square feet requires a building permit Building material The detached garage shall be constructed of similar materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback 3 feet Rear yard setback: With alley 10 feet Without alley 3 feet Height (maximum) storage 12 feet shed Height (maximum) 20 feet detached garage All standards are minimum requirements unless noted. (Ord. 009-607, 8-3-2009) 10-5-12: R-D DOWNTOWN RESIDENTIAL DISTRICT: (B) Bulk And Density Standards: 2. Accessory Structure Standards: Accessory structures must be located behind principal structure in the side or rear yard according to the following requirements: Maximum size: _ I Detached garages Lesser of 1,000 square feet or square feet of principal structure Storage shed [240 square feet Apartment [1,800 square feet Building permit Any accessory structure over 1-20 200 square feet requires a building permit Building material The detached garage shall be constructed of similar materials as the principal structure Maximum number 1 of each type of structure provided it is not over approved lot coverage Side yard setback r3feet Rear yard setback: W alley 10 feet Without alley 3 feet Height (maximum) storage 12 feet shed Height (maximum) 20 feet detached garage s All standards are minimum requirements unless noted. (Ord. 009-607, 8-3-2009) SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication according to law. ADOPTED this 20th day of April, 2015, by the City Council of the City of Farmington. CITY OF FARMINGTON By: Todd Larson, Mayor ATTEST: By David McKnight, Cityinistrator SEAL Approved as to form the2511day of Qr , 2015. By: 0140f, 4)44-2- City Atto ey Summary published in the Farmington Independent the 30117 day of� , 2015. CITY OF FARMINGTON DAKOTA COUNTY,MINNESOTA SUMMARY OF ORDINANCE NO. 015-693 AN ORDINANCE AMENDING SECTIONS 10-5-6(B)2, 10-5-7(B)2, 10-5-8(B)2, 10-5-10(B)2, 10-5-11(B)2, 10-5-12(B)2 OF THE ZONING CODE AS THEY RELATE TO ACCESSORY STRUCTURE STANDARDS NOTICE IS HEREBY GIVEN that,on April 20,2015,Ordinance No. 015-693 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. 015-693, the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the sections of zoning code related to the various residential zoning districts are being amended, specifically the Accessory Structure Standards,to come into compliance with the recently approved 2015 State Building Code. The amendment is increasing the square footage of an accessory structure that requires a building permit from 120 square feet to 200 square feet within the accessory structure standards of each residential zoning district. 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 206 day of April, 2015. CITY OF FARMINGTON Todd Larson,Mayor ATTEST: • By: O G` 7_3.David McKnig t, oministrator SEAL %or Approved as to form thev"3 day of g 2015. 1111 r . y: Attor Published in the Farmington Independent the 2014 day of aia, 2015. yK City of Farmington � p 430 Third Street ' Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 °,,,r•A ,,,�°; www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Revised Fund Balance Policy-Finance DATE: April 20, 2015 INTRODUCTION On November 7, 2011, in response to the Governmental Accounting Standards Board's (GASB) Statement No. 54,Fund Balance Reporting and Governmental Fund Type Definitions, the city adopted a Fund/Cash Balance Policy . The GASB rule had recently been issued and governments were just beginning to interpret what the rule meant and adopt policies to comply. Now that the rule has been in place for several years and there is a deeper understanding of how to apply the rule, it is a good time to review and update the city's policy. DISCUSSION The proposed revised fund balance policy is attached. This document is modeled after the City of Lakeville's policy,resulting in a simpler, more straight-forward policy which has been updated to include the funds the city currently maintains. A copy of the city's current policy is also attached, Current Fund Balance Policy 11-7-2011. Since the two documents are markedly different, a red lined copy has not been included as the extensive mark-up was deemed to provide little benefit to the reviewer. Rather, comments have been added in the margins of the document to note those paragraphs that have had major changes. Finally, a copy of the draft Fund Balance Chart has also been included for your reference along with lines indicating the actual and proposed levels of the General Fund fund balance as a percentage of the 2015 budgeted expenditures. BUDGET IMPACT None. ACTION REQUESTED Approve the attached Proposed Revised Fund Balance Policy, effective as of December 31, 2014. ATTACHMENTS: Type Description D Backup Material Proposed Revised Fund Balance Policy © Backup Material Current Fund Balance Policy 11-7-11 o Backup Material Draft General Fund Fund Balance Chart CITY OF FARMINGTON FUND BALANCE POLICY I. PURPOSE The purpose of this policy is to establish specific guidelines the City of Farmington will use to classify fund balances of the Governmental Funds into categories based primarily on the extent to which the City is bound to honor constraints on the specific purposes for which amounts in these funds can be spent.The policy only applies to governmental funds,not enterprise funds. The policy also establishes specific guidelines the City will use to maintain an adequate level of fund balance to provide for cash flow requirements and contingency needs. II. CLASSIFICATION OF FUND BALANCE Governmental Accounting Standards Board's (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions defines the following fund balance classifications: 1. Nonspendable • This category includes fund balance that cannot be spent because it is either(i)not in spendable form or(ii)is legally or contractually required to be maintained intact. Examples include long-term receivables, inventories and prepaid amounts. 2. Restricted • Fund balance should be reported as restricted when constraints placed on those resources that are either(i) externally imposed by creditors, grantors, contributors, or laws or regulations of other governments or (ii) imposed by law through constitutional provisions or enabling legislation. 3. Committed • Fund balance that can only be used for specific purposes pursuant to constraints imposed by formal action of the government's highest level of decision-making authority (City Council). The committed amounts cannot be used for any other purpose unless the government removes or changes the specified use by taking the same type of action it employed to commit those amounts. • The City's highest level of decision making authority will annually or as deemed necessary commit specific revenue sources for specified purposes by resolution if they so choose. This formal action must occur prior to the end of the reporting period, however, the amount to be subject to the constraint, may be determined in the subsequent period. - 1 - II. CLASSIFICATION OF FUND BALANCE-CONTINUED 4. Assigned • Amounts that are constrained by the government's intent to use for specified purposes, but are neither restricted nor committed. Assigned fund balance in the General fund includes amounts that are intended to be used for specific purposes. • The City Council has delegated the authority to assign and remove assignments of fund balance amounts for specified purposes to the City Administrator, Finance Director or his/her designee. 5. Unassigned • Unassigned fund balance represents the residual classification for the General Fund. This is fund balance that has not been reported in any other classification. The General Fund is the only fund that can report a positive unassigned fund balance. A negative residual amount may not be reported as restricted, committed, or assigned fund balances. Other governmental funds would report deficit fund balances as unassigned. III. GOVERNMENTAL FUNDS 1. General Fund The General Fund is established to account for all revenues and expenditures which are not required to be accounted for in other funds. Revenue sources include property taxes, licenses, permits and fees, intergovernmental revenues, charges for services, fines and forfeitures, franchise fees, investment earnings, and transfers. The General Fund's resources finance a wide range of functions including general government administration, public safety, public works, parks and recreation and economic and community development. The General Fund may have a portion of its fund balance classified as nonspendable if there are long term receivables, inventories or prepaid items on the balance sheet. The City will strive to maintain an unrestricted (committed, assigned and unassigned) fund balance in the General Fund of an amount not less than 40% and not greater than 50% of the next year's budgeted expenditures of the General Fund. This will assist in maintaining an adequate level of fund balance to provide for cash flow requirements and contingency needs. -2- III. GOVERNMENTAL FUNDS-CONTINUED 2. Special Revenue Funds Special Revenue Funds are used to account for and report the proceeds of specific revenue sources that are restricted, committed or assigned to expenditures for specified purposes other than debt service or capital projects. Governmental Accounting Standards require that substantial inflows of revenues into a Special Revenue Fund be either restricted or committed in order for the fund to be considered a Special Revenue Fund. The City has the following Special Revenue Funds: i. Economic Development Fund —the fund balance may be both restricted and committed. Grant awards would be restricted by legal agreement. The remaining revenues are committed by the City Council for future economic development endeavors. ii. Tax Increment Financing Fund — the fund balance is considered restricted pursuant to state statute. iii. Police Donations & Forfeitures —the fund balance is restricted. Forfeitures are restricted in accordance with state statute and donations are restricted by the donor. iv. Park Improvement Fund—the fund balance is both restricted and committed by legal agreement and by the City Council. The developer agreements restrict the use of park dedication fees. Special assessment and other revenues are committed by the City Council for future park improvements. v. Ice Arena — the fund balance is considered committed. The revenues are committed by the City Council for operation and maintenance of the City's Ice Arena and other uses as authorized within budget. 3. Debt Service Funds Debt Service Funds account for the accumulation of resources for the payment of long- term debt principal and interest maturing in current and future years. All of the City's Debt Service fund balances are considered restricted pursuant to state statutes and their respective debt agreements. 4. Capital Project Funds Capital Project Funds account for financial resources that are being accumulated for current and future projects. The fund balances in the Capital Project Funds are appropriated to and therefore considered restricted or committed for these purposes: capital outlay expenditures, acquisition or construction of capital facilities, and other capital assets. Bond proceeds are considered restricted. -3 - III. GOVERNMENTAL FUNDS-CONTINUED i. Sanitary Sewer Trunk Fund—the fund balance is committed by City Council for current and future sanitary sewer trunk construction and improvement projects. ii. Cable Communications Fund —the fund balance may be both restricted and committed by City Council for current and future construction and improvement projects related to the provision of cable communications for public access. The P.E.G. (public, educational and governmental) fees would be restricted by legal agreement. Franchise fees would be committed by Council. iii. State Aid Construction (Road & Bridge) Fund — the fund balance is committed by City Council for future debt service payments on the related bonds. iv. Fire Capital Projects Fund—the fund balance is committed by City Council for current and future fire capital projects. v. Storm Water Trunk Fund—the fund balance is committed by City Council for current and future construction of storm water trunk infrastructure projects within the City. vi. Recreation Capital Projects Fund — the fund balance is committed by City Council for current and future construction of City owned recreation facilities. vii. Private Capital Projects Fund — the fund balance is committed by City Council to current and future development in the City. viii. Permanent Improvement Revolving Fund —the fund balance is committed by City Council for current and future street construction projects. ix. General Capital Equipment Fund —the fund balance is committed by City Council for current and future governmental fund's capital equipment needs. x. Maintenance Fund — the fund balance is restricted by legal agreement and committed by City Council for current and future seal coating, trail maintenance, building maintenance and street construction and improvement projects. Unspent bond proceeds are restricted. IV. PROCEDURES FOR AVAILABLE RESOURCES When both restricted and unrestricted resources are available for use, it is the City's policy to first use restricted resources,and then use unrestricted resources as they are needed. When unrestricted resources are available for use, it is the City's policy to use resources in the following order; 1.)committed 2.)assigned and 3.)unassigned. -4- V. STABILIZATION ARRANGEMENTS Stabilization arrangements are defined as formally setting aside amounts for use in emergency situations or when revenue shortages or budgetary imbalances arise. The City may set aside amounts by resolution as deemed necessary that can only be expended when certain specific circumstances exist. The resolution will identify and describe the specific circumstances under which a need for stabilization arises. The need for stabilization will only be utilized for situations that are not expected to occur routinely. Approved and Adopted Xxxxx xx,xxxx,for retroactive implementation effective December 31,2014 -5 - City of Farmington Fund/Cash Balance Policies November 7, 2011 The purpose of the fund balance policies is to establish appropriate fund balance levels for each fund that is primarily supported by property tax revenues or user fees. These policies will ensure that adequate resources are available to meet cash flow needs for carrying out the regular operations of the City, as well as to meet the fund balance requirements identified in the City's Long Range financial Management Plan. The governmental funds that will be addressed in this policy are: General Fund, Parks & Recreation, Arena, Park Improvement, and all funds that are part of the financial plan adopted for the 2012 budget. The City Council authorizes the Finance Director and/or City Administrator to assign fund balance that reflects the City's intended use of those funds. When both restricted and unrestricted resources are available for use, it is the City's policy to first use restricted resources, and then use unrestricted resources as they are needed. When unrestricted resources are available for use, it is the City's policy to use resources in the following order; 1) committed 2) assigned 3) unassigned. These fund balance classifications apply only to Governmental Funds, not Enterprise Funds. I. General Fund The General Fund is established to account for all revenues and expenditures which are not required to be accounted for in other funds. Revenue sources include property taxes, license and permit fees, fines, service charges, intergovernmental revenues, investment interest earnings, and transfers. The General Fund's resources finance a wide range of functions including the operations of general government, public safety, and public works. The City will strive to maintain an unassigned fund balance in the General Fund in the range of 25-50% of the subsequent year's budgeted expenditures. Since a significant source of revenue in the General Fund comes from property taxes, maintaining a fund balance that is equal to at least five months of operating expenditures ensures that sufficient resources are available to fund basic City functions between property tax settlements. This range is in conformance with guidance from the Office of the State Auditor (OSA). Amounts that exceed 50% may be transferred out to other funds. An assignment or restriction of fund balance may be used to offset revenues earned in one year where substantial services are required to be performed in the next fiscal period II. Parks & Recreation Fund no The Parks and Recreation Fund is a Special Revenue Fund that provides for both passive longer and active recreational activities throughout the community. It receives the majority of exists, its funding from roe taxes and user fees which finance specific activities. These moved to g property rtY p General Fund. City of Farmington Fund Balance Policy Adopted 11-7-11 1 activities are separated into two divisions: Rambling River Center and Pool. Fees for programs within these divisions are reviewed each year to determine the appropriate amount of revenue to offset the costs and yet keep the program affordable for participants. In some cases, the fee charged is either more market driven or may be based on ability or willingness to pay, which will set the fees above or below the direct costs of running an individual program. The City will strive to maintain a fund balance in the Parks and Recreation Fund in the range of 10-25% of the subsequent year's budgeted expenditures. This lower percentage is deemed adequate since many of the program revenues are received earlier in the year than property tax settlements. Amounts that exceed 15% may be transferred out to other funds. III. Arena Fund The Ice Arena division provides recreational, instructional and competitive activities for figure skaters and hockey players. The City will strive to maintain a positive fund balance in this fund. IV. Park Improvement Fund The Park Improvement Fund pays for land, buildings, and infrastructure for the parks within the city. Park dedication fees make up the majority of the revenues for this fund. The City will strive to maintain a fund balance in the Park Improvement Fund in an amount sufficient to support the ongoing capital expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. V. Street Capital Project Fund The Street Capital project fund (commonly referred to as the "Road and Bridge" fund, accounts for all past (prior to 2010) street construction projects. The fund balance in this fund will be utilized to complete projects started before 2010 and to pay the debt related to these projects. A plan is set up to pay for this through 2027. The City will strive to maintain the fund balance in the Street Capital Project Fund in an amount sufficient to support the ongoing planned expenditures (Per the "Road and Bridge" fund plan) and in congruence with the long range financial plan adopted for the 2012 budget. VI. Equipment Replacement Fund This Fund did not This fund is to account for capital equipment purchases. The City will strive to maintain exist.In 2014 the fund balance in the Equipment Replacement Fund in an amount sufficient to support Council created the ongoing capital expenditures planned in the CIP and in congruence with the long the General range financial plan adopted for the 2012 budget. Capital Equip Fund. VII. Trail Maintenance Fund Not a separate fund, This fund is to account for maintenance of City trails. The City will strive to maintain the part of the fund balance in the Trail Maintenance Fund in an amount sufficient to support the Maintenance Fund. ,uny of Farmington Fund Balance Policy Adopted 11-7-11 2 ongoing capital expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. VIII. Park Redevelopment Fund The City does not These funds will be used to maintain and replace features within the existing parks such have a fund with as shelters, courts, and play equipment. The City will strive to maintain the fund balance this name,similar to in the Park Redevelopment Fund in an amount sufficient to support the ongoing capital Park Improvement expenditures planned in the CIP and in congruence with the long range financial plan Fund. adopted for the 2012 budget. IX. Seal Coating Fund Now called the This fund provides for the seal coating of City roadways on a 7-year cycle. The City will Maintenance Fund. strive to maintain the fund balance in the Seal Coating Fund in an amount sufficient to support the ongoing capital expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. X. Street Rehabilitation Fund The Street Rehabilitation Fund is used to account for the financing of street rehabilitation projects. Revenue sources are provided mainly through property taxes. Street projects This fund does not are programmed into the City's Capital Improvement Plan and are generally planned exist on its own,is years in advance. part of the Maintenance Fund. The City will strive to maintain the fund balance in the Street Rehabilitation Fund in an amount sufficient to support the ongoing capital expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. XI. Computer Replacement Fund This fund will provide for the necessary upgrades to both desktop computers used by This fund does not employees and servers and other equipment necessary to maintain our network. The City exist.These costs will strive to maintain the fund balance in the Computer Replacement Fund in an amount are included in the IT internal service sufficient to support the ongoing capital expenditures planned in the CIP and in fund. congruence with the long range financial plan adopted for the 2012 budget. XII. Fire Equipment Replacement Fund This fund will provide for replacement of fire equipment such as air tanks and turnout This fund does gear. This funding is not intended to be used for the purchase of fire trucks or other not exist• vehicles as those are included in the equipment replacement plan. The City will strive to maintain the fund balance in the Fire Equipment Replacement Fund in an amount sufficient to support the ongoing capital expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. XIII. Building Maintenance Fund City of Farmington Fund Balance Policy Adopted 11-7-11 3 This fund does not The intent of this fund is to set aside funds for building maintenance that will be exist as a separate necessary at all city-owned buildings. The City will strive to maintain the fund balance fund. These funds in the Building Maintenance Fund in an amount sufficient to support the ongoing capital are included in the Maintenance Fund. expenditures planned in the CIP and in congruence with the long range financial plan adopted for the 2012 budget. Fund Balance Classifications GASB 54 separates fund balance into five new categories. Under the old standards there were three categories: Reserved, Designated, and Undesignated. The new categories are more descriptive, and focus on how the City plans to use its resources. The City of Farmington will follow the GASB 54 fund classifications as shown in "Attachment A" which becomes part of this policy. A brief description of each of the new categories is listed below along with examples of each. Nonspendable fund balance- amounts that are not in a spendable form or are required to be maintained intact. Examples of nonspendable fund balance are inventory, long-term receivables, or land held for resale. These items cannot be spent without being converted to cash first. Restricted fund balance- amounts subject to externally enforceable legal restrictions. Examples of restricted fund balance are grant proceeds, bond proceeds, tax increments, park dedication fees, and other items that are required (by external entities)to be spent for a specific purpose. Committed fund balance- amounts that can be used only for the specific purposes determined by a formal action of the government's highest level of decision-making authority (City Council). Commitments may be changed or lifted only by the government taking the same formal action that imposed the constraint originally. An example of committed fund balance would be the City Council committing cable franchise fees for cable TV programming. Assigned fund balance- amounts a government intends to use for a specific purpose; intent can be expressed by the government body or by an official to which the governing body delegates the authority (City Administrator and/or Finance Director). An example of assigned fund balance would be the City's portion of a construction project where other funding was received with the requirement of a match. Unassigned fund balance- residual amounts that are available for any purpose in the general fund. This category can only be found in the general fund except in the case of a negative fund balance in other governmental funds. The negative fund balances in the Rambling River Center and the Arena would be unassigned. ATTACHMENT-A City of Farmington City of Farmington Fund Balance Policy Adopted 11-7-11 4 GASB 54 Implementation Fund Balance Classifications FYE 2011 Fund Category Committed/Assigned For: General Fund Prepaids Nonspendable Remainder Unassigned RRC Transfer Committed Recreation Programs SPECIAL REVENUE FUNDS Arena Inventory Nonspendable Program Revenue Committed Recreation Programs Charges for Services Committed Recreation Programs Remainder Assigned Recreation Programs Recreation Funds (RRC and Pool) Inventory Nonspendable Program Revenue Committed Recreation Programs Charges for Services Committed Recreation Programs Remainder Assigned Recreation Programs RRC Transfer Committed Recreation Programs Police Forfeitures Sale of Property Restricted Restricted for DUI Enforcement per MS609.5315 Remainder Assigned Law enforcement Development EDA Rental Income Assigned Redevelopment Efforts CDBG Funds Restricted Sale of Property Assigned Redevelopment Efforts Remainder Assigned Redevelopment Efforts Park Improvement Fund Property Taxes Assigned Development of Parks Contributions Restricted Development of Parks Park Dedication Fees Restricted Development of Parks Remainder Assigned Development of Parks TIF City Center District 2 Tax Increments Restricted City of Farmington Fund Balance Policy Adopted 11-7-11 5 Remainder Assigned Tax Increment Financing TIF Eagles District 13 Tax Increments Restricted Remainder Assigned Tax Increment Financing CAPITAL PROJECT FUNDS Capital Acquisition(Cable) Franchise Fees Committed Cable TV Programming Grants Restricted Capital Remainder Assigned Cable TV Programming Streets Capital Projects MSA Restricted Remainder Assigned Street Construction/Debt Private Capital Project Fund Dedicated Service Fees Assigned Engineering,Admin,Legal services Storm Water Trunk Fund Dedicated Fees Restricted Storm Water Remainder Restricted Storm Water Sanitary Sewer Trunk Fund Dedicated Fees Restricted Storm Water Special Assessments Restricted Storm Water Remainder Restricted Storm Water Permanent Improvement Revolving Special Assessments Restricted Capital Improvements benefiting individual property owners Remainder Assigned Capital Improvements benefiting individual property owners Restricted DEBT SERVICE FUNDS City of Farmington Fund Balance Policy Adopted 11-7-11 6 I - --: L -J ©-- I . � I I . . . . \ . . \ . 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I R I ... . ,ruilin II 0 0 0 o 0 0 0 O o 0 0 0 0 0 0 0 o O 0 0 0 0 O o 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 0 0 0 in o m o m O m o m o m o m m o (.6 (6 Iri CO CO C\F - 3 E EA EA 6 E E EA EA eo u e e e p U n d U| e 6 u e Ll 3 a 1kR f City of Farmington AtyrWgt• 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 44,4 01.4 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Agreement with Marschall Lines, Inc. to Provide Transportation for 2015 Swim Bus Program-Parks and Recreation DATE: April 20, 2015 INTRODUCTION 2015 will mark the 12th year the Swim Bus Program (Swim Bus)has been offered. For the past nine years, Marschall Line, Inc. has provided the bus for the Swim Bus program. DISCUSSION Staff contacted Marschall Line, Inc. see if they would be interested in providing transportation for the Swim Bus Program in 2015. Marschall Line, Inc. indicated they would be interested in providing this service for the 10th consecutive year. The Swim Bus has stops at many neighborhood parks where children are picked up and transported to the outdoor pool. Since the swim bus program began in 2004 and through the 2014 season 7,300 riders have used the Swim Bus to travel to the city's outdoor pool. Attached is an agreement form that the city council is being asked to approve that will allow the city to contract with Marschall Line,Inc. to provide a bus and driver to transport children to the outdoor pool from various city parks. Exhibit A provides a description and identifies pickup and drop off locations. BUDGET IMPACT Funding for the Swim Bus comes from the outdoor pool budget. Marschall Line, Inc. has agreed to provide the transportation service at a cost of$90.00 per day,which is the same rate that has been charged since 2012. This daily charge is well below the rate that Marschall Line, Inc. normally charges its customers. The normal daily rate charge is $251.90,which means the city pays $161.90 less than what is normally charged for the daily rate. This difference is being treated as a donation to the city and a separate resolution addresses this donation. The total cost of providing this service at$90.00 per day for 29 days during the summer is$2,610.00,which is the same amount paid in 2012, 2013, and 2014. ACTION REOUESTED Approve the attached agreement with Marschall Line, Inc. to provide transportation for the 2015 Swim Bus Program. ATTACHMENTS: Type Description D Contract Swim Bus Agreement ID Exhibit Swim Bus Description AGREEMENT AGREEMENT made this aci44 day of Q , 2015, `between the CITY OF FARMINGTON, a Minnesota municipal orp oration ("City"), and MA RSCHALI, LINE,INC.,a Minnesota corporation("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED,THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents",all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement • B. Proposed Swim Bus Route and Schedule attached as Exhibit"A." In the event of conflict among the provisions of the Contract Documents,the order in which they are listed above shall control in resolving any such conflicts with Contract Document "A" having the first priority and Contract Document"B"having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR .The Contractor shall provide the goods;services,andperform the work in accordance with the Contract Documents. 3.•. .OBLIGATIONS OF THE CITY. The City shall pay the Contractor in accordance with the bid. • 4. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Contract without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. S. TIME OF PERFORMANCE. The Contractor shall provide the Swine Bus Program service beginning on June 15,2015 and complete its obligations on August 6,2015. • 6. PAYMENT. a. The City shall pay the Contractor $2,610.00 during the Swish Bus Program. The Contractor shall invoice the City monthly for services provided.Such payment shall be made not later than thirty(30)days after completion and invoicing by the Contractor. b. No final payment shall be made under this Contract witil Contractor has satisfactorily established compliance with the provisions of Mina. Stat. Section 290,92. A certificate of the commissioner shall satisfy this requirement with respect to the Contractor or any subcontractor. 7. EXTRA SERVICES. No claim will be honored for compensation for extra services or beyond the scope of this Agreement or the not-to-exceed price for the services identified in the proposal without written submittal by the Contractor,and approval of an amendment by the City, with specific estimates of type, time, and maximum costs, prior to commencement of the work. 8. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota . Statute 471.25, Subdivision 4a,the Contractor must'pay any subcontractor within ten(10) days of the Contractor's receipt of payment from the City for undisputed 'services provided by the subeontractcr, The Contractor must pay interest of one and one-half percent(1',4'%)per month or any part of a month to subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of$100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees,-incurred in bringing the action. • 9. WORKER'S COMPENSATION. If Contractor does public work,the Contractor shall obtain and maintain for'the duration of this Contract, statutory Worker's Compensation Insurance and Employer's.Liability Insurance as required under the laws of the State of Minnesota. 10. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all limes 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 barrage: $2,000,000 each Occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period Of three (3)years after final payment and Contractor shall continue to provide evidence of such coverage to City on an annual basis during the aforementioned period; or if ally reason Contractor's woke ceases 'before final payment,-for a minimum period of three(3)years from the date Contractor ceases work. Property Damage Liability Insurance shall include coverage for the following hazards: X (Explosion) C (Collapse) U (Underground) Contractual Liability(identifying the contract): Bodily Injury: $2,000,000 each occurrence 2 Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury,with Employment Exclusion deleted: $2,000,000 aggregate Coinpreherisive Autom obile LialiWty(owned,non-owned,hired): Bodily Injury: $2,000,000 each occurrence . $2,000,000 each accident Property Damage: $2,000,000 each occurrence 11. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this Agreement. Contractor is subject to all'the provisions of the Minnesota Government Data Practices Act,including but not limited to the civil,remedies of Minnesota Statutes Section 13:08,as ifit 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,iudernnify, aid hold City, its=officials, officers, agents, employees, and volunteers harnalless:.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 mediation or termination of this Agreement. 12. RECORDS. Contractor shall maintain complete and accurate records of expenses involved in the performance of services. 13. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply with all, applicable provisions of all federal, state and municipal laws winch prohibit discrimination in employment to members of a protected class and all rules and regulations, promulgated and adopted pursuant thereto. The Contractor will include a similar provision in all ,subcontracts entered into for the performance of this contia.ct, 14. INDEMNITY. The Contractor agrees to defend,hold harmless,and indemnify the City,its officers,agents,and employees,for and against any and all claims,demands,actions,or causes of action, of whatever nature or character, arising from the Consultant's performance of work or services provided for herein. The Contractor shall take all reasonable precautions for the safety of all employees on the site and shall provide reasonable protection to prevent damage or loss to the property on the site or properties adjacent thereto and to work, materials and equipment under the Contractor's control. 3 15. 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. 16. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Contract. 17. SEVERABILITY. If any provision,term, or condition of this Contract is found to be or become unenforceable or invalid, it shall not effect the remaining provisions, terms, and. conditions of this Contract, unless such invalid or unenforceable provision, term, or condition renders this Contract impossible to perform. Such remaining terms and conditions of the Contract shall continue in full force and effect and shall continue to operate as the parties'entire contract 18. 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. 19. 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. . Dated: ,2015. CITY OF FARMINGTON By --- Todd Larson,Mayor By: aeltiA.A avid MaKnig ,Ci4rAdministrator 4 Dated: Apr: ,2015 CONTRACTOR: MARSCHALL LINE,INC. By: /,��. o�� S J Se v c 50 c, Zts: Genert ( /°lt ikyr r • • • • „. • • i 5 MINNE-1 OP ID: DV ACORO® DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 04/28/2015 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 policy(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 Reed,Wertz&Roadman,Inc. PHONE Timothy Weaverling FAx P.O.Box 640 (A/C.No.Extl:814-623-1111 (ac,Nol:814-623-7798 Bedford,PA 15522 E-MAIL Timothy Weaverling ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC S INSURER A:Harleysville Worcester Ins.Co. 26182 INSURED Marschall Line,Inc. INSURER B:Nationwide Mutual Ins Co 23787 101 East 10th St,Suite 300 INSURER C: Hastings,MN 55033 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 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 TYPE OF INSURANCE ADM SU WER POLICY EFF POLICY EXP LIMITS LTR INSD VD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR GL50853D 11/01/2014 11/01/2015 PREMISES(Ea acpmance) $ , MED EXP(Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY JECT LOC PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1 000 000 (Ea accident) , , A X ANY AUTO X BA56776D 11/01/2014 11/01/2015 BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X X NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS (Per accident) X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 4,000,000 A EXCESS LIAB CLAIMS-MADE CMB59116D 11/01/2014 11/01/2015 AGGREGATE __$ 4,000,000 DED X RETENTION$ 0 $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY YIN STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTNE f I NIA E.L EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) EL DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached H more space Is required) Certificate holder is also additional Insured as respects to auto liability for transportation services provided by the named insured if required in written agreement. CERTIFICATE HOLDER CANCELLATION CITYFAR SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Farmington THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN tY 9 ACCORDANCE WITH THE POLICY PROVISIONS. Parks and Recreation Dept Attn: Randy Distad AUTHORIZED REPRESENTATIVE 430 Third Street ��-gg��� ��� _ Q Farmington,MN 55024 � I.4-- (�t./"�R.4444- I ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD a fr.-- .l( r _ SWIM BUS Swim Bus The swim bus will run rain or shine. As a guideline, if Sponsored by: Farmington Parks&Recreation, Empire the temp is above 70° we will go to the Outdoor Pool, if Township, and Marschall Bus Lines it's below 70° or an How It Works 80%chance of rain ` 1: t', �- • No pre-registration. Just be at the designated bus stop we'll go to the Levi P. J 5-minutes prior to the scheduled pick-up time Dodge Middle School -,�_ � -I— -r-'U, • When you board the bus you will register with the (LDMS) pool. Call � � � '°- the hotline, 651-280- r `. � ,., chaperone listing your name, age, bus stop, emergency At, 6870 after 12:15 p.m. '� �;`. °, �� _� contact and phone number. to verify. The bus ride �/ ' - • The bus will pick-up at the listed locations. If pick-up is -� ' t� -� the be near the park sign, is FREE. All you have ,H: --_w;,i - _ at a park, he bus stop will b n r h p g , ,- please be ready. to pay is the pool p y admission and any treats you want while there. The bus • Be patient the bus may arrive a few minutes late, but ride will be chaperoned. it's coming, it will run rain or shine. Anyone under 8 years must be accompanied by a • Once at the pool the rider may not leave unless responsible individual such as a sitter or day care prior arrangements have been made with the provider. bus chaperone and parent June 15-August 6(Mondays-Thursdays) 195k" Street Construction & Swim Bus Dates and locations are listed below. NO swim bus the week of June 29-July 3. Please note: With construction of 195th Street the Swim I Begin picking up at 12:30 p.m. Bus may run late with pick-up and drop-off times. The Returning from pool starting at 3:30 p.m. scheduled times below are an estimate of when the bus FREE should arrive for pick-up. Pick-Up & Drop-Off Locations Mondays & Wednesdays Meadowview Park 5550 197th Street parking lot 12:30 p.m. 1—_•Pine Knoll Park 4950 203 St. 12:35 p.m. ,- _ Stelzel Field (parking lot) 19200 Centerfield Court 12:50 p.m. ` a#4 --J. Empire Town Hall 3375 197th St. 12:55 p.m. - - V t Sach's Park Calgary Trail &200th St. 1:00 p.m. / j. I i. Prairie View Park 1100 12th St. 1:05 p.m. Arrive at Pool 1:15 p.m. Return from Outdoor Pool beginning at 3:30 p.m.; Indoor Pool return time will begin at 3 p.m. (return trip-last on the bus to the pool will be the first dropped off). Tuesdays & Thursdays , Fair Hills Park 19200 Estate Ave. 12:30 p.m. _ #.sk 4 t •^: . Daisy Knoll Park 18640 Esquire Way 12:40 m. ,` f` ' � Y q Y p ti ', Dakota County Estates Park 18220 Emerald Trail 12:50 p.m. ., .' N -' North Creek Park(parking lot) Upper 1820d St. & Dunbury Ave. 1:00 p.m. -I Lake Julia Park 5105 187th St. W 1:10 p.m. Jim Bell Park & Preserve Trailhead at 190''St. 1:20 p.m. r� : Farmington Preserve Park(parking lot) 19975 Embers Ave. 1:30 p.m. Arrive at Pool 1:40 p.m. Return from Outdoor Pool beginning at 3:30 p.m.; Indoor Pool return time will - begin at 3 p.m. (return trip-last on the bus to the pool will be the first dropped off). Summer 2015 www.ci.farmington.mn.us 31 7411tRitt., City of Farmington 430 Third Street iiiiii w' Farmington,Minnesota Nit, 651.280.6800 -Fax 651.280.6899 44 �° ,' www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Adopt Resolution Accepting Swim Bus Program Donation from Marschall Line, Inc.-Parks and Recreation DATE: April 20, 2015 INTRODUCTION Marschall Line, Inc (MLI)has for the past nine years provided transportation for the Swim Bus Program (Swim Bus) and in the past has not charged the normal three hour minimum terminal to terminal rate for this service. In the past the difference of what the city of Farmington has paid versus what MLI normally charges for this service has been recognized and accepted by the city as a donation. DISCUSSION An agreement with MLI is on the April 20, 2015 city council agenda for approval. The agreement states that the city will pay $90.00 per day for the transportation service that MLI will provide for the Swim Bus. MLI staff has shared with city staff that normally the terminal to terminal rate at a three hour minimum would cost$242.76. MLI is agreeable to allowing the difference between the two costs of $152.76 per day to be considered as a donation to the city. BUDGET IMPACT According to the MLI,the normal three hour minimum terminal to terminal rate for the Swim Bus service would have cost the city$7,040.04. Under the proposed agreement the total cost for 29 days of bus services will be $2,610.00. This means the city will save$4,430.04 during the 29 days the swim bus will be provided by MLI. Had MLI not made this significant donation,the Swim Bus Program would be very costly for the city to provide to the community. Staff will communicate the city's appreciation on behalf of the city council to MLI for its generous donation. ACTION REQUESTED Adopt the attached resolution accepting the donation of$4,430.04 from MLI to the city for the reduction in costs to provide the Swim Bus transportation service. ATTACHMENTS: Type Description D Resolution Swim Bus Donation RESOLUTION NO.R18-15 ACCEPT 2015 SWIM BUS PROGRAM DONATION FROM MARSCHALL LINE,INC. Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 20th day of April 2015 at 7:00 p.m. Members Present: Larson,Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Pitcher seconded the following: WHEREAS, Marschall Line, Inc. total cost for the service rendered for the 2015 Swim Bus Program should have been$7,040.04; and, WHEREAS, Marschall Line, Inc. will be charging the City$2,610.00 for service rendered; and, WHEREAS, Marschall Line, Inc. has agreed to donate the remainder of the cost, or$4,430.04, to provide the bus service for the 2015 Swim Bus Program; and, WHEREAS, it is required by State Statute and in the best interest of the City to accept such donation. NOW,THEREFORE,BE IT RESOLVED that the City of Farmington hereby accepts with gratitude the generous donation of$4,430.04 from Marschall Line, Inc. for the reduction of the 2015 Swim Bus Program fees. This resolution adopted by recorded vote of the Farmington City Council in open session on the 20th day of April,2015. Mayor Attested to the 2 ,4,1"/ day of April, 2015. 0 MAI -'q�4o ity Administrator SEAL Rift, City of Farmington •••• 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 * ,,4PRO, www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Adopt Rambling River Center Weather Policy for Building Closing and Program Cancellation-Parks and Recreation DATE: April 20, 2015 INTRODUCTION A new weather policy for building closing and program cancellation has been created for the Rambling River Center. DISCUSSION Department staff created a policy that is attached as Exhibit A. The policy identifies severe weather situations that may cause the Rambling River Center building to be closed and programs to be cancelled. The policy also includes a map of building locations where people can move to inside the building for shelter if there is a severe weather event occurring. Staff reviewed the policy with the Rambling River Center Advisory Board(RRCAB)at its March 9, 2015 meeting. The RRCAB approved the policy unanimously and made a recommendation to the Park and Recreation Advisory Commission(Commission)to approve the Policy. Staff then reviewed the policy with the Commission at its April 8, 2015 meeting. The Commission reviewed and unanimously approved the policy and is recommending to the City Council that the policy be approved and used at the Rambling River Center. Having the policy in place will provide a much needed tool to use to when severe weather is present. Previously there was no written policy or a map of the building showing where shelter areas are when severe shelter strikes. The policy provides direction not only to members but also to rental groups that may use the building in the evening and weekends when there is no staff on duty. The map will be hung on the walls of the Rambling River Center by the approved shelter areas. The policy and map will be provided to all rental groups making them aware of what to do and where to go in the event of severe weather. BUDGET IMPACT NA ACTION REQUESTED By motion approve the attached Rambling River Center severe weather policy for building closure and program cancellation. ATTACHMENTS: Type Description © Exhibit Policy EXHIBIT A Rambling River Center Weather Policy for • Building Closing and Program Cancellation Purpose The purpose of this policy is to identify when the Rambling River Center building will be closed and/or when programs will be cancelled due to extreme weather conditions. permitiions The following definitions are being used to clarify key words in the Policy: • Severe Weather—Any type of weather leading to extreme and dangerous conditions. This includes the following two weather scenarios: Heat • Warm/hot temperatures combined with high humidity to create a dangerous heat index • Atmospheric conditions that may produce a severe thunderstorm capable of high winds, hail, heavy rain and/or a tornado Cold • Low temperatures that may produce freezing rain • .Extremely low temperatures that may also be combined with wind that creates a dangerous wind chill factor that may cause frostbite and hypothermia in 15 minutes or less • Snow that may create unsafe conditions • Snow combined with wind that may create a blizzard condition • Policy It shall be the policy of the City of Farmington that the Rambling River Center building may close and/or cancel programs due to severe weather. The following severe weather conditions will warrant the closing and/or cancellation of programs at the Rambling River Center: • If other city buildings are closed,then the Rambling River Center will be closed and all • programs will be cancelled and will be rescheduled to a different date if possible • If a trip is planned and there is a wind chill advisory issued by the National Weather Service . during the time the trip will be occurring,then the trip will be cancelled and if possible rescheduled to a different date • If there is a heat advisory issued by the National Weather Service,then any outdoor programs/events scheduled during the heat advisory will be cancelled and if possible rescheduled to a different date In addition to cancelling programs and/or closing the building due to severe weather,programs and/or the building may be impacted by severe weather while the building is open and programs are being held. In this scenario,the following action will be taken: If a severe thunderstorm and/or tornado warning is given by Dakota County,all programs/activities inside the Rambling River Center building will cease and all participants will be required to move immediately to the following storm shelter areas in the building: • Interior restrooms(not banquet room restrooms) • Janitorial storage room • Anchor Bank room • Storage rooms(old jail cells)by train club area A map is shown on the following page identifying where the storm shelter areas are located in the building. While the city cannot force people to enter the storm shelter areas,everything will be done to convince participants to remain in the building and move to the storm shelter areas rather than leave the building.If a person decides to leave the building on their own,staff will not impede them from leaving,but the city will not be responsible for what happens to the person once they leave the building. Once inside the shelter areas,people are not allowed to leave. Staff will monitor the severe weather conditions to determine when it is safe for people to leave the storm shelter areas. • Rambling River Center • . • Severe Weather Shelter o S Farmington ' Storage n Roo m A `.t. , L • ocations Map Room • Iv '' rwl 001. i ' 1 (___ • • -----, S 1 . Banquet Room 1 I . I }wt n..4 • I Rtliroom t1;. ; Kitchenette I.. I '•.1 1 U ( ! 1 11 I t office I;�`r Stora ge Storage Arts&Crafts Mechanical 'r . . Room Room Red ' ---I _ I Slipper Train !, Room Room Storage, Storage ; ' 1 Room 1.1 Room � 'r 1 Weber w Copy / Room Room Storage Rooin Anchor Bank Coffee i Activity Room _ Nook 0---- Non (w ie.n R steam Muir.. ('.II.'7YITL'R([j2'iTI7�.. -.. ry...t)..amaua{yip+ + lack&Bev .' ' McKnight 1 ,- `' g t_..-.; .'._; Empire Room Fitness Center Garage i Office Front • ,�i Desk• — -- -�- L1�-.°°' .. Jerry Oak Ristow Street Library • i Entrance o�i�AR�y �► City of Farmington p 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 '�sr•A n,,,a�`° www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation-Police Department-Human Resources DATE: April 20, 2015 INTRODUCTION The recruitment and selection process for the appointment of the part-time Administrative Support Technician,to fill the vacant position,has been completed. DISCUSSION After a thorough review by the Police Department and Human Resources Office, a contingent offer of employment has been made to Amy Mailhot, subject to passing the background check,pre-employment drug test and ratification by the city council. Ms. Mailhot has previous administrative support experience including supporting a police department and meets the qualifications for this position. BUDGET IMPACT, Ms. Mailhot's starting hourly wage will be$17.33 which is the beginning step of the salary range for this position(salary range: $17.33 -$21.67) Funding for this position is authorized in the 2015 budget. ACTION REQUESTED Approve the appointment of Amy Mailhot as Administrative Support Technician effective on May 4, 2015. O ARC, City of Farmington at p 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 „ ________it raCJW. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Approve Seasonal Hiring-Human Resources DATE: April 20,2015 INTRODUCTION The city has conducted the recruitment and selection process for the appointment of summer seasonal. DISCUSSION After a thorough review by the Parks and Recreation and Human Resources Departments, offers of employment have been made to the individuals shown on the attached spreadsheet, subject to ratification by city council. BUDGET IMPACT The positions are included in various department budgets. ACTION REQUESTED By motion, approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description D Backup Material 2015 Summer Seasonal Staff 2015 Summer Seasonal Staff 2014-15 Name Pay Rate Pos/Step RETURNING PARK MAINTENANCE STAFF Tyler Knutson $ 10.33 Park Maintenance-Step 4 Adam Roschen $ 9.56 Park Maintenance-Step 2 Jared Rowan $ 10.33 Park Maintenance-Step 4 Kyle Wench $ 9.56 Park Maintenance-Step 2 Darrell Valek $ 10.33 Park Maintenance-Step 4 RETURNING ARENA STAFF Tyler Knutson $ 9.79 Arena Supervisor-Step 3 Adam Roschen $ 9.23 Arena Supervisor-Step 2 Kyle Wenck $ 9.23 Arena Supervisor-Step 2 RETURNING POOL STAFF Cristian Brollier $ 10.41 Water Safety Instructor-Step 3 Cristian Brollier $ 9.56 Lifeguard -Step 3 Adam Dougherty $ 9.56 Water Safety Assistant-Step 3 Adam Dougherty $ 9.56 Lifeguard -Step 3 Lauren Ellis $ 10.14 Water Safety Insructor-Step 2 Lauren Ellis $ 9.56 Lifeguard -Step 3 Alexis Johnson $ 10.41 Water Safety Instructor-Step 3 Alexis Johnson $ 9.56 Lifeguard -Step 3 Jonathan Kingsbury $ 9.28 Water Safety Assistant-Step 2 Jonathan Kingsbury $ 9.28 Lifeguard -Step 2 Ryan Newton $ 9.28 Water Safety Assistant-Step 2 Ryan Newton $ 9.28 Lifeguard -Step 2 Jenna Pellicci $ 10.41 Water Safety Instructor-Step 3 Jenna Pellicci $ 9.91 Lifeguard -Step 4 Hanna Sundt $ 11.98 Pool Supervisor-Step 1 Hanna Sundt $ 10.41 Water Safety Instructor-Step 3 Tanner Sundt $ 8.30 Concession Worker-Step 2 RETURNING RECREATION STAFF Jay Burditt $ 9.23 Recreation Leader-Step 3 Kayla Collins $ 9.68 Recreation Leader-Step 4 Kiley Foss $ 8.60 Recreation Leader-Step 2 Annie Grengs $ 9.23 Recreation Leader-Step 3 Alex Osborn $ 9.68 Recreation Leader-Step 4 Cecilia Rogers $ 8.60 Recreation Leader-Step 2 Steffani Rolston $ 11.98 Recreation Program Supervisor-Step 1 Emiliee Shearer $ 13.63 Recreation Program Supervisor-Step 4 Addison West $ 9.68 Recreation Leader-Step 4 o ON City of Farmington p 430 Third Street Farmington,Minnesota 651.280.6800 - Fax 651.280.6899 4.4r,A , $° www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Paid Time Off(PTO) Transition Agreement with the Police Sergeant's Collective Bargaining Unit-Human Resources DATE: April 20, 2015 INTRODUCTION This memorandum provides information and requests approval for the transition to PTO from sick and vacation for Matthew Hendrickson; and for future PTO conversions under the police sergeant's collective bargaining agreement. DISCUSSION Mr. Hendrickson was promoted to sergeant in August 2014. At the time of his promotion and in the current collective bargaining agreement, the language regarding the transition from sick and vacation to PTO stated that the city and the union would determine the process for converting sick and vacation for any newly hired sergeant. Both the city and the union acknowledge that this issue should have been resolved before this situation occurred and immediately entered negotiations in order to resolve this issue. As a result of those negotiations, staff is recommending that the city council approve the following transition to PTO for Mr. Hendrickson as well as the transition to PTO or any future newly promoted police sergeant. For Matthew Hendrickson: Current Accruals: Vacation 151.50 Sick 874.70 Conversion: Vacation 100% 151.50 Sick 69.5% 608.50 PTO Balance: 760.00 (Cap for Sergeants) Upon the conversion to PTO, Mr. Hendrickson's PTO accrual will follow the schedule as outlined in the collective bargaining agreement and will be at 9.61 hours per pay period. Additionally, one fourth of his remaining sick leave balance (66.55 hours)would be converted to his post employment health care savings plan. The dollar amount would be based on the rate of pay he was at as an officer before he was promoted to sergeant($36.57) and is $2433.73. All future conversions to PTO for Sergeants: Future conversions would be a straight conversion of 100%of accrued vacation and 65%of accrued sick leave balances which is the same conversion formula used for non-bargaining employees. Additionally,this language will be added to the Police Sergeant's collective bargaining agreement. BUDGET IMPACT The budget impact for this change is $2433.73. However,this should not negatively impact the budget due to the savings realized from leaving a position unfilled for the first four months of the year. ACTION REQUESTED Approve the agreement with the police sergeant's collective bargaining unit regarding the transition to PTO for Matthew Hendrickson as well as the conversion method for future newly promoted sergeants o00ARI J► City of Farmington a p 430 Third Street ik / Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 s,�•A s*: www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Retirement-Human Resources DATE: April 20, 2015 INTRODUCTION The city has received notice that Mr. Tim Pietsch will retire from the Fire Department effective May 11, 2015. DISCUSSION The Human Resources Office has received notification that Mr. Tim Pietsch will retire from the Fire Department effective May 11, 2015. Mr. Pietsch began employment with the City of Farmington on December 10, 1982 as a paid on-call fire fighter. During his tenure,he has held a variety of positions and has been the Fire Chief for past last nine years. Mr. Pietsch has been a respected and valued member of the city organization. The city appreciates his dedication and commitment to the fire service and the organization and wishes him well in his future endeavors. BUDGET IMPACT NA ACTION REOUESTED Acknowledge the retirement of Mr. Tim Pietsch effective on May 11, 2015. VAR City of Farmington 4.0 p 430 Third Street Farmington, Minnesota Agr 651.280.6800 - Fax 651.280.6899 e� *P,* °,. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Adopt Resolution-Municipal State Aid Street Designation-Engineering DATE: April 20,2015 INTRODUCTION Municipal State Aid(MSA) is one source of funds that cities can use to pay for a portion of the maintenance and construction of their local street system. MSA funds for construction can only be accessed for projects on designated MSA routes, County State Aid Highway(CSAH)routes, or trunk highways within the municipality. MSA maintenance funds are distributed annually to the cities to help defray routine maintenance costs on MSA routes. Historically,these maintenance funds have been included in the intergovernmental revenue line item in the budget. Twenty five percent of our annual MSA allocation is designated for maintenance and is received annually. The remaining seventy five percent is deposited into our MSA construction fund which is held by the state and distributed when the city requests reimbursement for costs associated with construction on MSA eligible routes. DISCUSSION At the March 9, 2015, city council works session the city council discussed the potential designation of several roads as Municipal State Aid Streets. The consensus was to designate the following streets: • 3rd Street from Walnut Street to Ash Street(CSAH 74) • Fairgreen Avenue from CSAH 50 to 208th Street • 4th Street From Elm Street(CSAH 50)to Willow Street • Willow Street from 4th Street to TH 3 • 213th Street from TH 3 to 12th Street • 12th Street from TH 50 to 213th Street The request was sent to MnDOT, and they have approved the designation of the above-mentioned streets as MSA routes. Now that we have received concurrence from MnDOT,the next step is for the city council to pass a resolution designating the streets as MSA routes and forward that resolution to MnDOT. Once MnDOT receives the resolution, a commissioner's order will be generated officially adding the streets to the city's MSA system. BUDGET IMPACT Designating the appropriate routes will ensure that we are receiving our maximum MSA allocation each year. ACTION REQUESTED Adopt the attached resolution designating the listed streets as Municipal State Aid Streets for the city. ATTACHMENTS: Type Description D Backup Material MSA Map D Resolution MSA Street Designation Resolution CITY OF LAKEVILLE - I C I CITY OF FARMINGTON _ \aysxnsT�rV I� ��\�X ryCw .,,* v�,aM =\ ,$ TaT", s r � �i�t ��; i„m�a�o;a y ' � H a�° E air=.=i r: I I �LO �\ w ., w 1.774:i. ,\ I IA '‘‘ frik ,„__L, X a a ana 5 p ■I t 1 . MTN ST =- R a ?! LS gillika, ei �r "A I I _ �TN , 1 .� rr % Y 4 `6 6 w / .. . " `mT•,X / ? a-4..2, Alli.i : 0.% ' MMI: j ems' .59 miles— a .31 miles a . m o ' a...Xi c sr {{ELI _ ._ — 125 ;1'M M 0_ as 1k iD 1.1 S�I„., - -� C-zz : 14111 ILXST. J— ��_M.E®I ,■IDLI J aLS.aE imli ce, i � �._ ..® C - __ L T STaL 11111111 III _ pi ii■ �� �1_ .74 miles CITY OF FARMINGTON 220TH STREET WEST w z.$1� ' rp'. '/” � —!I,z J— EUREKA TOWNSHIP w€fir •� ®CASTLE ROCK TOWNSHIP .42 miles 1 - Uni mere ix ca..Temou,De County State Aid Highway(CSAH) w „.°° TIa \ Municipal State Aid Street(MSAS)or(MSA) Non-Existing "T °” I n as " N Municipal State Aid Street(MSAS)or(MSA) Existing o Requested State Aid Street Revision 500 CITY OF FARMINGTON 0 1000 2000 3000 SCALE MAP CURRENT AS OF 1-2-15 RESOLUTION NO.R19-15 ESTABLISHING STATE AID STREETS Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 20th day of April, 2015 at 7:00 p.m. Members present: Larson, Donnelly, Bonar, Pitcher Members absent: Bartholomay Member Donnelly introduced and Member Pitcher seconded the following resolution: WHEREAS,it appears to the City Council of the City of Farmington that the streets hereinafter described be designated as Municipal State Aid Street under the provisions of Minnesota law; NOW THEREFORE, BE IT RESOLVED by the City Council of Farmington that the roads described as follows,to wit: • 3rd Street from Ash Street(CSAH 74)to Walnut Street • Fairgreen Avenue from CSAH 50 to 208th Street • 4th Street from Elm Street(CSAH 50)to Willow Street • Willow Street from 4th Street to TH 3 • 213th Street from TH 3 to 12th Street • 12th Street from TH 50 to 213th Street be, and hereby are established, located, and designated a Municipal State Aid Street of said City, subject to the approval of the Commissioner of Transportation of the State of Minnesota, and BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized and directed to forward two certified copies of this resolution to the Commissioner of Transportation for consideration, and BE IT FURTHER RESOLVED, that upon approval of the designation of said road or portion thereof, that the same be constructed, improved and maintained as a Municipal State Aid Street of the City of Farmington. This resolution adopted by recorded vote of the Farmington City Council in open session on the 20th day of April, 2015. Todd Larson Mayor Attested to the o?J ' day of April, 2015. •vid McKnight City Administrator SEAL 74� A►R' City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 „4.A .® www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson, Finance Director SUBJECT: Approve Bills-Finance DATE: April 20, 2015 INTRODUCTION Attached is the list of bills for March 29 through April 13, 2015. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the attached list of bills for March 29 through April 13, 2015. 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Economic development typically revolves around three main components: creation of jobs, expanding the tax base, and increasing the quality of life within the community. When exploring ways to encourage growth and bring in new businesses to a community, it is often a good idea to review the policies in place that impact how businesses work with and perceive the community. DISCUSSION A common question that arises during early discussions with potential business prospects is the availability of financial assistance. While not always crucial to securing a deal, having a current business subsidy policy in place demonstrates that the community knows what its priorities are and how it will handle requests for assistance. Several assistance programs already in place do not typically trigger the statutory threshold to require a business subsidy agreement(CBDG programs, Open to Business assistance). A business subsidy usually involves larger projects often requiring additional public infrastructure. The updated Business Subsidy Policy serves as the criteria used to weigh requests for public assistance for economic development. Farmington's current Business Subsidy Policy dates back to 2002 and is attached for reference. The EDA discussed this topic at their work session in November and recommended forwarding the attached updated Business Subsidy Policy to the city council at their March 23, 2015 meeting. The updated policy better reflects city priorities and also references other policy documents including the Comprehensive Plan and Strategic Plan for Economic Development for the City that will be used to consider a business subsidy. The city attorney has reviewed the policy and has no recommended changes. State statute requires a public hearing be held whenever updating a city's business subsidy policy. BUDGET IMPACT NA ACTION REQUESTED Approve the attached 2015 Business Subsidy Policy as recommended by the EDA. Upon approval,the updated policy will be sent to the Minnesota Department of Employment and Economic Development for review and filing. ATTACHMENTS: Type Description o Exhibit 2002 Business Subsidy Policy D Exhibit 2015 Business Subsidy Policy CITY OF FARMINGTON, MINNESOTA Business Subsidy Policy SECTION 1. PURPOSE OF POLICY. The purpose of this Business Subsidy Policy (the"Policy")is to establish criteria by which the City of Farmington,Minnesota(the"City") may grant a business subsidy to a business(a"Business Subsidy"),as defined in Minnesota Statutes, Section 1161993, subdivision 3. This policy sets forth the criteria to be considered by the City in awarding a Business Subsidy in compliance with Minnesota Statutes, Sections 1161993 to 1161995 (the"Act"). The City may deviate from this Policy only by documenting in writing the reason for deviation and attaching a copy of such documentation to its annual report to the Department of Trade and Economic Development,as provided in the Act. SECTION 2. PUBLIC PURPOSES. A Business Subsidy granted hereunder must meet one or more of the following public purposes: A. To redevelop blighted or under-utilized areas of the City. B. To provide for or promote housing for persons and families of low and moderate incomes within the City. C. To provide for mixed-income housing developments within the City. D. To promote neighborhood stabilization and revitalization by the removal of blight and the upgrading in existing housing stock in residential areas of the City. E. To create additional job opportunities within the City. F. To retain local jobs in the City,where job loss is specific and demonstrable. G. To enhance the economic diversity of the City and to provide essential products and services within the City. A Business Subsidy shall not be granted hereunder merely because it is found that the granting of the Business Subsidy will result in an increase in the tax base of the City. SECTION 3. MANDATORY MINIMUM CRITERIA. Any project for which a Business Subsidy is granted by the City shall meet the following mandatory minimum criteria: A. Where the public purpose of a project is the creation of additional jobs in the City, the project receiving business assistance must create a minimum of 1 new full- time equivalent[FTE]job in the community,with a minimum wage of at least 125%of the prevailing federal minimum wage. 1 B. Where the public purpose of a project is the retention of existing jobs in the City, the party requesting the Business Subsidy shall provide evidence that the loss of jobs in the City is imminent in the absence of the granting of the Business Subsidy. C. Any party requesting a Business Subsidy must be able to demonstrate successful general development capability,as well as specific capability in the type and size of development proposed. D. All project proposals shall,in the opinion of the City Council,optimize the private development potential of a site. E. The project must meet the"but for"test,meaning that but for the Business Subsidy requested,it would not be financially feasible for the project to proceed in the manner as proposed. F. The project must not generate significant environmental concerns in the opinion of local,state or federal governmental units. G. The project must be in accordance with the comprehensive plan,zoning, redevelopment plans,and policies of the City. SECTION 4. AWARD OF BUSINESS SUBSIDY. A project meeting the above criteria will not automatically be approved for a Business Subsidy. Meeting such criteria creates•no • contractual rights on the part of any party seeking a Business Subsidy. A Business Subsidy shall be provided within applicable state and local legal requirements. In granting a Business Subsidy, the City shall enter into an agreement with the recipient that provides the information,wage and job goals,commitment to provide necessary reporting lots+,recourse for failure to meet such goals,and other covenants,as required by the Act. 2 FARMINGTON BUSINESS SUBSIDY POLICY 1.0 PURPOSE 1.01 This Policy is adopted for purposes of the Business Subsidies Act (the"Act"), Minnesota Statues, Sections 116J.993 through 116J.995. Terms used in this Policy are intended to have the same meanings as if used in the Act, and this Policy shall apply only with respect to "subsidies" as defined by the Act if and to the extend required thereby. 2.00 POLICY 2.01 The City of Farmington and the Farmington Economic Development Authority maintain several policy documents which speak to the general goals and objectives for the provision of public assistance for private development or redevelopment activities. These documents include, but are not limited to the current Strategic Plan for Economic Development and the Comprehensive Land Use Plan. 2.02 The City of Farmington has determined that in order for any project to be considered for fmancial assistance, a finding is needed that determines that, "but for"the City's assistance,this project will not occur or will not occur within a reasonable amount of time. The City will also need to demonstrate a return on its investment based on one or more of the public benefit categories listed in this Policy. 2.03 Because projects vary greatly in structure and public benefit derived, each project will be considered on its own merits. Consideration will be given to projects providing public benefits in one or more of the following categories: a. The creation of new jobs/increase in total payroll. In the case of new job creation, new jobs must pay an average wage equal to the minimum wage level for business assistance programs administered by the Minnesota Department of Employment and Economic Development for cities located in the seven county metropolitan area in place at the time of an application by any business seeking a subsidy. Preference will be given to higher paying jobs that also provide benefits such as health care coverage. b. Projects that provide value in the forms of needed transportation and other utility infrastructure improvements including regional infrastructure in the community that would be completed in conjunction with the project. c. Redevelopment projects that result in the stabilization of business districts or neighborhoods by elimination of blighting conditions. d. Projects that enhance or increase the economic diversity of the community by attracting businesses or industries not currently located in the City. New job wage requirements will apply to any new jobs created. Farmington Business Subsidy Policy rev.4.20.15 e. Projects that result in the development of affordable senior or workforce housing. f. Quality of Life based on business/projects. Those business/entities that provide a desirable good or service and address an unmet demand in the community will be considered. New job wage requirements will apply to any new jobs created. g. Retention of existing jobs. To be considered under this category, it must be demonstrated—to the satisfaction of the City-that the loss of jobs is specific and can be demonstrated. 2.04 If a particular project does not involve the creation of jobs, but is nonetheless found to meet another public purpose of the City it may be considered without any specific job wage goals, as permitted by Minnesota Statutes. This public purpose has to be something other than an increase to the City's tax base. Other measurable, specific and tangible goals must be established. Examples of tangible goals may include redevelopment or clean-up of a contaminated site or increased tourism. 2.05 Each project shall not only be evaluated against the Business Subsidy Policy but also against other applicable City of Farmington or Economic Development Authority policies, including the Comprehensive Land Use Plan, current Strategic Plan for Economic Development. The level of assistance to be provided for any project is at the discretion of City of Farmington. 2.06 Because it is not possible to anticipate every type of project which may in its context and time present desirable community building or preservation goals and objectives,the governing body must retain the right in its discretion to approve projects and subsidies which may vary from the principles and criteria of this Policy. The burden will be on the applicant to demonstrate,to the satisfaction of the City of Farmington,that the public benefit justifies the requested subsidy. 2.07 In all cases of business subsidy, where the subsidy is equal to or greater than the threshold prescribed in Minnesota Statutes, a subsidy agreement will be entered into between the City and the recipient. This agreement will delineate the subsidy structure and amount, as well as the expected public benefit. The agreement will include provisions for repayment and other resolution options if the expected public benefit is not achieved. Upon completion of the project,the actual costs of the elements of the project eligible for the business subsidy will be verified. All business subsidies will be subject to the criteria outlined in Minnesota Statutes, Section 116J.933 through Section 116J.955 except those subsidies as exempted by same. Farmington Business Subsidy Policy rev.4.20.15 41 49. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 p �s,.,at %,,- www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Approve Agreement Rambling River Center Oak Street Entrance Improvement Project DATE: April 20, 2015 INTRODUCTION In 2014,the first phase of improvements on the Oak Street side of the Rambling River Center was completed when the existing concrete garage driveway was removed and a new concrete garage driveway was poured. Quotes recently were solicited and received for the completion of the second and final phase called the Oak Street Entrance Improvement Project(project)that involves the removal and replacement of the concrete areas associated with the walk-in entrances to the building and garage. DISCUSSION On March 9, 2015 staff mailed a request for quotes (RFQ) for the project(Exhibit A)to 13 different concrete contractors. The deadline to submit a quote for the project was on or before 10:00 a.m., Thursday,April 2, 2015. The RFQ requested a quote be submitted for the base project and a separate quote for Alternate"A" for the possible replacement of the concrete footing that supports the foundation of the building's Oak Street entrance platform. Two quotes were received before the deadline. Attached as Exhibit B is a tabulation form showing who the RFQ was mailed to and the results of the quotes received. Erickson Construction of Lakeville, Inc submitted the low base quote of$11,100 and an Alternate Bid of$1,200.00 for the possible replacement of the concrete footing that supports the foundation of the building's Oak Street entrance platform. Attached in Exhibit C are some photos of the condition of the existing entrance area. Much of the concrete in this area is showing signs of deterioration including cracking, crumbling and breakage of the concrete. The railing will also be replaced,but it will be separate from this project. Because the Rambling River Center has an Americans with Disabilities building entrance on the Fourth Street parking lot side of the building there will be considerably less railing required from what had previously existed. The cost of the railing will be covered under the Rambling River Center's operating budget. It will be purchased from a railing fabricator/manufacturer and installed by city staff members. Work by the contractor will not commence on the project until on or after July 13, 2015 in order to avoid any disruption of the Dew Days event on June 16-20. Staff will be completing all demolition of the existing concrete and metal railing in the project area after the Dew Days event dates and before July 13th. The project has been designed to allow two benches to be placed on the upper concrete platform with two or three flower containers being placed along the top of the upper platform, so as to define the edge of the new step that will be constructed as part of the project. It is anticipated that donation and fundraising money will be used to purchase the benches and flower containers. BUDGET IMPACT Exhibit D shows how the project will be funded. Funding will come from the following three funding sources: • $3,734.00 balance that remained from last year's concrete garage driveway project and currently is in the Rambling River Center's Capital Improvement Fund • $5,000.00 from the 2015 Rambling River Center budget's Professional Services line item,which was earmarked for the DARTS Dial a Ride Connection but due to the DARTS Dial A Ride Connection no longer being offered in Farmington,the money will now be reallocated to the Project • $3,566.00 transfer from the Liquor Store Fund It is important to note that once the foundation is removed, an inspection will be completed on the existing concrete footing in order to determine if it will need to be replaced. If the footing needs to be replaced, it will cost$1,200 for the contractor to complete this work,which would result in the project costing $12,300.00. If the footing does not need to be replaced, then the project's total cost will be $11,100.00. ACTION REQUESTED Staff is requesting the city council approve the attached agreement with Erickson Construction of Lakeville, Inc. for the Rambling River Center Oak Street Entrance Improvement Project, so the work may be completed this year. ATTACHMENTS: Type Description D Exhibit Exhibit A Request for Quotes D Exhibit Exhibit B Quote Tabulation Form D Exhibit Exhibit C Photos D Exhibit Exhibit D Funding Plan D Contract Agreement Form 40114y of Farmington 430 Third Street • ` x, Farmington,Minnesota ''10 651.280.6800•Fax 651.280.6899 W WVf.cLthrmington mn.ns EXHIBIT A REQUEST FOR QUOTES 2015 PROJECT RAMBLING RIVER CENTER OAK STREET ENTRANCE IMPROVEMENT PROJECT FARMINGTON, MINNESOTA March 9, 2015 o�cFA �y� 2 2015 RAMBLING RIVER CENTER OAK STREET ENTRANCE IMPROVEMENT PROJECT � t � - Aq • POO`at� TABLE OF CONTENTS Item - Page Proposal 3 Special Provisions 5 2211.Aggregate Base(General Requirements) 8 2211.Aggregate base(Specific Requirements) 9 2461.4D7 Certified Ready-Mix(General Requirements) 10 2521. Concrete Entrance Steps, Sidewalk,Patio&Garage Driveway(General Requirements)...12 2521. Concrete Entrance Steps, Sidewalk,Patio&Garage Driveway(Specific Requirements)...13 Section Drawings.... 14 Project Area Boundaries 18 2 PROPOSAL 2015 Rambling River Center Oak Street Entrance Improvement Project Farmington,Minnesota Quotes due by: 10:00 a.m.Thursday,April 2,2015 Fax Number: (651)280-6899 Randy Distad City of Farmington 430 Third St Farmington,MN. 55024 Interested Contractors The undersigned,being familiar with your local conditions,having made the field inspections and investigations deemed necessary,having studied the plans and specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof,hereby propose to furnish all labor,tools,materials, skills,equipment all else necessary to completely construct the project in accordance with the plans and specifications on file with your Clerk. All unit prices shall include all applicable sales taxes. I. PROPOSAL Main Items Unit Qty. Unit Price Totals 1. Mobilization LS 1 $ $ • 2. Common Excavation CY 16 $ $ 3. Aggregate Base(Class 5) Ton 22 $ $ 4 Select Granular Material Ton 21 $ $ 5. Unreinforced 4"Concrete Surface SF 627 $ $ 6. Construct Oak Street Entrance LS 1 $ $ Foundation 7. Construct Concrete Steps SF 44 $ $ 8. Construct 17"Reinforced Concrete SF 39 $ $, Total Base Bid including Sales Tax(1+2+3+4+5+6+7+8) $ Alternate"A" 9. Replace Existing Foundation Footing LS 1 $ $ (Oak Street Entrance) Total Alternate"A"Bid $ 3 The City will open,tabulate and select the lowest quote. The City will contact by phone the contractor submitting the lowest quote informing them they submitted the low quote for the project.All other contractors submitting a quote will be notified by email that they did not submit the low quote for the project.Included with the email will be a tabulation form that compares all contractor quotes received by the City for the project. In submitting this quote,it is understood that the Owner retains the right to reject any and all quotes and to waive irregularities and informalities therein and to award the contract to the best interests of the Owner. In submitting this quote,it is understood that payment will be by cash or check. It is understood that quotes may not be withdrawn for a period of 60 days after the date and time set for the opening of quotes. It is understood that the owner reserves the right to retain the three lowest quotes as determined by the Owner for a period not to exceed 60 days after the date set for the opening of quotes. Submitted by: (a Corporation) Company (an Individual) (a Partnership) By Title Address City,State,Zip Code Telephone Email Address 4 SPECIAL PROVISIONS 1. PROJECT LOCATIONS The Rambling River Center is located at 325 Oak Street,Farmington,Minnesota.The construction site can be accessed from Oak Street.All equipment used by the contractor should access the Rambling River Center site via this entrance point. Contractor may park its vehicle(s)in public parking lot located just west of the Rambling River Center while construction work is occurring. 2. PRE-BID CONFERENCE Each contractor is responsible for visiting the sites prior to quote submission and to become familiar with conditions at the work site. A pre-bid conference and walk-through of the site will occur at 10:30 a.m.on Wednesday,March 25,2015.The pre-bid conference will held at the Rambling River Center at the 325 Oak Street entrance in Farmington,Minnesota. Contact the Parks and Recreation Director,Randy Distad at(651) 280-6851 or via email at rdistad @ci.farmington.mn.us to inform him of your attendance at the pre-bid conference. 3. OWNER The City of Farmington is designated as the owner. The contractor is advised to coordinate work with Randy Distad,Parks and Recreation Director either via his office phone number at(651)280-6851,cell phone at(651) 775-3144 or by email at rdistad @ci.farmington.mn.us 4. START AND COMPLETION DATE The Contractor shall start work upon receipt of a"Notice to Proceed"from the Owner. All project work shall . not be started until on or after July 13,2015 and all work shall be completed on or before September 15,2015. 5. WORK HOURS The hours work may be performed are: Monday through Friday 7 AM--7 PM Saturday 8 AM—5 PM Sundays or Holidays No work unless otherwise authorized by the Parks and Recreation Director in writing. 6. TESTS The Owner shall pay for all compaction and material tests required in the specifications. If any of the tests fail to meet specifications,the Contractor shall reimburse the owner for the cost of all subsequent tests to ensure compliance with the specifications. The Contractor is responsible for assisting the Parks and Recreation Director in notifying the location of pits and scales and other correlated items prior to starting work. 7. TRAFFIC Traffic control shall be the responsibility of the Contractor. All barrels,barricades,or other safety measures are the sole responsibility of the Contractor. Caution ribbon shall be placed around all non-passable unsupervised areas. The Contractor shall maintain the caution ribbon until the sidewalk,entrance ramp,patio and entrance steps can be opened to normal traffic. 8. QUANTITY CHANGE AND DEVIATIONS The quantity stated in the proposal is not guaranteed and the actual extent of work to be performed will depend on conditions at the time of construction and the direction of the Owner at the time of contract award. No unit price adjustment for any magnitude of increased,decreased,or deleted quantities is allowed for any line item in 5 the proposal. The Contractor's unit price,as shown on the proposal,shall apply to items independent of any quantity change. 9. SOIL CONDITIONS AND AREA INSPECTION All prospective bidders are advised to inspect the entire project area and subsurface conditions to their own satisfaction prior to submitting a bid. It is the Contractors duty to explore,test and analyze the subsurface conditions with regard to the constructability factors that may affect work to the extent and in the manner appropriate to the nature of the work. 10.EXISTING UTILITIES The Contractor shall protect all existing utilities. It shall be the Contractor's responsibility to notify all utility companies having utilities in the area and to verify their location prior to construction. Extreme care must be exercised in protecting utility lines from damage during construction. The crossing of all utilities is incidental to the construction. The Contractor must contact Gopher State One Call(651-454-0002)as required by State Law. The Contractor is required to verify locations of all existing utilities that are affected by this project. 11.PRE-CONSTRUCTION CONFERENCE Prior to starting the project,a pre-construction conference will be held with the Contractor and City of Farmington Parks and Recreation Department staff. This meeting will be held to clarify any questions and determine procedures to be used in completing the project. At the pre-construction conference,the Contractor shall submit a written list of project subs/suppliers,a proposed schedule and concrete mix designs. 12.EXISTING FLAG POLE It shall be the Contractor's responsibility to protect the Rambling River Center's existing flag pole during the installation and finishing of the concrete.The work associated with protecting the flag pole shall be considered incidental to the project. 13.CLEAN UP All disturbed areas,including,but not limited to,sidewalks,driveways,turf,and curb shall be returned to a condition equal to or superior to that in existence at the start of the project. Any disturbed green space area outside of the actual construction area shall be restored by the City unless otherwise determined by the Parks and Recreation Director. All construction debris shall be removed and recycled if possible,or disposed of at a licensed landfill. Clean up and disposal of debris is incidental to the work in this contract.Wash out of the concrete mixer is not allowed on site. 14.PROPERTY IRONS Any property irons,which are disturbed by the Contractor's carelessness or out of necessity,shall be replaced at the Contractor's expense. 15.WATER No payment shall be made for water placed on the project. It shall be considered incidental to the restoration of the construction areas. Water may be obtained from the City for a nominal fee based upon measured use. The City has a water filling station located adjacent to the Rambling River Center building for use by Contractors. 16.OVERRUNS No quantity overruns shall be paid for without prior authorization by the Parks and Recreation Director. 17.DEMOLITION City will perform all demolition of existing concrete and railings. The contractor hired will prepare base material and pour replacement concrete for the new entrance improvements to the Rambling River Center, which is located at 325 Oak Street,Farmington,Minnesota. 6 18.WARRANTY Warranty for this project shall be one year from the written acceptance of the project by the Owner to the Contractor. This warranty shall cover any defects resulting from suppliers,manufacturing,construction or workmanship. 19. SUBCONTRACTING The City reserves the right to approve all subcontractors. A subcontractor's list shall be provided at the pre- construction conference. The work shall not be further subcontracted to subcontractors not included on the original subcontractor's list without prior written permission from the City. 20.EQUAL OPPORTUNITY COMPLIANCE The City of Farmington is an Equal Opportunity and Affirmative Action employer. The Contractor with the City is required to follow and conform to all Federal, State and Local laws as they apply to the Contractor's responsibility to insure compliance with the Equal Opportunity and Affirmative Action employment requirements may lead to Contractor sanctions. End of Section 7 SPECIFICATIONS General Requirements 1. Granular and Aggregate Base The City will complete rough preparation of the site by removing existing material to an approximate depth equal to the top of the existing sidewalk. It will be up to the Contractor to complete any excavation needed to establish the starting point for adding new aggregate material so the final base elevation needed is at the proper height before the concrete is poured, so the top of concrete is at an elevation suitable for entrance into the building. Where new aggregate base material is needed first six inches of select granular material should be placed and then six inches of MN/DOT Class 5, 100% crushed limestone quarry should be placed on top of the select granular material. Any new aggregate base material placed shall be compacted before forms are placed and concrete is poured. A cross section drawing showing the depth of the base material and concrete areas for the Rambling River Center entrance area is included at the end of this document. Aggregate Base and Select Granular material will be measured and paid by the ton. 2. Oak Street Door Entrance The concrete surface adjacent to the Oak Street entrance door has an existing masonry block foundation wall in place that supports the existing concrete entrance area.The existing foundation wall will be removed by the City during the demolition due to it being in poor condition. It is anticipated that the existing concrete footing under the existing concrete foundation wall can be re-used and a new concrete foundation can be poured on top of it. However, an alternate bid item"Replace Existing Foundation Footing(Oak Street Entrance)"has been included that will be considered full compensation for removal of the old footing and replacement with a new footing in the event that the existing footing cannot be re- used. After the existing block foundation wall has been removed,the Contractor and staff will meet and determine if the existing concrete footing can be used or if it will need to be removed and a new footing will need to be poured.A bid item has been included for"Construct Oak Street Entrance Foundation". This bid item will be considered full compensation for all work necessary to build a foundation,on the existing footing,capable of supporting the concrete entrance slab. The contractor will be required to submit a foundation design to the City,and receive City approval of the design,prior to beginning any work on the foundation. The type of foundation construction must either be block wall or poured wall. 3. Concrete Material A. Scope MN/DOT has developed a program for the quality control of concrete production under a Certification program for ready-mix concrete plants. It shall be the Contractors responsibility to make certain that a certified ready-mix plant will produce all ready-mix concrete being used on this Contract.The Contractor shall obtain all of the ready-mix concrete used on this contract from a certified concrete plant capable of meeting all of the pertinent requirements of MN/DOT Standard Specifications 1604 and 2461. Concrete should be minimum 4,000 psi. B. Compliance Requirements Each individual truckload of ready-mixed concrete used by the Contractor or any sub-contractor on this Contract shall,at the time of delivery,be accompanied by a signed Certificate of Compliance from the producer. Each Certificate of Compliance shall include: a. Name of the ready-mix concrete plant 8 b. Name of the Contractor c. Date d. Time concrete was batched/discharged e. Truck Number f. Quantity of concrete in this load g. Running total quantity if this concrete mix batched on this day for this project It Type of concrete(MN/DOT Mix Designation Number) i. Cement brand j. Fly ash brand k. Admixture brand 1. Pit number for each aggregate source m.Admixture quantity per 100 wt. and/or oz./cy. for: Air-entraining admixtures Water reducing admixtures Other admixtures n. Design weights per cubic yard: Cement Fly ash Each coarse aggregate fraction(3/4+)and (3/4-) Fine aggregate(sand) Design water weight o. Actual batched weights for: Cement Fly ash Each coarse aggregate fraction(3/4+)and(3/4-) Fine aggregate(sand) Actual water added Any trim water added Total water p. The ticket shall also include the following information printed with enough room beside each item to allow the field inspector to record the appropriate test results,air content,air temperature,concrete temperature, slump,cylinder number,and location/part of structure. Items k,1,m,n and p need only be provided on the first certification day per mix design or when one of these items changes. 4. Construction Requirements: A. Foundation Preparations The base foundation shall be shaped and compacted to a firm,uniform bearing surface, conforming to the planned section and established grade. Class 5 and select granular material,as specified and where required by the plans,shall be furnished,placed and compacted thoroughly to the required depth. B. Forms: Forms shall be made of wood or metal,coated on the contact face with form treating material, and in a condition which will allow proper finishing and subsequent form removal. The form height shall be at least that of the planned walk thickness. 9 C. Concrete: 1. Placing and finishing concrete • The foundation and forms shall be thoroughly wetted immediately prior to the placing of the concrete. • The concrete shall be placed,consolidated to fill all voids,struck off to the required grade and floated smooth. The grade should not exceed.5%from the building to the sidewalk on Oak Street.After the water sheen has disappeared,the joints shall be edged and the surface lightly brushed to a uniform texture. • The surface will not vary more than 3/16 inch from a ten-foot straight edge,and then formed concrete shall be within 1/2 inch of the required location. • Forms shall remain in place for a minimum of 12 hours after placing the concrete therein unless earlier removal is authorized by the Parks and Recreation Director. 2. Joint Compaction • The walk shall be divided into panels of uniform size,outlined with contraction or expansion joints as required by the plans. The panels shall be square where practical and generally have not more than 25 square feet of area. • Joints shall be vertical and straight,and be parallel with or at right angles to the walk centerline where possible. The joints shall align with like joints in adjoining work unless the work is isolated by 1/2 inch preformed joint filler. • All joints and edges of the walk shall be rounded with a'A inch radius-edging tool. • Contraction joints shall extend to at least 1/3 the walk thickness and shall be approximately 1/8 inch wide. • Expansion joints shall be 1/2 inch wide and shall be equal in depth to the full thickness of the walk. At a minimum,an expansion joint will be required between the 4"concrete slab and the 17"reinforced concrete. An expansion joint will also be required between the existing building and any adjacent concrete. • Joint construction at locations where a fixed object or structure extends through the walk shall be modified to the extent deemed necessary by the Parks and Recreation Director. One-half inch preformed joint filler material shall be placed adjacent to all fixed objects, between separate poured concrete slabs,so as to separate them from the abutting concrete edges. 3. Concrete Curing and Protections After the finishing operations have been completed and as soon as the set of the concrete permits,the concrete shall be cured for a minimum period of 72 hours. The curing shall be in accordance with one of the methods prescribed herein. Where side forms are used, the edges shall receive the curing media within 30 minutes after removal of the forms. During cold weather,the Contractor shall protect the concrete from frost damage prior to and throughout the duration of the cure. After October 1,only the blanket curing or extreme service methods of curing will be permitted. With the blanket method,after being cured the prescribed minimum period of 72 hours, the concrete shall be treated with two applications totaling 0.06 gallons per square yard of concrete treating oil applied over all concrete surfaces that will remain exposed in the completed work. The concrete shall be clean and dry when the treating oil is applied. Two applications shall be done. The first application shall be done immediately and the 10 second application shall be done within 8 hours of the first application or in the morning following the first coat. • Blanket Curing Method. The concrete shall be covered with waterproof paper of plastic sheeting as soon as possible(without marring the surface)after completion of the finishing operations. The curing blankets shall be in such condition and be utilized in such manner as to envelop the exposed concrete and prevent loss of water vapor. • Membrane and Extreme Service Membrane Curing Method. All surfaces exposed to air at the time of cure shall be coated with membrane curing compound immediately after finishing the concrete surfaces. The compound shall be applied by an approved airless spraying machine at the rate of one gallon of compound per 150 square feet of surface curing area per application. As conditions for approval,the spraying machine shall have as essential elements: a recirculating bypass system which provides for continuous agitation of the reservoir material;separate hose and nozzle filter;and a multiple or adjustable nozzle system that will provide for variable spray patterns. Before application,the curing compound as received in the shipping container shall be agitated until a homogeneous mixture is obtained. Application shall be such that a uniform coating is obtained. Any areas that,by visual inspection,appear to have received too light a coating shall be re-sprayed immediately. Also,should the membrane film become damaged at any time within the required curing period,the damaged areas shall be repaired immediately by re-spraying. Wherever the initial or corrective spraying is such as to result in unsatisfactory,curing,the Park and Recreation Director may require use of the Blanket Curing Method at no additional compensation. D. Rambling River Center Door Entrance Existing concrete block support wall will be removed during demolition. A new foundation will need to be constructed to support the concrete platform to be poured immediately adjacent to the entrance door. Any existing material remaining inside the foundation after the construction of the foundation,or any material used to fill the interior of the foundation shall be compacted before concrete is poured for the concrete platform. E. Backfilling Following removal of the forms,any areas adjacent to the work,which need to be backfilled, will be backfilled by the City. Any surplus excavated materials shall be disposed of by the Contractor in a manner satisfactory to the Parks and Recreation Director. 5.Method of Measurement: A. Concrete Concrete shall be measured as specified in the bid documents. End of Section 11 CONCRETE ENTRANCE AREA, STEPS AND ENTRANCE PLATFORM A. General Requirements 1. Unless otherwise noted or modified,all sections of 2000 MN/DOT Specification 2521 shall apply with supplemental specifications. 2. This work shall consist of concrete sidewalk in accordance with these specifications. 3. Expansion material shall be in accordance to MN/DOT Specification 3702. All concrete shall be in accordance to MN/DOT Specification 2461. The mix design shall be 3A32 for manual placement. The concrete mix used should be rated at a minimum of 4,000 psi. B. Specific Requirements 1. Unless specifically noted or modified herein,all sections of the General Requirements shall apply. 2. Concrete mix shall be in accordance to MN/DOT Specification 2461. The mix design and classification shall be 3A32 for sidewalk and driveway areas. 3. Joint filler(expansion joint material shall be asphalt impregnated fiber conforming to ASTM D-1751). Expansion joint material shall be W thick and shall be the full depth of the concrete slab. 4. Fine filter aggregate(MnDOT 3149)and class 5 aggregate 100%crushed limestone quarry shall be placed under entrance ramp and entrance platform areas unless otherwise directed by the Parks and Recreation Director. See cross section drawing showing sub-base profile. 5. Minimum thickness of concrete sidewalk shall be four inches(4"). 6. All entrance ramp and entrance platform slab areas shall receive a light broom finish. 7. Spray-on curing compound shall be applied to the surface of the concrete immediately after the final brushing. The compound must contain a fugitive dye. A second coat of spray-on curing compound shall be applied in 8 hours or in the morning following the first coat. Each coat shall be applied at a rate of one gallon per 150 square feet. Curing compound shall uniformly cover the concrete walk areas on each application. C. Construction 1. Joints shall not be sealed with joint sealer material. 2. The City may utilize an independent testing company to take samples of and perform the required testing of the concrete. Tests shall include slump tests,air entrainment tests and cylinders in sets of three. Any tests that fail shall be paid for by the Contractor. 3. Contraction joints shall be aligned to create a uniform pattern and to prevent random cracking. 4. The Contractor shall use extra care in spacing of joints near buildings,corners and changes in direction,to achieve uniformity in the panels. Odd sized panels shall be unacceptable. 12 5. Provide full depth expansion joints using preformed board material,placed in accordance with MN/DOT Plate 7065C,where indicated on details,and against fixed objects. Expansion joint material is required to be placed every sixty feet and also against one side of existing material. The Parks and Recreation Director may order expansion material placed at other locations as determined in the field. 6. Curb boxes,which occur in sidewalks,must have a Ford A-1 casting over them prior to placement of concrete walk. 7. Concrete will be unacceptable if pitted by rain,pop outs,spelling,other surface deterioration or structural failure occurs within the warranty period. 8. #4 Rebar shall be placed in the areas as noted on the drawings.Rebar reinforcement shall conform to the Standard Specification for Rebar for Concrete Reinforcement of ASTM A615/A615M: Deformed and plain carbon-steel bars for concrete reinforcement. Minimum lap on all rebar splices shall be 18". A drawing is shown at the end of this document that identifies the placement of the#4 rebar in the concrete. 9. Entrance step should be constructed in accordance with the attached detail drawing. D. Basis of Payment Concrete shall be paid for as specified in the bid documents and shall be considered full compensation for all labor and materials necessary for construction including but not limited to: saw cutting,root cutting, removal and disposal of waste concrete,foundation preparation,sub-base material,detail specified concrete thickness,expansion joint material,and curing compound. End of Section 13 5. H L'. l " .../ 7 3 �:e�: A ♦A..AIL 3'1 f 9.. � ; 13 /' o / P C u)Y 04 12' Y - y 34' 11" O r 23' LO 17/ 0 t 0 m 1" 1 i I u) X W D 12' 6 Z 20' Z 5' , I 2' 6"— 9' 14' I A: Construct Oak Street Entrance Foundation j: B: Construct 7" Reinforced Concrete C: Construct Concrete Steps D: Exisiting Green Space to remain 5' AL AL AL• 3' 9" p (1) 00: C Y Y I 34' 11" 0 p 23' ' / C / CO 12' 1" �:► D 12' e." Z 20' Z 5' 1 , 1 _ 2' 6"� 9' — —14' 14��� A: Construct Oak Street Entrance Foundation •471,741 B: Construct 7" Reinforced Concrete 'ANIMA C: Construct Concrete Steps D: Exisiting Green Space to remain 1 5 0 O Y C 75 O 0 0 C "''‘.S 0 `v > o a. n°. 0' o C c v rN X X 1 > . i N. > a O 0 ` m N Lob < (f) 2 o It 17 U i--, >° O Ln II ! to L Cr, N — 42• Q V) .7 • i- v _ .- C(o CO D O 7 L U) • o ■ • • C 0 C 0 4 X al in tth r T N R mi N / :- fV .0 j t I N I - r. r. i a t an N N N. n n N , 1 N 1 N N gF,v s .g 9 N b \-— — t".. to te S? h� ?�' W-'m ' ^> > 5 7 $a b hi.N `\ �\ v G o nC N M V ul in V tV kS 1.--..—.- -.--.....___ r_ .. 1__ 17 Rambling River Center Oak Street Entrance Improvement Project Boundary ;; '1,::,,t1.2, t gv 3 t P' , . . a i _ , , 41 P ' L, s 'r I • 1. ., .. I \ - . ,. , I t t I . .ill ..,_-#id - ., i9. I a t � •. joie 4 . Y i $ I $ I k..: ' 4\.7 - . r._ { S..x * p,,,,,,,l,„„,,,tif -*,4 * ir„6, ,, ,- . -,- . MO ' t . ti; , I i - a f.- ,_, ..4 .,,,,,.,, , . .. . . .. „, , , ,. . . ,'44%,'*?,'4,7'.:4,),,,,•:?**e"1:4/74 ' :.'-'!4.;').'',;*,;4‘:(4:4,:‘: 18 EXHIBIT B Request for Quotes Rambling River Center Oak Street Entrance Improvement Project Quote Tabulation RFQ MAILING LIST BASE QUOTE SUBMITTED ALTERNATE "A" Erickson Construction of Lakeville,Inc. $11,100.00 $1,200.00 Stapf Concrete Construction,Inc. $18,922.50 $2,000.00 Tom Ostertag Masonry,Inc. no quote submitted A.M. Concrete,LLC no quote submitted Pat's Concrete and Bobcat no quote submitted Clausen Construction,Inc. no quote submitted LWT Cement no quote submitted C. G. Construction no quote submitted Valley Cement Company no quote submitted MC Contracting,Inc. no quote submitted C.R. Fischer no quote submitted North Country Concrete no quote submitted Structural Restoration,Inc. no quote submitted _ 4,;2'47:-."- -"*:-Zi ''''71 . '''.. , ' / y sr , /// � �y • '„r t• t�'• ? tlai+A-.Ci,,f1 MI .•I a I - IFR 4:1.: a x �F - • r - .,, lit ti. Ili^-y �. .. ,ter 1 u \\ ' , --.w..;‘,4 . , ... , -,, 1:- _,, . _ , C 000000 CU c V 0 co 0 0 0 a = M 0 t0 0 0 Ef} O ti O 4! M M E >+ a 0 E 4 O Q v d = c) = ' '' c c o .o O .fl a L c0 o. •F a .F C m C C a a. o o o a' Q d 0 d ` C o 2 a`. — o co Q C O O •c C co i Cl)a. a) E a' co OC — m 2 p co c x 2 L= co o m E a = 1 m co M I- .O = c 0 a Q a CU W E csi o c�a o w 2 CD I- I;E °' ow Cl) a' c c = ca v -se Ts O co .0 E o `m m c a cn -0 Co = a m CD CO C ix 'c u 'co O c a) m 23 W re E ca ct in 0 N AGREEMENT AGREEMENT made this day of , 2015, between the CITY OF FARMINGTON, a Minnesota municipal corporation ("City"), and ERICKSON CONSTRUCTION OF LAKEVILLE,INC.,a Minnesota corporation("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED,THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement B. Contractor Proposal attached as Exhibit"A." C. Request for Quotes 2015 Rambling River Center Oak Street Entrance Improvement Project Specifications,attached as Exhibit`B". In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts with Contract Document "A" having the first priority and Contract Document"C"having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods,services,and perform the work in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITY. The City shall pay the Contractor in accordance with the bid. 4. SOFTWARE LICENSE. If the equipment provided by the Contractor pursuant to this Contract contains software,including that which the manufacturer may have embedded into the hardware as an integral part of the equipment, the Contractor shall pay all software licensing fees. The Contractor shall also pay for all software updating fees for a period of one year following cutover. The Contractor shall have no obligation to pay for such fees thereafter. Nothing in the software license or licensing agreement shall obligate the City to pay any additional fees as a condition for continuing to use the software. 5. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Contract without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. 6. TIME OF PERFORMANCE. The Contractor shall not begin work until on or after July 13,2015 and complete its obligations on or before September 15,2015. 7. PAYMENT. a. When the obligations of the Contractor have been fulfilled,inspected,and accepted, the City will pay the Contractor$11,100.00 plus$1,200 if Alternate"A"work is required during the project. Such payment shall be made not later than thirty (30) days after completion, certification thereof,and invoicing by the Contractor. b. No final payment shall be made under this Contract until Contractor has satisfactorily established compliance with the provisions of Minn. Stat. Section 290.92. A certificate of the commissioner shall satisfy this requirement with respect to the Contractor or any subcontractor. 8. EXTRA SERVICES. No claim will be honored for compensation for extra services or beyond the scope of this Agreement or the not-to-exceed price for the services identified in the proposal without written submittal by the Contractor,and approval of an amendment by the City, with specific estimates of type, time, and maximum costs, prior to commencement of the work. 9. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota Statute 471.25, Subdivision 4a,the Contractor must pay any subcontractor within ten(10)days of the Contractor's receipt of payment from the City for undisputed services provided by the subcontractor. The Contractor must pay interest of one and one-half percent(1'/%)per month or any part of a month to subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of$100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees,incurred in bringing the action. 10. WORKER'S COMPENSATION. If Contractor does public work,the Contractor shall obtain and maintain for the duration of this Contract, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. 11. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract,with the City included as an additional name insured by endorsement Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate,products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period of three (3)years after final payment and Contractor shall continue to provide evidence of such coverage to 2 City on an annual basis during the aforementioned period;or if any reason Contractor's work ceases before final payment,for a minimum period of three(3)years from the date Contractor ceases work. Property Damage Liability Insurance shall include coverage for the following hazards: X (Explosion) C (Collapse) U (Underground) Contractual Liability(identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury,with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability(owned,non-owned,hired): Bodily Injury: $2,000,000 each occurrence . $2,000,000 each accident Property Damage: $2,000,000 each occurrence 12. ivNNNESOTA GOVERNMENT DATA PRACTICES ACT. Contractor must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this Agreement. Contractor is subject to all the provisions of the Minnesota Government Data Practices Act,including but not limited to the civil remedies of Minnesota Statutes Section 13.08,as if it were a government entity. In the event Contractor receives a request to release data, Contractor must immediately notify City. City will give Contractor instructions concerning the release of the data to the requesting party before the data is released. Contractor agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Contractor's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 13. RECORDS. Contractor shall maintain complete and accurate records of expenses involved in the performance of services. 14. WARRANTY. The Contractor guarantees that all new equipment warranties as specified within the bid shall be in full force and transferred to the City upon payment by the City. The Contractor shall be held responsible for any and all defects in workmanship, materials, and 3 equipment which may develop in any part of the contracted service,and upon proper notification by the City shall immediately replace, without cost to the City, any such faulty part or parts and damage done by reason of the same in accordance with the bid specifications. The Contractor further warrants to the City that all goods and services furnished under the Contract will be in conformance with Contract Documents and that the goods are of merchantable quality and are fit for the use for which they are sold. This warranty is in addition to any manufacturer's standard warranty y,and any warranty provided by law. 15. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply with all applicable provisions of all federal, state and municipal laws which prohibit discrimination in employment to members of a protected class and all rules and regulations, promulgated and adopted pursuant thereto. The Contractor will include a similar provision in all subcontracts entered into for the performance of this contract. 16. INDEMNITY. The Contractor agrees to defend,hold harmless,and indemnify the City,its officers, agents,and employees, for and against any and all claims,demands, actions,or causes of action, of whatever nature or character, arising from the Consultant's performance of work or services provided for herein. The Contractor shall take all reasonable precautions for the safety of all employees on the site and shall provide reasonable protection to prevent damage or loss to the property on the site or properties adjacent thereto and to work, materials and equipment under the Contractor's control. • 17. WAIVER. In the particular event that either party shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Contract by either party, whether of the same or any other covenant, condition,or obligation. 18. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Contract. 19. SEVERABILITY. If any provision,term,or condition of this Contract is found to be or become unenforceable or invalid, it shall not effect the remaining provisions, terms, and conditions of this Contract, unless such invalid or unenforceable provision, term, or condition renders this Contract impossible to perform. Such remaining terms and conditions of the Contract shall continue in full force and effect and shall continue to operate as the parties'entire contract. 20. ENTIRE AGREEMENT. This Contract represents the entire agreement of the parties and is a final,complete,and all inclusive statement of the terms thereof,and supersedes and terminates any prior agreement(s), understandings, or written or verbal representations made between the parties with respect thereto. 21. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Contractor. In the event of termination, the City shall be obligated to the Contractor for payment of amounts due and owing for materials provided or for services performed or furnished to the date and time of termination. 4 Dated: ,2015. CITY OF FARMINGTON By: Todd Larson,Mayor By: David McKnight,City Administrator 5 Dated: , 2015 CONTRACTOR: ERICKSON CONSTRUCTION OF LAKEVILLE,INC. By: Its: 6 11__ xnt‘Oifi A PROPOSAL 2015.Rambling River Center Oak Street Entrance Improvement Project Farmington,Minnesota Quotes due by: 10:00 a.m.Thursday,April 2,2015 Fax Number: (651)280-6899 Randy Distad • City of Farmington 430 Third St Farmington,MN. 55024 Interdsted"Contractors The undersigned,being familiar with your local conditions,having made the field inspections and investigations deemed necessary,having studied the plans and specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof,hereby propose to furnish all labor,tools,materials, skills,equipment all else necessary to completely construct the project in accordance with the plans and specifications on file with your Clerk. All unit prices shall include all applicable sales taxes. L PROPOSAL Main Items Unit Qty. Unit Price Totals 1. Mobilization LS 1 $ ` ' $ 2. Common Excavation CY 16 $ $600.00 3. Aggregate Base(Class 5) Ton 22 $ $ 4)00.D6. 4 Select Granular Material Ton 21 $ $ '7O%% 60 5. Unreinforced 4"Concrete Surface SF 627 $ $ 36001©p 6. Construct Oak Street Entrance LS 1 $ $ l/d®s dv Foundation 7. Construct Concrete Steps SF 44 $ $,A506.00 8. Construct 17"Reinforced Concrete SF 39 $ $a/e.o. OD Total Base Bid including Sales Tax(1+2+3+4+5+6+7+8) $l f 1ftO,eff0 Alternate"A" 9. Replace Existing Foundation Footing LS 1 $ $` 0D,00 (Oak Street Entrance) Total Alternate"A"Bid $/lgo4.Dt� 3 . The City will open,tabulate and select the lowest quote.The City will contact by phone the contractor submitting the lowest quote informing them they submitted the low quote for the project.All other contractors submitting a quote will be notified by email that they did not submit the low quote for the project.Included with the email will be a tabulation form that compares all contractor quotes received by the City for the project. In submitting this quote,it is understood that the Owner retains the right to reject any and all quotes and to waive irregularities and informalities therein and to award the contract to the best interests of the Owner. In submitting this quote,it is understood that payment will be by cash or check. It is understood that quotes may not be withdrawn for a period of 60 days after the date and time set for the opening of quotes. It is understood that the owner reserves the right to retain the three lowest quotes,as determined by the Owner for a period not to exceed 60 days after the date set for the opening of quotes. Submitted by: Er'kk&'& (oiiS'i OPT ke th//e. .-i? (a Corporation)• •Company (an Individual) (a Partnership) r Re/k-')-`" Pres,'hf Title •i7q/o g�g £( �, Address Fara)blCA fiN 56-0a# City,State,ZipfCode qf. v a 6d ag-w9-7 T- ephone . J aO a.4 - 4 *Tit City of Farmington 430 Third Street triA71 Farmington,Minnesota 651.280.6800•Fax 651.280.6899 ""'� wwwcifarmington.mnus EXHIBIT B REQUEST FOR QUOTES 2015 PROJECT RAMBLING RIVER CENTER OAK STREET ENTRANCE IMPROVEMENT PROJECT • FARMINGTON, MINNESOTA • March 9, 2015 o�cF��iy� v2015 RAMBLING RIVER CENTER OAK STREET 41 ENTRANCE IMPROVEMENT PROJECT 1 G TABLE OF CONTENTS Item Page Proposal 3 Special Provisions 5 2211.Aggregate Base(General Requirements) 8 2211.Aggregate base(Specific Requirements) 9 2461.4D7 Certified Ready-Mix(General Requirements) 10 2521. Concrete Entrance Steps,Sidewalk,Patio&Garage Driveway(General Requirements)...12 2521. Concrete Entrance Steps, Sidewalk,Patio&Garage Driveway(Specific Requirements)...13 Section Drawings • 14 Project Area Boundaries 18 2 PROPOSAL. 2015 Rambling River Center Oak Street Entrance Improvement Project Farmington, Minnesota Quotes due by: 10:00 a.m.Thursday,April 2,2015 Fax Number: (651)280-6899 Randy Distad City of Farmington 430 Third St Farmington,MN. 55024 Interested Contractors The undersigned,being familiar with your local conditions,having made the field inspections and investigations deemed necessary,having studied the plans and specifications for the work and being familiar with all factors and other conditions affecting the work and costs thereof,hereby propose to furnish all labor,tools,materials, skills,equipment all else necessary to completely construct the project in accordance with the plans and specifications on file with your Clerk. All unit prices shall include all applicable sales taxes. I. PROPOSAL Main Items Unit Qty. Unit Price Totals 1. Mobilization LS 1 $ $ 2. Common Excavation CY 16 $ $ 3. Aggregate Base(Class 5) Ton 22 $ $ 4 Select Granular Material Ton 21 $ $ 5. Unreinforced 4"Concrete Surface SF 627 $ $ 6. Construct Oak Street Entrance LS 1 $ $ Foundation 7. Construct Concrete Steps SF 44 $ $ 8. Construct 17"Reinforced Concrete SF 39 $ $ Total Base Bid including Sales Tax(1+2+3+4+5+6+7+8) $ Alternate"A" 9. Replace Existing Foundation Footing LS 1 $ $ (Oak Street Entrance) Total Alternate"A"Bid $ 3 The City will open,tabulate and select the lowest quote. The City will contact by phone the contractor submitting the lowest quote informing them they submitted the low quote for the project.All other contractors submitting a quote will be notified by email that they did not submit the low quote for the project.Included with the email will be a tabulation form that compares all contractor quotes received by the City for the project. In submitting this quote,it is understood that the Owner retains the right to reject any and all quotes and to waive irregularities and informalities therein and to award the contract to the best interests of the Owner. In submitting this quote,it is understood that payment will be by cash or check. It is understood that quotes may not be withdrawn for a period of 60 days after the date and time set for the opening of quotes. It is understood that the owner reserves the right to retain the three lowest quotes as determined by the Owner for a period not to exceed 60 days after the date set for the opening of quotes. Submitted by: (a Corporation) Company (an Individual) (a Partnership) By Title Address City, State,Zip Code Telephone Email Address 4 SPECIAL PROVISIONS 1. PROJECT LOCATIONS The Rambling River Center is located at 325 Oak Street,Farmington,Minnesota.The construction site can be accessed from Oak Street.All equipment used by the contractor should access the Rambling River Center site via this entrance point. Contractor may park its vehicle(s)in public parking lot located just west of the Rambling River Center while construction work is occurring. 2. PRE-BID CONFERENCE Each contractor is responsible for visiting the sites prior to quote submission and to become familiar with conditions at the work site. A pre bid conference and walk-through of the site will occur at 10:30 a.m.on Wednesday,March 25,2015.The pre-bid conference will held at the Rambling River Center at the 325 Oak Street entrance in Farmington,Minnesota. Contact the Parks and Recreation Director,Randy Distad at(651) 280-6851 or via email at rdistad @ci.farmington.mn.us to inform him of your attendance at the pre-bid conference. 3. OWNER The City of Farmington is designated as the owner. The contractor is advised to coordinate work with Randy Distad,Parks and Recreation Director either via his office phone number at(651)280-6851,cell phone at(651) 775-3144 or by email at rdistad @ci.farmington.mn.us 4. START AND COMPLETION DATE The Contractor shall start work upon receipt of a"Notice to Proceed"from the Owner. All project work shall not be started until on or after July 13,2015 and all work shall be completed on or before September 15,2015. 5. WORK HOURS The hours work may be performed are: Monday through Friday 7 AM—7 PM Saturday 8 AM—5 PM Sundays or Holidays No work unless otherwise authorized by the Parks and Recreation Director in writing. 6. TESTS The Owner shall pay for all compaction and material tests required in the specifications. If any of the tests fail to meet specifications,the Contractor shall reimburse the owner for the cost of all subsequent tests to ensure compliance with the specifications. The Contractor is responsible for assisting the Parks and Recreation Director in notifying the location of pits and scales and other correlated items prior to starting work. 7. TRAFFIC Traffic control shall be the responsibility of the Contractor. All barrels,barricades,or other safety measures are the sole responsibility of the Contractor. Caution ribbon shall be placed around all non passable unsupervised areas. The Contractor shall maintain the caution ribbon until the sidewalk,entrance ramp,patio and entrance steps can be opened to normal traffic. 8. QUANTITY CHANGE AND DEVIATIONS The quantity stated in the proposal is not guaranteed and the actual extent of work to be performed will depend on conditions at the time of construction and the direction of the Owner at the time of contract award. No unit price adjustment for any magnitude of increased,decreased,or deleted quantities is allowed for any line item in 5 the proposal. The Contractor's unit price,as shown on the proposal,shall apply to items independent of any quantity change. 9. SOIL CONDITIONS AND AREA INSPECTION All prospective bidders are advised to inspect the entire project area and subsurface conditions to their own satisfaction prior to submitting a bid. It is the Contractors duty to explore,test and analyze the subsurface conditions with regard to the constructability factors that may affect work to the extent and in the manner appropriate to the nature of the work. 10.EXISTING UTILITIES The Contractor shall protect all existing utilities. It shall be the Contractor's responsibility to notify all utility companies having utilities in the area and to verify their location prior to construction. Extreme care must be exercised in protecting utility lines from damage during construction. The crossing of all utilities is incidental to the construction. The Contractor must contact Gopher State One Call(651-454-0002)as required by State Law. The Contractor is required to verify locations of all existing utilities that are affected by this project. 11.PRE-CONSTRUCTION CONFERENCE Prior to starting the project,a pre-construction conference will be held with the Contractor and City of Farmington Parks and Recreation Department staff. This meeting will be held to clarify any questions and determine procedures to be used in completing the project. At the pre-construction conference,the Contractor shall submit a written list of project subs/suppliers,a proposed schedule and concrete mix designs. 12.EXISTING FLAG POLE It shall be the Contractor's responsibility to protect the Rambling River Center's existing flag pole during the installation and finishing of the concrete. The work associated with protecting the flag pole shall be considered incidental to the project. 13.CLEAN UP All disturbed areas,including,but not limited to,sidewalks,driveways,turf,and curb shall be returned to a condition equal to or superior to that in existence at the start of the project. Any disturbed green space area outside of the actual construction area shall be restored by the City unless otherwise determined by the Parks and Recreation Director. All construction debris shall be removed and recycled if possible,or disposed of at a licensed landfill. Clean up and disposal of debris is incidental to the work in this contract.Wash out of the concrete mixer is not allowed on site. 14.PROPERTY IRONS Any property irons,which are disturbed by the Contractor's carelessness or out of necessity,shall be replaced at the Contractor's expense. 15.WATER No payment shall be made for water placed on the project. It shall be considered incidental to the restoration of the construction areas. Water may be obtained from the City for a nominal fee based upon measured use. The City has a water filling station located adjacent to the Rambling River Center building for use by Contractors. 16. OVERRUNS No quantity overruns shall be paid for without prior authorization by the Parks and Recreation Director. 17.DEMOLITION City will perform all demolition of existing concrete and railings. The contractor hired will prepare base material and pour replacement concrete for the new entrance improvements to the Rambling River Center, which is located at 325 Oak Street,Farmington,Minnesota. 6 18.WARRANTY Warranty for this project shall be one year from the written acceptance of the project by the Owner to the Contractor. This warranty shall cover any defects resulting from suppliers,manufacturing,construction or workmanship. 19.SUBCONTRACTING The City reserves the right to approve all subcontractors. A subcontractor's list shall be provided at the pre- construction conference. The work shall not be further subcontracted to subcontractors not included on the original subcontractor's list without prior written permission from the City. 20.EQUAL OPPORTUNITY COMPLIANCE The City of Farmington is an Equal Opportunity and Affirmative Action employer. The Contractor with the City is required to follow and conform to all Federal, State and Local laws as they apply to the Contractor's responsibility to insure compliance with the Equal Opportunity and Affirmative Action employment requirements may lead to Contractor sanctions. • End of Section 7 SPECIFICATIONS General Requirements 1. Granular and Aggregate Base The City will complete rough preparation of the site by removing existing material to an approximate depth equal to the top of the existing sidewalk. It will be up to the Contractor to complete any excavation needed to establish the starting point for adding new aggregate material so the final base elevation needed is at the proper height before the concrete is poured, so the top of concrete is at an elevation suitable for entrance into the building. Where new aggregate base material is needed first six inches of select granular material should be placed and then six inches of MN/DOT Class 5, 100% crushed limestone quarry should be placed on top of the select granular material. Any new aggregate base material placed shall be compacted before forms are placed and concrete is poured. A cross section drawing showing the depth of the base material and concrete areas for the Rambling River Center entrance area is included at the end of this document. Aggregate Base and Select Granular material will be measured and paid by the ton. 2. Oak Street Door Entrance The concrete surface adjacent to the Oak Street entrance door has an existing masonry block foundation wall in place that supports the existing concrete entrance area.The existing foundation wall will be removed by the City during the demolition due to it being in poor condition.It is anticipated that the existing concrete footing under the existing concrete foundation wall can be re-used and a new concrete foundation can be poured on top of it. However,an alternate bid item"Replace Existing Foundation Footing(Oak Street Entrance)"has been included that will be considered full compensation for removal of the old footing and replacement with a new footing in the event that the existing footing cannot be re- used.After the existing block foundation wall has been removed,the Contractor and staff will meet and determine if the existing concrete footing can be used or if it will need to be removed and a new footing will need to be poured.A bid item has been included for"Construct Oak Street Entrance Foundation". This bid item will be considered full compensation for all work necessary to build a foundation,on the existing footing,capable of supporting the concrete entrance slab. The contractor will be required to submit a foundation design to the City,and receive City approval of the design,prior to beginning any work on the foundation. The type of foundation construction must either be block wall or poured wall. 3. Concrete Material A. Scope MN/DOT has developed a program for the quality control of concrete production under a Certification program for ready-mix concrete plants. It shall be the Contractors responsibility to make certain that a certified ready-mix plant will produce all ready-mix concrete being used on this Contract.The Contractor shall obtain all of the ready-mix concrete used on this contract from a certified concrete plant capable of meeting all of the pertinent requirements of MN/DOT Standard Specifications 1604 and 2461. Concrete should be minimum 4,000 psi. B. Compliance Requirements Each individual truckload of ready-mixed concrete used by the Contractor or any sub-contractor on this Contract shall, at the time of delivery,be accompanied by a signed Certificate of Compliance from the producer. Each Certificate of Compliance shall include: a. Name of the ready-mix concrete plant 8 b. Name of the Contractor c. Date d. Time concrete was batched/discharged e. Truck Number f. Quantity of concrete in this load g. Running total quantity if this concrete mix batched on this day for this project h. Type of concrete(MN/DOT Mix Designation Number) i. Cement brand j. Fly ash brand k. Admixture brand 1. Pit number for each aggregate source m.Admixture quantity per 100 wt. and/or oz./cy. for: Air-entraining admixtures Water reducing admixtures Other admixtures n. Design weights per cubic yard: Cement Fly ash Each coarse aggregate fraction(3/4+)and(3/4-) Fine aggregate(sand) Design water weight o. Actual batched weights for: Cement Fly ash Each coarse aggregate fraction(3/4+)and(3/4-) Fine aggregate(sand) Actual water added Any trim water added Total water p. The ticket shall also include the following information printed with enough room beside each item to allow the field inspector to record the appropriate test results,air content,air temperature,concrete temperature,slump,cylinder number, and location/part of structure. Items k,1,m,n and p need only be provided on the first certification day per mix design or when one of these items changes. 4. Construction Requirements: A. Foundation Preparations The base foundation shall be shaped and compacted to a firm,uniform bearing surface, conforming to the planned section and established grade. Class 5 and select granular material,as specified and where required by the plans,shall be furnished,placed and compacted thoroughly to the required depth. B. Forms: Forms shall be made of wood or metal,coated on the contact face with form treating material, and in a condition which will allow proper finishing and subsequent form removal. The form height shall be at least that of the planned walk thickness. 9 C. Concrete: 1. Placing and finishing concrete • The foundation and forms shall be thoroughly wetted immediately prior to the placing of the concrete. • The concrete shall be placed,consolidated to fill all voids,struck off to the required grade and floated smooth. The grade should not exceed.5%from the building to the sidewalk on Oak Street.After the water sheen has disappeared,the joints shall be edged and the surface lightly brushed to a uniform texture. • The surface will not vary more than 3/16 inch from a ten-foot straight edge,and then formed concrete shall be within 4 inch of the required location. • Forms shall remain in place for a minimum of 12 hours after placing the concrete therein unless earlier removal is authorized by the Parks and Recreation Director. 2. Joint Compaction • The walk shall be divided into panels of uniform size,outlined with contraction or expansion joints as required by the plans. The panels shall be square where practical and generally have not more than 25 square feet of area. • Joints shall be vertical and straight,and be parallel with or at right angles to the walk centerline where possible. The joints shall align with like joints in adjoining work unless the work is isolated by/2 inch preformed joint filler. • All joints and edges of the walk shall be rounded with a%a inch radius-edging tool. • Contraction joints shall extend to at least 1/3 the walk thickness and shall be approximately 1/8 inch wide. . • Expansion joints shall be%Z inch wide and shall be equal in depth to the full thickness of the walk. At a minimum,an expansion joint will be required between the 4"concrete slab and the 17"reinforced concrete. An expansion joint will also be required between the existing building and any adjacent concrete. • Joint construction at locations where a fixed object or structure extends through the walk shall be modified to the extent deemed necessary by the Parks and Recreation Director. One-half inch preformed joint filler material shall be placed adjacent to all fixed objects, between separate poured concrete slabs,so as to separate them from the abutting concrete edges. 3. Concrete Curing and Protections After the finishing operations have been completed and as soon as the set of the concrete permits,the concrete shall be cured for a minimum period of 72 hours. The curing shall be in accordance with one of the methods prescribed herein. Where side forms are used, the edges shall receive the curing media within 30 minutes after removal of the forms. During cold weather,the Contractor shall protect the concrete from frost damage prior to and throughout the duration of the cure. After October 1,only the blanket curing or extreme service methods of curing will be permitted. With the blanket method,after being cured the prescribed minimum period of 72 hours, the concrete shall be treated with two applications totaling 0.06 gallons per square yard of concrete treating oil applied over all concrete surfaces that will remain exposed in the completed work. The concrete shall be clean and dry when the treating oil is applied. Two applications shall be done. The first application shall be done immediately and the 10 second application shall be done within 8 hours of the first application or in the morning following the first coat. • Blanket Curing Method. The concrete shall be covered with waterproof paper of plastic sheeting as soon as possible(without marring the surface)after completion of the finishing operations. The curing blankets shall be in such condition and be utilized in such manner as to envelop the exposed concrete and prevent loss of water vapor. • Membrane and Extreme Service Membrane Curing Method. All surfaces exposed to air at the time of cure shall be coated with membrane curing compound immediately after finishing the concrete surfaces. The compound shall be applied by an approved airless spraying machine at the rate of one gallon of compound per 150 square feet of surface curing area per application. As conditions for approval,the spraying machine shall have as essential elements: a recirculating bypass system which provides for continuous agitation of the reservoir material;separate hose and nozzle filter;and a multiple or adjustable nozzle system that will provide for variable spray patterns. Before application,the curing compound as received in the shipping container shall be agitated until a homogeneous mixture is obtained. Application shall be such that a uniform coating is obtained. Any areas that,by visual inspection,appear to have received too light a coating shall be re-sprayed immediately. Also,should the membrane film become damaged at any time within the required curing period,the damaged areas shall be repaired immediately by re-spraying. Wherever the initial or corrective spraying is such as to result in unsatisfactory,curing,the Park and Recreation Director may require use of the Blanket Curing Method at no additional compensation. D. Rambling River Center Door Entrance Existing concrete block support wall will be removed during demolition.A new foundation will need to be constructed to support the concrete platform to be poured immediately adjacent to the entrance door. Any existing material remaining inside the foundation after the construction of the foundation,or any material used to fill the interior of the foundation shall be compacted before concrete is poured for the concrete platform. E. Backfilling Following removal of the forms,any areas adjacent to the work,which need to be backfilled, will be backfilled by the City. Any surplus excavated materials shall be disposed of by the Contractor in a manner satisfactory to the Parks and Recreation Director. 5.Method of Measurement: A. Concrete Concrete shall be measured as specified in the bid documents. End of Section 11 CONCRETE ENTRANCE AREA, STEPS AND ENTRANCE PLATFORM A. General Requirements 1. Unless otherwise noted or modified,all sections of 2000 MN/DOT Specification 2521 shall apply with supplemental specifications. 2. This work shall consist of concrete sidewalk in accordance with these specifications. 3. Expansion material shall be in accordance to MN/DOT Specification 3702. All concrete shall be in accordance to MN/DOT Specification 2461. The mix design shall be 3A32 for manual placement.The concrete mix used should be rated at a minimum of 4,000 psi. B. Specific Requirements 1. Unless specifically noted or modified herein,all sections of the General Requirements shall apply. 2. Concrete mix shall be in accordance to MN/DOT Specification 2461. The mix design and classification shall be 3A32 for sidewalk and driveway areas. 3. Joint filler(expansion joint material shall be asphalt impregnated fiber conforming to ASTM D-1751). Expansion joint material shall be I/2"thick and shall be the full depth of the concrete slab. 4. Fine filter aggregate(MnDOT 3149)and class 5 aggregate 100%crushed limestone quarry shall be placed under entrance ramp and entrance platform areas unless otherwise directed by the Parks and Recreation Director. See cross section drawing showing sub-base profile. 5. Minimum thickness of concrete sidewalk shall be four inches(4"). 6. All entrance ramp and entrance platform slab areas shall receive a light broom finish. 7. Spray-on curing compound shall be applied to the surface of the concrete immediately after the final brushing. The compound must contain a fugitive dye. A second coat of spray-on curing compound shall be applied in 8 hours or in the morning following the first coat. Each coat shall be applied at a rate of one gallon per 150 square feet. Curing compound shall uniformly cover the concrete walk areas on each application. C. Construction 1. Joints shall not be sealed with joint sealer material. 2. The City may utilize an independent testing company to take samples of and perform the required testing of the concrete. Tests shall include slump tests,air entrainment tests and cylinders in sets of three. Any tests that fail shall be paid for by the Contractor. 3. Contraction joints shall be aligned to create a uniform pattern and to prevent random cracking. 4. The Contractor shall use extra care in spacing of joints near buildings,corners and changes in direction,to achieve uniformity in the panels. Odd sized panels shall be unacceptable. 12 5. Provide full depth expansion joints using preformed board material,placed in accordance with MN/DOT Plate 7065C,where indicated on details,and against fixed objects. Expansion joint material is required to be placed every sixty feet and also against one side of existing material. The Parks and Recreation Director may order expansion material placed at other locations as determined in the field. 6. Curb boxes,which occur in sidewalks,must have a Ford A-1 casting over them prior to placement of concrete walk. 7. Concrete will be unacceptable if pitted by rain,pop outs,spelling,other surface deterioration or structural failure occurs within the warranty period. 8. #4 Rebar shall be placed in the areas as noted on the drawings.Rebar reinforcement shall conform to the Standard Specification for Rebar for Concrete Reinforcement of ASTM A615/A615M: Deformed and plain carbon-steel bars for concrete reinforcement. Minimum lap on all rebar splices shall be 18". A drawing is shown at the end of this document that identifies the placement of the#4 rebar in the concrete. 9. Entrance step should be constructed in accordance with the attached detail drawing. D. Basis of Payment Concrete shall be paid for as specified in the bid documents and shall be considered full compensation for all labor and materials necessary for construction including but not limited to: saw cutting,root cutting, removal and disposal of waste concrete,foundation preparation,sub base material,detail specified concrete thickness,expansion joint material,and curing compound. End of Section 13 _5.— i 4, •Nb .r ,s 9" ol 0 e". . 014 Q) 01 C Y iiiI ' 11"6 Lo N 23' y f'0 ' 0° ti, OD c 011 1 --- m - —12' 1" 'C � I "' Py ///////// /$$ CO III; 1,-. 1 , ,,,..7asagaiacasasaccaosiaiog X W D 12' 6' Z 20' Z 1 1 2' 6 0' . ___ v �4 A: Construct Oak Street Entrance Foundation YB: Construct 7" Reinforced Concrete C: Construct Concrete Steps 0: Exielting Green Space to remain -5'— v ��q ic ����..A iii 1 r:.; 3'�9" I f, Q 0: a L 04! (i) 01 Y Y 0 34' 11" O In Ob 1`r) 23 f I u A 4rP -. /O 12 1" / •X W D 12' . Z 20' Z 5' i 2' 6"— 9' 14' r�Ii A: Construct Oak Street Entrance Foundation j/ 8: Construct 7" Reinforced Concrete C: Construct Concrete Steps D: Exisiting Green Spoce to remain 15 0 V C 75 O U U c o 0 N > ` ai n 0_ v a 0) v+ C c -v X XJ u .., . \ \ � 1 \ > , \ \ \ . N. > . L I— • R a o I li, 41 1 a w G : 4 :v m a v Lc) o v V) 01 Lv C U ° v v c v v m v Q 0 i Q aQ o ' .i = - c c to 6, i= . (1) • a 0 • C 0 C 0 0- X W M N 11 - 1_. -1- 4 1 I ' I —1 In 17) N / fV a i O_ In A . 1 2 t0 1 n n rZ N N ' '^1 O N N \, Z N Y Y IV v N " -}— s e a mamma <� " �illipipplr. W t0 u) J o° `o ce Z N N S n c a L' o N � F n° N M Y N 0 V N N� I`a�\IF .. 1__. 17 Rambling River Center Oak Street Entrance Improvement Project,.Boundary _ - _-, -_ 1! 410 fl'I'4ie „. ptio,k: , ,„,:. , . ILI- ,4 .. golro - , i .. ( - • A. . ,,,‘. ,.. 4001' . ,., ,* [ *it.-3, t I ili . i 1 \. . ,. I 1 I „di,„ , A primi -it . .. . .._;.. ... - -. -. „.. , :. 1(1111110*41/4- 1 '4'411.1;ftt(S•r t.I ..•.0 ii-4110 „ 18 ,�o�1AR ►, City of Farmington p 430 Third Street a.41iiiix Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 '° *° www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Parking Restriction Request-Spruce Street DATE: April 20,2015 INTRODUCTION At the February 9,2015 city council work session the city council reviewed a request from the owner and one of the tenants of the former Rambling River Center(431 Third Street)to restrict parking on Spruce Street. DISCUSSION This item was discussed at the April 6, 2015 city council meeting. At that meeting, Mr. Leon Orr and Mr. Steve Aaron were in attendance and shared their opinion of the parking situation with the city council. The item was then tabled until the April 20,2015 city council meeting. Since the April 6,2015, meeting, staff has contacted Red Oak Manor to see if they would be interested in leasing/renting a reserved spot in their parking lot for the use of the tenant at 431 Third Street. They indicated that they were not interested in this type of arrangement. Staff also reached out to the Fannington postmaster but has not received a response. The consensus at the workshop was to not restrict parking on Spruce Street. Attached for council's information are the memo provided to council at the February 9, 2015 workshop along with the original request and a map of the area. It should be noted that as discussed at the last meeting,the handicapped parking spot is currently located in the spot closest to Third Street, not the second one in as shown on the overhead photo. BUDGET IMPACT There would be no budget impact if there are no parking restrictions. Signage and installation costs for restricting the parking would be approximately $100 per sign depending on council direction. ACTION REQUESTED Affirm,by motion, the work session consensus to not restrict parking in this location on Spruce Street. ATTACHMENTS: Type Description D Backup Material Workshop Memo O Exhibit Map D Exhibit Original Request _off iy�► City of Farmington 430 Third Street s Farmington,Minnesota 651.280.6800•Fax 651.280.6899 www.cifarmington.mn.us TO: Mayor, Councilmembers, City Administrator FROM: Kevin Schorzman, P.E., City Engineer SUBJECT: Parking Restriction Request-Spruce Street DATE: February 9, 2015 INTRODUCTION The city has received a request from the owner and one of the tenants of the old Rambling River Center(431 Third Street)to restrict parking on Spruce Street. DISCUSSION From time to time, staff receives requests related to limiting parking times in the downtown area. The vast majority of these requests are related to convenience for a specific business, or a result of disagreements between neighboring businesses. Past practice has been to be very cautious in approving these types of requests as they often result in a"reserved"parking scenario in a public parking area. Items to consider when evaluating these types of requests include: • Enforcement-The city does not currently have officers dedicated to the enforcement of parking restrictions (marking tires to check parked time, etc.). Therefore, when complaints are received, it will be difficult to prove how long a particular vehicle may be parked there. • Business Schedule-If there is a consistent schedule at the business, it may be possible to restrict parking during specific times on specific days to accommodate large or heavy deliveries. However, if this situation does not exist, or if the business changes you are in essence, restricting public parking for no discernable reason. • Precedent-Caution should be used when making these types of decisions. If the decision is made to restrict parking based on a request from a business owner, are we willing to allow all business owners to restrict parking near their businesses? If not, then we should be prepared to answer the question"Why did you do it for them and not me?" It should be noted that there are three parking spaces in front of the post office on Oak Street that currently have a 15 minute parking restriction between 8:00 AM and 7:00 PM. In the event that the post office would ever move, staff would recommend removing these restrictions. Staff does Parking Restriction Request-Spruce Street February 9, 2015 Page 2 of 2 not believe that this restriction is precedent setting due to the unique services provided at that location. Staff recommends not restricting parking on Spruce Street. However, if the consensus of the council is that the parking should be restricted, staff would recommend that it only be restricted in the furthest east spot on the south side of Spruce Street and that the restriction be limited to 15 minutes to allow for the loading and unloading of heavy items while at the same time not creating the perception of a"reserved"parking spot on a public street. BUDGET IMPACT There would be no budget impact if the current parking remains. Signage and installation costs for restricting the parking would be approximately$100 per sign depending on council direction. ACTION REQUESTED Discuss the requested parking restriction and provide feedback to staff related to the request. Respectfully submitted, Kevin Schorzman, P.E. City Engineer cc: file i "# ' ' (1 7.;‘'' ._ ici05,,, I je 1 (.., ., 1 ii w _ ` �, ,, il al mill III eh to f 0 PI r ii di ,•• , 7,,, ..'‘F, .fl g fo , p. to p , 1*. I " �` j � fi g �;'' Oro a r r r "+ 'a%w } Disclaimer:Map and parcel data are behaved to be accurate,but the is not guaranteed. This is not a legal Map Scale 31 and should not be substituted for a title search,appraisal,survey, or for zoning verification. Dakota County 1 inch =31 feet assumes no legal responsibility for the information contained in this data. 1/23/2015 DATE: January 7,2015 TO: Mr. Kevin Schorzman,Engineer City of Farmington 430 Oak Street Farmington,MN 55024 SUBJECT: Suggested Parking Restrictions • Kevin: You will recall that I talked to you about a year ago about the parking on Spruce Street, along the south side of the building at 431 3rd Street. I offer the following information relative to the subject parking. 1. There are two business rental units with their only entrance from Spruce Street. 2. There are 4 parallel parking places on Spruce St.adjacent to the building— 1 handicap and 3 unrestricted. 3. The 3 unrestricted parking places are almost always taken by Postal workers from the processing facility on 3`d Street. Thus they are occupied for full 8-hour shifts without any availability for come-and-go clients for the businesses within the subject building. 4. When I talked to you about a year ago, you asked me to consider talking to the people at the Postal facility and see if things could be worked out. I talked to the Postmaster and he was very understanding about the situation and he said that he would talk to his employees, although we both acknowledged that these were public parking spaces and nothing could be forced upon anyone. 5. The situation has persisted all year with these places being taken by postal employees all day. When there was a retail shop in unit#4,the owner once approached one of the regular parkers and asked him if he could park somewhere else. The man said "Not a chance!" There has been no change since our original conversation on the subject. That small retail shop has since closed. 6. My wife and I are associated with Last Hope,Inc.,and we lease unit#3 on Spruce Street. I stop there daily at least once for short periods of time. Sometimes I have to carry heavy items from my truck to the office--often from down near 4th Street. Raining,hot or 20 below,while the parking places are taken for the entire day. 7. My request: Designate 1,2 or 3 of these parking spaces as"Two-Hour Parking Limit". I don't believe this is an undue restriction on the public since there are the parking spaces on the south side of City Hall on Spruce Street—almost always vacant. It would not be a hardship to park there all day for Postal workers. This proposal would enhance the viability of the business rental units in the 431 3rd Street and the public that visits them. Use as an employee parking lot for Postal workers is not efficient use of public property,in my opinion,especially when there is a reasonable alternative. I respectfully request that the City of Farmington give this situation consideration. If you would like to have a meeting on the subject,please contact me with one of the methods listed below. • Sincerely, 401011r;„ L . W. ORR Board Member and Treasurer Last Hope,Inc. P.O. Box 114 -- Farmington,MN 55024 651-463-8739 leon.orr @charter.net Proposal endorsed by: aohmo MOLLY - - ON Sackett Properties, Building Owner